7/5/2015

• Using relative, absolute, and mixed references

• When you use a cell (or range) reference in a
formula, you can use three types of references:
• Relative: The row and column references can

Microsoft change when you copy the formula to another

cell because the references are actually offsets
from the current row and column.

Excel 2007 • Absolute: The row and column references do not

change when you copy the formula because the
reference is to an actual cell address.
• Mixed: Either the row or column reference is
relative, and the other is absolute.

• An absolute reference uses two dollar signs in its

address: one for the column letter and one for
the row number (for example, $A$5).
• Excel also allows mixed references in which only
one of the address parts is absolute (for example,
$A4 or A$4).
Older Version off excel has 256 (2^8)
( )
• By default, Excel creates relative cell references in
columns and 65,536 (2^16) rows which formulas. The distinction becomes apparent
is expanded to 10,48,576 (2^20) rows when you copy a formula to another cell (for
and 16,384 (2^14) columns example =B2*C2 or B2).
• Pressing F4 converts the cell reference.
• Keep pressing F4 until Excel displays the type of
reference that you want.

Using Relative Cell References

Formulas and
Functions
=B2*C2

1
1
 7/5/2015

Using Absolute Cell References • If the worksheet name in the reference includes
one or more spaces, you must enclose it in single
quotation marks.
• For example, here’s a formula that refers to a cell
on a sheet named All Depts:
=A1*’All Depts’! A1
• Referencing cells in other workbooks
• To refer to a cell in a different workbook, use this
format:
=[WorkbookName]SheetName!CellAddress
Notice that the reference to B6 is • Example of a formula that uses a cell reference in
an absolute reference i.e. $B$6 the Sheet1 worksheet in a workbook named
Budget:

Using Mixed Cell References =[Budget.xlsx]Sheet1!A1

• If the workbook name in the reference includes
one or more spaces, you must enclose it (and
the sheet name) in single quotation marks.
• For example, here’s a formula that refers to a
cell on Sheet1 in a workbook named Budget g
For 2008:
=A1*’[Budget For 2008.xlsx]Sheet1’!A1
=$A3*B$2 • When a formula refers to cells in a different
The reference to cell A3 uses an absolute reference for workbook, the other workbook doesn’t have to
the column ($A), and the reference to cell B2 uses an be open.
absolute reference for the row ($2).

Referencing cells outside the • If the workbook is closed, however, you must add
worksheet the complete path to the reference so that Excel
can find it. Here’s an example:
• Referencing cells in other worksheets
=A1*’C:\My Documents\[Budget For
• To use a reference to a cell in another worksheet
in the same workbook, use this format: 2008.xlsx]Sheet1’!A1
SheetName!CellAddress • A linked file can also reside on another system
• Example of a formula that uses a cell on the that’s accessible on your corporate network.
Sheet2 worksheet: • The formula below, for example, refers to a cell in
=A1*Sheet2!A1 a workbook in the files directory of a computer
• This formula multiplies the value in cell A1 on the named DataServer.
current worksheet by the value in cell A1 on
Sheet2.
=’\\DataServer\files\[budget.xlsx]Sheet1’!$D$7

2
2
 7/5/2015

• While the sheet has linkage with external • To create a drop‐down list in a cell:
workbook, we have to check the update of the 1. Enter the list items into a single‐row or single‐
data. column range. These items are the ones that
• Click on Data =>>Refresh all =>> to Update all the appear in the drop‐down list.
information in the workbook that is coming from 2. Select the cell that will contain the drop‐down
a data source list and access the Data Validation dialog box.
3 In the Settings tab
3. tab, select the List option and
• We can check the connection, open the source specify the range that contains the list using
file and break the linkage if we do not need to the Source control.
update in future. 4. Make sure that the In‐Cell Dropdown check
box is checked.
5. Set any other Data Validation options as
desired.

• Using formula for Data Validation Rules:

• 1. Select the range B2:B10 and ensure that cell B2 is the
active cell.
• 2. Choose Data ➪ Data Tools ➪ Data Validation. The

Using Named Data Validation dialog box appears.

• 3. Click the Settings tab and select Custom from the
Allow drop‐down list.

Cells and Data

• 4. Enter the following formula in the Formula box:
• =ISODD(B2)
ISODD(B2)
• This formula uses Excel’s ISODD function, which returns

Validation
True if its numeric argument is an odd number. Notice
that the formula refers to the active cell, which is cell B2.
• 5. Click the Error Alert tab and choose Stop for the Style
and type An odd number is required here as the Error
Message.
• 6. Click OK to close the Data Validation dialog box.

• Excel’s data validation feature enables you to IF FUNCTIONS

set up certain rules that dictate what can be Excel's IF function provides some simple decision‐making
capability to a worksheet. The IF function accepts three
entered into a cell. arguments:
• For example, you may want to limit data entry Syntax
in a particular cell to whole numbers between IF(logical_test,value_if_true,value_if_false)
The condition being evaluated (should result in either TRUE or
1 and 12. If the user makes an invalid entry, FALSE)
you can display a custom message. – The value to display if the condition is TRUE
– The value to display if the condition is FALSE
• To specify the type of data allowable in a cell: The formula below, for example, returns 1 if cell A1 contains "A". If
• 1. Select the cell or range. cell A1 does not contain "A", the formula returns an empty string.
=IF(A1="A",1,"")
• 2. Choose Data ➪ Data Tools ➪ Data =IF(E2>61,"Pass","Fail") If the value in E2 is greater than 61, Excel
displays Pass in the cell. If not, Excel displays Fail.
Validation. Excel displays its Data Validation For more decision‐making power, you can "nest" IF functions within a
dialog box. formula. In other words, you can use an IF function as the second
argument for an IF function.
• 3. Click the Settings tab

3
3
 7/5/2015

NESTED IF FUNCTIONS Example 2 (numeric data)

