1

Microsoft Excel 2016

Lesson 3
Using Advanced Formulas

Lecturer: Dr. Nguyen Lap Luat

Objectives

2
Software Orientation

– In this lesson, you use commands on the Formulas tab to

create formulas and functions to conditionally summarize
data, look up data, apply conditional logic, and modify text.
– The Formulas shown here tab contains the command
groups you use to create and apply advanced formulas in
Excel.

3
 Software Orientation

– This table (which spans multiple slides) summarizes the

functions covered in this lesson and specifies where the
functions are located on the Formulas tab.

4
Software Orientation

5
Software Orientation

6
Using Formulas to
Conditionally Summarize
Data
– Conditional formulas add another dimension to data analysis
by summarizing data that meets one or more criteria.
– Criteria can be a number, text, or expression that tests which
cells to sum, count, or average.
– A conditional formula is one in which the result is determined
by the presence or absence of a particular condition.
– Conditional formulas used in Excel include the functions
SUMIF, COUNTIF, and AVERAGEIF that check for one criterion,
or their counterpoints SUMIFS, COUNTIFS, and AVERAGEIFS
that check for multiple criteria.
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Using SUMIF

– The SUMIF function calculates the total of only those cells that meet a given
criterion or condition.
– The syntax for the SUMIF function is SUMIF(Range, Criteria, Sum_range).
– The values that a function uses to perform operations or calculations in a formula
are called arguments.
– The arguments of the SUMIF function are Range, Criteria, and Sum_range.
– Cells within the Range that do not meet the criterion are not included in the total.
– If you use the numbers in the range for the sum, the Sum_range argument is not
required.
– If you are using the criteria to test which values to sum from a different column,
then the range becomes the tested values and the Sum_range determines which
numbers to total in the same rows as the matching criteria.

8
Step by Step: Use the
SUMIF Function

– This explains the meaning of each argument in the SUMIF

syntax.

9
Step by Step: Use the
SUMIF Function

– LAUNCH Excel.
1. OPEN the 10 Fabrikam Sales file for this lesson, and SAVE it to your
Excel Lesson 10 folder as 10 Fabrikam Sales Solution.
2. Select H5. Click the Formulas tab and then in the Function Library
group, click Math & Trig. Scroll to and click SUMIF. The Function
Arguments dialog box opens with text boxes for the arguments, a
description of the formula, and a description of each argument.
3. In the Function Arguments dialog box, click the Collapse Dialog
button for the Range argument. This allows you to see more of the
worksheet. Select the cell range C5:C16. Press Enter. By doing this,
you apply the cell range that the formula will use in the calculation.

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 Step by Step: Use the
SUMIF Function

4. In the Criteria box, type >200000 and then press Tab. The
figure below shows that the Sum_ range text box is not
bold. This means that this argument is optional. If you
leave the Sum_range blank, Excel sums the cells you
enter in the Range box. You now applied
your criteria to sum
all values that are
greater than
$200,000.

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 Step by Step: Use the
SUMIF Function

5. Click OK to accept the changes and close the dialog box. You see that $1,657,100 of
Fabrikam’s December revenue came from properties valued in excess of $200,000.
6. If for some reason
you need to edit
the formula, select
the cell that
contains the
function, and
on the Formulas
tab, or in the
Formula Bar, click
the Insert Function
button to return to
the Function Arguments
dialog box (shown here).
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Step by Step: Use the
SUMIF Function

7. Click OK or press Esc if you have no changes.

8. Select cell H6, and then in the Function Library group, click
Recently Used and then click SUMIF to once again open
the Function Arguments dialog box. The insertion point
should be in the Range box.
9. In the Range field, select cells E5:E16. The selected range is
automatically entered into the text box. Press Tab.
10. In the Criteria box, type <3% and then press Tab. You enter
the criteria to look at column E and find values less than
3%.
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Step by Step: Use the
SUMIF Function

11. In the Sum_range field, select cells C5:C16. The formula in H6

is different than the formula in H5. In H6, the criteria range is
different than the sum range. In H5, the criteria range and the
sum range are the same. In H6, SUMIF checks for values in
column E that are less than 3% (E8 is the first one) and finds
the value in the same row and column C (C8 in this case) and
adds this to the total. Click OK to accept your changes and
close the dialog box. Excel returns a value of $1,134,200.
12. SAVE the workbook.
– LEAVE the workbook open for the next exercise.

14
Using SUMIFS

– The SUMIFS function adds cells in a range that meet multiple criteria.
– The order of arguments in this function is different from the order
used with SUMIF.
– In SUMIFS, Sum_range is the first argument.
– In this exercise, you create and use two SUMIFS formulas, each of
which analyzes data based on two criteria.
• The first SUMIFS formula adds the selling price of the properties that
Fabrikam sold for more than $200,000 and that were on the market 60
days or less.
• The second formula adds the properties that sold at less than 3%
difference from their listed price within 60 days.

