Real World Excel Formulas

By Mike Gowlett (PMP Prince 2 Practitioner)http://uk.linkedin.com/in/michaelgowlett XLS Formula Tracker

1-STOP GUIDE FOR REAL WORLD EXCEL EXAMPLESVersion 0.6 - # 36

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A B C D E F G H I JI'VE HAD TO CREATE THIS IN A PDF VERSION BECAUSE I CAN'T UPLOAD AN XLS VERSION TO SLIDESHARE. THIS FILE IS BEST USED IN XLS FORMAT BUT CAN BE USED IN PDF AS A GUIDE. AN XLS COPY IS AVIALBLE BY EMAIL: [email protected] PDF is broken into 4 parts: 1. OVERVIEW: Welcome to My Excel Formula Tracker - One stop shop for real-world EXCEL formula examples, supported with source videos I've used to help me master the codes I use regularly. The source training videos are very easy to follow because these Excel PRO's who explain formulas in a simple and understandable language for beginners through to advance levels. I've created this document to help a wider audience reduce all of the soul searching I've done to try and obtain specific formula's I've needed to use to speed up some of the things I've had to do whilst creating presentations or crunching data. The internet is a fantastic source for trying to find Excel formulas but sometimes its really difficult to find good sources that REALLY explain how to write proper formulas that you can actually use, don't you agree? This attempts to minimise the guess work.Below are real world examples you can use directly. I've created formulas that you can either copy and paste from this pdf document into an Excel workbook once you know what you want to do, or you can request the Excel version from me by emailing me directly. In most cases you only need to make minor changes to the formula (re-alignment to your cell references) so you can get the best use of them.Regular updates will be made and uploaded to this workbook/PDF.Please be aware that I'm using the latest version of MS Office, (2016) at the time of writing this article, so if you obtain this workbook from me and you see some errors in the formulas (only in the Excel version) its most likely because I am using a new function in Excel 2016 which is not backward compatible with the office version you are using, so please bare that in mind when using the master Excel source file only. I will try to include backward compatible formulas were possible.Enjoy and I hope this document is useful for you.

2. File ContentThis PDF contains and refers to 9 column headings described below:COLUMNS:A - Functions Used: The XLS function used within the formula.B - Basic Formula Description: High Level explanation of the formula.C - Detailed Formula Description: Detailed level explanation of the formula.D - Source Data: Source data example I've used to perform the function.E,F,G: Scenario Col: In some instances where I've needed to reflect functions that need multiple columns to produce the result I.e. VLOOKUP's - These multiple columns are needed to support functions that need multiple reference points. H - Result: This cell contains any example of the formula actually working. J - Formula: Full formula defined in column H to get the result, you can copy and paste this formula into a spreadsheet along with the other columns to replicate it.I - Training Source: URL's to media sources that teach you the functions in use per function and row.ROWS:Each row will contain a real example you can use or refer too.3. How To Use This PDF:It is easier to use the Excel version of this PDF so you can filter on the [Basic Formula Description] field column to find out what you are trying to do. Once you know what you want to do, read through the [Detailed Formula Description] field as a reference point to understand what the formula in column I is actually doing.Ask yourself if the example shown is similar or an exact match to what you want to do? Try it! Copy & paste the complete rows you want to use into your own workbook so that each column in your book is the same as mine, I've added the columns in mine so you can replicate the cell data, to align the cell references.I will update this file on Slide Share with new formulas periodically, watch for version control by Row # mentioned in the Header.Special Thanks Too: MrExcelOnline; EXCELISFUN and TEACH EXCELI recommend to anyone if you have an interest in Excel, subscribe to these providers on youtube or directly.

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A B C D E F G H I J4. XLS FORMULA TRACKER

Functions Used Basic Formula Description

Formula Description Source Data Scenario Col

Scenario Col

Scenario Col

Result Formula Training

TRIMRIGHTSUBSTITUTELEFTFIND

Full Email Extraction

Extracts a single email address from a single cell which can contains multiple words. For this formula to work the email address must have a space before the email address. This command looks for the "." and the "@" to return the email address.

Michael Gowlett email address is as follows: [email protected]

[email protected] =TRIM(RIGHT(SUBSTITUTE(LEFT($D$35,FIND("@",$D$35)-1)," ",REPT(" ",99)),99))&MID($D$35,FIND("@",$D$35),FIND(" ",$D$35&" ",FIND("@",$D$35))-FIND("@",$D$35))

http://superuser.com/questions/946293/extracting-email-from-text-string-in-excel-google-spreadsheet

LEFT, FIND Content Extraction

This formula shows how you can extract specific text which has spaces in the source data.

