Excel Formulas 2018 Cindy Kredo Page 1 of 23

Transcription

1 Excel file: Excel_Formulas_BeyondIntro_Data.xlsx Lab One: Sumif, AverageIf and Countif Goal: On the Demographics tab add formulas in Cells C32, D32 and E32 using the above functions. Use the cross-hair mouse pointer to copy the formulas down into cells C33 through E34. How? The following steps will use a slightly different method for each formula. 1. Select the Demographics tab. 2. Position Cursor in cell C Go to the Formula Ribbon, Math and Trig Category Select SUMIF as shown (NOT SUMIFS!) 4. The wizard dialog will open. With the mouse cursor in the Range box, hold down the left mouse button and drag over Cells C2 through C30 (it is easier if you start from the bottom!). This will enter C2:C30 in the Range box. 5. Let go of the left mouse button. Press the F4 function key to add absolute references ($) (see image below). 6. Position mouse cursor in the Criteria box. Click on Cell B Position mouse cursor in the Sum_Range box. Hold down the left mouse button and drag over Cells D2 through D30. Once again, use the F4 function key to add absolute references. Excel Formulas 2018 Cindy Kredo Page 1 of 23

2 Observe: when using the ribbon function library as we just did, there is no need to type the equal sign at the beginning of the formula OR the name of the function. Excel will do it for you. We will tackle the next formula differently, typing the equal sign, the function name, and the beginning parenthesis before using the wizard. 8. Position Cursor in cell D Type =Averageif( in the cell. As long as you include the beginning parenthesis, the next step will open the wizard. 10. Click on the fx button to open the wizard. 11. Complete the wizard as follows, using similar methods as was done for the SUMIF formula. Don t forget the Function F4 key (we are adding the dollar signs, called absolute references, to our formulas so that when we finish the formulas in row 32 we can simply copy them down through row 34 we will do that last!) 12. Next we want to count the number of kids who meet the race criteria. We will use the function COUNTIF. This one is easier than a SUMIF and AVERAGEIF in that we only need to look Excel Formulas 2018 Cindy Kredo Page 2 of 23

3 inside one column! If you were asked to manually count how many children are Native American, which column would you use? 13. Position cursor in Cell E32. Click the fx button and type in the top box How to do conditional if. Click Go. Highlight COUNTIF and read the short help screen that appears. This is the function we want. Click OK (bottom of form). Complete the wizard as shown. Don t forget the absolute references! TIP: If you forget to press the F4 key right after selecting the data, doing it later will only put the dollar signs around the last cell reference. You can select the entire formula text before pressing the F4 key to add dollar signs to all cell references. Excel Formulas 2018 Cindy Kredo Page 3 of 23

4 14. Fix the decimals in cell D32. How? Position cursor in cell D32. Right mouse click the cell and select the comma in the pop up format bar (with left mouse click) as shown. TIP: The right mouse click typically opens menu options; the left mouse click is used to select menu items. 15. Select Cells C32 through E32. Position mouse in lower right corner of Cell E32 as shown. After the mouse pointer changes to a thin cross-hair, double click to copy the formulas down through Cells C34:E34. In the alternative, you can use the thin cross-hair to drag down into Cell E34. You could also do a simple copy and paste if you would prefer! Optional if you finish early Optional 1: How many services were provided to kids who are 12 years old? Optional 2: This one is a challenge! How many services were provided to kids who are older than 14? The thought process some facts that help with both of these: You need columns B and D. The mathematical operation to be performed would be a sum of Column D You only want to sum column D if criteria in Column B is met Which function would you use? (sum, sumif, count, countif) When doing the second one, remember that partial expressions need to go in quotes Answer 1 Answer 2 Excel Formulas 2018 Cindy Kredo Page 4 of 23