DESCRIPTION • This time consider cell A8 as source cell, the data will be in
numeric format ranging from 1 to 40 and the data in the cell (e.g
It is possible to nest multiple IF functions within one Excel D8) in text format.
formula. You can nest up to 7 IF functions to create a complex IF
• Simply complete the "value if false" for each nests by "" (empty)
THEN ELSE statement.
and restart a nesting preceded by an ampersand &
SYNTAX
=IF(A8=1,"one",IF(A8=2,"two",IF(A8=3,"three",IF(A8=4,"four",IF
IF( condition1, value_if_true1, IF( condition2, value_if_true2, (A8=5,"five",IF(A8=6,"six",IF(A8=7,"seven","")))))))&IF(A8=8,...
value_if_false2 )
This would be equivalent to the following IF THEN ELSE =IF(B4>89,"A",IF(B4>79,"B",IF(B4>69,"C",IF(B4>59,"D","F"))))
statement: =IF(B4>89,"A",
IF condition1 THEN value_if_true1 IF(B4>79,"B",
ELSEIF condition2 THEN value_if_true2 IF(B4>69,"C",
ELSE value_if_false2 IF(B4>59,"D","F"))))
END IF

=IF(A1="A",1,IF(A1="B",2,IF(A1="C",3,"")))
• This formula checks cell A1. If it contains "A", the formula returns 1. If
it doesn't contain "A", then the second argument is evaluated. The
second argument contains another IF function that determines if A1
contains a "B". If so, the formula returns 2; if not, the formula
evaluates the IF function contained in the second argument and checks
to see if A1 contains "C". If so, it returns 3; otherwise, it returns an
empty string.
• Excel allows up to seven levels of nested IF functions. The formula
below works correctly, but Excel will not allow you to nest the IF
functions any deeper than this.
=IF(A1="A",1,IF(A1="B",2,IF(A1="C",3,IF(A1="D",4,IF(A1="E",5,IF(A1=
"F",6,IF(A1="G",7,IF(A1="H",8,""))))))))
• The sections that follow present various ways to get around the limit of
seven nested IF functions. Be aware that these techniques may not be
appropriate for all situations.
Note:
Excel 2007 and later allows up to 64 nesting level

Example 1 (text data) OR

• Consider cell A2 as the source cell, in which you will either enter • Returns TRUE if any argument is TRUE; returns FALSE if all
a text or numeric value, and take as an example data in text arguments are FALSE.
format ranging from "one" to "fifty‐six". Syntax
• To facilitate the monitoring data that will be collected in the OR(logical1,logical2,...)
numeric format and inserted into the formula, they could be Logical1,logical2,... are 1 to 255 conditions you want to test that
located in target cells, in this case referring to the address of can be either TRUE or FALSE
each cell.
• Simply complete the "value if false" of each nest by 0 (zero) and
restart a new nesting preceded by + (plus) =OR(A1<32,A2<32,A3<32)
=IF(A2="one",1,IF(A2="two",2,IF(A2="three",3,IF(A2="four",4,IF
(A2="five",5,IF(A2="six",6,IF(A2="seven",7,0)))))))+IF(A2="eight Using IF+OR condition
",.. =IF(OR(A1<32,A2<32,A3<32),"Fail","Pass")

4
4
 7/5/2015

AND • Displaying the current date

• Use the AND function to test if all of a group of conditions are • The following function displays the current date in a
met. If so, Excel returns a value of TRUE. Otherwise, it returns a cell:
value of FALSE. =TODAY()
Syntax Output:
AND(logical1,logical2,...) 1/10/2012
Logical1,logical2,... are 1 to 255 conditions you want to test that
• The following function displays the current date and
can be either TRUE or FALSE
time in a cell:
=NOW()
=AND(A1>32,B1>32,C1>32)
Output:
1/10/2012 9:50
Using IF+AND condition
Note: value (1) = January 01, 1900
=IF(AND(A1>32, B1>32,C1>32),“Pass",“Fail")
And value (365)=December 30, 1900

Working with
Dates
and Times =DATE(A2,B2,C2)

• =DATE(2012,1,5)

Date-Related Functions • =YEAR(TODAY())

Function Description • =MONTH(TODAY())
DATE Returns the serial number of a particular date
NOW Returns the serial number of the current date • =DAY(TODAY())
and time
TODAY Returns the serial number of today’s date
• =WEEKDAY(TODAY())
YEAR Converts a serial number to a year • 1 = Sunday
MONTH Converts a serial number to a month • 2 = Monday
DAY Converts a serial number to a day of the
month • 3 = Tuesday
WEEKDAY Converts a serial number to a day of the
week • 4 = Wednesday
WORKDAY* Returns the serial number of the date before • 5 = Thursday
or after a specified number of workdays
NETWORKDAYS* Returns the number of whole work days • 6= Friday
between two dates
* Available only from Excel 2007 and higher
• 7 = Saturday

5
5
 7/5/2015

The NETWORKDAYS • New Year’s Day

function: This holiday always falls on January 1:
• The NETWORKDAYS function calculates the =DATE(A1,1,1)
difference between two dates, excluding • Veterans Day
weekend days (Saturdays and Sundays). This holiday always falls on November 11:
• Example: =DATE(A1 11 11)
=DATE(A1,11,11)
• =NETWORKDAYS(A15,B15,A2:A11) • Christmas Day
• A15 = start_day This holiday always falls on December 25:
• B15 = end_day =DATE(A1,12,25)
• A2:A11 = holidays

Calculating a person’s age

• The DATEDIF function is used to calculate an
age.
• DATEDIF is a handy function that calculates
the number of days
days, months
months, or years
between two dates. The
• function takes three arguments: start_date,
end_date, and a code that represents the time
unit of interest.

The following table displays valid codes for the third

Calculating dates of holidays argument. (We must enclose the codes in quotation
marks.)

6
6
 7/5/2015

Homework
=DATEDIF(A1,TODAY(),”Y”)
Calculation Chart for Depth less than Half of
Calculation of Fuel Volume in Diameter
a Horizontal Cylindrical Tank Y X Strip Area Cum. Area Volume
PREPARED BY : SR JYAKHWA
(mm) (mm) (mm2) (mm2) (Liter)
Maximum Diameter of Calculation is 4000mm 0 0
1 59 30 30 0 Full Capacity of Tank = 15701.7 Liter
Description Input 2 84 71 101 0 Half Volume of Tank = 7850.8 Liter
Outer Diameter of Tank (D) = 3500 mm 3 102 93 194 1 Volume of Fuel = 357.8 Liter
Outer Length of Tank (L) = 1632 mm 4 118 110 304 1 Inner Diameter of Tank = 3500 mm
Wall Thickness (T) = 0 mm 5 132 125 430 1 Depth of Air in Tank = 3300 mm
Depth of Fuel (H) = 200 mm 6 145 138 568 2
7 156 151 719 2 If Depth of Fuel is More than Half of
Depth of Fuel (H)= 200 mm 8 167 162 880 3 Volume of Fuel = #N/A Liter
Inner Radius of the Tank = 1750 mm 9 177 172 1053 3
Inner Length of the Tank = 1632 mm 10 187 182 1235 4
Volume of Fuel in Tank = 357.8 Liter 11 196 191 1426 5
12 205 200 1626 5
13 213 209 1835 6
14 221 217 2052 7
15 229 225 2277 7
=DATEDIF(B20,TODAY(),"Y") 16
17
236
243
232
240
2509
2749
8
9
18 250 247 2996 10
19 257 254 3249 11
20 264 260 3510 11
21 270 267 3777 12
22 277 273 4050 13
23 283 280 4330 14

An employee timesheet workbook.

