Kennesaw State University Information Technology Services Microsoft Excel 2007 Special Topics PivotTable IF Function V-lookup Function
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Information Technology Services Table of Contents Introduction... 4 Learning Objectives... 4 Analyzing Data with Pivot Tables... 5 Using the IF Function... 6 Vlookup Function... 7 Getting Help... 10 3
INTRODUCTION This documentation will provide you with timesaving features such as analyzing data with pivot tables, IF Function, VLOOKUP that will make your work easier and you will learn the quickest way to troubleshoot problems with your spreadsheets. LEARNING OBJECTIVES Analyzing data with pivot tables Utilizing the IF Function Utilizing the V-lookup Function 4
ANALYZING DATA WITH PIVOT TABLES Term Pivot Table Definition An interactive table that summarizes and analyzes data from existing lists and tables. 1. Click to select any of the data column headings (e.g. Last Name, First Name, etc). 2. On the Insert Tab, the Table group, select the Pivot Table option. Figure 1 3. Confirm the selected data to be added to the Pivot Table. 4. Select where you want to place the Pivot Table, click OK. 5. The Pivot Table will appear in a new worksheet. 6. The Pivot Table Field List appears on the right of the screen. 7. Drag and Drop the column heading in to the Column Labels, the Row Labels, or the Values boxes below. 8. The results of will appear on the left side of the screen. Figure 2 5
USING THE IF FUNCTION Term IF Function Description Returns one value if a condition you specify evaluates to TRUE and another value if it evaluates to FALSE. Figure 3 1. Logical Test: Any Value or expression that can be evaluated to TRUE or FALSE. Example: A5=100 True of False? 2. Value_if_True: Value that is returned if logical_test is TRUE. 3. Value_if_False: Value that is returned if logical_test is FALSE. Example: Create a formula that will calculate the score of an exam and display a PASS or Fail text. If the grade in cell A1 is larger than or equal to 85, then the function will display PASS in cell B1. Otherwise, the function will display FAIL in the same cell. Note: 1. To construct more of a detailed formula, up to 7 IF functions could be nested together. 2. The IF function could be used with other Excel function. 6
VLOOKUP FUNCTION Term VLOOKUP Function Description VLOOKUP (Vertical Lookup) function searches for a value in the left-most column of a table, and returns a value in the same row from a column you specify in another table. Figure 4 1. Lookup_Value: Is the value to be found in the first column of the table, and can be a value, a reference, or a text string. 2. Table_array: Is a table of text, numbers, or logical values, in which data is retrieved. Table_array can be a reference to a range or a range name. 3. Col_index_num: Is the column number in table_array from which the matching value should be retruned. The first column of values in the table is column 1. 4. Range_lookup (optional): Is a logical value: to find the closest match in the first column (sorted in ascending order) = TRUE or omitted; find an exact match = FALSE. The VLOOKUP example below demonstrates how to convert numeric grades into letter grades. Follow the example and the steps in the next page to understand how the VLOOKUP function works. 7
1. Open a blank worksheet and copy the data below Figure 5 2. Select cell D2 to enter the VLOOKUP function 3. Select the Formulas tab, and click on Insert Function icon Figure 6 4. From the Insert Function window, select the VLOOKUP function Figure 7 5. Click OK, The Function Arguments box appears 8
6. In the Lookup_Value field, enter B2 (The first number grade you want to evaluate) Figure 8 7. In the Table_Array field, select the table you want to compare the letter grade to Note: do not include the table column headings with your selection Figure 9 8. In the Table_Array field, add a dollar sign ($) before every column letter and before every cell number Figure 10 9. In the Col_index_num field enter the column number ( 3 ) for which the matching value should be returned. In our example, we want to return the letter grade, which is column 3 10. Click OK 11. Based on the student s Number Grade, the system will return the matching Letter Grade Figure 11 12. To copy the formula to the other cells within the same column Select the cell that contains the formula ( D2 ) Position (hover) the mouse on top to the Black Box at the bottom right corner of cell D2 Figure 12 9
When you see the black plus sign, left click and hold the left click Drag to the last cell in the column where you have data The VLOOKUP function will be copied to the other cells Figure 13 GETTING HELP Contact the Service Desk with any questions/problems: Email: service@kennesaw.edu Phone: (770)423-6999 10