5 Lab Two: Multiple Criteria Sumifs (catch that plural!) Goal: On the Multiple Criteria tab we will add formulas that utilize the SUMIFS function. 1. Select the worksheet tab labeled Multiple Criteria. You will complete Cells D36 and J35. By now you know how to bring up the wizard so the lab instructions will just show you the wizard screenshots! 2. The wizard in Cell D36 will look like this (dollar signs are optional the only reason dollar signs appear in this solution is because this formula was copied down from Cell D35!) 3. The wizard in Cell J35 will look like this (again, dollar signs are optional). Note the quotations around the last argument! ( >9 ) Excel Formulas 2018 Cindy Kredo Page 5 of 23

6 Lab Three: IF Statements Goal: On the State Data tab we will create several formulas using the IF Function, including nested functions. 1. Observe the worksheet tab labeled State Data Completed. That will be our finished product. 2. Return to the worksheet tab labeled State Data. Observe Cell K1. A state will be considered DRY if the percent of water if less than this value. 3. Position cursor in cell K6. We will create an IF Statement here that will either return the word Wet or the word Dry depending upon the value in Column G. 4. Begin typing the IF Statement by entering =IF( (don t forget the parenthesis!) 5. Click the fx function key to open the wizard and complete as follows: Tip: When entering raw text in the wizard, if you leave off the quotation marks, Excel will typically correct this for you. It is recommended that you type the quotation marks yourself just so you don t get spoiled by the wizard! 6. Click OK. Copy the formula down the page by double clicking the lower right corner of the cell after changing the mouse pointer to a thin cross-hair! 7. Question: Why do you want the dollar signs around K1 and not G6? What would happen if you forgot the dollar signs? 8. Position cursor in Cell L6. We will create an IF Statement that will return the word Growing if the value in Column H is greater than the value in Column I. If the population is shrinking (or the same), we will return the word Shrinking. 9. Begin typing the IF Statement by entering =IF( 10. Click the fx function key to open the wizard (or you can simply type the formula if you want!). The wizard entry will look like this: Excel Formulas 2018 Cindy Kredo Page 6 of 23

7 The completed formula looks like this: 11. Copy the formula down the page. 12. Let s fine-tune this to add the option of Similar. Position cursor in Cell M6. We will create an IF statement that first compares the value in Column J to 1%. If it is less than 1%, we want to return the word Similar. We ll worry about the rest of the formula later. We don t care if the value is positive or negative, so we will start our IF statement with a function called ABS. ABS returns the absolute value of a number. Absolute value simply means remove the sign (positive/negative). The first step of the wizard will look like this: For now, let s just test that part of the formula by doing something like this: Excel Formulas 2018 Cindy Kredo Page 7 of 23

8 Copy that formula down the page. Good so far? What are we going to do if the absolute value is 1% or higher? We then want to use the formula that we already came up with in Column L! We could use that logic as follows: This is nice and clean. Edit your formula and re-copy it down the page. Optional: 1. Try nesting the IF formula inside that last argument as follows! Excel Formulas 2018 Cindy Kredo Page 8 of 23

9 On the spreadsheet, the formula will look like this: Don t let the length of that formula scare you. It is created using the same building blocks function name, parenthesis, and arguments. Notice the color coding on the parenthesis to help keep things straight! 2. Using the formula skills learned in the first lab, enter formulas in Cells K2 and K3 that count the number of dry states/wet states as shown. Check your formula against the worksheet tab labeled State Data Completed. Excel Formulas 2018 Cindy Kredo Page 9 of 23

