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Excel Tutorial 7 Using Advanced Functions, Conditional Formatting, and Filtering

This document discusses advanced Excel functions including logical functions like IF, AND, and OR to evaluate conditions; lookup functions like VLOOKUP to retrieve values from tables; conditional formatting to highlight duplicate values; SUMIF, COUNTIF, and AVERAGEIF functions to summarize data conditionally based on criteria; and advanced filtering and database functions to further analyze data. It provides examples and step-by-step instructions for implementing these functions and techniques in Excel.

Uploaded by

Sandeep Narayanan
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© Attribution Non-Commercial (BY-NC)
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Download as PPT, PDF, TXT or read online on Scribd
47 views

Excel Tutorial 7 Using Advanced Functions, Conditional Formatting, and Filtering

This document discusses advanced Excel functions including logical functions like IF, AND, and OR to evaluate conditions; lookup functions like VLOOKUP to retrieve values from tables; conditional formatting to highlight duplicate values; SUMIF, COUNTIF, and AVERAGEIF functions to summarize data conditionally based on criteria; and advanced filtering and database functions to further analyze data. It provides examples and step-by-step instructions for implementing these functions and techniques in Excel.

Uploaded by

Sandeep Narayanan
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Excel Tutorial 7

Using Advanced
Functions, Conditional
Formatting, and
Filtering

COMPREHENSIVE
Objectives XP

• Evaluate a single condition using the IF function


• Evaluate multiple conditions using the AND function
• Calculate different series of outcomes by nesting IF
functions
• Test whether one or more conditions are true with the
OR function
• Return values from a table with the VLOOKUP function
• Check for duplicate values using conditional formatting

New Perspectives on Microsoft Office Excel 2007 2


Objectives XP

• Check for data entry errors using the IFERROR


function
• Summarize data using the COUNTIF, SUMIF, and
AVERAGEIF functions
• Review the COUNTIFS, SUMIFS, and AVERAGEIFS
functions
• Use advanced filters
• Summarize data using Database functions

New Perspectives on Microsoft Office Excel 2007 3


Working with Logical Functions XP

• IF Function
– IF(logical_test, value_if_true, [value_if_false])
• AND Function
– =IF(AND(G2="FT",M2>=1),K2*0.03,0)
• Structured References
– You can replace the specific cell or range address
with a structured reference, the actual table name or
column header
– =SUM(Employee[Annual Salary])

New Perspectives on Microsoft Office Excel 2007 4


Working with Logical Functions XP

New Perspectives on Microsoft Office Excel 2007 5


Working with Logical Functions XP

• A nested IF function is when one IF function is


placed inside another IF function to test an
additional condition
• =IF([Pay Grade]=1,2500,IF([Pay Grade]=2,5000,
IF([Pay Grade]=3, 7500,"Invalid pay grade")))

New Perspectives on Microsoft Office Excel 2007 6


Working with Logical Functions XP

• The OR function is a logical function that returns


a TRUE value if any of the logical conditions are
true and a FALSE value if all the logical conditions
are false
• =IF(OR([Years Service]<1,[Annual
Salary]>100000),0, IF([Pay Grade]=1,$T$1,IF([Pay
Grade]=2,$T$2, IF([Pay Grade]=3,$T$3,"Invalid
pay grade"))))

New Perspectives on Microsoft Office Excel 2007 7


Using Lookup Tables and Functions XP

• A lookup table is a table that organizes data you want


to retrieve into different categories
• The categories for the lookup table, called compare
values, are located in the table’s first column or row
• To retrieve a particular value from the table, a lookup
value (the value you are trying to find) needs to match
the compare values
• VLOOKUP(lookup_value, table_array, col_index_num,
[range_lookup])