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Step by Step: Use the
SUMIFS Function

– USE the workbook from the previous exercise.

1. Click cell H7. On the Formulas tab, in the Function Library group, click Insert
Function.
2. In the Search for a function box, type SUMIFS and then click Go. SUMIFS is
highlighted in the Select a function box.
3. Click OK to accept the function.
4. In the Function Arguments dialog box, in the Sum_range box, select cells
C5:C16. This adds your cell range to the argument of the formula.
5. In the Criteria_range1 box, select cells F5:F16. In the Criteria1 box, type <=60.
This specifies that you want to calculate only those values that are less than or
equal to 60. When you move to the next text box, notice that Excel places
quotation marks around your criteria. It applies these marks to let itself know
that this is a criterion and not a calculated value.
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Step by Step: Use the
SUMIFS Function

6. In the Criteria_range2 box, select cells C5:C16. You are now

choosing your second cell range.
7. In the Criteria2 box, type >200000. Click OK. You now applied a
second criterion that will calculate values greater than 200,000.
Excel calculates your formula, returning a value of $742,000.
8. Select H8 and then in the Function Library group, click Recently
Used.
9. Select SUMIFS. In the Sum_range box, select C5:C16.
10. In the Criteria_range1 box, select cells F5:F16. Type <=60 in the
Criteria1 box.

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 Step by Step: Use the
SUMIFS Function
11. In the Criteria_range2 box, select cells E5:E16. Type <3% in
the Criteria2 box and then press Tab. To see all arguments,
scroll back to the top of the dialog box (see below).
12. Click OK. After applying this formula, Excel returns a value
of $433,000.
13. SAVE the workbook.
– LEAVE the workbook
open for the next
exercise.

18
 Step by Step: Use the
SUMIFS Function

– The formulas you use in this exercise analyze the data on two
criteria. You can continue to add up to 127 criteria on which data
can be evaluated.
– Because the order of arguments is different in SUMIF and SUMIFS,
if you want to copy and edit these similar functions, be sure to put
the arguments in the correct order (first, second, third, and so
on).
– In this exercise, you practice using the COUNTIF function twice to
calculate the number of homes sold and listed >=200,000.
• The ranges you specify in these COUNTIF formulas are prices of
homes.
• The criterion selects only those homes that are $200,000 or 19

more.
Using COUNTIF

– The COUNTIF function counts the number of cells in a given

range that meet a specific condition.
– The syntax for the COUNTIF function is COUNTIF(Range,
Criteria).
– The Range is the range of cells to be counted by the
formula, and the Criteria are the conditions that must be
met in order for the cells to be counted.
– The condition can be a number, expression, or text entry.

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Step by Step: Use the
COUNTIF Function

– USE the workbook from the previous exercise.

1. Select H9. In the Function Library group, click More Functions, select Statistical,
and then click COUNTIF.
2. In the Function Arguments dialog box, in the Range box, select cells B5:B16.
3. In the Criteria box, type >=200000 and then press Tab. Preview the result and then
click OK. You set your criteria of values greater than or equal to $200,000. Excel
returns a value of 9.
4. Select H10 and then in the Function Library group, click Recently Used.
5. Select COUNTIF. In the Functions Arguments dialog box, in the Range box, select
cells C5:C16.
6. In the Criteria box, type >=200000 and press Tab. Preview the result and click OK.
A value of 7 is returned when the formula is applied to the cell.
7. SAVE the workbook. 21

– LEAVE the workbook open for the next exercise.

Using COUNTIFS

– The COUNTIFS function counts the number of cells within a

range that meet multiple criteria.
– The syntax is COUNTIFS(Criteria_range1, Criteria1,
Criteria_range2, Criteria2, …).
– You can create up to 127 ranges and criteria. In this
exercise, you perform calculations based on multiple
criteria for the COUNTIFS formula.
– In this exercise, you perform calculations based
on multiple criteria for the COUNTIFS formula.
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Step by Step: Use the
COUNTIFS Function

– USE the workbook from the previous exercise.

1. Select H11. In the Function Library group, click Insert Function.
2. In the Search for a function box, type COUNTIFS and then click Go. COUNTIFS is
highlighted in the Select a function box.
3. Click OK to accept the function and close the dialog box.
4. In the Function Arguments dialog box, in the Criteria_range1 box, type F5:F16. You
selected your first range for calculation.
5. In the Criteria1 box, type >=60 and then press Tab. The descriptions and tips for
each argument box in the Function Arguments dialog box are replaced with the
value when you move to the next argument box (see the figure on the next slide).
The formula result is also displayed, enabling you to review and make corrections
if an error message occurs or an unexpected result is returned. You now set your
first criterion. Excel shows the calculation up to this step as a value of 8.