10 Lab Four: Text Functions Goal: On the Text Functions tab we will explore text functions that return portions of a cell and that string together (concatenate) multiple cells. 1. On the Text Functions worksheet tab, position cursor in Cell F4. We want a formula that will give us the first three digits of the value in Column C. 2. On the Formula ribbon, select the Text function library browse options for something that is likely to return the left-most digits of a cell. 3. Select LEFT and complete the function wizard as shown: TIP: Notice the answer appears in the lower left corner! 4. Click Ok. Copy the formula down into cells F5:F7. 5. Position cursor in Cell G4. We want to return the left-most five digits from Column D. Complete the wizard very similar to what you did in step 3, but this time select 5 characters instead of 3! 6. Copy the formula down into cells G5:G7. 7. Position cursor in Cell H4. You now want the right-most four characters. Use the Formula Ribbon, Text function library to find the RIGHT() function. HEADS UP ALERT: THERE IS A HIDDEN GOTCHA IN THIS EXERCISE. 8. Using the method of your choice, create this formula in Cell H4 and copy the formula down through H5:H7. Your spreadsheet should look like this: Excel Formulas 2018 Cindy Kredo Page 10 of 23

11 The formula works in Cells H5 through H7, but nothing shows up in cell H5. Can you think of what could possibly cause this? Do the following: Position Cursor in Cell E5. Click in the formula bar to the RIGHT of the entry go out about an inch to the right. Notice the cursor moves to the very end of the cell value. Now do the same with Cell E4. Notice the position of the cursor! I exaggerated the width of the cursor for demo-sake but notice it is positioned to the right of the entry! When the user typed this social security number in the cell, they apparently leaned on the space bar when they were done. Trailing spaces are a fairly common issue in Excel. How do we solve it? Check this out! The TRIM() function will remove any leading or trailing spaces from a cell. =Right(TRIM(E4),4) will return the four right-most characters of cell E4. 9. Next we will create a formula that will combine the first and last names in Columns A and B. Position cursor in Cell I Type an equal sign 11. Click on Cell A4 12. Type an ampersand symbol Excel Formulas 2018 Cindy Kredo Page 11 of 23

12 13. Type a quotation mark, a space, and then another quotation mark as shown in the screenshot below. 14. Type another ampersand symbol 15. Click on Cell B4 16. Click Enter. The & symbol acts as a concatenator it strings together cells and text. In this case, it is stringing the contents of Cell A4 to a space to the contents of Cell B4. Excel won t print the quotes the quotes simply tell Excel to literally give us one space here! Optional: How would you create a formula that returns the last name, a comma, and then the first name? (Answer is on the Text Functions Completed tab, Column J) Lab Five: Text Functions continued Goal: On the Text Functions tab we will explore text functions that return portions of a cell and that string together (concatenate) multiple cells when the data is inconsistent. 1. On the Text Functions worksheet tab, position cursor in Cell E13. As in the previous lab, we want a formula that will return just the area code. In this case, it will usually be the left most 3 characters from the value in Cell D13 but notice what happens when we get to row 15! Not all phone numbers have area codes. 2. TIP: Verbalize, in English, what you need to do. It might go something like this: If the phone number has an area code, then I ll get the area code. Now remember that talking to Excel is like talking to a toddler you have to be very specific. Maybe the next verbalization will go something like this: If the phone number is long enough to include an area code at least 12 characters THEN we can return the first three characters. 3. Ask Excel for help in determining the length of a cell. Click the FX button and type the following in the Search for a function box, then click Go. Excel Formulas 2018 Cindy Kredo Page 12 of 23

13 4. Scroll through the mini help screens. The LEN function is what we want. Let s test it first. Select Len and click OK. Fill out the wizard: Copy this formula down the page. It s a start! Excel Formulas 2018 Cindy Kredo Page 13 of 23

14 Now we can reverbalize our formula using Excel-lingo : If Len(D13) is 12, return the left(d13,3), otherwise don t do anything. Remember the IF syntax is =IF(condition, true, false) We have the condition done: you will edit your formula to wrap an IF Statement around your condition. 5. Position your cursor in the formula bar where it currently reads =LEN(D13) and type IF( between the equal sign and the first L as shown. Also add the rest of the condition statement by putting =12 at the end (as shown). 6. You can now either manually complete the formula or you can click the fx button to bring up the wizard. Sometimes getting to the right wizard when you nest functions can be tricky: if you don t type the full conditional statement, you ll end up back in the wizard for the LEN function! I think at this point it is probably easiest to just type the rest of the formula as follows: If you prefer the wizard: Note the last argument is just an empty set of double quotes! Excel Formulas 2018 Cindy Kredo Page 14 of 23

