Tutorial 7: Advanced Functions and Conitional Formating

Tutorial 7:
Using Advanced Functions and
Conditional Formatting

Microsoft Excel 2010
® ®

Visual Overview XP

New Perspectives on Microsoft Excel 2010 2

Logical Functions XP


Working with Logical Functions XP

• Logical functions (IF, AND, and OR) determine
whether a condition is true or false
• Conditions use a comparison operator
(<, <=, =, <>, >, or >=) to compare two values
• Combine two or more functions in one
formula to create more complex conditions


Inserting Calculated Columns in an XP
Excel Table
• Entering a formula in one cell of a column
automatically copies the formula to all cells in that
column
• To modify the formula in a calculated column:
– Edit the formula in any cell in the column
– Formulas in all cells in the column are modified
• To edit only one cell in a calculated column:
– Enter a value or a formula that is different from all
others in that column


Creating Excel Table Fields XP

• Create fields that require the least
maintenance
• Store smallest unit of data possible in a field
• Apply a text format to fields with numerical
text data


Using the IF Function XP

• A logical function that evaluates a single
condition and results in only one value
• Returns one value if the condition is true and
another value if the condition is false
• Syntax:


Using the AND Function XP

• A logical function that tests two or more
conditions (up to 255) and determines
whether all conditions are true
• Returns the value TRUE if all logical conditions
are true and the value FALSE if any or all
logical conditions are false
• Syntax:


Using the OR Function XP

• A logical function that returns a TRUE value if
any of the logical conditions (up to 255) are
true and a FALSE value if all the logical
conditions are false
• Syntax:


Using the OR Function XP


Using Structured References to Create
XP
Formulas in Excel Tables
• Replace specific cell or range address with the
actual table name or column header
– Names or headers are simpler to identify
than cell addresses
• A formula that includes a structured reference
can be fully qualified or unqualified


Using Structured References to Create
XP
Formulas in Excel Tables


Visual Overview XP


Nested IFs and Lookup Tables XP


Creating Nested IFs XP

• To allow for three or more outcomes
• One IF function is placed inside another IF
function to test an additional condition
• More than one IF function can be nested


Using Lookup Tables and Functions
XP

• Lookup functions
– Allow you to use tables of data to “look up”
values and insert them in another
worksheet location
• Lookup tables
– Store data and organize it into categories
(compare values)
– Can be constructed as either exact match or
approximate match lookups

Using Lookup Tables and Functions
XP

• Lookup values (value you are trying to find)
– Need to match one of the compare values
– Can be used as part of a formula


Using the VLookup Function to Find XP
an Exact Match
• Searches a lookup table and, based on what
you entered, retrieves the appropriate value
from that table
• Searches vertically down the first column of
the lookup table
• Syntax:


Using the VLookup Function to Find XP
an Exact Match


Using the VLOOKUP Function to Find XP
an Approximate Match
• Returns a value based on an approximate
match lookup
• Searches the first column of the table until it
locates the largest value that is less than the
lookup value
• Then moves across the row in the table to
retrieve the corresponding value


Using the VLOOKUP Function to Find XP
an Approximate Match


Looking Up Values Using the XP
HLOOKUP Function
• Searches horizontally across top row of
lookup table and retrieves the value in the
column you specify
• Use when comparison values are located in
the first row of the lookup table and you want
to look down a specified number of rows to
find the data to enter in another cell
• Syntax:


Looking Up Values Using the XP
HLOOKUP Function
• Major difference between HLOOKUP and
VLOOKUP functions is the way lookup tables
are organized


Using the IFERROR Function XP

• Error value
– Indicates that an element in a formula or a
cell referenced in a formula is preventing
Excel from returning a calculated value
– Begins with a number sign (#) followed by
an error name that indicates the type of
error


Excel Error Values XP

• Excel error values are not particularly
descriptive or helpful



• Displays a more descriptive message that
helps users fix the problem
• Can determine if a cell contains an error value
and then display the message you choose
rather than the default error value
• Enables you to easily find and handle formula
errors
• Syntax:


Visual Overview XP


Conditional Formatting XP


Conditional Formatting XP

• Changes a cell’s formatting when its contents match
a specified condition
• Can be used to:
– Highlight cells based on their values
– Add data bars that graph relative values in a range
– Highlight duplicate values in a column of data


Using the Conditional Formatting XP
Rules Manager
• A conditional formatting rule specifies:
– Type of condition
– Type of formatting when that condition
occurs
– Cell or range the formatting is applied to
• Use Conditional Formatting Rules Manager
dialog box to edit existing conditional
formatting rules


Rules Manager


Summarizing Data Conditionally XP

• Use COUNTIF, SUMIF, and AVERAGEIF
functions to calculate a conditional count,
sum, or average using only cells that meet a
particular condition


Using the COUNTIF Function XP

• Calculates the number of cells in a range that
match specified criteria
• Sometimes referred to as a conditional count
• Syntax:


Using the COUNTIF Function XP


Using the SUMIF Function XP

• Adds values in a range that meet your criteria
• Also called a conditional sum
• Syntax:


Using the AVERAGEIF Function XP

• Similar to SUMIF function
• Calculates the average of values in a range
that meet criteria you specify
• Syntax:


Using the AVERAGEIF Function XP


Tutorial 7: Advanced Functions and Conitional Formating

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