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Step by Step: Use the
COUNTIFS Function

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Step by Step: Use the
COUNTIFS Function

6. In the Criteria_range2 box, select cells E5:E16. You selected your

second range to be calculated.
7. In the Criteria2 box, type >=5% and then press Tab to preview.
Click OK. Excel returns a value of 2.
8. SAVE the workbook.
– LEAVE the workbook open for the next exercise.
– A cell in the range you identify in the Function Arguments dialog
box is counted only if all of the corresponding criteria you specified
are TRUE for that cell.
– If a criterion refers to an empty cell, COUNTIFS treats it as a 0 value.

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 Using AVERAGEIF

– The AVERAGEIF function returns the arithmetic mean of all the cells in a
range that meet a given criteria.
– The syntax is AVERAGEIF(Range, Criteria, Average_range).
– In the AVERAGEIF syntax, Range is the set of cells you want to average.
– For example, in this exercise, you use the AVERAGEIF function to calculate
the average number of days that properties valued at $200,000 or more
were on the market before they were sold.
• The range in this formula is B5:B16 (cells that contain the listed value of
the homes that were sold).
• The criterion is the condition against which you want the cells to be
evaluated, that is, >=200000.
• Average_range is the actual set of cells to average—the number of days
each home was on the market before it was sold. Average_range, is 26
optional if the range contains the cells that both match the criteria and
Step by Step: Use the
AVERAGEIF Function

– USE the workbook from the previous exercise.

1. Select H12 and then in the Function Library group, click More Functions. Select Statistical and
then click AVERAGE.
2. In the Number1 box, type B5:B16 and then click OK. A mathematical average for this range is
returned.
3. Select H13 and then in the Function Library group, click Insert Function.
4. Select AVERAGEIF from the function list or use the function search box to locate and accept the
AVERAGEIF function.
5. In the Function Arguments dialog box, in the Range box, select cells B5:B16.
6. In the Criteria box, type >=200000.
7. In the Average_range box, select F5:F16 and then press Tab to preview the formula. In the
preview, Excel returns a value of 63.33.
8. Click OK to close the dialog box.
9. SAVE the workbook and LEAVE it open for the next exercise.
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Using AVERAGEIFS

– An AVERAGEIFS formula returns the average (arithmetic

mean) of all cells that meet multiple criteria.
– The syntax is AVERAGEIFS(Average_range, Criteria_range1,
Criteria1, Criteria_range2, Criteria2, …).
– You learn to apply the AVERAGEIFS formula in the following
exercise to find the average of a set of numbers where two
criteria are met.

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Step by Step: Use the
AVERAGEIFS Function

– USE the workbook from the previous exercise.

1. Click cell H14. In the Function Library group, click Insert Function.
2. Type AVERAGEIFS in the Search for a function box and then click
Go. AVERAGEIFS is highlighted in the Select a function box.
3. Click OK to accept the function and close the dialog box.
4. In the Function Arguments dialog box, in the Average_range box,
select cells F5:F16. Press Tab.
5. In the Criteria_range1 box, select cells B5:B16 and then press Tab.
You selected your first criteria range.
6. In the Criteria1 box, type <200000. You set your first criteria.
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Step by Step: Use the
AVERAGEIFS Function

7. In the Criteria_range2 box, select cells E5:E16 and then press Tab. You have
selected your second criteria range.
8. In the Criteria2 box, type <=5% and then press Tab. Click OK. Excel returns a
value of 60.
9. SAVE the workbook and then CLOSE it.
– LEAVE Excel open for the next exercise.
– You entered only two criteria for the SUMIFS, COUNTIFS, and AVERAGEIFS
formulas you created in the previous exercises.
– In large worksheets, you often need to use multiple criteria for the formula to
return a value that is meaningful for your analysis.
– You can enter up to 127 conditions that data must match in order for a cell to be
included in the conditional summary that results from a SUMIFS, COUNTIFS, or
AVERAGEIFS formula.
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Step by Step: Use the
AVERAGEIFS Function

– The following statements summarize how values are treated

when you enter an AVERAGEIF or AVERAGEIFS formula:
• If Average_range is omitted from the function arguments, the
range is used.
• If a cell in Average_range is an empty cell, AVERAGEIF ignores it.
• If the entire range is blank or contains text values, AVERAGEIF
returns the #DIV/0! error value.
• If no cells in the range meet the criteria, AVERAGEIF returns the
#DIV/0! error value.