New Perspectives on Microsoft Office Excel 2007 8


Using Lookup Tables and Functions XP

New Perspectives on Microsoft Office Excel 2007 9


Using Lookup Tables and Functions XP

New Perspectives on Microsoft Office Excel 2007 10


Highlighting Duplicate Records XP
with a Custom Format
• Select the column you want to search for duplicates
• In the Styles group on the Home tab, click the
Conditional Formatting button, point to Highlight Cells
Rules, and then click Duplicate Values
• Click the values with arrow, then click Custom Format
• In the Format Cells dialog box, set the formatting you
want to use
• Click the OK button in each dialog box

New Perspectives on Microsoft Office Excel 2007 11


Highlighting Duplicate Records with XP
a Custom Format

New Perspectives on Microsoft Office Excel 2007 12


Using the Conditional Formatting XP
Rules Manager
• Each time you create a conditional format, you
are defining a conditional formatting rule
• A rule specifies the type of condition (such as
formatting cells greater than a specified value),
the type of formatting when that condition
occurs

New Perspectives on Microsoft Office Excel 2007 13


Using the IFERROR Function XP

• Error values such as #DIV/0!, #N/A, and #VALUE!


indicate that some element in a formula or a cell
referenced in a formula is preventing Excel from
returning a calculated value
• The IFERROR function can determine if a cell
contains an error value and display the message
you choose rather than the default error value
• =IFERROR(VLOOKUP(L2,HealthPlanRates,2,False)
*12,"Invalid code")

New Perspectives on Microsoft Office Excel 2007 14


Using the IFERROR Function XP

New Perspectives on Microsoft Office Excel 2007 15


Summarizing Data Conditionally XP

• You can calculate the number of cells in a range


that match criteria you specify using the
COUNTIF function, which is sometimes referred
to as a conditional count
• =COUNTIF(range,criteria)
• You can add the values in a range that meet
criteria you specify using the SUMIF function,
which is also called a conditional sum
• =SUMIF(range,criteria[,sum_range])

New Perspectives on Microsoft Office Excel 2007 16


Summarizing Data Conditionally XP

• You use the AVERAGEIF function to calculate the


average of values in a range that meet criteria
you specify
• =AVERAGEIF(range,criteria[,average_range])

New Perspectives on Microsoft Office Excel 2007 17


Summarizing Data Conditionally XP

• The COUNTIFS function counts the number of cells within a range


that meet multiple criteria
– COUNTIFS(criteria_range1,criteria1[,criteria_range2,
criteria2...])
• The SUMIFS function adds values in a range that meet multiple
criteria
– SUMIFS(sum_range,criteria_range1,criteria1[,criteria_
range2, criteria2...])
• The AVERAGEIFS function calculates the average of values within
a range of cells that meet multiple conditions
– AVERAGEIFS(average_range,criteria_range1,criteria1
[,criteria_range2, criteria2...])

New Perspectives on Microsoft Office Excel 2007 18


Using Advanced Filtering XP

• Advanced filtering, similar to filtering, displays a


subset of the rows in a table or range of data
• The criteria range is an area in a worksheet,
separate from the range of data or Excel table,
used to specify the criteria for the data to be
displayed after the filter is applied to the table

New Perspectives on Microsoft Office Excel 2007 19


Using Advanced Filtering XP

New Perspectives on Microsoft Office Excel 2007 20


Using Advanced Filtering XP

• Click the Data tab on the Ribbon, and then, in


the Sort & Filter group, click the Advanced
button

New Perspectives on Microsoft Office Excel 2007 21


Using Database Functions to XP
Summarize Data
• Functions that perform summary data analysis
(SUM, AVERAGE, COUNT, and so on) on a table
of values based on criteria that you set are called
the Database functions, or Dfunctions
• DfunctionName(table range, column to
summarize, criteria range)

New Perspectives on Microsoft Office Excel 2007 22


Using Database Functions to XP
Summarize Data

New Perspectives on Microsoft Office Excel 2007 23


Using Database Functions to XP
Summarize Data

New Perspectives on Microsoft Office Excel 2007 24

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