6618 Bridgegate Dr Spring, Tx 6618 Bridgegate Dr =LEFT($D$36,FIND(" ",$D$36,1+FIND(" ",$D$36,1+FIND(" ",$D$36)))-1)

https://www.youtube.com/watch?v=zghj4leb2dg

LEFT, FIND Content Extraction

Extracts the 1st part of a cells contents using the FIND function. This formula uses the spaces in the source data cell as a ref point to extrapolate the 1st part of the cells source data.

John Adams (1789-1797) John =LEFT($D$37,FIND(" ",$D$37)-1)

https://www.youtube.comwatch?v=AVPZ-3YD3eg

MID Content Extraction

This formula extracts any word from the source data cell, with this formula you can change the # in the formula (3-1). This example extracts word # 3.

Testing one two three two =TRIM(MID(SUBSTITUTE($D$38," ",REPT(" ",LEN($D$38))), (3-1)*LEN($D$38)+1,LEN($D$38)))

https://www.youtube.com/watch?v=ItezfiV7SrQ

MID, FIND Content Extraction

Extracts the Middle part of a cells contents using the FIND function. This formula uses "spaces" in the source data cell as a ref point to extrapolate the middle part of the cells source data.

John Adams (1789-1797) Adams =MID($D$39,FIND(" ",$D$39)+1,FIND(" ",$D$39,FIND(" ",$D$39)+1)-1-FIND(" ",$D$39))






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Scenario Col

Scenario Col


40

414243

44

45

4647

4849

RIGHT, TRIM, SUBSTITUTE,REPT,LEN

Content Extraction

This formula takes the last word from context written in a cell

Testing one two three three =TRIM(RIGHT(SUBSTITUTE($D$40," ",REPT(" ",LEN($D$40))), LEN($D$40)))

https://www.youtube.com/watch?v=ItezfiV7SrQ

RIGHT Content Extraction

Extracts the last part of a cells contents using the FIND function. This formula uses the "spaces" in the source data cell as a ref point to extrapolate the last part of the cells source data.

John Adams (1789-1797) (1789-1797) =RIGHT($D$41,LEN($D$41)-FIND(" ",$D$41,FIND(" ",$D$41)+1))


LEFT, LEN, FIND Content Extraction

Extrapolates any length surname before the @ symbol

[email protected] Gowlett =LEFT($D$42,LEN($D$42)-FIND("@",$D$42)-2)

N/ALEFT, SEARCH Content

ExtractionExtrapolates any surname length which has a single initial after the surname

[email protected] Gowlett =LEFT($D$43,SEARCH("@",$D$43)-2)

N/A

LEFT, SEARCH Content Extraction

Extrapolates any length of text with a FirstInitialSurname before the @ symbol

[email protected] MGowlett =LEFT($D$44,SEARCH("@",$D$44)-1)

N/A

LEFT, SEARCH Content Extraction

Extrapolates any length FirstnameSurname from an email address that contains the @ symbol.

[email protected] GowlettMichael =LEFT($D$45,SEARCH("@",$D$45)-1)

N/A

MID Content Extraction

Extrapolates the firstname, using or any amount of characters that you call. I.e. formula calls 7 characters.

[email protected] Michael =MID($D$46,1,7) N/A

MID, FIND Content Extraction

Extrapolates the 1st Initial from an email address if a "." resides after the 1st letter.

[email protected] M =LEFT($D$47,FIND(".",$D$47)-1)

N/A

MID, SEARCH Content Extraction

Extrapolates a surname length if the address has a "." in it, after the 1st initial.

[email protected] Gowlett =MID($D$48, SEARCH(".",$D$48)+1,SEARCH("@",$D$48)-SEARCH(".",$D$48)-1)

N/A

RIGHT, LEN, FIND

Content Extraction

Extrapolates any length email address after the @ symbol

[email protected] gmail.com =RIGHT($D$49,LEN($D$49)-FIND("@",$D$49))

N/A





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Scenario Col

Scenario Col


50

51

52

53

545556575859

REPLACE Content Extraction

Extrapolates the 2nd word or anything after the space. Note the "" at the end of the formula are a requirement.