15 Optional: Text Functions Worksheet Tab If you finish early, string together the names in rows 13 through 16 Columns A, B and C. We can t just use the ampersand to string them together (=A13&" "&B13&" "&C13) because if there is no middle name, two spaces would appear between the first and last name. Create a formula that will add a space to the middle name when there is one, and return what is called an empty string no spaces if there is none. We will then use that cell to string together all three names. a) Position cursor in Cell G13 b) Type the following: =IF(LEN(B13)>0,B13&" ","") c) Copy that cell to G14:G16 d) Position cursor in Cell F13 e) Type the following: =A13&" "&G13&C13 f) Notice entries are a mix of upper and lower case g) Wrap the Proper function around the formula to force upper/lower case as shown: Observe the formula on the Text Functions Completed worksheet tab in Cell H13. All logic is combined into one formula! Which way is best? Whatever way is easier for you! Resource: Splitting Text into Multiple Columns Goal: Using the Text Functions worksheet tab, split the contents in Cells A35:A40 into three separate columns representing the First, Middle and Last Names. How? Excel Formulas 2018 Cindy Kredo Page 15 of 23

16 1. On the Text Functions worksheet tab, select Cells A35:A On the Data Ribbon, select Text to Columns (Data Tools Group section) 3. Click Next, selecting the default Delimited option 4. Change the delimiter to a space, as shown 5. Click Next. Click Finish. Excel Formulas 2018 Cindy Kredo Page 16 of 23

17 6. Data is now separated as shown (I added column headers for clarity) 7. We need to move the Last Names into the correct column. This can easily be done if we first sort all data by the Last Name field (Column C) to put all blanks together! How? a. Select all name data (Cells A35:C40) b. From the Home Ribbon, select Custom sort c. Change the dialog options: uncheck My data has headers, and sort by Column C as shown: d. Click OK. Data now looks like this: Excel Formulas 2018 Cindy Kredo Page 17 of 23

18 e. Select cells B38:B40. Right click Insert Shift cells Right. Click OK. (Tip: You could also move the data over one cell using the mouse move pointer, but if you have hundreds of rows, doing the insert will be easier!) Lab Six Part A: Vlookup Formulas Food Example Goal: Using the Food Vlookup worksheet tab, add a vlookup formula to Cells B6 and C6 to look up the Calories and Total Fat from the data on the Foods worksheet tab. 1. Observe the data on the Foods worksheet tab. Note that calories (energy) are in Column D, which is the 4 th column in the data. Note that Total Fat is in Column I, the 9 th column in the data. 2. Explore the formulas already created on the Food Vlookup worksheet tab. To complete this lab, you could just copy the formulas in row 5 into row 6, but we will recreate the formula. 3. Select Cell B6 on the Food Vlookup worksheet tab 4. Launch the formula wizard by typing =Vlookup( in Cell B6, then click the fx key to the left of the formula bar. 5. With the cursor in the first wizard box ( Lookup_value ), click on cell A6. Why? The value we are looking up is the trout broiled with butter and lemon! 6. Click in the next wizard box ( Table_array ). We want to point to the data on the Foods worksheet tab here so you literally do just that! Click that tab with your mouse and select all of the data, excluding column headers. When you are done selecting the data, the wizard will reappear on your screen as shown Excel Formulas 2018 Cindy Kredo Page 18 of 23