• Applying the number format here to cell B9

displays the sum correctly:
• [h]:mm
• the
h formula
f l in
i cellll H8
8 iis
• =IF(E8<D8,E8+1‐D8,E8‐D8)+IF(G8<F8,G8+1‐
G8,G8‐F8)

7
7
 7/5/2015

Creating
Some Formulas That
Formulas Count and
Sum

Round
Example
A B
1 Formula Description (Result) • Generally, a counting formula returns the
2 =ROUND(2.15, 1) Rounds 2.15 to one decimal place (2.2) 2.15 2.2
3 =ROUND(2.149, 1) Rounds 2.149 to one decimal place (2.1) 2.149 2.1490
number of cells in a specified range that meet
4 =ROUND(-1.475, 2) Rounds -1.475 to two decimal places (-1.48) ‐1.475 ‐1.48 certain criteria.
5 =ROUND(21.5,
( -1)) Rounds 21.5 to one decimal place to the left of the decimal point ((20)) 521.5 0
• A summing formula returns the sum of the
values of the cells in a range that meet certain
LEFT
criteria.
Data
1 Sale Price Sale Swed
2 Sweden Sweden weden
3 Formula Description (Result)
=LEFT(B31,4) First four characters in the first string (Sale)

Basic Counting Formulas

¾Right
¾Mid
¾Len
¾Upper
¾Lower
¾Proper
¾Trim
¾Concatenate

8
1
 7/5/2015

• Counting the total number of cells

• =ROWS(Data)*COLUMNS(Data) Advanced Counting Formulas
• Counting blank cells
• Counting cells by using the COUNTIF function
• =COUNTBLANK(Data)
• Counting nonblank cells • Excel’s COUNTIF function is useful for single‐
• =COUNTA(Data) criterion counting formulas.
• Counting numeric cells • The COUNTIF function takes two arguments:
• =COUNT(Data) • range: The range that contains the values that
• Cells that contain a logical value (TRUE or FALSE) determine whether to include a particular cell
aren’t considered to be numeric cells. in the count
• Counting text cells • criteria: The logical criteria that determine
• {=SUM(IF(ISTEXT(Data),1))} whether to include a particular cell in the count

• Counting nontext cells

• {=SUM(IF(ISNONTEXT(Data),1))}
• Counting logical values
• {=SUM(IF(ISLOGICAL(Data),1))}
• Counting error values in a range
• Excel has three functions that help you determine
whether a cell contains an error value:
• ISERROR: Returns TRUE if the cell contains any
error value (#N/A, #VALUE!, #REF!, #DIV/0!,
#NUM!, #NAME?, or #NULL!)

• ISERR: Returns TRUE if the cell contains any Counting cells by using multiple criteria
error value except #N/A
• ISNA: Returns TRUE if the cell contains the
#N/A error value
• Examples,
• {=SUM(IF(ISERROR(data),1))}
{ SUM(IF(ISERROR(data),1))}
• The following formula returns the number of
#DIV/0! error values in the range named Data:
• =COUNTIF(Data,”#DIV/0!”)
• =COUNTIF(Data,”#VALUE!”)

9
2
 7/5/2015

• Using And criteria • to count the number of sales that meet the
• to count cells that contain a value greater than following criteria:
100 and less than or equal to 200.
• Month is January, or
• =COUNTIFS(Amount,”>100”,Amount,”<=200”)
• SalesRep is B, or
• {=SUM((Amount>100)*(Amount<=200))}
• Amount is greater than 1000
• to count the number of sales that meet the
following criteria: • The solution is :
• Month is January, and • {=SUM(IF((Month=”January”)+(SalesRep=”B”)+(A
• SalesRep is B, and mount>1000),1))}
• Amount is greater than 1000
=COUNTIFS(Month,”January”,SalesRep,”B”,Amount,”
>1000”)

• An alternative formula, which works with all • Combining And and Or criteria
versions of Excel, uses the SUMPRODUCT • to count sales that meet the following criteria:
function. The following formula returns the same • Month is January, and
result as the previous formula.
• SalesRep is B, or SalesRep is C
• =SUMPRODUCT((Month=”January”)*(SalesRep=”
B”)*(Amount>1000))
• Another way to perform this count is to use an • The formula is:
array formula: • {=SUM((Month=”January”)*IF((SalesRep=”B”)+
{=SUM((Month=”January”)*(SalesRep=”B”)*(Amou (SalesRep=”C”),1))}
nt>1000))}

• Using Or criteria Counting the most frequently

• To counts the number of sales made in January occurring entry
or February:
• The MODE function returns the most
• =COUNTIF(Month,”January”)+COUNTIF(Month, frequently occurring value in a range.
”February”)
• =MODE(Data)
• The followingg arrayy formula also returns the
same result as the previous formula: • To count the
h number
b off times
i the
h most
frequently occurring value appears in the
• {=SUM(COUNTIF(Month,{“January”,”February”} range (in other words, the frequency of the
))} mode), use the following formula:
• =COUNTIF(Data,MODE(Data))
• Or, {=MAX(COUNTIF(data,data))}

10
3
 7/5/2015

=MODE(data) • The values range from 1 to 500.

• The range G2:G11 contains the bins used for
the frequency distribution.
• Each cell in this bin range contains the upper
limit for the bin.
• In this case,
case the bins consist of <=50
<=50, 51–100
51–100,
101–150, and so on.
• To create the frequency distribution, select a
range of cells that corresponds to the number
=COUNTIF(data,MODE(data))
of cells in the bin range (in this example,
H2:H11).