Mike Gowlett Gowlett =REPLACE($D$50,1,SEARCH(" ",$D$50),"")

REPLACE, SEARCH,LEFT

Content Extraction

This command will allow you to take the first letter of the 1st word + the full 2nd word as long as there is a Space in the cell

Mike Gowlett M Gowlett =REPLACE($D$51,1,SEARCH(" ",$D$51)-1,LEFT($D$51,1))

SUBSTITUTE How to extract specific text in a cell

How to take specific & repetitive strings of text with the same naming convention from a cell. In this example I've extracted text and replaced it with nothing ""

BPC-123-654 BPC- =SUBSTITUTE("BPC-",$D$52,"")

Gowlett =MID($D$53,MATCH(1,(CODE(MID($D$53,ROW($1:$272),1))>=65)*(CODE(MID($D$53,ROW($2:$272),1))<90),)+1,255)

Mike =SUBSTITUTE($D$53,$H$53,"")

Source Data - [ID] VLOOKUP Series ProdName

Code Product Name

Formula Result

APPN-45-XYZ IPad 98 IPhone IPad =VLOOKUP(MID($D$56,6,2)+0,$F$56:$G$59,2,0)

QWWR-56-TYV HTC 45 IPad HTC =VLOOKUP(MID($D$57,6,2)+0,$F$56:$G$59,2,0)

ERRT-89-UHG Galaxy Tab 89 Galaxy Tab

Galaxy Tab =VLOOKUP(MID($D$58,6,2)+0,$F$56:$G$59,2,0)

RTTY-98-IHJ IPhone 56 HTC IPhone =VLOOKUP(MID($D$59,6,2)+0,$F$56:$G$59,2,0)

MID, CODE, ROW, SUBSTITUTE

Segregates words by the Capital letters in the sentence only

Note this formula can only be used when there are no spaces in the text and Caps are between the words.

MikeGowlett

VLOOKUP, MID

https://www.youtube.com/watch?v=7hAuwGcxXe4

VLOOKUP up & Data Association

Columns D,E,F,G contain the source data and col H is used to show the formula working. This formula uses the VLOOKUP function coupled with the MID function to extrapolate the number shown in the Source Data ID field & match it in the lookup table in columns F&G. Column H shows the formula working.

https://www.youtube.com/watch?v=2RNmHMWBuyU

http://www.exceltip.com/excel-text/extract-the-first-middle-and-last-name-in-microsoft-excel.html





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Scenario Col

Scenario Col


60616263646566676869

This formula calculates how much $$ you need to invest over a set period of yrs. on a fixed interest rate to earn £50kExcel Formula: =PV(rate,nper,pmt, [FV], [type])Definition::Rate: = Interest rate:nper: - Number of periods:pmt: - payments:FV: Future value:Type: Denotes whether you are going to input money at the beginning or at the end of the period. If you leave the type blank or use a zero (0) its assumed it will be at the end of the period. If you omit a one it assumes you will invest at the start of the period.

Source Data - [ID] Values https://www.youtube.com/watch?v=fp2nBl07Qws&list=PLC8A934A021D038F7

FV 50000 £36,313.61 =-PV($E$62,$E$63,0,$E$61)

Interest Rate 3.25% £36,313.61 =$E$61/((1+$E$62)^$E$63)Years 10Yearly Interest Rate MTh Int Rate Period Inv $$6.00% 0.500% 72 5000000 £7,160,221.39 =-FV(0.06/12,6*12,,5000000)

£7,160,221.39 =-FV($E$65,$F$65,,$G$65)£7,160,221.39 =-FV(0.06/12,6*12,,5000000)

£7,092,595.56 =-FV(0.06,6,,$G$65)

Calculates FV on a fixed yearly interest rate or a compounded rate monthly over a # of years. See PV function for definition description of Excel formula =FV(rate,Nper,pmt,PV,[type]Item ROW 63 is BLUE this is a yearly Int rate. The rest are compounded monthly examples

How to Calculate Future Values which are compounded monthly or as a single year rate

PV

FV https://www.youtube.com/watch?v=bNWRCQVo24M&index=11&list=PLC8A934A021D038F7

2 ways to formulate Present Value

Manual formula: Col I57 is the formula written manually. Giving you the same answer.





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Scenario Col

Scenario Col


70

717273747576

77

78

79

Product ID Product State1296 Bellen CA 1296-Bellen-CA =TEXTJOIN("-

",,$D$73:$F$73)https://www.youtube.com/watch?v=H_j8KAK8PlI

1296 Bellen CA 3876-Yanaki-NY1297 Carlota CA 3871-Aspen-CO3871 Aspen CO 1187-QUAD-PA3876 Yanaki NY 1296-Bellen-CA1187 QUAD PA 1297-Carlota-CA

CONCATENATE 2007 onwards formula to join multiple cell data together

Joins data from multiple cells together. This is the old version.

