Get more from excel


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This PowerPoint presentation helps the beginners, business analysts, etc to understand the importance of the basic and advanced functions in MS Excel. Also for the interviewees to have a quick look before heading to their interview. This guide defines the excel functions with the appropriate syntax and an example.

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Get more from excel

  1. 1. Get More from:Microsoft ExcelGOPAL SRIDHARAN
  2. 2. IntroductionMicrosoft Excel allows you to store, manipulate and analyze your data in organizedworkbooks for the business tasks.Training employees regarding the use of excel will intensify how information is analysedand shared throughout the enterprise. It’s an admirable reference for the interchange ofdata with colleagues, customers and organization partners.A lot of analysts are attracted to Excel as the Excel sheets are pure, simple and gracefuland hence, decreases their workload in the organization and saves them from numeroushours of ache and overtime work efficiently.Above all, Excel helps businesses to make better decisions. It clearly provides a way forbusiness analysts, financial analysts, business managers to perform flexible, interactiveexploration and analysis of organization data.The Excel functions in this guide are explained with the syntax and examples which helpsyou understand the importance of functions in analysing your business data.GOPAL SRIDHARAN
  3. 3. Functions overviewIndexRankHyperlinkConditional FormattingPivot TablesMacroOther Functions Lookup Vlookup Hlookup IFError CountIf CountIfs MatchGOPAL SRIDHARAN
  4. 4. 1. LookupIn Excel, the Lookup function returns a value from a range (one row or one column) or froman array.Syntax: Lookup(lookup_value, lookup_vector, [result_vector]).Let’s take a look at an example:More examples: = LOOKUP(10023,B2:B9,A2:A9) would return Alison.= LOOKUP(“Jessie”,A2:A9,H2:H9) would return 353.In this example, I want to find how much mark didPhilip has scored in English subject. I have used theLookup function as the following: =LOOKUP(“Philip”,A2:A9,E2:E9). Here the Lookupfunction searches for value in the lookup_range andreturns the value in the result_range that is in thesame position.GOPAL SRIDHARAN
  5. 5. 2. VLookupVLookup looks for a value in the left most column of a table, and then returns a value in thesame row based on the index number. The V in Vlookup stands for vertical.Syntax: Vlookup(lookup_value, table_array, col_index_num, [range_lookup]).Let’s take a look at an example:More examples: = VLOOKUP(10042,A3:H9,4,FALSE) would return 95.= VLOOKUP(“Peter”,A3:H9,3,FALSE) would return #N/A.In this example, using the Vlookup function you canuse a student name or student no to find their marks,DOB, or total. To find the total marks of Alex, you canuse the formula: = VLOOKUP(“Alex”, A3:H9,8,FALSE).This formula searches for the name “Alex” in thefirst column of the range A3:H9 and returns the valuethat is contained in the eighth column of the rangeand on the same row as the look up value(“281”).The range_lookup is FALSE so it returns the exactmatch.GOPAL SRIDHARAN
  6. 6. 3. HLookupHLookup looks for a value in the top row of table and returns the value in the same columnbased on the index number. The H in Hlookup stands for horizontal.Syntax: Hlookup(lookup_value, table_array, row_index_num ,[range_lookup]).Let’s take a look at an example:More examples: =HLOOKUP(10061,B2:H9,7,TRUE) would return #N/A.In this example, using the Hlookup function you canuse the student name or student no to find theirmarks, DOB or total. To find the marks scored by Jakein Maths, you can use the formula: =HLOOKUP(“Jake”,B2:H9,4,FALSE). This formulasearches for the name Jake in the first row of therange B2:H9 and returns the value that is contained inthe fourth row of the range and on the same columnas the look up value(“78”). The range_look up is FALSEso it returns the exact match.GOPAL SRIDHARAN
