Excel 2013 Level 2 Unit 1 Advanced Formatting, Formulas, and Data Management


Excel 2013

Level 2

Unit 1 Advanced Formatting, Formulas,

and Data Management

Chapter 2 Advanced Functions and Formulas


Advanced Functions and Formulas

Name Ranges Statistical Functions Math and Trigonometry Functions CHECKPOINT 1 Manage Range Names Lookup Functions Financial Functions Logical Functions CHECKPOINT 2

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Name Ranges

Standard Formula Same Formula Using Named Ranges

=D3-D13 =Sales-Expenses

=J5*K5 =Hours*PayRate

=G10/J10 =ThisYear/LastYear

=IF(E4-B2>0,E4*D2,0) =IF(Sales-Target>0,Sales*Bonus,0)


Name Ranges - continued

To create a range name:1. Select desired cells.2. Click in Name box

located at the left end of Formula bar.

3. Type desired range name.

4. Press Enter.

Name box


Name Ranges - continued

When creating a name for a cell or a range of cells, the following naming rules apply: Names can be a combination of letters, numbers,

underscore characters, or periods, up to 255 characters.

The first character must be a letter, an underscore, or a backslash (\).

Spaces are not valid. Use underscore characters or periods to separate words.

A valid cell address cannot become a range name. Range names are not case sensitive.


Statistical Functions

Commonly used statistical functions include AVERAGE, MAX, and MIN, where AVERAGE returns the arithmetic mean, MAX returns the largest value, and MIN returns the smallest value in the range.

Another function used often is COUNT, which returns the number of cells that contain numbers or dates.

Empty cells, text labels, or error values in the range are ignored.


Statistical Functions - continued In a worksheet that requires cells containing text, or

cells containing a combination of text and numbers (such as Model-2146) to be counted, Excel provides the COUNTA function.

Formula =COUNT(A2:A6)returns zero

Formula =COUNTA(A2:A6)returns the correct result


Statistical Functions - continued Use the COUNTIF function to count the number of cells

within a range that meet a single criterion. COUNTIFS is used to count cells that meet multiple criteria.

Formula=COUNTIF(Title,"RN")

Formula=COUNTIFS(Title,"RN",PDCurrent,"Yes")


Statistical Functions - continuedTo create a COUNTIF formula:1. Make desired cell active.2. Click Insert Function

button.3. At Insert Function dialog

box, change category to Statistical option.

4. Select COUNTIF option.5. Click OK.

continues on next slide… COUNTIF option


Statistical Functions - continued6. Enter range address or

range name to select by in Range text box.

7. Enter condition expression or text in Criteria text box.

8. Click OK. Criteria text box


Statistical Functions - continuedTo create a COUNTIFS formula:1. Make desired cell active.2. Click Insert Function



4. Select COUNTIFS option.5. Click OK.

continues on next slide…

COUNTIFS option


Statistical Functions - continued6. Enter range address or range

name to select by in Criteria_range1 text box.

7. Enter condition expression or text in Criteria1 text box.

8. Enter range address or range name to select by in Criteria_range2 text box.


10. Continue adding criteria range expressions and criteria as needed.

11. Click OK.

Criteria2 text box


Statistical Functions - continued

The AVERAGEIF function is used to find the arithmetic mean of the cells within the specified range that meet a single criterion.

The AVERAGEIFS function is used to average cells that meet multiple criteria.

Formula=AVERAGEIF(Campus,"Portland",Total)

Formula=AVERAGEIFS

(Total,Campus,"Sunnyside",Year,"<2013")


Statistical Functions - continuedTo create an AVERAGEIF formula:1. Make desired cell active.2. Click Insert Function



4. Select AVERAGEIF option.5. Click OK.


AVERAGEIF option


Statistical Functions - continued6. Enter range address or

range name to select by in Range text box.


8. Enter range address or range name to average in Average_range text box.

9. Click OK.

Average_range text box


Statistical Functions - continuedTo create an AVERAGEIFS formula:1. Make desired cell active.2. Click Insert Function



4. Select AVERAGEIFS option.5. Click OK.


AVERAGEIFS option


Statistical Functions - continued6. Enter range address or range

name to average in Average_range text box.





11. Continue adding criteria range expressions and criteria as needed.

12. Click OK.

Average_range text box


Math and Trigonometry Functions

Within the math and trigonometry function category, Excel includes SUMIF to add the cells within a range that meet a single criterion and SUMIFS to add the cells within a range that meet multiple criteria.