• Then enter the following array formula (press

Creating a frequency distribution Ctrl+Shift+Enter it):
• {=FREQUENCY(Data,G2:G11)}
• A frequency distribution basically comprises a
summary table that shows the frequency of
each value in a range. • The array formula returns the count of values
• For example
example, an instructor may create a in the Data range that fall into each bin.
frequency distribution of test scores. • To create a frequency distribution that
• Excel provides a way to create frequency consists of percentages, use the following
distributions by using the FREQUENCY function array formula:
• {=FREQUENCY(Data,G2:G11)/COUNT(Data)}

11
4
 7/5/2015

Using the Analysis ToolPak to create a Computing a cumulative sum

frequency distribution
• To install Analysis Toolpak:
• To make sure that the Analysis Toolpak add‐in is =SUM(B$2:B2)
installed, Click the Data tab. If the ribbon display the
Data Analysis command in the Analysisgroup, you’re
all set. If not, you’ll need to install the add‐in:
1. Choose Office Button➪ Excel Options to display the
Excel Options dialog box.
2. Click the Add‐ins tab on the left.
3. Select Excel Add‐Ins from the drop‐down labeled
Manage.
4. Click Go to display the Add‐Ins dialog box.
5. Place a check mark next to Analysis ToolPak.
6. Click OK.

=IF(B2<>"",SUM(B$2:B2),"")

Summing Formulas Summing the “top n” values

• To sum the 10 largest values in a range using
• The following formula returns the sum of all the LARGE function:
values in a range named Data:
• {=SUM(LARGE(Data,{1,2,3,4,5,6,7,8,9,10}))}
• =SUM(Data)
• =SUM(A:A) • To sum the ten smallest values using the SMALL
function:
• =SUM(B1:D1)
• The SUM function can take up to 255 arguments. • {=SUM(SMALL(Data,{1,2,3,4,5,6,7,8,9,10}))}
The following formula, for example, returns the • This formula returns the sum of the top 30
sum of the values in five noncontiguous ranges: values in the Data range.
• =SUM(A1:A9,C1:C9,E1:E9,G1:G9,I1:I9) • {=SUM(LARGE(Data,ROW(INDIRECT(“1:30”))))}

12
5
 7/5/2015

Conditional Sums Using a Single • Summing values based on a date comparison

Criterion • The following formula returns the total invoice
• The SUMIF function is very useful for single‐ amounts that have a due date after May 1, 2007:
criterion sum formulas. The SUMIF function takes • =SUMIF(DateDue,”>=”&DATE(2007,5,1),Amount)
three arguments:
• range: The range containing the values that
determine whether to include a particular cell in • The formula that follows returns the total invoice
the sum.
amounts that have a future due date (including
• criteria: An expression that determines whether to
include a particular cell in the sum. today):
• sum_range: Optional. The range that contains the • =SUMIF(DateDue,”>=”&TODAY(),Amount)
cells you want to sum. If you omit this argument,
the function uses the range specified in the first
argument.

• Summing only negative values

• =SUMIF(Difference,”<0”)
• Summing values based on a different range • Using Conditional Sum Wizard
• =SUMIF(Difference,”<0”,Amount) • Excel ships with an add‐in called
• Summing values based on a text comparison Conditional Sum Wizard.
• To sum the invoice amounts for Bhaktapur:
• =SUMIF(Office ”=Bhaktapur”
=SUMIF(Office, =Bhaktapur ,Amount)
Amount) • After you install this add‐in,
add in, you can
Or invoke the wizard by choosing
• =SUMIF(Office,”Bhaktapur”,Amount) Formulas ➪ Solutions ➪ Conditional
• To sum the invoice amounts for all offices except
Bhaktapur: Sum.
• =SUMIF(Office,”<>Bhaktapur”,Amount)

13
6
 7/5/2015

• Using And criteria

• Suppose that you want to get a sum of the
invoice amounts that are past due and
associated with the Banepa office.
• In Excel 2007, the following formula does the
Introducing
job:
=SUMIFS(Amount,Difference,”<0”,Office,”Banepa”)
Array
• The array formula that follows returns the same
result and will work in all versions of Excel. Formulas
{=SUM((Difference<0)*(Office=”Banepa”)*Amount)
}

• Using Or criteria
• One of Excel’s most interesting (and most
• Suppose that you want to get a sum of past‐due
powerful) features is its ability to work with
invoice amounts or ones associated with the
Banepa office. arrays in formulas.
• This example requires an array formula: • An array is simply a collection of items
• {{=SUM(IF((Office=”
( (( Banepa”)
p )+ operated on collectively or individually.
(Difference<0),1,0)*Amount)} • In Excel, an array can be one dimensional
• A plus sign (+) joins the conditions; you can or two dimensional.
include more than two conditions. • These dimensions correspond to rows and
columns.

• For example, a one dimensional array can

be stored in a range that consists of one
• Using And and Or criteria
row (a horizontal array) or one column (a
vertical array).
• The following array formula is an example:
• {=SUM((Difference<0)*IF((Office=”Oregon”)+ • A two‐dimensional array can be stored in
• (Office=”California”),1)*Amount)}
a rectangular range of cells.
cells
• Excel doesn’t support three‐dimensional
arrays (but its VBA programming
language does).

14
7
 7/5/2015

A single‐cell array formula

A multicell array formula
=SUMPRODUCT(B2:B7,C2:C7)
OR
{=SUM(B2:B7*C2:C7)}

• formulas in column D
• The following array formula is in cell C10:
=B2*C2
• {=SUM(B2:B7*C2:C7)}

• An alternative method uses a single formula (an

array formula) to calculate all six values in D2:D7. One‐dimensional horizontal arrays
• This single formula occupies six cells and returns an • The elements in a one‐dimensional horizontal
array of six values. array are separated by commas.
• To create a single array formula to perform the • The following example is a one‐dimensional
calculations, follow these steps: horizontal array constant:
1. Select a range to hold the results. In this case, the { , , , , }
{1,2,3,4,5}
range is
i D2:D7.
D2 D7
• To display this array in a range requires five
2. Enter the following formula:
consecutive cells in a row.
=B2:B7*C2:C7
• To enter this array into a range, select a range of
3. Press Ctrl+Shift+Enter to enter the formula. cells that consists of one row and five columns.
Normally, we press Enter to enter a formula.
• Then enter ={1,2,3,4,5} and press
• Because this is an array formula, however, press
Ctrl+Shift+Enter. Ctrl+Shift+Enter.