31
Using Formulas to Look
Up Data in a Workbook

– When worksheets contain long lists of data, use lookup

functions to quickly find specific information.
– Lookup functions are an efficient way to search for and
insert a value in a cell when the desired value is stored
elsewhere in the worksheet or even in a different
worksheet or workbook.
– VLOOKUP and HLOOKUP are the two lookup functions that
you use in this section.
– These functions can return the contents of the found cell.

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Using VLOOKUP

– The “V” in VLOOKUP stands for vertical.

– This formula is used when the comparison value is in the first
column of a table.
– Excel goes down the first column until a match is found and
then looks in one of the columns to the right to find the
value in the same row.
– The VLOOKUP function syntax is LOOKUP(Lookup_value,
Table_array, Col_index_num, Range_lookup). The figure on
the next slide shows a graphical explanation of the function.

33
Using VLOOKUP

34
Using VLOOKUP

– Table_array is a table of text, numbers, or values that you use for

the formula. It can either be a range of cells (A1:D5) or a range
name (Commission).
– The data in a table array must be arranged in rows and columns.
– In the next exercise, you apply this formula to calculate employee
bonuses. When working with VLOOKUP functions and arguments,
keep in mind:
• If Lookup_value is smaller than the smallest value in the first column
of Table_array, VLOOKUP returns the #N/A error value.
• Table_array values can be text, numbers, or logical values. Uppercase
and lowercase text is equivalent.
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Using VLOOKUP

• The values in the first column of the Table_array selection must be

placed in ascending sort order; otherwise, VLOOKUP might not give the
correct value. The lookup table you use in this exercise lists years of
service in ascending order.
• Range_lookup is an optional fourth argument not shown in Figure 10-6.
• If the Range_lookup argument is TRUE or omitted, an exact or
approximate match is returned. If VLOOKUP cannot find an exact
match, it returns the next largest value that is less than the value you
specified in Lookup_value.
• If Range_lookup is FALSE, VLOOKUP finds only an exact match. If an
exact match is not found, the error value #N/A is returned.

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Step by Step: Use the
VLOOKUP Function

– LAUNCH Excel if it is not already open.

1. OPEN the 10 Fabrikam Bonus file for this lesson. SAVE the
workbook in the Excel Lesson 10 folder as 10 Fabrikam Bonus
Solution.
2. With the Performance sheet active, select cells A15:C20 in the
worksheet. Click the Formulas tab, and then in the Defined Names
group, click Define Name. The New Name dialog box opens.
3. In the New Name dialog box, in the Name box, type Bonus. Click
OK to close the dialog box. You defined the range name.
4. Click cell E5, and then in the Function Library group, click Lookup &
Reference and select VLOOKUP.
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Step by Step: Use the
VLOOKUP Function

5. In the Lookup_value text box, type B5 and then press Tab. The insertion
point moves to the Table_array box.
6. In the Defined Names group of the Formulas tab, click Use in Formula
and then select Bonus. Press Tab. The insertion point moves to the next
text box.
7. In the Col_index_num box, type 2, which is the column containing the
individual bonus amounts. Press Tab.
8. In the Range_lookup box, type True, which means that VLOOKUP can
check for the nearest value that does not go over the number in the first
column; the same bonus is paid for a range of years, so you enter True in
the Range_lookup box so that a value will be returned for all agents. The
Function Arguments dialog box should look similar to the one shown in
the figure on the next slide. Click OK. Excel returns a value of 2.5%.
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Step by Step: Use the
VLOOKUP Function

39
Step by Step: Use the
VLOOKUP Function

9. Using the fill handle in cell E5, copy the formula to the range E6:E11.
This calculates bonus rates for the other sales agents. The #N/A
error message appears in cell E11 because a value is not available
for agents who have been employed for less than one year. (Agents
become eligible for a bonus only after a full year of service.)
10. Click in cell F5 and type =VLOOKUP(B5,Bonus,3). Notice that the
ScreenTip gives you information and help as you go. This looks up
values in the third column of the Bonus range. Press Enter.
11. Copy the formula from F5 to the range F6:F11.
12. SAVE the workbook.
– LEAVE the workbook open for the next exercise.

40
Using HLOOKUP

– The “H” in HLOOKUP stands for horizontal.

– HLOOKUP searches horizontally for a value in the top row
of a table or an array and then returns a value in the same
column from a row you specify in the table or array.
– Use HLOOKUP when the comparison values are located in a
row across the top of a table of data and you want to look
in a specified row (see the figure on the next slide).
– In the following exercise, you use an HLOOKUP formula to
search standards for a house.

41
Using HLOOKUP

42
Step by Step: Use the
HLOOKUP Function

– USE the workbook from the previous exercise.

