MS Excel (Advanced Functions)

7/28/2019 MS Excel (Advanced Functions)

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MS Excel: Advanced Functions

2

Payment Function

=PMT(interest rate,total number of payments, principal ,future value,type)

Type is a 0 or 1 indicting when the payment is due.

0 or omitted = At the end of the period1 = At the beginning of the period

Future value and type are optional arguments.

Note: be sure interest for year is divided by 12

Note: PMT function should be preceded by a minus to display a positive number.

Countif Function

The countif function will count how many cells within a range meet the criteria or test.

COUNTIF(range,criteria)

Range = range to checkCriteria = test




3

If Function

A simple If function will allow a cell to change depending on a conditional test.

=IF(test , what to do if it is true, what to do if it is false)

Put quotes around any text to be displayed.

In the example

test if the quantity on hand in column F isless than zero

if true (quantity on hand in column F isgreater than zero) then:

display the statement “customer backorder”

if false (quantity on hand in column F isequal to, or greater than zero) then:

displays nothing.




4

Embedded If Function

An embedded If function will allow a cell to change depending on multiple conditional tests.

=IF(test , what to do if it is true, IF(test , what to do if it is true, what to do if it is false ))

In the example

test if the quantity on hand in column F isless than zero

if true (quantity on hand in column F is

greater than zero) then:

display the statement “customer back

order” if false (quantity on hand in column F isequal to, or greater than zero) then:

test if the quantity onhand in column Fis less than or equal to column I

if true display thestatement “levellow”

if false displays nothing




5

IS Functions

IS functions test the value of a cell.

Function Returns TRUE if

ISBLANK(value) Value refers to an empty cell.

ISERR(value) Value refers to any error value except #N/A.

ISERROR(value) Value refers to any error value (#N/A, #VALUE!, #REF!, #DIV/0!, #NUM!,

#NAME?, or #NULL!).

ISLOGICAL(value) Value refers to a logical value.

ISNA(value) Value refers to the #N/A (value not available) error value.

ISNONTEXT(value) Value refers to any item that is not text. (Note that this function returns TRUE

if value refers to a blank cell.)

ISNUMBER(value) Value refers to a number.

ISREF(value) Value refers to a reference.ISTEXT(value) Value refers to text.

ISERROR

Errors can occur in a cell for several reasons, such as a division by zero. The ISERRORfunction tests for an error. The ISERROR function can be used in conjunction with the IFfunction.




6

Lookup

The Lookup Function can be used to pull information from one worksheet into another worksheet. i.e. a user could enter a part number on one sheet and it would pull thedescription and cost from another sheet.

There are two types of Lookup Functions: vector and array.

LOOKUP(lookup_value,lookup_vector,result_vector)

Lookup value = cell on first sheet to be looked upon the second sheet.

Lookup vector = range of cells on second sheet in which the function should look for the cellreferenced on the first sheet. (Note: the lookup numbers must be in alphabetical order.)

Result vector = range of cells on second sheet that holds the information to be pulled intothe first sheet.

Note: if the formula is to be copied, be sure to use absolute referencing where needed.




7

LOOKUP(lookup_value,array)

Lookup value = cell on first sheet to be looked upon the second sheet.

Array = range of cells holding both the value being looked up and the cells to be pulled.(Note: it defaults to looking at the first column or row and pulling from the last column or row.The lookup numbers must be in alphabetical order.)

Note: if the formula is to be copied, be sure to use absolute referencing where needed.




8

Pivot Table FunctionGETPIVOTDATA(data_field,pivot_table,field1,item1,field2,item2,...)

Pulls a specific piece of information from the data area of a pivot table if the information isshowing.

The function wizard can be used to create the function.

The two mandatoryarguments are:

Data_field: the name of the field used in the dataarea.

Pivot_table: the cell withthe calculation function

If no other arguments areentered, the function willreturn the grand total of the whole pivot table.

The optional argumentsare entered in sets of two:

Field1: the field namethat was used for either the row or column.

Item1: the desired data within the field

If only one set of optional arguments is entered, the function will return either the sum of therow or column.

Note: a faster way to create theGETPIVOTDATA function is to enter an equal sign in the cell to hold the

pulled information, then click on thecell to be pulled.




9

Database FunctionsMS Excel has functions built in for specific use with a database.

All of the database functions have the same arguments.(database,field,criteria)

Database: the range of your data including the field names (column headings)

Field: the field (column) that holds the values to be averaged. Use the field name in quotesor the field number (count from left to right ie column D would be field number 4)

Criteria: the cells that hold the condition on which the values should be averaged.

Note: Named ranges can be used instead of cell addresses.