• You can’t insert a multicell array formula into a • If you enter the array into a horizontal range
range that has been designated a table. that consists of more than five cells, the extra
• You designate a table using the Excel 2007 Insert cells will contain #N/A.
➪ Tables ➪ Table command).
• The following example is another horizontal
• In addition, you can’t convert a range that array; it has seven elements and is made up of
contains a multicell array formula to a table.
text strings:
• The formula is entered into all six of the selected
cells. {“Sun”,”Mon”,”Tue”,”Wed”,”Thu”,”Fri”,”Sat”}
• If you examine the Formula bar, you see the • To enter this array, select seven cells in a row and
following: type the following (followed by Ctrl+Shift+Enter):
{=B2:B7*C2:C7} • ={“Sun”,”Mon”,”Tue”,”Wed”,”Thu”,”Fri”,”Sat”}
• Excel places curly brackets around the formula to
indicate that it’s an array formula.

15
8
 7/5/2015

Two‐dimensional arrays
• A two‐dimensional array uses commas to
separate its horizontal elements and semicolons
to separate its vertical elements.
• The following example shows a 3 × 4 array
constant:
{1 2 3 4;5 6 7 8;9 10 11 12}
{1,2,3,4;5,6,7,8;9,10,11,12}
• Displaying this array in a range requires 12 cells.
To enter this array into a range, select a range of
cells that consists of three rows and four
columns. Then type the following formula,
followed by Ctrl+Shift+Enter:
={1,2,3,4;5,6,7,8;9,10,11,12}

A 3 × 4 array entered into a cell range.

One‐dimensional vertical arrays
• The elements in a one‐dimensional vertical array
are separated by semicolons. The following is a six
element vertical array constant:
• {10;20;30;40;50;60}
• Displaying this array in a range requires six cells in
A 3 × 4 array entered into a 10 × 5 cell range
range.
a column.
• To enter this array into a range, select a range of
cells that consists of six rows and one column.
• Then enter the following formula, followed by
Ctrl+Shift+Enter:
• ={10;20;30;40;50;60}

• The following is another example of a vertical

array; this one has four elements: Naming Array Constants
={“Architecture”;”Civil”;”Computer”;”Mechanical”}
• You can create an array constant, give it a
name, and then use this named array in a
formula.
• A named array can be created with the help of
the New Name dialog box. (Access this dialog
• box by choosing Formulas ➪ Defined Names
➪ Define Name.)

16
9
 7/5/2015

• You can use the Excel TRANSPOSE function Creating an array from values in a range
to insert a horizontal array into a vertical
range of cells.
• {=TRANSPOSE(ArrayName)}
• You also can access individual elements
f
from th
the array b
by using
i th the EExcell INDEX
function.
• The following formula, for example, returns
the fourth item in the DayNames array:
• =INDEX(DayNames,4)
{={2,"dog",3;4,5,"cat";7,8,9;"eagle",11,12}}

Performing operations on an array

Selecting an array formula range • The following array formula creates a
rectangular array and multiplies each array
• You can select the cells that contain a element by 2:
multicell array formula manually by using • {={1,2,3,4;5,6,7,8;9,10,11,12}*2}
the normal cell selection procedures. • The following array formula multiplies each
• Or, array element
l b
by iitself.
lf
{={1,2,3,4;5,6,7,8;9,10,11,12}*{1,2,3,4;5,6,7,8;
• Activate any cell in the array formula 9,10,11,12}}
range and press Ctrl+/ to select the entire • The following array formula is a simpler way of
array. obtaining the same result:
• {={1,2,3,4;5,6,7,8;9,10,11,12}^2}

• If the array is stored in a range (such as A1:C4),

Editing an array formula the array formula returns the square of each
• To edit an array formula, select all the cells in value in the range, as follows:
the array range and activate the Formula bar {=A1:C4^2}
as usual (click it or press F2). • The following array formula, which you can
enter into a 10‐cell vertical range, calculates the
• Excel removes the brackets from the formula
square root of each array element in the array
while
h l you edit
d it. constant:
• Edit the formula and then press {=SQRT({1;2;3;4;5;6;7;8;9;10})}
Ctrl+Shift+Enter to enter the changes. • If the array is stored in a range, an array formula
• All the cells in the array now reflect your such as the one that follows returns the square
editing changes. root of each value in the range:
{=SQRT(A1:A10)}

17
10
 7/5/2015

• A two‐dimensional array entered into a range in

A1:D3 is
• {={1,2,3,4;5,6,7,8;9,10,11,12}}
• The TRANSPOSE function formula in A6:C9 is Creating
• {=TRANSPOSE({1,2,3,4;5,6,7,8;9,10,11,12})}
• You can, of course, use the TRANSPOSE function
t transpose
to t an array stored
t d iin a range. Th
The
Formulas
following formula, for example, uses an array
stored in A1:C4 (four rows, three columns). That Look Up
Values
• You can enter this array formula into a range
that consists of three rows and four columns.
• {=TRANSPOSE(A1:C4)}

Generating an array of consecutive

Introducing Lookup Formulas
integers
• The ROW function returns a row number. • A lookup formula essentially returns a value
• {=ROW(1:12)} from a table by looking up another related
• This formula generates a 12‐element array value.
that
h contains
i integers
i from
f 1 to 12 row wise.
i • A common telephone directory provides a
good analogy.
• If you want to find a person’s telephone
number, you first locate the name (look it up)
and then retrieve the corresponding number.

The smallest values in a range

• If you have values in a range named Data, you
can determine the smallest value by using the
SMALL function:
• =SMALL(Data,1)
=SMALL(Data 1)
• You can determine the second smallest and
third smallest values by using these formulas:
• =SMALL(Data,2)
• =SMALL(Data,3)

18
11
 7/5/2015

Functions Used in Lookup Formulas

Function Description
VLOOKUP Vertical lookup. Searches for a value in the first column of a
table and returns a value in the same row from a column you
specify in the table.
HLOOKUP Horizontal lookup. Searches for a value in the top row of a
table and returns a value in the same column from a row you
specify in the table.
LOOKUP Returns a value either from a one-row or one-column range.
Another
A th fform off th
the LOOKUP ffunction
ti worksk lik
like VLOOKUP
but is restricted to returning a value from the last column of a
range.
MATCH Returns the relative position of an item in a range that matches
a specified value.
INDEX Returns a value (or the reference to a value) from within a table
or range.
=VLOOKUP(B2,D2:F7,3)
IF Returns one value if a condition you specify is TRUE, and
returns another value if the condition is
FALSE.