1. Click on the Standards worksheet tab to move to the
Standards worksheet.
2. Click cell F11, and then in the Function Library group, click
Lookup & Reference and select HLOOKUP.
3. In the Lookup_value text box, type E11. This is the cell you
will change and the box previews to Feet because that is
what is currently typed in cell E11.
4. In the Table_array text box, type A1:D7. This will be the
range of cells you will look in.
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Step by Step: Use the
HLOOKUP Function

5. In the Row_index_num text box, type D11+1. This currently

evaluates to 3. If you refer to the number of beds in D11, you
don’t come down enough rows because of the labels in the first
row of the Table_array. The number of beds is actually one row
more than the number of beds because the labels (Beds, CO2,
Exits, and Feet) count as the first row and row 2 is for 1 bed.
6. In the Range_lookup text box, type FALSE because you want an
exact match. Click OK. In the following steps, you will change
the values in D11 and E11 and see what happens when there
are different values and when there is not an exact match.
7. In cell D11, type 5. The result in F11 changes to 2500.
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Step by Step: Use the
HLOOKUP Function

8. In cell E11, type CO2 and notice that the result changes to the result for the CO2
column for 5 beds, which is 3.
9. Click cell D11 and then type 7. Notice that you get a #REF! error because the table
only goes up to five beds.
10. In cell D11, type 1. Cell F11 displays a result of 1.
11. SAVE the workbook.
– LEAVE the workbook open for the next exercise.
– It might be difficult to remember the syntax for an HLOOKUP or VLOOKUP function.
– Use the Function Arguments dialog box to help you remember the order of the
arguments for any and all functions.
– When you click in each field, review the tips that appear on the right side, as well as
the explanation below the argument boxes that tells the purpose of each argument in
the function.

45
Adding Conditional
Logic Functions to
Formulas
– You can use the AND and OR functions to create conditional
formulas that result in a logical value, that is, TRUE or FALSE.
– Such formulas test whether a series of conditions evaluate to
TRUE or FALSE.
– You can also use the IF conditional formula that checks if a
calculation evaluates as TRUE or FALSE.
– You can then tell IF to return one value (text, number, or
logical value) if the calculation is TRUE or a different value if
it is FALSE.

46
Using IF

– The result of a conditional formula is determined by the state

of a specific condition or the answer to a logical question.
– An IF function sets up a conditional statement to test data.
– An IF formula returns one value if the condition you specify is
true and another value if it is false.
– The IF function requires the following syntax: IF(Logical_test,
Value_if_true, Value_if_false).
– In this exercise, you use an IF function to determine who
achieved his goal and is eligible for the performance bonus.

47
Step by Step: Use the
IF Function

– USE the workbook from the previous exercise.

1. Click the Performance worksheet tab to make it the active
worksheet.
2. Click cell G5. In the Function Library group, click Logical and then
click IF. The Function Arguments dialog box opens.
3. In the Logical_test box, type D5>=C5. This component of the
formula determines whether the agent has met his or her sales
goal.
4. In the Value_if_true box, type Yes. This is the value returned if the
agent met his or her goal.
5. In the Value_if_false box, type No and then click OK.
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 Step by Step: Use the
IF Function
6. With G5 still selected, use the fill handle to copy the
formula to G6:G12. Excel returns the result that three
agents earned the performance award by displaying Yes
in the cells.
7. Click the Auto Fill Options button in the lower-right
corner of the range and choose Fill Without Formatting
(see below).

49
Step by Step: Use the
IF Function

8. In cell H5, type =IF(G5=”Yes”,E5*D5,0. Before you complete the

formula, notice the ScreenTip, the cells selected, and the colors.
Move the mouse pointer to each of the arguments and they
become a hyperlink. E5 is the individual bonus rate and D5 is the
actual sales. The bonus is the rate times the sales.
9. Press Enter to complete the formula.
10. Click cell H5 and use the fill handle to copy the formula to H6:H11.
11. In I5, type =IF($G$12=”Yes”,F5*D5,0) and then press Enter.
12. Use the fill handle in I5 to copy the formula to I6:I11. Notice that
Richard Carey, the Senior Partner, did not receive an Agent Bonus
and there was no bonus for Back Office.
50
Step by Step: Use the
IF Function

13. The final pending sale of $700,000 of the year came through. In D5, type
$3,900,000. Notice that H5 and the amounts in column I go from 0 to
bonuses (see below).

14. SAVE the workbook.

– LEAVE the workbook open for the next exercise.

51
Using AND

– The AND function returns TRUE if all its arguments are true,
and FALSE if one or more arguments are false.
– The Syntax is AND(Logical1, Logical2, …).
– In this exercise, you use the AND function to determine
whether Fabrikam’s total annual sales met the strategic
goal and whether the sales goal exceeded the previous
year’s sales by 5 percent.