  7. 7. 4. IFErrorIn Excel, the IFERROR function is used to handle errors in a formula. IFERROR will perform aspecified action if the formula evaluates to an error, and display the formula result if not.Syntax: IFERROR(value, value_if_error). Let’s take a look at an example:This example shows the IFERROR function being used toreturn the text “Student not exist” if the VLOOKUPfunction evaluates to an error message. The VLOOKUPfunction is looking for Joseph, a student who does notexist. This would evaluate to a #N/A, but the IFERRORfunction detects the error and displays the requiredtext instead. Here I want to find the ID no and totalmarks of Joseph. To find the ID no:=IFERROR(VLOOKUP($A$14,$A$2:$H$9,2,FALSE),“Student not exist”.To find the total:= IFERROR(VLOOKUP($A$14,$A$2:$H$9,8,FALSE), “Student not exist”.Finally it returns the text “Student not exist” but if you enter other name like David then itwill show the appropriate ID no and total because the name David exist in the student list.Note: The dollar sign in the formula represents the absolute cell referencing.GOPAL SRIDHARAN
  8. 8. 5. CountIfThe COUNTIF function counts the number of values in a range that meet specific criteria .Syntax: COUNTIF(range, criteria).Let’s take a look at an example:This example demonstrates COUNTIF function beingused to return the number of students who scoreddistinction in Maths subject. The total number ofstudents in the list are 7. To find the number ofstudents who has scored distinction in Maths subject,use the formula in cell C14 as: =COUNTIF(D3:D9,“>=75”). The result is 5.GOPAL SRIDHARAN
  9. 9. 6. CountIfsThe COUNTIFS function is similar to COUNTIF function. It counts all the cells from a givenrange that meets multiple criteria.Syntax: COUNTIFS(criteria_range1,criteria 1,….).Let’s take a look at an example:This example shows the COUNTIFS funcion being usedto count the number of students who has achievedmerit (65 or more) in all the four subjects. The totalnumber of students in the list are 7. To find thestudents who has scored merit in all the four subjects,use the formula in cell C14 as: =COUNTIFS(D3:D9,">=65",E3:E9,">=65",F3:F9,">=65",G3:G9,">=65") . The result is 2.GOPAL SRIDHARAN
  10. 10. 7. MatchThe MATCH function returns the position of an item within a range of cells.Syntax: MATCH(lookup_value, lookup_array, [match_type]).Let’s take a look at an example:This example demonstrates the MATCH function beingused to find the position of Amanda in the list. To findthe position of Amanda in the list, use the formula incell B12 as: =MATCH(A12,A3:A9,0). The result is 6.Note: The match_type is 0(FALSE) so it returns theexact match.GOPAL SRIDHARAN
  11. 11. 8. IndexThe INDEX function returns an item from a specific position in a list. horizontal.Syntax: INDEX(array,row_num,[column_num]).Let’s take a look at an example:This example demonstrates the INDEX function beingused to return the item in the 6throw and 5thcolumn.Use the formula in cell C12 as: =INDEX(A1:H8,6,5).The result is 56.GOPAL SRIDHARAN
  12. 12. 9. RankThe RANK function returns the rank of a number within a set of numbers.Syntax: RANK(number, array, order).Let’s take a look at an example:In this example, I want to find the rank of Alison. Ihave used the formula in cell E11 as:=RANK(H6,H3:H9,0). The result is 2. Note: Here theorder is “0” so excel ranks number as if array (H3:H9)were a list sorted in descending order.GOPAL SRIDHARAN
  13. 13. 10. HyperlinkThe HYPERLINK function creates a shortcut to a file or internet address.Syntax: HYPERLINK(link_location,display_name). Let’s take a look at an example:In the first example, I have used the HYPERLINKfunction to reference a file called “Doc1.doc” thatcan be found in the F:Project directory. Thefollowing formula has been entered in cell A1:=HYPERLINK(“F:ProjectDoc1.doc”, “My project”)when you click on cell A1, the word document called“Doc1.doc” will automatically open.In the second example, I have used the HYPERLINKfunction to reference an internet address. Thefollowing formula has been entered in cell A3:=HYPERLINK(“”,“Get More From Your Data”) when you click on cellA5, the default web browser will open to the sitecalled SRIDHARAN