• The VLOOKUP function The HLOOKUP function

• The VLOOKUP function looks up the value in the first
column of the lookup table and returns the • The HLOOKUP function works just like the
corresponding value in a specified table column. VLOOKUP function except that the lookup table
• The lookup table is arranged vertically (which is arranged horizontally instead of vertically.
explains the V in the function’s name).
• The syntax for the VLOOKUP function is
• The HLOOKUP function looks up the value in
VLOOKUP(lookup_value,table_array,col_index_num, the first ro
row of the look
lookup
p table and returns
ret rns
range_lookup) the corresponding value in a specified table
• The VLOOKUP function’s arguments are as follows: row.
• lookup_value: The value to be looked up in the first • The syntax for the HLOOKUP function is:
column of the lookup table.
• HLOOKUP(lookup_value,table_array,row_inde
• table_array: The range that contains the lookup x_num,range_lookup)
table.

• col_index_num: The column number within the table • The HLOOKUP function’s arguments are as follows
from which the matching value is returned. • lookup_value: The value to be looked up in the
• range_lookup: Optional. If TRUE or omitted, an first row of the lookup table.
approximate match is returned. (If an exact match is • table_array: The range that contains the lookup
not found, the next largest value that is less than table.
lookup_value is returned.) If FALSE, VLOOKUP will
search for an exact match. If VLOOKUP can’t find an • row_index_num: The row number within the table
exact match, the function returns #N/A. f
from which
hi h the
th matching
t hi value
l isi returned.
t d
• Note: • range_lookup: Optional. If TRUE or omitted, an
• If the range_lookup argument is TRUE or omitted, the first
approximate match is returned. (If an exact match
column of the lookup table must be in ascending order. If is not found, the next largest value less than
the range_lookup argument is FALSE, the first column of lookup_value is returned.) If FALSE, VLOOKUP will
the lookup table need not be in ascending order. search for an exact match. If VLOOKUP can’t find
an exact match, the function returns #N/A.

19
12
 7/5/2015

MATCH and INDEX functions

• The MATCH and INDEX functions are often used together
to perform lookups.
• The MATCH function returns the relative position of a cell
in a range that matches a specified value.
• The syntax for MATCH is
• MATCH(lookup_value,lookup_array,match_type)
• The MATCH function’s arguments are as follows:
• lookup_value: The value you want to match in
lookup_array. If match_type is 0 and the lookup_value is
text, this argument can include wildcard characters “*”
and “?”
• lookup_array: The range being searched.
=HLOOKUP(B2,E1:J3,3) • match_type: An integer (–1, 0, or 1) that specifies how
the match is determined.

• The LOOKUP function • Note:

• The LOOKUP function has the following syntax:
• If match_type is 1, MATCH finds the largest
• LOOKUP(lookup_value,lookup_vector,result_vect value less than or equal to lookup_value.
or)
(lookup_array must be in ascending order.)
• The function’s arguments are as follows:
• If match_type is 0, MATCH finds the first value
• lookup_value: The value to be looked up in the
lookup vector
lookup_vector. exactlyy equal
q to lookup_value.
p_
• lookup_vector: A single‐column or single‐row • If match_type is –1, MATCH finds the smallest
range that contains the values to be looked up. value greater than or equal to lookup_value.
These values must be in ascending order. (lookup_array must be in descending order.)
• result_vector: The single‐column or single‐row • If you omit the match_type argument, this
range that contains the values to be returned. It argument is assumed to be 1.
must be the same size as the lookup_vector.

• The INDEX function returns a cell from a range.

• The syntax for the INDEX function is
• INDEX(array,row_num,column_num)
• The INDEX function’s arguments are as follows:
• array: A range
• row num: A row number within array
row_num:
• col_num: A column number within array
• Note: If array contains only one row or column,
the corresponding row_num or column_num
=LOOKUP(B2,D2:D7,F2:F7) argument is optional.

20
13
 7/5/2015

Calculating a grade‐point average

• The lookup formula in cell D2

=VLOOKUP(C2,GradeTable,2,FALSE)
• The formula in cell E2: =D2*B2
• Cell B8 computes the GPA by using the
following formula: =SUM(E2:E6)/SUM(B2:B6)

CommTable1 CommTable2
=C2*D2

=VLOOKUP(C2,IF(B2<3,CommTable1,CommTable2),2)

GradeList

=VLOOKUP(B2,GradeList,2)

=VLOOKUP(B2,{0,”F”;40,”D”;70,”C”;80,”B”;90,”A”},2)

=LOOKUP(B2,{0,40,70,80,90},{“F”,”D”,”C”,”B”,”A”})

21
14
 7/5/2015

• One of Excel’s most interesting (and most

powerful) features is its ability to work with
Introducing arrays in formulas.
• An array is simply a collection of items

Array operated on collectively or individually.

• In Excel, an array can be one dimensional

Formulas or two dimensional.

• These dimensions correspond to rows and
columns.

• For example, a one dimensional array can

be stored in a range that consists of one A multicell array formula
row (a horizontal array) or one column (a
vertical array).
• A two‐dimensional array can be stored in
a rectangular range of cells.
cells
• Excel doesn’t support three‐dimensional
arrays (but its VBA programming
language does).
• formulas in column D
=B2*C2

• An alternative method uses a single formula (an • You can’t insert a multicell array formula into a
array formula) to calculate all six values in D2:D7. range that has been designated a table.
• This single formula occupies six cells and returns an • You designate a table using the Excel 2007 Insert
array of six values. ➪ Tables ➪ Table command).
• To create a single array formula to perform the • In addition, you can’t convert a range that
calculations, follow these steps:
contains a multicell array formula to a table.
1. Select a range to hold the results. In this case, the
range is
i D2:D7.
D2 D7 • The formula is entered into all six of the selected
cells.
2. Enter the following formula:
=B2:B7*C2:C7
• If you examine the Formula bar, you see the
following:
3. Press Ctrl+Shift+Enter to enter the formula.
Normally, we press Enter to enter a formula. {=B2:B7*C2:C7}
• Because this is an array formula, however, press • Excel places curly brackets around the formula to
Ctrl+Shift+Enter. indicate that it’s an array formula.

