The column numbers are not neede

they are part of the illustration.

col 1

col 2

col 3

col 4

col 5

col 6

Jan
Feb
Mar

10
80
97

20
90
69

30
100
45

40
110
51

50
120
77

Type a month to look for :

Which column needs to be picked out :
The result is :

Feb
4
100
=VLOOKUP(G11,C6:H8,G12,FALSE)

What Does It Do ?

This function scans down the row headings at the side of a table to find a specified item
When the item is found, it then scans across to pick a cell entry.
Syntax

=VLOOKUP(ItemToFind,RangeToLookIn,ColumnToPickFrom,SortedOrUnsorted)
The ItemToFind is a single item specified by the user.
The RangeToLookIn is the range of data with the row headings at the left hand side.
The ColumnToPickFrom is how far across the table the function should look to pick from.
The Sorted/Unsorted is whether the column headings are sorted. TRUE for yes, FALSE fo
Formatting

No special formatting is needed.

Example 1

This table is used to find a value based on a specified name and month.
The =VLOOKUP() is used to scan down to find the name.
The problem arises when we need to scan across to find the month column.
To solve the problem the =MATCH() function is used.

The =MATCH() looks through the list of names to find the month we require. It then calc
the position of the month in the list. Unfortunately, because the list of months is not as
as the lookup range, the =MATCH() number is 1 less than we require, so and extra 1 is
added to compensate.
The =VLOOKUP() now uses this =MATCH() number to look across the columns and
picks out the correct cell entry.
The =VLOOKUP() uses FALSE at the end of the function to indicate to Excel that the
row headings are not sorted.

Bob

Jan
10

Feb
80

Mar
97

Eric
Alan
Carol
David

20
30
40
50

90
100
110
120

Type a name to look for :

Type a month to look for :

69
45
51
77
eric
mar

The result is :
69
=VLOOKUP(F56,C50:F54,MATCH(F57,D49:F49,0)+1,FALSE)
Example 2

This example shows how the =VLOOKUP() is used to pick the cost of a spare part for
different makes of cars.
The =VLOOKUP() scans down row headings in column F for the spare part entered in col
When the make is found, the =VLOOKUP() then scans across to find the price, using the
result of the =MATCH() function to find the position of the make of car.

The functions use the absolute ranges indicated by the dollar symbol . This ensures that
when the formula is copied to more cells, the ranges for =VLOOKUP() and =MATCH() do
not change.
Maker

Spare

Cost

Vauxhall

Ignition

VW
Ford
VW
Ford

GearBox
Engine
Steering
Ignition

600
1,200
275
70

Ford

CYHead

290

Vauxhall
Ford

GearBox
Engine

Lookup Table

50

Vauxhall

Ford

GearBox
Engine
Steering
Ignition

500
1000
250
50

450
1200
350
70

CYHead

300

290

500
1,200
=VLOOKUP(C81,F75:I79,MATCH(B81,G74:I74,0)+1,FALSE)

Example 3

In the following example a builders merchant is offering discount on large orders.

The Unit Cost Table holds the cost of 1 unit of Brick, Wood and Glass.
The Discount Table holds the various discounts for different quantities of each product.
The Orders Table is used to enter the orders and calculate the Total.
All the calculations take place in the Orders Table.
The name of the Item is typed in column C of the Orders Table.

The Unit Cost of the item is then looked up in the Unit Cost Table.
The FALSE option has been used at the end of the function to indicate that the produc
names down the side of the Unit Cost Table are not sorted.
Using the FALSE option forces the function to search for an exact match. If a match is
not found, the function will produce an error.