  14. 14. 11. Conditional FormattingConditional formatting allows you to select one or more cells , and create rules for when andhow those cells are formatted. If the rules (conditions) that you specified are met, then theformatting is applied. Excel allows you to have multiple conditional formatting rules at thesame time .Let’s take a look at Students marksheet example:In this example, I have applied two rules.1. To find the students whose marks are greaterthan 85. Select cells D3:G9, then Click ->selectHighlight Cells Rules-> select “greater than”option-> In the box, enter 85 with “Green fillwith dark green text” to highlight the result.2. To find the highest, lowest and aboveaverage marks, select cells D3:G9, then Click->select Icon sets->Directional. You can select your preferred icon from the Icon sets.From the above sheet you can clearly see that many students have scored highest marksin the Maths and Chemistry subjects.GOPAL SRIDHARAN
  15. 15. 12. Pivot TablesA pivot table is way to present information in a report format. Among other functions, pivot-table tools can automatically sort, count , total or give the average of the data stored in onetable or spreadsheet. Let’s take a look at Students Marksheet example:Create and highlight your data that will be going in toyour pivot table cells A2:D14. Click Insert -> Tablespanel->Pivot table->“create pivot table” dialog boxappears and highlight the cells in the range box andselect “New worksheet” as place where the pivot tablewill be placed->click OK. You can see a “pivot tablefield list” on the right side of the table and “drop dataitems” on the left side. Here I have drag and drop theGrade field to report filter area, subject to columnlabel, Name to row label, and marks to values. Clickthe sum of score on values area on the left side->change the value field settings from sum to average.Finally you can see a report on the right side where allthe four fields come with drop down menu list. ForExample: If you just want to see marks of students who have A grade then you can click thedrop down arrow next to Grade and tick A.GOPAL SRIDHARAN
  16. 16. 13. MacroIf you perform a task repeatedly in Excel, you can automate the task with a macro. A macrois a series of commands that are stored in a Microsoft Visual basic module and can be runwhenever you need to perform the task. Let’s take a look at Students Marksheet example:Click developer menu on the ribbon->record macro->give amacro name(eg: “newmacro” with no spaces), short cut key(eg:ctrl+j),and store it as “This workbook or Personalworkbook”. So its started recording now and create your owndata. Here I have created a Students Marksheet and haveentered the marks scored by students in four subjects andused the SUM function to find the total marks scored by eachstudent. I have also formatted the data by changing the fontcolor and background color. When the marksheet is ready,click developer menu-> stop recording. To run your macro ina new worksheet, use the shortcut key or click Developer->Macros->you will see a list of saved macro files, select yourfile and then click Run button.GOPAL SRIDHARAN
  17. 17. 14. Other Functions: A)SumIn Excel, the sum function adds all numbers in a range of cells and returns the result.Syntax: SUM(number1, number2,….number_n) or SUM(cell1:cell2).Let’s take a look at an example:First create your own data. In this example, Ihave calculated the total marks scored by eachindividual in four subjects using the SUMfunction. To find the total marks of Alex in foursubjects place the mouse pointer in cell H3 or inthe formula bar and type the formula=SUM(D3:G3) then press Enter . This will add thecontents of cell D3 through G3 and returns theresult. You can repeat the same for otherstudents or to make it more easier just place themouse pointer on the autofill handle in cell H3and drag it through cell H9. Note: In cell H3 youcan type D3:G3 manually or just place thepointer in cell D3 and drag it through G3.GOPAL SRIDHARAN
