Using Advanced Functions & Conditional Formatting

1. Microsoft Excel
Using Advanced Functions and Conditional
Formatting
THE AMERICAN COLLEGE, MADURAI
(An Autonomous Institution Affiliated to Madurai Kamaraj University)
Reaccredited (3rd cycle)by NAAC with Grade “A” CGPA-3.47 on a 4-POINTS scale
Dr. S.SHAIK PARVEEN
Assistant Professor
Department of BCA
The American College
Madurai

2. Objectives
 Use the IF function
 Use structured references in formulas
 Nest the IF function
New Perspectives on Microsoft Excel 2010 2

3. Relative Cell
Addresses
A B C
1 4 7 =A1+B1
2 6 3 =A2+B2
3 8 1 =A3+B3
4 5 2 ????
If the formula in cell
C1 is copied & pasted
in C2 & C3, the
following will result

4. Objectives
 Use conditional formatting to highlight
duplicate values
 Summarize data using the COUNTIF,
SUMIF, and AVERAGEIF functions
4

5. Visual Overview
5

6. Working with Logical
Functions
 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
6

7. Inserting Calculated Columns in an
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 7

8. Creating Excel Table Fields
 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
8

9. Using the IF Function
 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:
9

10. Using the IF Function
10

11. Using the IF Function
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12. Using the AND Function
 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:
12

13. Using the AND Function
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14. Using the AND Function
14

15. Using the AND Function
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16. Using Structured References to
Create 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
16

17. Using Structured References to
Create Formulas in Excel Tables
17

18. Visual Overview
18

19. Creating Nested IFs
 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
19

20. Creating Nested IFs
20

21. Creating Nested IFs
21

22. Visual Overview
22

23. Conditional Formatting
23

24. Conditional Formatting
 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
24

25. 25
Using the Conditional Formatting 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

26. Using the Conditional Formatting
Rules Manager
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27. Using the Conditional Formatting
Rules Manager
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28. Using the Conditional Formatting
Rules Manager
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29. Summarizing Data
Conditionally
 Use COUNTIF, SUMIF, and
AVERAGEIF functions to calculate a
conditional count, sum, or average
using only cells that meet a particular
condition
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30. Using the COUNTIF Function
 Calculates the number of cells in a range
that match specified criteria
 Sometimes referred to as a conditional
count
 Syntax:
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31. Using the SUMIF Function
 Adds values in a range that meet your
criteria
 Also called a conditional sum
 Syntax:
31

32. Using the AVERAGEIF
Function
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