22
1
 7/5/2015

A single‐cell array formula One‐dimensional horizontal arrays

• The elements in a one‐dimensional horizontal
array are separated by commas.
=SUMPRODUCT(B2:B7,C2:C7)
OR • The following example is a one‐dimensional
{=SUM(B2:B7*C2:C7)} horizontal array constant:
{ , , , , }
{1,2,3,4,5}
• To display this array in a range requires five
consecutive cells in a row.
• To enter this array into a range, select a range of
cells that consists of one row and five columns.
• Then enter ={1,2,3,4,5} and press
• The following array formula is in cell C10:
Ctrl+Shift+Enter.
• {=SUM(B2:B7*C2:C7)}

• If you enter the array into a horizontal range

that consists of more than five cells, the extra
cells will contain #N/A.
• The following example is another horizontal
array; it has seven elements and is made up of
text strings:
{“Sun”,”Mon”,”Tue”,”Wed”,”Thu”,”Fri”,”Sat”}
• To enter this array, select seven cells in a row and
type the following (followed by Ctrl+Shift+Enter):
• ={“Sun”,”Mon”,”Tue”,”Wed”,”Thu”,”Fri”,”Sat”}

One‐dimensional vertical arrays • The following is another example of a vertical

• The elements in a one‐dimensional vertical array array; this one has four elements:
are separated by semicolons. The following is a six ={“Architecture”;”Civil”;”Computer”;”Mechanical”}
element vertical array constant:
• {10;20;30;40;50;60}
• Displaying this array in a range requires six cells in
a column.
• To enter this array into a range, select a range of
cells that consists of six rows and one column.
• Then enter the following formula, followed by
Ctrl+Shift+Enter:
• ={10;20;30;40;50;60}

23
2
 7/5/2015

Two‐dimensional arrays A 3 × 4 array entered into a cell range.

• A two‐dimensional array uses commas to
separate its horizontal elements and semicolons
to separate its vertical elements.
• The following example shows a 3 × 4 array
constant:
{1 2 3 4;5 6 7 8;9 10 11 12}
{1,2,3,4;5,6,7,8;9,10,11,12} A 3 × 4 array entered into a 10 × 5 cell range
range.
• Displaying this array in a range requires 12 cells.
To enter this array into a range, select a range of
cells that consists of three rows and four
columns. Then type the following formula,
followed by Ctrl+Shift+Enter:
={1,2,3,4;5,6,7,8;9,10,11,12}

Naming Array Constants • You can use the Excel TRANSPOSE function
to insert a horizontal array into a vertical
• You can create an array constant, give it a range of cells.
name, and then use this named array in a • {=TRANSPOSE(ArrayName)}
formula. • You also can access individual elements
• A named array can be created with the help of f
from th
the array b
by using
i th the EExcell INDEX
the New Name dialog box. (Access this dialog function.
• box by choosing Formulas ➪ Defined Names • The following formula, for example, returns
➪ Define Name.) the fourth item in the DayNames array:
• =INDEX(DayNames,4)

Selecting an array formula range Editing an array formula

• To edit an array formula, select all the cells in
• You can select the cells that contain a the array range and activate the Formula bar
multicell array formula manually by using as usual (click it or press F2).
the normal cell selection procedures. • Excel removes the brackets from the formula
• Or, while
h l you edit
d it.
• Edit the formula and then press
• Activate any cell in the array formula
Ctrl+Shift+Enter to enter the changes.
range and press Ctrl+/ to select the entire
• All the cells in the array now reflect your
array.
editing changes.

24
3
 7/5/2015

Creating an array from values in a range Performing operations on an array

• The following array formula creates a
rectangular array and multiplies each array
element by 2:
• {={1,2,3,4;5,6,7,8;9,10,11,12}*2}
• The following array formula multiplies each
array element
l b
by iitself.
lf
{={1,2,3,4;5,6,7,8;9,10,11,12}*{1,2,3,4;5,6,7,8;
9,10,11,12}}
• The following array formula is a simpler way of
obtaining the same result:
{={2,"dog",3;4,5,"cat";7,8,9;"eagle",11,12}} • {={1,2,3,4;5,6,7,8;9,10,11,12}^2}

• If the array is stored in a range (such as A1:C4), • A two‐dimensional array entered into a range in
the array formula returns the square of each A1:D3 is
value in the range, as follows: • {={1,2,3,4;5,6,7,8;9,10,11,12}}
{=A1:C4^2} • The TRANSPOSE function formula in A6:C9 is
• The following array formula, which you can • {=TRANSPOSE({1,2,3,4;5,6,7,8;9,10,11,12})}
enter into a 10‐cell vertical range, calculates the • You can, of course, use the TRANSPOSE function
square root of each array element in the array t transpose
to t an array stored
t d iin a range. The
Th
constant: following formula, for example, uses an array
{=SQRT({1;2;3;4;5;6;7;8;9;10})} stored in A1:C4 (four rows, three columns).
• If the array is stored in a range, an array formula • You can enter this array formula into a range
such as the one that follows returns the square that consists of three rows and four columns.
root of each value in the range: • {=TRANSPOSE(A1:C4)}
{=SQRT(A1:A10)}

Generating an array of consecutive

The smallest values in a range
integers
• The ROW function returns a row number. • If you have values in a range named Data, you
• {=ROW(1:12)} can determine the smallest value by using the
• This formula generates a 12‐element array SMALL function:
that
h contains
i integers
i from
f 1 to 12 row wise.
i • =SMALL(Data,1)
=SMALL(Data 1)
• You can determine the second smallest and
third smallest values by using these formulas:
• =SMALL(Data,2)
• =SMALL(Data,3)

25
4
 7/5/2015

Creating a Pivot Table • Click OK, and Excel creates an empty pivot table
and displays its PivotTable Field List
• Specifying the data
• If your data is in a worksheet range, select any
cell in that range and then choose Insert ➪
Tables ➪PivotTable.