52
Step by Step: Use the
AND Function

– USE the workbook from the previous exercise.

1. Click the Annual Sales worksheet tab. Click the Formulas tab if necessary.
2. Click cell B6. In the Function Library group, click Logical and then click the
AND option. The Function Arguments dialog box opens with the insertion
point in the Logical1 box.
3. Click cell B16, type >=, select cell B3, and then press Enter. This argument
represents the first condition: Did actual sales equal or exceed the sales
goal? Because this is the first year, only one logical test is entered.
4. Select cell C6, click the Recently Used button, and then click AND. In the
Logical1 box, type C16>=C3. This is the same as the condition in Step 3
(sales exceed or equals sales goal).

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 Step by Step: Use the
AND Function

5. In the Logical2 box, type C16>=B16*1.05 and then press

Tab. The preview of the formula returns TRUE, which
means that both conditions in the formula have been
met. See below.

54
Step by Step: Use the
AND Function

6. Click OK to complete the formula.

7. Select cell C6 and copy the formula to D6:F6.
8. SAVE the workbook.
– LEAVE the workbook open for the next exercise.
– Again, the AND function returns a TRUE result only when
both conditions in the formula are met.

55
Using OR

– Although all arguments in an AND function have to be true for the

function to return a TRUE value, only one of the arguments in the OR
function has to be true for the function to return a TRUE value.
– The syntax for an OR function is similar to that for an AND function.
– With this function, the arguments must evaluate to logical values
such as TRUE or FALSE or references that contain logical values.
– In this exercise, you create a formula that evaluates whether sales
agents are eligible for the back office bonus when they are new or
when they did not get the sales bonus (less than 4 years with the
company or did not get the agent bonus).
– The OR formula returns TRUE if either of the conditions are true.

56
Step by Step: Use the
OR Function

– USE the workbook from the previous exercise.

1. Click on the Performance worksheet tab to activate this worksheet. Select J5
and in the Function Library group, click Logical.
2. Click OR. The Function Arguments dialog box opens. You create a formula that
answers the following question: Has Richard Carey worked with the company
for less than 4 years?
3. In the Logical1 box, type B5<4 and then press Tab.
4. In the Logical2 box, type G5=”No” and then press Tab. This argument answers
the second question: Did Richard Carey not achieve the sales goal? Each of the
arguments evaluates to FALSE and so the entire function evaluates to FALSE.
5. Click OK to close the dialog box.
6. Select cell J5 and copy the formula to J6 through J11.

57
 Step by Step: Use the
OR Function
7. Cell J7 is the first in the column that returns a TRUE
value. To see each of the arguments, click cell J7 and
then click the Insert Function button and you return to
the Function Arguments dialog box (see below).

58
Step by Step: Use the
OR Function

8. Click OK to close the dialog box and return to the

workbook.
9. SAVE the workbook and then CLOSE it.
– LEAVE Excel open for the next exercise.

59
Using Formulas to
Modify Text

– When you get files from other people or programs, you often
have to manipulate the data before you can begin using it.
– Sometimes you receive files in a text format with commas
separating what should go in columns. Some text can be
combined into one long string or other text can be all in
lowercase or uppercase.
– In Excel, use the PROPER, UPPER, and LOWER functions to
capitalize the first letter in each word of a text string or to
convert all characters in a text string to uppercase or
lowercase.

60
Using Formulas to
Modify Text

– This section presents you with a text file from the alarm
company.
– There is a lot of useful information in the file.
– It is coded for the alarm system rather than for use in a
spreadsheet.
– You will convert the information into a usable format.

61
Converting Text to
Columns

– You can use the Convert Text to Columns Wizard to

separate simple cell content into different columns.
– Depending on how your data is organized, you can split the
cell contents based on a delimiter (divider or separator) or
based on a specific column break location within your data.
– In the following exercise, you convert the data in column A
to two columns.

62
 Step by Step: Convert
Text to Columns
– LAUNCH Excel if necessary.
1. OPEN the 10 Fabrikam Alarm Codes workbook and then
SAVE it to your Excel Lesson 10 folder as 10 Fabrikam
Alarm Codes Solution. Figure 10-13 shows what the file
looks like before you convert the rows to columns and
the figure below shows the same data after the
conversion.

63
Step by Step: Convert
Text to Columns

2. Select cells A2:A8. Click the Data tab and then in the Data
Tools group, click Text to Columns.
3. The Convert Text to Columns Wizard opens with Delimited
selected as the default, because Excel recognizes that the
data in the selected range is separated with commas. Click
Next to move to the next step in the wizard.
4. Select Comma as the delimiter. If other delimiters are
checked, deselect them.
5. Click Next and then click Finish.