  18. 18. B) IF functionIn Excel, the If function returns one value if a specified condition evaluates to TRUE, oranother value if it evaluates to FALSE.Syntax: IF(logical_test, [value_if_true],[value_if_false]).Let’s take a look at an example:In this example, I have used IF function to find thegrade of each student by using testing their total .Place the mouse pointer on the cell I3 or formula barand type: = IF(H3>300,"A","B"), then press Enter.Here the IF statement finds that the value in H3 isless than 300 so it returns the grade in I3(B). To findthe grade of other students just place the mousepointer on the autofill handle in cell H3 and drag itthrough cell I9.GOPAL SRIDHARAN
  19. 19. C) NestedIfs functionIt is possible to nest multiple IF functions within one excel formula. You can nest uptoseven IF functions to create a complex IF THEN ELSE statement.Syntax: IF(condition1,value_if_true1, IF(condition2, value_if_true2,value_if_false2)).Let’s take a look at an example:In this example, I have written the nested IFstatement that uses the AND function as follows:=IF(AND((H3)>=250,(H3)<=300),"PASS",IF(AND((H3)>300,(H3)<=350),"MERIT",IF(AND((H3)>350,(H3)<=400),"DISTINCTION"))). Here I want to find thelevel (pass, merit , or distinction) of a student. Placethe mouse pointer on cell I3 or formula bar and typethe above formula, then press Enter. The contents inH3 gets satisfied with the first IF condition in theformula and returns the result “PASS”. To find theresult of other students just place the mouse pointeron the autofill handle in cell I3 and drag it throughcell I9.GOPAL SRIDHARAN
  20. 20. D) ANDIn Excel, the AND function returns TRUE if all its arguments evaluate to TRUE; returnsFALSE if all its arguments evaluate to FALSE.Syntax: AND(logical1,[logical2],…).Let’s take a look at an example:In this example, place the mouse pointer on cell E11or formula bar and type: =AND(D3=60,A3="Alexi") ,then press Enter. This returns the result (FALSE)because the second argument does not match thetext in cell A3.More Examples:=AND(B4=10004,I6=“A” ) would return TRUE.GOPAL SRIDHARAN
  21. 21. E) ORIn Excel, the OR function returns TRUE if any argument is TRUE, returns FALSE if allarguments are FALSE.Syntax: OR(logical1,[logical2],…).Let’s take a look at an example:In this example, place the mouse pointer on cell E11or formula bar and type: = OR(D2=60,A6="Alison"),then press Enter. This returns the result (TRUE)because the second argument is TRUE.Another Example:=OR(A4=150,B6=10032) would return FALSE.GOPAL SRIDHARAN
  22. 22. F) FindIn Excel, the FIND function returns the location of a substring in a string. The search iscase-sensitive.Syntax: FIND(find_text,within_text,[start_num]).Let’s take a look at an example:In this example, I have used the Find function to findthe text “vid” from the first column “Name”. Placethe mouse pointer in cell E12 or formula bar andtype: =FIND("vid",A4,1),then press Enter. Thisreturns the result (3).Note: start_num is optional. It specifies thecharacter at which to start the search. The firstnumber within_text is character number 1. If youomit start_num, it is assumed to be 1.GOPAL SRIDHARAN
  23. 23. G) DateDifIn Excel, the DateDif function returns the difference between two date values, basedon the interval specified.Syntax: DateDif(start_date, end_date, interval).Let’s take a look at an example: In this example, I have used the DateDif function tocompute the age. You can see two fields for dates,one is the students DOB and the other is Todaysdate. The age section consists of three fields and isto display the age in Years, months and days. Now Iwant to find the age of Alison. To find the years,place the mouse pointer in cell E5 or formula barand type: =DateDif(C6,E2, “Y”) and it returns theresult(23). To find the months, type the formula incell F5: = DateDif(C6,E2,“YM”) and it returns theresult(4). To find the days, type the formula in cellC15: = DateDif(C6,E2,“MD”) and it returns theresult(14).Result: Alison is 23 years 4 months and 14 daysold.GOPAL SRIDHARAN