Formula=SUMIFS(StdCost,Supplier,"350",MinQty,">4")

Formula=SUMIF(Supplier,"101",StdCost)


Math and Trigonometry Functions -continued

To create a SUMIF formula:1. Make desired cell active.2. Click FORMULAS tab.3. Click Math & Trig button.4. Scroll down and click

SUMIF option.


SUMIF option


Math and Trigonometry Functions -continued

5. Enter range address or range name to select by in Range text box.


7. Enter range address or range name to add in Sum_range text box.

8. Click OK.

Sum_range text box

Contents© Paradigm Publishing, Inc. 22

CHECKPOINT 11) Assigning this to a cell or a range

of cells allows you to reference the source by a descriptive label.a. functionb. codec. numberd. name

3) Use this function to count cells within a range that meet a single criterion.a. AVERAGEIFb. COUNTIFc. AVERAGEIFSd. COUNTIFS

2) Range names can be up to this many characters.a. 255b. 155c. 100d. 25

4) This function is used to average cells that meet multiple criteria.a. AVERAGEIFb. COUNTIFc. AVERAGEIFSd. COUNTIFS

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Manage Range Names

To edit a range name:1. Click FORMULAS tab.2. Click Name Manager

button.3. Click desired range

name.4. Click Edit button.


Edit button


Manage Range Names - continued5. Type a new range name

in Name text box.6. Click OK.7. Click Close.

Name text box


Manage Range Names - continuedTo delete a range name:1. Click FORMULAS tab.2. Click Name Manager

button.3. Click desired range

name.4. Click Delete button.5. Click OK.6. Click Close.

Delete button


Lookup Functions

The Lookup & Reference category of functions provides formulas that can be used to look up values in a range.

Excel provides two lookup functions: VLOOKUP and HLOOKUP, which refer to a vertical or horizontal lookup, respectively.

The structure of a VLOOKUP formula is =VLOOKUP(lookup_value,table_array,col_index_num,range_lookup).

The structure of an HLOOKUP formula is =HLOOKUP(lookup_value,table_array,row_index_num,range_lookup).


Lookup Functions - continuedArgument Parameter Description

Lookup_value The value that you want Excel to search for in the lookup table. You can enter a value or a cell reference to a value.

Table_array The range address or range name for the lookup table that you want Excel to search.

Col_index_num The column number from the lookup table that contains the data you want placed in the formula cell.

Range_lookup

Enter TRUE or FALSE to instruct Excel to find an exact match for the lookup value or an approximate match. If this parameter is left out of the formula, Excel assumes TRUE, which means if an exact match is not found, Excelreturns the value for the next largest number that is less than the lookup value. For the formula to work properly, the first column of the lookup table must be sorted in ascending order. Enter FALSE to instruct Excel to return only exact matches to the lookup value.


Lookup Functions - continued

VLOOKUP formula populates E4:E13 by matching the salary grid rating number in column D with the corresponding

salary grid rating number in the lookup table named grid.

Formula in E4 is =VLOOKUP(Rating,grid,2).

Lookup tableis named grid.



To create a VLOOKUP formula:1. Make desired cell active.2. Click FORMULAS tab.3. Click Lookup & Reference

button.4. Click VLOOKUP option.


VLOOKUP option



5. Enter cell address, range name, or value in Lookup_value text box.

6. Enter range or range name in Table_array text box.

7. Type column number to return values from in Col_index_num text box.

8. Type FALSE or leave blank for TRUE in Range_lookup text box.

9. Click OK.

Range_lookup text box



The HLOOKUP function uses the same argument parameters as VLOOKUP.

HLOOKUP formula populates G4:G12 by looking up the total value in column F with the first row in GradeTable. Excel stops

at the largest value in the table that does not go over the lookup value. Looking for 62.3 would cause Excel to stop at 60

because moving to the next value, 70, would be over the lookup value. Formula in G4 is =HLOOKUP(F4,GradeTable,2).

Lookup table isNamed

GradeTable.


Financial Functions

Financial functions can be used for a variety of financial analyses including loan amortizations, annuity payments, investment planning, depreciation, and so on.

The PMT function is used to calculate a payment for a loan based on a constant interest rate and constant payments for a set period of time.

Excel provides two related financial functions: PPMT, to calculate the principal portion of the loan payment; and IPMT, to calculate the interest portion.


Financial Functions - continued The PPMT function returns the principal portion of a

specific payment for a loan. The structure of a PPMT function is

=PPMT(rate,per,nper,pv,fv,type) where: rate is the interest rate per period, per is the period for which you want to find the principal

portion of the payment, nper is the number of payment periods, pv is the amount of money borrowed, fv is the balance at the end of the loan (if left blank, zero is

assumed), and type is either 0 (payment at end of period) or 1 (payment at

beginning of period).