Questions
• What is the daily total new deposit amount for each
branch?
• How many accounts were opened at each branch,
broken down by account type?
• What’s the dollar distribution of the different account
Introducing
VBA Macros
types?
• What types of accounts do tellers open most often?
• How does the Central branch compare to the other two
branches?
• In which branch do tellers open the most checking
accounts for new customers?

Displaying the Developer tab

• If you plan to work with VBA macros, you’ll
want to make sure that the Developer tab is
present in Excel. • About Macro Security
• To display this tab: • Macro security is so powerful that they can do
• 1. Choose Office ➪ Excel Options. serious damage to your computer.
• 2. In the Excel Options dialog box, select • The macro security features in Excel 2007 were
Personalize. created to help prevent macro‐related problems.
• 3. Place a check mark next to Show • To display this dialog box:
Developer tab in the Ribbon.
• choose Developer ➪ Macro Security.
• 4. Click OK to return to Excel.

26
5
 7/5/2015

Two Types of VBA Macros

• A VBA macro (also known as a procedure) can be
one of two types: a Sub or a Function.
• You execute a VBA Sub procedure in any of the
following ways:
• Choose Developer ➪ Code ➪ Macros to display
the Macro dialog box. Then select the procedure’s
name from the list and click Run.
• You can also access the Macro dialog box by
pressing Alt+F8.
• Press the procedure’s shortcut key combination (if
it has one).
• If the Visual Basic Editor is active, move the cursor
anywhere within the code and press F5.

• Recording a macro: A simple example • Examining the macro

• To create the macro, follow these steps:
1. Activate an empty cell. • The macro was recorded in a new module
2. Choose Developer ➪ Code ➪ Record Macro. Excel named Module1.
displays the Record Macro dialog box. • To view the code in this module, you must
3. Enter a new single‐word name for the macro, to activate the Visual Basic Editor.
replace the default Macro1 name.
4 Assign this macro to the shortcut key Ctrl+Shift+N
4. • You can activate the VB Editor in either of two
by entering uppercase N in the edit box labeled ways:
Shortcut Key.
• Press Alt+F11.
5. Click OK to close the Record Macro dialog box.
6. Type your name into the selected cell. • Choose Developer ➪ Code ➪ Visual Basic.
7. The macro is finished, so choose Developer ➪
Code ➪ Stop Recording (or click the Stop
Recording button in the status bar).

• Another example 6. Enter this formula into the selected cell:

• This example demonstrates how to record a time‐ =NOW()
stamp macro that inserts the current date and time
into the active cell. To create the macro, follow 7. Click the Copy button (or press Ctrl+C) to
these steps: copy the cell to the Clipboard.
1. Activate an empty cell. 8. Choose Home ➪ Clipboard ➪ Paste Values.
2. Choose Developer ➪ Code ➪ Record Macro. Excel This step replaces the formula with static text,
displays the Record Macro dialog box. so the data and time do not update when the
3. Enter a new single‐word name for the macro, to worksheet is calculated.
replace the default Macro1 name. A good name is
TimeStamp. 9. Press Escape to cancel Copy mode.
4. Assign this macro to the shortcut key Ctrl+Shift+T 10. The macro is finished, so choose Developer
by entering uppercase T in the edit box labeled ➪ Code ➪ Stop Recording (or click the Stop
Shortcut Key. Recording button in the status bar).
5. Click OK to close the Record Macro dialog box.

27
6
 7/5/2015

Displaying the Developer tab

• If you plan to work with VBA macros, you’ll
want to make sure that the Developer tab is

Introducing present in Excel.

• To display this tab:
• 1. Choose Office ➪ Excel Options.
VBA Macros • 2. In the Excel Options dialog box, select
Personalize.
• 3. Place a check mark next to Show
Developer tab in the Ribbon.
• 4. Click OK to return to Excel.

• About Macro Security

• Macro security is so powerful that they can do
serious damage to your computer.
• The macro security features in Excel 2007 were
created to help prevent macro‐related problems.
• To display this dialog box:
• choose Developer ➪ Macro Security.

Two Types of VBA Macros • Recording a macro: A simple example

• To create the macro, follow these steps:
• A VBA macro (also known as a procedure) can be 1. Activate an empty cell.
one of two types: a Sub or a Function.
2. Choose Developer ➪ Code ➪ Record Macro. Excel
• You execute a VBA Sub procedure in any of the displays the Record Macro dialog box.
following ways:
3. Enter a new single‐word name for the macro, to
• Choose Developer ➪ Code ➪ Macros to display replace the default Macro1 name.
the Macro dialog box. Then select the procedure’s
name from the list and click Run. 4 Assign this macro to the shortcut key Ctrl+Shift+N
4.
by entering uppercase N in the edit box labeled
• You can also access the Macro dialog box by Shortcut Key.
pressing Alt+F8.
5. Click OK to close the Record Macro dialog box.
• Press the procedure’s shortcut key combination (if
it has one). 6. Type your name into the selected cell.
• If the Visual Basic Editor is active, move the cursor 7. The macro is finished, so choose Developer ➪
anywhere within the code and press F5. Code ➪ Stop Recording (or click the Stop
Recording button in the status bar).

28
1
 7/5/2015

• Examining the macro • Another example

• This example demonstrates how to record a time‐
• The macro was recorded in a new module stamp macro that inserts the current date and time
named Module1. into the active cell. To create the macro, follow
these steps:
• To view the code in this module, you must
1. Activate an empty cell.
activate the Visual Basic Editor.
2. Choose Developer ➪ Code ➪ Record Macro. Excel
• You can activate the VB Editor in either of two displays the Record Macro dialog box.
ways: 3. Enter a new single‐word name for the macro, to
replace the default Macro1 name. A good name is
• Press Alt+F11. TimeStamp.
• Choose Developer ➪ Code ➪ Visual Basic. 4. Assign this macro to the shortcut key Ctrl+Shift+T
by entering uppercase T in the edit box labeled
Shortcut Key.
5. Click OK to close the Record Macro dialog box.

6. Enter this formula into the selected cell:

=NOW()
7. Click the Copy button (or press Ctrl+C) to
copy the cell to the Clipboard.
8. Choose Home ➪ Clipboard ➪ Paste Values.
This step replaces the formula with static text,
so the data and time do not update when the
worksheet is calculated.
9. Press Escape to cancel Copy mode.
10. The macro is finished, so choose Developer
➪ Code ➪ Stop Recording (or click the Stop
Recording button in the status bar).

29
2