1296 Bellen CA 1296-Bellen-CA =CONCATENATE($D$79,"-",$E$79,"-",$F$79)

N/A

IFS New IFS Function Only Available In Excel 2016 or Office 365

New 2016 IFS formula that allows you to use multiple logical criteria's to depict a result. Go ahead and try it. On the Excel version of this document change the number in cell D78 to see the result. Or copy and paste the formula and cells D78 and H78 into your excel and try it.

6000 1000 =IFS($D$80<1000,0,$D$80<2000,200,$D$80<3000,300,$D$80<400,400,$D$80<4500,450,$D$80=5000,500,$D$80>=5000,1000)

https://www.youtube.com/watch?v=VTXhYqKpRFw&index=4&list=PLHrPHBbDHgT08G3spUFNceOQpFYT5Gwoq

SWITCH New SWITCH Function Only Available In Excel 2016 or Office 365

New 2016 SWITCH Function, its similar to the old CHOOSE FUNCTION but it allows you to use logical formulas to make specific of multiple answers in a single or multiple cells. Try changing the number in cell D79 between 1-7 and if you choose a # outside of this range it equals "No Match"

2 Tuesday =SWITCH($D$81,1,"Monday",2,"Tuesday",3,"Wednesday",4,"Thursday",5,"Friday",6,"Saturday",7,"Sunday","No Match")

https://www.youtube.com/watch?v=ih_mtwAYNyY&index=5&list=PLHrPHBbDHgT08G3spUFNceOQpFYT5Gwoq

Joins data from multiple cells together its far more efficient and its only available from Excel 2016 onwards.

2016 formula replacing the old concatenate function to join multiple cell data together

TEXTJOIN

TEXTJOIN, ROW,INDEX,RANDBETWEEN

2016 formula - Join text & randomly flick different results

2016 formula - Join text & randomly flick different results within the range. Only available in the Excel version by press F9 then items within the table will randomly change.

See TEXTJOIN Video

=TEXTJOIN("-",,INDEX($D$74:$F$78,RANDBETWEEN(1,ROWS($D$74:$D$78)),))





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Scenario Col

Scenario Col


80818283

84858687888990919293

RANDBETWEEN, DATE

Switch that allows you to randomise between dates, numbers and much more

Randomises data between set criteria's that you choose. F9 will randomise the date. If you want to input lots of these dates only once and you want to retain those dates the randomisation generates you must overwrite the entries using the copy and paste function, pasting the values only.

06/11/1980 =RANDBETWEEN(DATE(1952,11,1),DATE(1990,12,1))

http://www.techrepublic.com/blog/microsoft-office/generate-random-dates-within-a-specific-date-range/

how may I help you?? How may I help you?? =REPLACE($D$83,1,1,UPPER(LEFT($D$83,1)))

how may I help you?? How may I help you?? =CONCATENATE(UPPER(LEFT($D$84,1)),RIGHT($D$84,LEN($D$84)-1))

how may I help you?? How May I Help You?? =PROPER($D$85)How May I Help You? How may i help you? =CONCATENATE(UPPER(L

EFT($D$86,1)),LOWER(RIGHT($D$86,LEN($D$86)-1)))

How May I Help You? How may i help you? =REPLACE((LOWER($D$87)),1,1,(LEFT($D$87,1)))

Many commands allow you to capitalise letters in words or sentences. Here is a mixture. Most of these you can copy & paste into your own sheet. BUT you must remember to change the cell reference in the formula so it points to the cell of where you want to change the data from.

These commands will allow you to capitalise or de-capitalise letters in words written in sentences

CONCATENATE, REPLACE, UPPER, LEFT, RIGHT, PROPER, LOWER

http://howtouseexcel.net/how-to-capitalize-the-first-letter-in-a-cell-in-excel





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Scenario Col

Scenario Col


9495

96

979899100101102103104105106107

£2,500 £1,976 £4,200 £2,000 £20,561 =SUMIF($D$84:$F$87,">=3000")

http://myexcelonline.com/blog/sumif-function-introduction/comment-page-1/#comment-1246£975 £1,700 £5,976 £1,500 £7,011 =SUMIF($D$84:$F$87,"<"&$

