Tutorial 7: Advanced Functions and Conitional Formating
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Tutorial 7: Advanced Functions and Conitional Formating

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    Tutorial 7: Advanced Functions and Conitional Formating Tutorial 7: Advanced Functions and Conitional Formating Presentation Transcript

    • Tutorial 7:Using Advanced Functions and Conditional Formatting Microsoft Excel 2010 ® ®
    • Visual Overview XPNew Perspectives on Microsoft Excel 2010 2
    • Logical Functions XPNew Perspectives on Microsoft Excel 2010 3
    • 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 conditionsNew Perspectives on Microsoft Excel 2010 4
    • 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 columnNew Perspectives on Microsoft Excel 2010 5
    • 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 dataNew Perspectives on Microsoft Excel 2010 6
    • 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:New Perspectives on Microsoft Excel 2010 7
    • Using the IF Function XPNew Perspectives on Microsoft Excel 2010 8
    • Using the IF Function XPNew Perspectives on Microsoft Excel 2010 9
    • 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:New Perspectives on Microsoft Excel 2010 10
    • Using the AND Function XPNew Perspectives on Microsoft Excel 2010 11
    • Using the AND Function XPNew Perspectives on Microsoft Excel 2010 12
    • Using the AND Function XPNew Perspectives on Microsoft Excel 2010 13
    • 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:New Perspectives on Microsoft Excel 2010 14
    • Using the OR Function XPNew Perspectives on Microsoft Excel 2010 15
    • 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 unqualifiedNew Perspectives on Microsoft Excel 2010 16
    • Using Structured References to Create XP Formulas in Excel TablesNew Perspectives on Microsoft Excel 2010 17
    • Visual Overview XPNew Perspectives on Microsoft Excel 2010 18
    • Nested IFs and Lookup Tables XPNew Perspectives on Microsoft Excel 2010 19
    • 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 nestedNew Perspectives on Microsoft Excel 2010 20
    • Creating Nested IFs XPNew Perspectives on Microsoft Excel 2010 21
    • Creating Nested IFs XPNew Perspectives on Microsoft Excel 2010 22
    • 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 lookupsNew Perspectives on Microsoft Excel 2010 23
    • 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 formulaNew Perspectives on Microsoft Excel 2010 24
    • 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:New Perspectives on Microsoft Excel 2010 25
    • Using the VLookup Function to Find XP an Exact MatchNew Perspectives on Microsoft Excel 2010 26
    • 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 valueNew Perspectives on Microsoft Excel 2010 27
    • Using the VLOOKUP Function to Find XP an Approximate MatchNew Perspectives on Microsoft Excel 2010 28
    • 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:New Perspectives on Microsoft Excel 2010 29
    • Looking Up Values Using the XP HLOOKUP Function • Major difference between HLOOKUP and VLOOKUP functions is the way lookup tables are organizedNew Perspectives on Microsoft Excel 2010 30
    • 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 errorNew Perspectives on Microsoft Excel 2010 31
    • Excel Error Values XP • Excel error values are not particularly descriptive or helpfulNew Perspectives on Microsoft Excel 2010 32
    • Using the IFERROR Function XP • 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:New Perspectives on Microsoft Excel 2010 33
    • Using the IFERROR Function XPNew Perspectives on Microsoft Excel 2010 34
    • Visual Overview XPNew Perspectives on Microsoft Excel 2010 35
    • Conditional Formatting XPNew Perspectives on Microsoft Excel 2010 36
    • 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 dataNew Perspectives on Microsoft Excel 2010 37
    • 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 rulesNew Perspectives on Microsoft Excel 2010 38
    • Using the Conditional Formatting XP Rules ManagerNew Perspectives on Microsoft Excel 2010 39
    • Using the Conditional Formatting XP Rules ManagerNew Perspectives on Microsoft Excel 2010 40
    • Using the Conditional Formatting XP Rules ManagerNew Perspectives on Microsoft Excel 2010 41
    • 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 conditionNew Perspectives on Microsoft Excel 2010 42
    • 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:New Perspectives on Microsoft Excel 2010 43
    • Using the COUNTIF Function XPNew Perspectives on Microsoft Excel 2010 44
    • Using the SUMIF Function XP • Adds values in a range that meet your criteria • Also called a conditional sum • Syntax:New Perspectives on Microsoft Excel 2010 45
    • Using the AVERAGEIF Function XP • Similar to SUMIF function • Calculates the average of values in a range that meet criteria you specify • Syntax:New Perspectives on Microsoft Excel 2010 46
    • Using the AVERAGEIF Function XPNew Perspectives on Microsoft Excel 2010 47