64
 Step by Step: Convert
Text to Columns

6. Data is separated into seven columns. To help identify the columns, type the
text shown in row 1 of the figure below. Apply the Heading 3 style to the
range A1:O1 (you will add data to columns H:O in later exercises). Increase
the widths of columns A:G as necessary so you can see the cell contents.

7. SAVE the workbook.

– LEAVE the workbook open for the next exercise.

65
Using LEFT

– The LEFT function evaluates a string and takes any number

of characters on the left side of the string.
– The format of the function is LEFT(Text, Num_chars).
– The first string in the Alarm Data workbook contains the
employee’s phone extension and floor number, which you
extract by using the LEFT function.

66
Step by Step: Use the
LEFT Function

– USE the workbook from the previous exercise.

1. Click cell H1, type Ext, and then in I1, type Floor to label the columns.
2. Select cell H2.
3. Click the Formulas tab. In the Function Library group, click Text and choose LEFT. The
Function Arguments dialog box opens.
4. In the Text box, click A2 and then press Tab.
5. In the Num_chars box, type 3 and press Tab. The preview shows 425.
6. Click OK and double-click on the fill handle in the lower-right corner of cell H2 to copy the
formula in H2 to H3:H8.
7. Select cell I2, click the Recently Used button, and then select LEFT.
8. In the Text box, type A2, press Tab. In the Num_chars box, type 1. Click OK.
9. Copy the formula in I2 to I3:I8.
10. SAVE the workbook. LEAVE the workbook open for the next exercise.
67
Using RIGHT

– The RIGHT function is almost identical to the LEFT function

except that the function returns the number of characters
on the right side of the text string.
– In the Alarm codes file, the first converted column contains
the five-digit employee ID at the end, and the Alarm code
in column E contains the employee’s birth month.

68
Step by Step: Use the
RIGHT Function

– USE the workbook from the previous exercise.

1. Click cell J1 and then type Birthday. In cell K1, type EmpID to label the columns.
2. Select cell J2.
3. Click the Formulas tab and then in the Function Library group, click Text and choose
RIGHT. The Function Arguments dialog box opens.
4. In the Text box, click E2 and then press Tab.
5. In the Num_chars box, type 3 and then press Tab. The preview of the result shows apr.
6. Click OK and copy the formula in J2 to J3:J8.
7. Select cell K2, type =RIGHT(A2,5), and then press Enter.
8. Copy the formula in K2 to K3:K8.
9. SAVE the workbook.
– LEAVE the workbook open for the next exercise.

69
Using MID

– MID returns characters in the middle.

– Arguments need to include the Text string and then a
starting point (Start_num) and number of characters
(Num_chars).
– In the first column of the Alarm file, there are codes
indicating two different categories of employees.

70
Step by Step: Use the
Mid Function

– USE the workbook from the previous exercise.

1. Click cell L1, type empcat1, and then in cell M1, type empcat2 to label the columns.
2. Select cell L2.
3. Click the Formulas tab and then in the Function Library group, click Text and choose MID.
The Function Arguments dialog box opens.
4. In the Text box, click A2 and then press Tab.
5. The starting point of the empcat1 value is the fourth character of (425oonp15210), so type
a 4 in the Start_num text box.
6. In the Num_chars box, type 2. The preview of the result shows oo.
7. Click OK and copy the formula in L2 to L3:L8.
8. Select cell M2, type =MID(A2,6,2), and then press Enter.
9. Copy the formula in M2 to M3:M8.
10. SAVE the workbook. LEAVE the workbook open for the next exercise.
71
Using TRIM

– Sometimes there are extra spaces in a cell—either at the

end or the beginning of the string, especially after
converting a text file like the Alarm file—see the SPFirst
and SPLast columns.
– The TRIM function removes characters at both ends of the
string.
– There is only one argument: Text. Thus the syntax of the
function is TRIM(Text).

72
Step by Step: Use the
TRIM Function

– USE the workbook from the previous exercise.

1. Click cell N1, type first, and then in cell O1, type last to label the columns.
2. Click cell N2.
3. Click the Formulas tab and then in the Function Library group, click Text and
choose TRIM. The Function Arguments dialog box opens.
4. In the Text box, click B2. If you look closely, you see that the original value of cell B2
is “david” with a space before the first name.
5. Click OK and copy the formula in N2 to N3:N8.
6. Select cell O2, type =TRIM(C2), and then press Enter.
7. Copy the formula in O2 to O3:O8.
8. SAVE the workbook.
– LEAVE the workbook open for the next exercise.
73
Using PROPER

– The PROPER function capitalizes the first letter in a text

string and any other letters in text that follow any character
other than a letter.
– All other letters are converted to lowercase.
– In the PROPER(Text) syntax, Text can be text enclosed in
quotation marks, a formula that returns text, or a reference
to a cell containing the text you want to capitalize.
– In this exercise, you use PROPER to change lowercase text
to initial capitals.