Examples from Microsoft Excel Help

Tree Height Age Yield Profit Height

Apple >10 <16

Pear

Tree Height Age Yield Profit

Apple 18 20 14 105

Pear 12 12 10 96Cherry 13 14 9 105

Apple 14 15 10 75

Pear 9 8 8 76.8

Apple 8 9 6 45

Results Formula Description (Result)

1 DCOUNT(A4:E10,"Age",A1:F2)This function looks at the records of apple trees between a height of 10 and 16

counts how many of the Age fields in those records contain numbers. (1)

1 DCOUNTA(A4:E10,"Profit",A1:F2)This function looks at the records of apple trees between a height of 10 and 16

counts how many of the Profit fields in those records are not blank. (1)

105 DMAX(A4:E10,"Profit",A1:A3) The maximum profit of apple and pear trees. (105)

75 DMIN(A4:E10,"Profit",A1:B2) The minimum profit of apple trees over 10 in height. (75)

225 DSUM(A4:E10,"Profit",A1:A2) The total profit from apple trees. (225)

75 DSUM(A4:E10,"Profit",A1:F2) The total profit from apple trees with a height between 10 and 16. (75)

140 DPRODUCT(A4:E10,"Yield",A1:B2) The product of the yields from apple trees with a height greater than 10. (140)

12 DAVERAGE(A4:E10,"Yield",A1:B2) The average yield of apple trees over 10 feet in height. (12)

13 DAVERAGE(A4:E10,3,A4:E10) The average age of all trees in the database. (13)

2.966479 DSTDEV(A4:E10,"Yield",A1:A3)The estimated standard deviation in the yield of apple and pear trees if the data

the database is only a sample of the total orchard population. (2.97)

2.6533 DSTDEVP(A4:E10,"Yield",A1:A3)The true standard deviation in the yield of apple and pear trees if the data in th

database is the entire population. (2.65)

8.8 DVAR(A4:E10,"Yield",A1:A3)The estimated variance in the yield of apple and pear trees if the data in the

database is only a sample of the total orchard population. (8.8)

7.04 DVARP(A4:E10,"Yield",A1:A3)The true variance in the yield of apple and pear trees if the data in the database

the entire orchard population. ( 7.04)




10

DAVERAGE(database,field,criteria) Averages the values in a column of a list or database that match conditions you specify.

Example

The following will return the average value of all the fords on the list.

This dialog box is an example of using namedranges (Sales and CriteriaCells are namedranges. “value” is a field name in quotes)




11

DCOUNT(database,field,criteria)Counts the cells that contain numbers in a column of a list or database that match conditionsyou specify.

Example

Returns the count of all the fords on thelist that have an amount in the valuecolumn.

DGET(database,field,criteria)Extracts a single value from a column of a list or database that matches conditions youspecify.

Example

The following will return the value of the only mazda on the list

If there had been NO mazda’s on the list, the function will return #num

If there are more than one mazda on the list, the function will return #value




12

Time

TIME(hour,minute,second)

The Time Function converts separate hours, minutes, and seconds given as numbers to an

actual time

Weekday

WEEKDAY(serial_number,return_type)The Weekday function returns a number to correspond to the day of the week for a specificdate.

=WEEKDAY(serial number,return type)

Serial Number cell with date to evaluate

return type 1 Sunday = 1, Monday = 2, etc.

2 Monday = 1, Tuesday = 2, etc.

3 Sunday = 0, Monday = 1, etc.

A B C

Time Description Amount

10:35:00 AM Hours 2

10:35:00 AM Minutes 10

10:35:00 AM Seconds 30

Formula Description (Result)

=A2+TIME(C2,0,0) Add 2 hours to the time above (12:35:00 PM)

=A3+TIME(0,C3,0) Add 10 minutes to the time above (10:45:00 AM)

=A4+TIME(0,0,C4) Add 30 seconds to the time above (10:35:30 AM)




13

Conditional Formatting - Formulas

Conditional Formatting is used to change the format of a cell based on a criteria.

Select cell(s) for Conditional Formatting.

From the menu choose Format, Conditional Formatting.

In the dialog box that appears, use the drop down box to choose “Formula Is”.

Key in the desired formula.

When the condition is met, the formatting will change.




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Notes/Comments

To add a comment to a cell, from the menu choose Insert,Comment.

A box will appear allowing the entry of text. A small trianglewill appear in the upper right corner of the cell.

Type in any notes or comments pertaining to the cell. Thecomment might be an explanation of a formula, or directionsfor the user.

Note: the default informationin the comment box is

pulled from the user nameon the general tab in theoptions dialog box.




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Deleting or Changing a Comment

To delete the comment, right click on the cell with thecomment, and choose delete comment from the pop upmenu.

To change the comment, right click on the cell with thecomment, and choose edit comment from the pop up menu.or turn on the Reviewing Toolbar and choose the Edit

Comment tool

The comment box will open up to allow changes.

Reviewing Toolbar

The reviewing toolbar has severalcomment tools.

Edit Comment

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MS Excel (Advanced Functions)

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