Chapter.05

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Chapter.05

  1. 1. XP Chapter 5 Retrieving Data for Computation, Analysis, and Reference “I believe completely in the ability of people to get up every day and overcome barriers to success.” - Carly Fiorina
  2. 2. XP Chapter Introduction • Reference and Lookup functions  Look up data based on its location in a table  Retrieve corresponding value that matches specified criteria • Functions covered in this chapter: CHOOSE, HLOOKUP, INDEX, ISBLANK, LOOKUP, MATCH, VLOOKUP
  3. 3. XP Functions Covered in this Chapter • CHOOSE • HLOOKUP • INDEX • ISBLANK • LOOKUP • MATCH • VLOOKUP
  4. 4. Level 1 Objectives: XP Performing Basic Lookups to Calculate and Evaluate Data • Organize and evaluate data in vertical and horizontal lookup tables • Understand the VLOOKUP and HLOOKUP algorithms • Retrieve data from a vertical lookup table • Retrieve data from a horizontal lookup table
  5. 5. XP Working with Lookup Tables • Contain data that can be used to create worksheets that list items, and then perform calculations • Automate the process of looking up data to use in calculating unit and total prices
  6. 6. XP Working with Lookup Tables
  7. 7. XP Retrieving Data from a Vertical Lookup Table • VLOOKUP function  Most effective and flexible way to retrieve data organized in columns  Searches specified part of worksheet for data, starting with the first column  =VLOOKUP(lookup_value,table_array, col_index_num,range_lookup)  Must specify col_index_num
  8. 8. XP VLOOKUP Function Arguments
  9. 9. XP Results of Using the VLOOKUP Function
  10. 10. XP Examining the VLOOKUP Algorithm • Steps that Excel performs when VLOOKUP type is TRUE and key data is sorted in ascending order: 1. Look for an exact match 2. Check first value in lookup table 3. Check next value in lookup table 4. Check last value in lookup table
  11. 11. XP Retrieving an Exact Match • If using lookup type of FALSE, VLOOKUP function looks only for an exact match of the lookup value • Values in lookup table needno to be sorted in ascending order • VLOOKUP function displays #N/A in cell if exact match is not found
  12. 12. XP VLOOKUP Function with a FALSE Lookup Type
  13. 13. XP Retrieving Data from a Horizontal Lookup Table • HLOOKUP function  Looks up a value by testing for a criterion across a row  HLOOKUP(lookup_value,table_array, row_index_num,range_lookup)  Must specify row_index_num
  14. 14. XP HLOOKUP Function Arguments
  15. 15. XP HLOOKUP Type TRUE Algorithm • Works in same way as for VLOOKUP function, except that values are tested across the row (instead of down the first column) • First row of lookup table must be sorted in ascending order
  16. 16. XP Using HLOOKUP Function
  17. 17. XP Level 1 Summary • VLOOKUP function  Use when first column of lookup table contains the key data, and information you want to retrieve is in a column to the right of key data column • HLOOKUP function  Similar to VLOOKUP, except that it retrieves data stored in horizontal lookup tables  Use when first row of lookup table contains the key data, and the information you want to retrieve is in a row before the key data row
  18. 18. Level 2 Objectives: Performing More XP Complex Lookups Involving Multiple Worksheets & Multidimensional Tables • Analyze and retrieve data from multiple worksheets • Look up data in a one-row or one-column range • Use named range references in formulas • Retrieve data from multidimensional tables
  19. 19. Retrieving Data from MultipleXP Worksheets
  20. 20. Using VLOOKUP with MultipleXP Worksheets
  21. 21. Retrieving Data from MultipleXP Worksheets
  22. 22. XP Looking Up Data in a One-Row or One-Column Range • Use LOOKUP function  Looks up the greatest value that does not exceed a specified value anywhere in a table or range  Can retrieve data from a lookup table with a vertical or horizontal orientation  Uses only a TRUE lookup type; column or row containing lookup values must be in ascending order  LOOKUP(lookup_value,lookup_vector, result vector)
  23. 23. XP LOOKUP Function Arguments
  24. 24. XP Using the LOOKUP Function
  25. 25. XP Retrieving Data from Multidimensional Tables • Use INDEX function with two- or three-dimensional tables  Returns the value in a table based on row and column numbers that you specify  =INDEX(reference,row_num,column_num, area_num)  Has several guidelines
  26. 26. XP INDEX Function Arguments
  27. 27. Using an INDEX Function with XP a Two-Dimensional Table
  28. 28. Using an INDEX Function with XP a Three-Dimensional Table
  29. 29. XP INDEX function guidelines • Follow the guidelines on page 311 when using the INDEX function.
  30. 30. XP Level 2 Summary • LOOKUP function  Looks up the greatest value that does not exceed a specified value anywhere in the table or range  Can retrieve data from a lookup table with a vertical or horizontal orientation • INDEX function  Allows retrieval of data from multidimensional tables
  31. 31. Level 3 Objectives: Nesting XP Lookup & Reference Functions to Retrieve & Calculate Data • Prevent errors in data retrieval • Nest lookup and reference functions to perform more complex calculations • Choose a value or a range of values for analysis • Retrieve data by matching the relative position of an item in a list
  32. 32. XP Refining the Order Form
  33. 33. XP Using the ISBLANK Function • ISBLANK functions  Nine functions that test a value or cell reference, then return a TRUE or FALSE value depending on results  Often used in formulas to test the outcome of a calculation  When combined with IF function, help locate data-entry errors  =ISBLANK(value)
  34. 34. XP IS Functions
  35. 35. Nesting Lookup Functions to XP Calculate the Price Per Unit
  36. 36. XP Nesting VLOOKUP in an IF Function to Determine the lookup_value
  37. 37. XP Using the CHOOSE Function to Determine the table _array • A Reference and Lookup function that can return a value or a range for up to 29 different values • =CHOOSE(index_num,value1,value2,…)
  38. 38. XP Using the CHOOSE Function to Determine the table_array
  39. 39. XP Determining the col_index_num
  40. 40. XP Determining the range_lookup
  41. 41. XP Creating the Nested VLOOKUP Formula
  42. 42. XP Calculating Totals
  43. 43. XP Calculating the Discount Amount
  44. 44. XP Calculating the Shipping Costs Using MATCH and INDEX Functions • INDEX function  =INDEX(reference,row_num,column_num, area_num) • MATCH function  Designed to return relative position of an item in a list  MATCH(lookup_value,lookup_array, match_type)  Has several guidelines
  45. 45. XP MATCH Function Arguments
  46. 46. XP Using the INDEX Function • Determine reference argument of INDEX function • Determine row_num of INDEX function • Determine col_num of INDEX function by using MATCH function • Determine area_num of INDEX function
  47. 47. XP Creating the Complex INDEX Formula and Completing the Worksheet
  48. 48. XP Creating the Complex INDEX Formula and Completing the Worksheet
  49. 49. XP Level 3 Summary • To solve more complex problems, nest Reference and Lookup functions using IF, IS, INDEX, CHOOSE, and MATCH functions • ISBLANK  One of nine IS functions, which all check for a condition, then return a TRUE or FALSE value  Checks whether a specified value refers to an empty cell
  50. 50. XP Level 3 Summary (continued) • INDEX  Returns the value in a table based on specified row and column numbers • CHOOSE  Returns a value/range for up to 29 corresponding values • MATCH  Returns the relative position of an item in a list
  51. 51. XP Chapter Summary • Performing basic lookups to calculate and evaluate data • Performing more complex lookups involving multiple worksheets and multidimensional tables • Nesting lookup and reference functions to retrieve and calculate data
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