74
Step by Step: Use the
PROPER Function

– USE the workbook from the previous exercise.

1. Click cell A11 and type First. In cell B11, type Last, and then in cell C11, type Birthday
to label the columns. Apply the Heading 3 cell style to these cells.
2. Click cell A12.
3. Click the Formulas tab and then in the Function Library group, click Text and choose
PROPER. The Function Arguments dialog box opens.
4. In the Text box, click N2. You see that david is converted to David.
5. Click OK and copy the formula in A12 to cells A12:B18 (both First and Last columns).
6. Select cell C12, type =PROPER(J2), and then press Enter.
7. Copy the formula in C12 to C13:C18.
8. SAVE the workbook and then CLOSE the file.
– LEAVE Excel open for the next exercise.

75
Using UPPER

– The UPPER function allows you to convert text to

uppercase (all capital letters).
– The syntax is UPPER(Text), with Text referring to the text
you want converted to uppercase.
– Text can be a reference or a text string.
– In this exercise, you convert the employee category
(empcat1 and empcat2) to uppercase.

76
Step by Step: Use the
UPPER Function

– Open THE 10 Fabrikam Alarm Codes 2 WORKBOOK.

1. SAVE the workbook as 10 Fabrikam Alarm Codes Solution 2.
2. Click cell D11, type EmpCat1, and then in cell E11, type EmpCat2 to label the
columns.
3. Click cell D12.
4. Click the Formulas tab and then in the Function Library group, click Text and
choose UPPER. The Function Arguments dialog box opens.
5. In the Text box, click L2. You see that oo is converted to OO.
6. Click OK and copy the formula in D12 to D12:E18 (both EmpCat1 and EmpCat2
columns).
7. SAVE the workbook.
– LEAVE the workbook open for the next exercise.
77
Using LOWER

– The LOWER function converts all uppercase letters in a text

string to lowercase.
– LOWER does not change characters in text that are not
letters.
– You use the LOWER function in the following exercise to
apply lowercase text in order to more easily tell an O (letter
O) from a 0 (zero).

78
Step by Step: Use the
LOWER Function

– USE the workbook from the previous exercise.

1. Click cell F11 and type oCode1. In cell G11, type oCode2 to label the
columns.
2. Click cell F12.
3. Click the Formulas tab and then in the Function Library group, click Text and
choose LOWER. The Function Arguments dialog box opens.
4. In the Text box, click F2. You see that 00O0O0O000 is converted to
00o0o0o000.
5. Click OK and copy the formula in F12 from cell F12 through G18 (both
oCode1 and oCode2 columns).
6. SAVE the workbook.
– LEAVE the workbook open for the next exercise.
79
Using CONCATENATE

– In some cases, you need to combine text strings together.

– Use CONCATENATE.
– The syntax of the function is CONCATENATE(Text1, Text2,
Text3, …).
– In this case, you combine the first and last names into two
different formats for future mail merges.
– In the first format, you use a comma to separate the last and
first name but because the character can change to a semi-
colon or other character, you type the comma in a cell and
use the cell reference in the CONCATENATE formula.
80
Step by Step: Use the
CONCATENATE Function

– USE the workbook from the previous exercise.

1. Click cell H11 and type , (a comma followed by a space). In cell I11, type First Last to label
the columns.
2. Click cell H12.
3. Click the Formulas tab and then in the Function Library group, click Text and choose
CONCATENATE. The Function Arguments dialog box opens.
4. In the Text box, click cell B12 and then press Tab. Click cell H11, press Tab, and then click
A12. In the preview area, you see “Ortiz, David.”
5. Click OK and copy the formula in cell H12 to H13:H18. The result is incorrect. Notice that
the string gets longer and longer and Ortiz is in every string.
6. Click cell H12. In the Formula Bar, click the cell H11 reference and then press F4
(Absolute). Cell H11 should become $H$11.
7. Press Enter and copy the formula in cell H12 to H13:H18 again. This time the formula is
copied correctly.
81
Step by Step: Use the
CONCATENATE Function

8. Select cell I12 and type =CONCATENATE(A12,” “,B12).

Notice that the second argument is a quote, space, and a
quote. This separates the first and last names.
9. Press Enter and copy the formula in cell I12 to I13:I18.
10. Apply the Heading 3 cell style to the range D11:I11. Widen
columns as necessary to display the data. Your worksheet
should be similar to the figure shown on the next slide.
11. SAVE the workbook.
– CLOSE the workbook and then CLOSE Excel.

82
Step by Step: Use the
CONCATENATE Function

83
Exercise 1
Exercise 2