Microsoft Excel IV Handout

Transcription

1 Microsoft Excel IV Handout More On Functions In the previous Excel courses you learned several different kinds of functions. These functions mostly involved basic mathematical operations. However, functions can do much more. Functions can join, separate and edit strings of text; search a spreadsheet for a particular value or condition; evaluate cells for certain criteria; and more. Also, multiple functions can be brought together or nested in a larger single function to create more powerful commands. Seth Cohen seth.cohen@lfpl.org 1. TEXT Functions 2. LOOKUP Functions 3. IF Functions 4. DATE&TIME Functions

2 Text Functions Some functions work on text rather than numbers. Text functions join together text from different cells, capitalize words, remove unnecessary spaces from entries and more. CONCATENATE CONCATENATE pulls together strings of text from separate rows or columns into a single cell in the desired order. Start the function in the cell where you would like to combine the text. You can use cell references or text for your arguments. If you enter text with spaces, create a blank space by. You can also use the text argument to enter some combination of text, space and punctuation. The CONCATENATE function can combine up to 255 strings of text. =CONCATENATE(CellRef or Text,,,CellRef or Text ) =PROPER(CONCATENATE(TargetMarketingList!B2,,TargetMarketingList!C2,., TRIM(TargetMarketingList!A2))) =LOWER(CONCATENATE(LEFT(TargetMarketingList!B2),TargetMarketingList!C2, TRIM(TargetMarketingList!A2))) PROPER/LOWER/UPPER The PROPER function capitalizes the first letter of each word, LOWER and UPPER convert all text to lower case or upper case letters. For example, if cell A1 of a spreadsheet contains the phrase east jones street and you want to capitalize all the words in that phrase, enter the function =PROPER(A1) to get the result East Jones Street or =UPPER(A1) for EAST JONES STREET =PROPER(CellRef) LEFT/RIGHT The LEFT function extracts a given number of characters from a cell beginning from the left-hand side. For example, you can extract the first three characters from a cell and place them in another cell. The LEFT/RIGHT function is especially useful as an embedded function. =LEFT(CellRef,#OfCharactersExtractedFromLorRSide) TRIM The TRIM function removes blank spaces within a cell. =TRIM(CellRef)

3 LOOKUP Functions Excel s LOOKUP functions let the user search for a specific value or cell reference within a dataset. =VLOOKUP(A2,EmployeeManagementSorting!A1:N742,6,False) =VLOOKUP(C7,B11:Z230,MATCH(C6,B11:Z11),FALSE) VLOOKUP/HLOOKUP The VLOOKUP function searches for a value in the far-left column of a defined range of cells. If it identifies the value, it returns another value from the same row. The HLOOKUP function searches for a value in the top row of a defined range of cells. If it finds the value, it returns another value from the same column. Both offer the option of searching for a precise value or an estimated value. One limitation of the V- and HLOOKUPs is that they must search the first column or first row respectively in a defined range of cells. However, by nesting other functions into V- and HLOOKUPS, these and other limitations can be overcome. =VLOOKUP(Value,CellRange,Column#InDataSet,True/ False) MATCH The MATCH function searches for a designated value within a range of cells then returns the cell reference in which the designated value was found. The MATCH function can be used on its own but it is especially helpful when nested in V- and HLOOKUPs. =MATCH(Value,CellRange) INDEX The INDEX function returns the value in a cell based on both the column and row number provided in the argument. =INDEX(CellRange,Row#,Column#)

4 =COUNTIF(B:B,"Full Time") IF Functions IF functions use logical tests to evaluate the value in a given cell, determine if it meets some given criteria, and return a response based on this determination. In the Library s Excel II you learned to use IF functions to establish YES/NO, TRUE/FALSE. You also used it to nest functions, and evaluate according to multiple criteria. There are different kinds of IF functions. COUNTIF(S)/AVERAGEIF(S)/SUMIF(S) These functions perform the defined operation only if the cells in a range meet certain conditions. The COUNTIF function counts the number of values in a cell range that meet the designated criteria. =COUNTIF(CellRange,Criteria) =AVERAGEIF(B:B,"Full Time",C:C) The AVERAGEIF/SUMIF function searches a cell range, selects the cells with values that meet the designated criteria, and averages/adds the selected values. =AVERAGEIF(CellRange, ValueCriteria,AverageRan ge) =SUMIF(CellRange, ValueCriteria,SumRange) =COUNTIFS(B:B,"Full Time",D:D,">4") Adding (S) in these functions designates multiple criteria. =COUNTIFS(FirstCriteriaRange, FirstCriteria,Second CriteriaRange, SecondCriteria ) =AVERAGEIFS(AverageRange,FirstCriteriaRange, Fir stcriteria,secondcriteriarange, SecondCriteria ) =AVERAGEIFS(C:C,B:B,"Full Time",D:D,">=4") =SUMIFS(SumRange,FirstCriteriaRange, First Criteria,SecondCriteriaRange, SecondCriteria )

5 IF Functions & AND,OR,NOT Some IF functions use multiple logical tests for a single cell. This can be done by nesting AND, OR & NOT functions. If you want to test a cell for multiple criteria, use an AND function; to exclude certain criteria use NOT. =IF(AND(LogicTest,LogicTest, ),ValueIfTrue,ValueIfFalse) =K2*IF(AND(CellRef= Text,CellRef>x,CellRef=y,etc.), ValueIfTrue,ValueIfFalse),0) Date & Time Functions Some date and time calculations are simply addition or subtraction between cells with date and time formatting. Others are not so straightforward. To make calculating dates easier, Excel assigns each date from January 1, 1900 to the year 10,000 a serial number. To calculate the number of days between two past dates or a past date and future date, first format the cells for date. Then subtract the earlier date from the later date. TODAY/NOW The =TODAY() function returns today s date. It is a dynamic function because it updates automatically to reflect the current date. The =NOW() function is similar but returns today s date and the current time. =WEEKDAY(A2) =DATEDIF(TODAY(),CellRef, d ) WEEKDAY The =WEEKDAY function returns in numerical form the day of the week from a given date: Sunday=1, Monday=2, etc. For the argument, just enter the cell ref for the given date. To display these numbers as the weekday, format the cell. In the Format dialog box, select Number, Custom, and then in the field under Type, enter ddd for Mon, Tue, etc. or dddd for Monday, Tuesday, etc. =WEEKDAY(CellRef) DATEDIF The =DATEDIF function is not listed in the function library; it must be typed in manually. Enter the starting date, the ending date and then the type of date value you want with d, m or y. =DATEDIF(Start Date,EndDate, d )