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CS105 Lab 3 – Excel: The IF Function

Announcements

MP 1 will be released on Monday 9/14, due Monday 9/28 by 9pm

Midterm 1 on Tuesday 9/29 at 7pm

Last day to request a conflict for Midterm 1: Thursday 9/24 by 7pm

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Lab Objectives

Learn the IF function. Learn to use nested IF. Learn to use Lookup Tables Learn to reference other worksheets in

Excel. Learn to create pie chart

Go to the course website and download the Excel Worksheet for Lab 3.

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A “real world” Scenario…

This spreadsheet contains sales data for a tea manufacturing company which sells 3 different brands of tea.

As an executive, you want to find out how much of the revenue comes from each product line, i.e : complete range E3:G26

We’ll use the IF function to do this.

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The IF Function Flowchart

Condition

True

False

Result for True

Condition

Result for False

Condition

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How Does IF Work in Excel?

Recall from lecture how the formula =IF(condition, result1, result2) works.

Excel looks at the condition. If it is true, result1 is returned. If it is false, result2 is returned.

The condition must be something that is either true or false; that is, the condition must be BOOLEAN.

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Setting Up Our IF Function

Our product names are in column A.

If a cell in column A matches cell E2 (Lively Lemon Tea), we want toput its revenue value (column D) in the Sales column for Lively Lemon Tea(column E). Otherwise we want to put 0 in that column.

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Display 0Product is

Lively Lemon Tea

True

False

Display revenue

Flowchart for Cell E3

How do we write the IF function?

=IF(A3=E2, D3, 0)

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Copying the formula

We must modify the relative references to absolute/mixed references before copying

Double-click on the fill handle to fill the column for “Lively Lemon Tea.”

Use the fill handle to copy the formula to cells F3 and G3.

Double-click on the fill handle in F3 and G3 to fill columns F and G.

=IF($A3=E$2, $D3, 0)

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Nested IF

You can have an IF function inside another IF function Handy if you have more than one condition

to test.

If “midterm is not this week” then “continue sleeping”, otherwise if “I’m not too sleepy” then “go to class”, otherwise “continue sleeping”

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The Nested IF Flowchart

Midterm is on tomorrow

Not too sleepy

Continue sleeping

Go to class

True

True

False

False

Continue sleeping

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The Nested IF Flowchart

Condition 1

Condition 2

Result for False Condition 1

Result for True Condition 1 andFalse Condition 2

Result for True Condition 1 andTrue Condition 2

True

True

False

False

This is not the only way nested IFs can be done. Can you think of some other ways?

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Calculating Eastern Region Sales

Suppose we want to compute the total sales for each product in the East region ONLY.

If column C contains the value that is “East”, then if the product name (in column A) matches corresponding tea product in H2:J2, display the revenue. Otherwise display 0

Fill in cells in collumn H,I,J.

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The Formula for Cell H3

=IF($C3="East",IF($A3=H$2,$D3,0) ,0)

Double-click on the fill handle to fill the column for “Lively Lemon Tea.”

Use the fill handle to copy the formula to cells I3 and J3.

Double-click on the fill handle to fill columns I and J.

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AND, OR, and NOT review

In lecture we saw AND, OR, NOT condition1 AND condition2

returns TRUE only when Both condition1 and condition2 must be TRUE

condition1 OR condition2 returns FALSE only when both condition1 and condition2 must be FALSE.

NOT(condition). Returns the logical opposite of condition.

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AND, OR, and NOT in Excel

In Excel, AND, OR, and NOT are functions.

AND(condition1, condition2). means condition1 AND condition2

OR(condition1, condition2). means condition1 OR condition2

NOT(condition). means the same as the normal meaning of NOT

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Using AND to Check Two Conditions

There is an alternative way to write the IF statement in cell H3. We want the revenue to be displayed in H3 if the product is “Lively Lemon Tea” AND the region is “East”:

=IF( AND( $C3="East", $A3=H$2), $D3, 0)

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Table Lookups

In this course, we use two Excel functions for doing table lookups: HLOOKUP and VLOOKUP

For HLOOKUP, we need to know The value that we’re looking up. The range of the table. Where its first row stores ascending

values. The row index that stores the looked up result

For VLOOKUP, it’s similar, except the table is vertical.

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Find Sale Rating

What formula to put in K3?

=HLOOKUP(D3,F28:J29,2) What are we missing? Fill in cells K4:K26

Where to put the “$”

The lookup value

Range addressof the table

The rating row index

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Working with Multiple Worksheets

Suppose we want to calculate the total tea sales…

Go to the ‘Statistics’ worksheet. In cell A8, put a formula to add up the range

E3:E26 of the 'Tea Data' worksheet. The formula is

=SUM('Tea Data'!E3:E26) Use the fill handle to copy the formula to B8

and C8. Compute the grand total of tea sales in cell D8.

Add a pie chart

Let’s add a pie chart in “Statistics” worksheet

Insert a Pie Chart You should know how

to Select data to display in

the chart Customize the “look-

and-feel” of the chart

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What you should know?

The formula =IF($A3=E$2, $D3, 0) =IF($C3=“East”, IF( $A3 = H$2, $D3, 0), 0) =IF( AND( $C3="East", $A3=H$2), $D3, 0) =HLOOKUP(D3,$F$28:$J$29,2) =SUM('Tea Data'!E3:E26)

How to add and customize your pie chart

Let Excel do all the hard work for you !

Exercises

In columns K, L, and M, compute the sales of the teas for all regions except the west region.

In column N, find the sales of the teas for all regions during the months of January and February (Note: Do not split the sales up into multiple columns by Product).

Repeat question 2; but this time, do split the sales up into multiple columns by Product. Put these answers in columns O, P, and Q (Note: There are many possible solutions).

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