Financial Functions - continuedTo create a PPMT formula:1. Make desired cell active.2. Click FORMULAS tab.3. Click Financial button.4. Click PPMT option.


PPMT option


Financial Functions - continued5. Enter value, cell address, or

range name for interest rate in Rate text box.

6. Enter number representing payment to find principal for in Per text box.

7. Enter value, cell address, or range name for total number of payments in Nper text box.

8. Enter value, cell address, or range name for amount borrowed in Pv text box.

9. Click OK.

Pv text box


Logical Functions

Conditional logic in formulas requires Excel to perform a calculation based on the outcome of a conditional test where one calculation is performed if the test proves true and another calculation is performed if the test proves false.

If you need Excel to perform more than two actions, create a nested IF function.

You can nest any function inside of another function.


Logical Functions - Continued Consider the following formula:

In the first IF function, the conditional test is to determine if the sales value is less than $40,000 (Sales<40000). If the test proves true (for example, sales are $25,000), then

Excel calculates the sales times 5% and returns the result in the active cell.


=IF(Sales<40000,Sales*5%,IF(Sales<80000,Sales*7%,Sales*9%))


Logical Functions - Continued

If the first test is not true, then Excel reads the next section of the argument, which is the next IF function that includes the conditional test to determine if sales are less than $80,000 (Sales<80000). If this second conditional test proves true, then Excel

calculates the sales times 7%. If the test proves false, Excel calculates the sales times

9%. Since these are the only three possible actions, the formula

ends.

=IF(Sales<40000,Sales*5%,IF(Sales<80000,Sales*7%,Sales*9%))


Logical Functions - continuedTo create an IF Formula:1. Make desired cell active.2. Click FORMULAS tab.3. Click Logical button.4. Click IF function.5. Type conditional test argument in

Logical_test text box.6. Press Tab.7. Type argument in Value_if_true

text box.8. Press tab.9. Type argument in Value_if_false

text box.10. Click OK.

Logical_test text box


Logical Functions - continuedLogical Function Description Example

AND

Excel returns True if all conditions test true.

Excel returns False if any one of the conditions tests false.

=AND(Sales>Target,NewClients>5)Returns True if both test true.

If Sales>Target but NewClients<5, returns False.

If Sales<Target but NewClients>5,returns False.

OR

Excel returns True if any condition tests true.

Excel returns False if all conditions test false.

=OR(Sales>Target,NewClients>5)Returns True if either Sales>Target or NewClients>5.

Returns False only if both Sales is notgreater than Target and NewClients isnot greater than 5.


Logical Functions - continued

To create an AND Formula:1. Make desired cell active OR

nest formula in IF statement Logical_test text box.

2. Type =AND( or AND( if nesting in an IF statement.

3. Type first conditional test argument.

4. Type a comma.5. Type second conditional test

argument.6. Repeat Steps 4 to 5 for

remaining conditions.7. Type ).



Logical Functions - continued

To create an OR Formula:1. Make desired cell active OR

nest formula in IF statement Logical_test text box.

2. Type =OR( or OR( if nesting in an IF statement.

3. Type first conditional test argument.

4. Type a comma.5. Type second conditional test

argument.6. Repeat Steps 4 to 5 for

remaining conditions.7. Type ).


Contents© Paradigm Publishing, Inc. 43

CHECKPOINT 21) The Name Manager button is

located on this tab.a. INSERTb. FORMULASc. HOMEd. DATA

3) This function returns the principal portion of a specific payment for a loan.a. SPMTb. IPMTc. PMTd. PPMT

2) This lookup function is more commonly used since most lookup tables are arranged with comparison data in columns.a. CLOOKUPb. DLOOKUPc. VLOOKUPd. HLOOKUP

4) If you need to perform more than two actions create a(n)a. nested IF functionb. SUMIF functionc. COUNTA functiond. embedded function

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Advanced Functions and Formulas

Create and use named ranges in formulas Use functions COUNTA, COUNTIF, COUNTIFS Use functions AVERAGEIF, AVERAGEIFS Use functions SUMIF, SUMIFS Edit a named range Rename and delete a named range Look up data using the lookup functions VLOOKUP and HLOOKUP Analyze loan payments using PPMT Use conditional logic functions IF, AND, and OR

Summary of Presentation Concepts

Excel 2013 Level 2 Unit 1 Advanced Formatting, Formulas, and Data Management

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