G$84,$D$84:$F$87)£400 £1,650 £6,154 £28,387 =SUMIF($D$84:$F$87,">="&

$G$85,$D$84:$F$87)

£250 £4,231 £60 >500 £29,362 =SUMIF($D$84:$F$87,$G$87)

N/A

John Jersey £5,467 £10,880 =SUMIFS($F$88:$F$91,$D$88:$D$91,"John",$E$88:$E$91,"Jersey")

Mark New York £2,547 £5,523 =SUMIFS($F$88:$F$91,$D$88:$D$91,"Mark",$E$88:$E$91,"New York")

Mark New York £2,976John Jersey £5,413

SUMIFS SUMS 2 separate criterias But it can sum mutiple criteria's if each criteria range is in a single column.

SUMIFS(Sum_Range,Criteria_Range1,Criteria1,Criteria_Range2,Criteria2)SUMIFS(Returns the Sum from this Range,Evaluate this Range,With this Criteria,Evaluate that Range,With that Criteria)

SUMS specific values in a range which are < than or >= a hardcoded value embedded in the formula or the preferred method: Referencing a value in a specific cell allowing the data in the cell reference to change without hindering your formula. For the latter option you need to use the concatenate operator & as well.The fields in purple font are the criteria interchangers, which you can change any time to any value based upon what values you want to total in the range. Copy & paste the whole table into your sheet and change cell ref.The last example uses a Data Validation list in $G$87. With different sum criteria's values: >3000,>2000,>1000. etc. Flip the value in cell $G$87 to see the total sum when the list changes.

SUMS, set criteria's in a range based upon specific req or a value in a specific cell.

SUMIF

https://productforums.google.com/forum/#!topic/docs/Jlcdqxm74JY

http://myexcelonline.com/blog/sumifs-function-introduction/





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Scenario Col

Scenario Col


108109110111112113114115116

117118

119

120121122123124

cat 1 Cat 2 =INDEX($E$94:$E$98,MATCH(TRUE,EXACT($F$94,$D$94:$D$98),0))

Cat 2 Cat 5 =VLOOKUP($F$95,$D$94:$E$98,2)

cAt 3caT 4CAT 5

30/06/15 30/09/15 20/07/15 66 =NETWORKDAYS($D$87,$E$87,$F$86)

01/07/15 01/10/15 21/07/15 64 =NETWORKDAYS($D$87,$E$87,$F$87:$F$89)

02/07/15 02/10/15 22/07/15 66 =NETWORKDAYS($D$88,$E$88, DATEVALUE({"26/9/15","30/9/15"}))

03/07/15 03/10/15 23/07/15NOW Time & Date

nowProvides the time and date at the time of input.

01/05/2016 20:42 =NOW()TODAY Date today Provides the date at the time of

input.01/05/2016 =TODAY()

http://www.keynotesupport.com/excel-functions/networkdays-function.shtml

N/A

vlookup doesn't allow case sensitive lookups. The 2nd formula in this example shows case sentitivity not working, if you change the name in cell $F$95. Try changing the name to a name in the lookup array yourself (the 2nd name in red) you will see the correct number isn't reflected in $H$95 when you change it. Now try changing the name in cell $F$94 you will see $H$94 works and changes to the correct # in the lookup table. Note this formula is using an array, so you have to use the "Control Shift Enter" when finishing you your formula.

Alternative method when case sensitive vlookups don't work. Use INDEX, MATCH, EXACT, Functions

INDEX,MATCH, EXACT

Calculates the number of working days between 2 dates inclusive of single or muti-day durations. Which if hardcoded requires the DATE VALUE function. This is not recommended, use cell ranges to reference a range of dates between a starting date and a return date.

Calculates the number of working days between 2 dates including holidays

NETWORKDAYS, DATEVALUE

https://www.youtube.com/watch?v=-aH6mvRiF0g





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Scenario Col

Scenario Col


125126127128

Ian 11 830 500 =IF(AND($E$90>=11,$F$90>=800),"500","250")

Kim 10 770 250 =IF(AND($E$91>=11,$F$91>=800),"500","250")

Mike 12 690 250 =IF(AND($E$92>=11,$F$92>=800),"500","250")

Stef 14 825 500 =IF(AND($E$93>=11,$F$93>=800),"500","250")

http://www.keynotesupport.com/excel-functions/and-if-functions-together.shtml

IF, AND IF statements using set criteria's

IF & AND Functions allow resources to specify set criteria's so they can decipher values or text based upon criteria's hardcoded criteria's within the formula.



Real World Excel Formulas

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