19 7. Click on the third wizard entry, Col_index_num, and you will be returned to your starting position. You will type a 4 here to return the fourth column from the starting column. 8. In the Range_lookup entry type False (the setting to find an exact match). Click OK. 9. Can you copy and paste this formula across the page to cell C6? No references would change A6 to B6, and the table array would also be incorrect. The formula is Cell C6 will be almost exactly the same: Just select the 9 th Col_index-num instead of the fourth! Excel Formulas 2018 Cindy Kredo Page 19 of 23

20 Formula for cell C6. Lab Six Part B -Vlookup Formulas Time Card Example Goal: Using the HR Time Card worksheet tab, add vlookup formulas to Cells G9 and G Observe the empty cell G9 on the worksheet tab HR Time Card. We want the phone extension that belongs to the Employee ID entered in Cell G5. 2. Observe the data on the HR Records worksheet tab. Note that the Employee ID, which we will use as our lookup value, is in Column 1. The phone extension is in Column F. The number of columns from the Employee ID up to the phone extension is six. We will be returning the 6 th column index. 3. Return to the HR Time Card worksheet tab and position cursor in Cell G9. Launch the formula wizard by typing =Vlookup( in the cell, then click the fx key to the left of the formula bar. 4. Enter G5 in the Lookup_Value box by clicking Cell G5. Move the mouse cursor to the Table_array box. Excel Formulas 2018 Cindy Kredo Page 20 of 23

21 5. Click on the HR Records worksheet tab and select cells A9 through F90. Complete the wizard dialog as shown: 6. Click Ok. 7. Observe Cell G11. You will create a vlookup formula that will enter a service level of Gold, Silver or Bronze based upon the Hire Date found in cell C Observe the Service Level table found on the worksheet tab labeled HR Records in cells E1 through F4. 9. Click the dropdown to the right of the Named Range Box (circled in the image below) to view the named range called ServiceLevel. Observe that this refers to the ServiceLevel ranges. We will use that named range in our formula. 10. Return to the HR Time Card worksheet tab and position mouse in cell G Type =Vlookup( and then click on cell C11 (or just type it). Add the comma so that you are moved to the next argument position. 12. Use the Formulas Ribbon, Use in Formula option to select the ServiceLevel named range see image. Excel Formulas 2018 Cindy Kredo Page 21 of 23

22 13. After selecting the named range (ServiceLevel), type another comma to move into the next argument position and complete your formula as shown: 14. Notice this formula requires an approximate lookup (last argument = TRUE) since each hire date is not included in the ServiceLevel table. 15. Test your work by selecting a new Employee ID of SM22. Notice all fields in rows 7, 9 and 11 change accordingly. Lab Resource Hlookup Formula 1. Explore the worksheet tab labeled Hlookup. 2. Position cursor in Cell E8. Jeffrey Andrews salary will increase by 4.5% because he earned a C Rating. We will write a lookup formula that will enter the increase percent for all employees. 3. Note that you scanned the spreadsheet in a horizontal direction to determine the percentage that applies to a C Rating. This formula will require a horizontal lookup called Hlookup. 4. Begin typing =Hlookup( and click the fx wizard key to launch the wizard, completing it as follows: Excel Formulas 2018 Cindy Kredo Page 22 of 23

23 Tips: Don t forget to use the F4 function key as soon as you select the Table_array cells in order to put dollar signs/absolute references around the table. The formula can be copied down the page as long as the absolute references are used. Notice the third argument changes from a column index num to a row index num. The concept is the same: beginning with the first lookup row, which row should be returned? In this case, we want the second row in the lookup range. 5. Click OK. Position your cursor back in Cell E8 on the lower right corner to get the fill arrow and double click to copy the formula down the page. 6. Position the cursor in Cell F8. We will create a formula that adds the percentage in Column E to the salary in Column C. 7. Copy this formula down the page. Tip: We do not need the parenthesis to set the Order of Operations in this formula, but it is kinder on the brain to do so. Addendum: All key points (link to slides) - Power Point presentation Excel Formulas 2018 Cindy Kredo Page 23 of 23