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Lecture-6.1-MS-EXCEL-Basic-to-Advanced

The document provides an overview of advanced features in Microsoft Excel, including data sorting, data validation, formulas, logical functions, conditional formatting, and lookup functions like VLOOKUP and HLOOKUP. It explains how to sort data, set validation rules, create formulas, and handle errors in formulas. Additionally, it details the use of logical functions such as IF, AND, and OR, along with the parameters and functionalities of VLOOKUP and HLOOKUP.

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Anabelle Teodosio
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
5 views

Lecture-6.1-MS-EXCEL-Basic-to-Advanced

The document provides an overview of advanced features in Microsoft Excel, including data sorting, data validation, formulas, logical functions, conditional formatting, and lookup functions like VLOOKUP and HLOOKUP. It explains how to sort data, set validation rules, create formulas, and handle errors in formulas. Additionally, it details the use of logical functions such as IF, AND, and OR, along with the parameters and functionalities of VLOOKUP and HLOOKUP.

Uploaded by

Anabelle Teodosio
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Microsoft Excel

Advanced
Data Sorting
Sorting in MS Excel
Sorting data in MS Excel re-arranges the rows based on the contents of
a particular column.
 For numerical data, Sorting could be done in ascending order or
descending order.
 For text data, sorting could be done in alphabetical ascending (A-Z)
order or descending order (Z-A).
Data Validation
Data Validation
MS Excel data validation feature allows you to set up
certain validation rules that what can be entered into a
cell.
Validation Criteria
To specify the type of data allowable in a cell or range, follow the
steps below:

Select the cell or range.


Choose Data » Data Tools » Data Validation.
Excel displays its Data Validation dialog box having 3 tabs-
Settings
Input Message
Error alert.
Settings
Here you can set the type of validation you need. Choose an option from the
Allow drop-down list. The contents of the Data Validation dialog box will
change, displaying controls based on your choice –
Any Value
Whole Number
Decimal
List etc
Circle Invalid data

We can mark invalid data by circle by using following steps:

First take a list of data in a column.


Select the data, go to “Data validation” tab for setting the
conditions.
Then click to ‘Circle invalid data’ option and invalid data
will be circled.
Formula
Formula

A formula, by which we can do some calculation and other


operations. It returns a result, which is displayed in that
cell only, where the formula is written.
Creating Formula
 For creating formula you need to type in Formula Bar. Formula
begins with '=' sign.

 When building formulas manually, you can either type the cell
addresses or you can select them in the worksheet.

 Using the selecting method to supply the cell address for


formulas is often easier and more powerful method of formula
building.
Cell address
Every cell in Excel has an address. A cell address is a
combination of Column name followed by the row number.
For an example ‘A1’ / ‘C2’ etc.

There are two types of cell


addresses: relative and absolute. By default,
all cell address have relative address.
Relative cell address

By default, all cell addresses are relative addresses.


When copied across multiple cells, they change based on
the relative position of rows and columns.
if you copy the formula =A1+B1 from row 1 to row 2,
the formula will become =A2+B2
Absolute Cell Address

The row and column references do not change when you copy the
formula because the reference is to an actual cell address. An
absolute reference uses two dollar signs in its address: one for the
column letter and one for the row number (for example, $A$5).
Drawbacks of Formula
A user defined function called by a formula in a worksheet cell,
cannot change the environment of Microsoft excel. This Means
that, such a function cannot do any of the following:

 Insert, Delete, Format Cells on the spreadsheet.


 Change another Cell’s value.
 Move, Rename, Delete or add sheets to a workbook.
 Change any of the environment option such as calculation mode
or screen views.
 Add Names to a workbook.
 Set properties or execute most methods.
Logical Functions
IF Function
Nested/Multiple IF
Using AND with IF
Using OR with IF
Using IFERROR
IF Function
▪ Checks whether a condition is met, and returns one
value if TRUE, and another value if FALSE.

▪ Syntax : IF(logical_test, [value_if_true], [value_if_false])

17
Nested/Multiple IF
▪ Nesting refers to the practice of joining multiple
functions together in one formula.

▪ Syntax : IF(logical_test,[value_if_true],IF(logical_test,
[value_if_true], [value_if_false])

18
Using AND with IF
▪ Use the AND function, one of the logical functions, to
determine if all conditions in a test are TRUE.
▪ Syntax : IF(AND(Something is True, Something else is True),
Value if True, Value if False)

19
Using OR with IF
▪ Use the OR function, one of the logical functions, to determine
if any conditions in a test are TRUE.
▪ Syntax : IF(OR(Something is True, Something else is True),
Value if True, Value if False)

20
Formula Error Messages
Error Value Meaning
#DIV/0 Division by zero
#N/A No value available (Technically, this is not an error.)

#NAME? This error value appears when you incorrectly type the range name, refer to a
deleted range name, or forget to put quotation marks around a text string in
a formula.
#NULL! This error will occur if you insert a space instead of a comma between
ranges used in functions.
#NUM! Problem with a number in the formula. A number too large or too small to be
represented in the worksheet.
#REF! Invalid cell reference

#VALUE! This error is most often the result of specifying a mathematical operation
21 with a cell that contain text.
IFERROR Function
▪ Returns a value you specify if a formula evaluates to an error;
otherwise, returns the result of the formula. Use the IFERROR
function to trap and handle errors in a formula.
▪ Syntax : IFERROR(value, value_if_error)

22
Conditional Formatting

Conditional formatting is used to format a cell or a range of


cells by user defined criteria.

 Choose Home Tab » Style group » Conditional Formatting


dropdown.
Conditional Formatting
New Rule: It opens the New Formatting Rule dialog box, where you
define a custom conditional formatting rule to apply to the cell selection.

Clear Rule: It opens a continuation menu, where you can remove


conditional formatting rules for the cell selection by clicking the Selected
Cells option, for the entire worksheet by clicking the ‘Entire Sheet’
option, or for just the current data table by clicking the ‘This Table’
option.

Manage Rule: It opens the Conditional Formatting Rules Manager dialog


box, where you edit and delete particular rules as well as adjust their rule
precedence by moving them up or down in the Rules list box.
V-LOOKUP & H-LOOKUP
V-LOOKUP is a function, which is used to search for value vertically
from lookup table.

Similarly H-LOOKUP searches for value horizontally from lookup


table.

V-LOOKUP and H-LOOKUP both have 4 parameters as below.


(lookup_value, table_array, col_index_num, range_lookup)
V-LOOKUP Parameters
lookup_value : It is the user input. This is the value that the
function uses to search on.

The table_array : It is the area of cells in which the table is


located. This includes not only the column being searched on, but the
data columns for which you are going to get the values that you
need.

Col_index_num : It is the column of data that contains the answer


that you want.
V-LOOKUP Parameter
Range_lookup : It is a TRUE or FALSE value. When set to TRUE, the lookup
function gives the closest match to the lookup_value without going over the
lookup_value. When set to FALSE, an exact match must be found to the
lookup_value or the function will return #N/A. Note, this requires that the
column containing the lookup_value be formatted in ascending order.
End of the slides
Thanks!

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