=VLOOKUP(C126,C114:D116,2,FALSE)

The discount is then looked up in the Discount Table

If the Quantity Ordered matches a value at the side of the Discount Table the =VLOOKUP
look across to find the correct discount.
The TRUE option has been used at the end of the function to indicate that the values
down the side of the Discount Table are sorted.
Using TRUE will allow the function to make an approximate match. If the Quantity Ord
not match a value at the side of the Discount Table, the next lowest value is used.
Trying to match an order of 125 will drop down to 100, and the discount from
the 100 row is used.
=VLOOKUP(D126,F114:I116,MATCH(C126,G113:I113,0)+1,TRUE)
Discount Table
Unit Cost Table

Brick

Wood

Brick
Wood

2
1

1
100

0%
6%

0%
3%

Glass

300

8%

5%

Item
Brick
Wood
Glass
Brick
Wood
Glass

Units
100
200
150
225
50
500

Orders Table
Unit Cost
2
1
3
2
1
3

Discount
6%
3%
12%
6%
0%
15%

Total
188
194
396
423
50
1,275

Formula for :
Unit Cost =VLOOKUP(C126,C114:D116,2,FALSE)
Discount =VLOOKUP(D126,F114:I116,MATCH(C126,G113:I113,0)+1,TRUE)
Total
=(D126*E126)-(D126*E126*F126)

he column numbers are not needed.

ey are part of the illustration.

11,C6:H8,G12,FALSE)

o find a specified item.

rUnsorted)

he left hand side.

uld look to pick from.
RUE for yes, FALSE for no.

h column.

e require. It then calculates

t of months is not as wide
re, so and extra 1 is

he columns and

to Excel that the

of a spare part for

are part entered in column C.

d the price, using the

bol . This ensures that

P() and =MATCH() do

VW
600
800
275
45
310

n large orders.

ties of each product.

icate that the product

match. If a match is

t Table the =VLOOKUP will

cate that the values

h. If the Quantity Ordered does

est value is used.
iscount from

scount Table
Glass
0%
12%
15%

LOOK UP ARRAY
Name

Jan

Feb

Mar

Alan
Bob
Carol
David
Eric
Francis

10
20
30
40
50
60

80
90
100
110
120
130

97
69
45
51
77
28

Gail

70

140

73

Type a Name in this cell :

The March value for this person is :

Eric
77

=LOOKUP(F12,D4:G10)

What Does It Do ?

This function looks for a piece of information in a list, and then picks an item from the
last cell in the adjacent row or column.
It always picks the data from the end of the row or column, so it is no good if you need
to pick data from part way across a list, (use VLOOKUP or HLOOKUP).
The way in which the function decides whether to pick from the row or column is based
on the size of the table.
If the table has more rows than columns :

the function will look down the left most colu

trying to find a match for the piece of inform
you asked it to look for.
When a match is found, the function will look
across to the right most column to pick the
last entry on the row.

If the table has the same amount of rows and columns :

the function will look down the left most colu
work in just the same way as if the table had
rows than columns, as in the description abo
If the table has more columns than rows :

the function will look across the top row tryin

to find a match for the piece of information y
have asked it to look for.
When a match is found, the function will the
down to the bottom cell of the column to pic
the last entry of the column.

Syntax

=LOOKUP(WhatToLookFor,RangeToLookIn)
The WhatToLookFor should be a single item.
The RangeToLook in can be either horizontal or vertical.

Be careful not to include unnecessary heading in the range as these will cause errors.
Example 1

Example 2

In this table there are more

rows than columns, so the
column heading of Jan is
not included in the lookup
range.

In this table there are more columns than row

the row heading of Jan is not included in the
lookup range.

Jan
Alan
Bob
Carol
David
Eric

100
100
100
100
100

Fred

100

Jan

Alan

Bob

100

100

Formatting

No special formatting is needed.

Problems

The list of information to be looked through must be sorted in ascending order, otherwis
will occur, either as #N/A or incorrect results.

Table 1 shows the Name column sorted alphabetically, the results of using =LOOKUP() w
be correct.
Table 2 shows the same data, but not sorted. Sometimes the results will be correct, but
times the result will be an #N/A error or incorrect figure.
Table 1

Table 2

Name

Jan

Feb

Mar

Name

Jan

Alan
Bob
Carol
David
Eric
Francis

10
20
30
40
50
60

80
90
100
110
120
130

97
69
45
51
77
28

David
Eric
Alan
Bob
Carol
Francis

40
50
10
20
30
60

Gail

70

140

73

Gail

70

Name :
Value :

Eric
77
=LOOKUP(C88,B80:E86)

Name :
Value :

Eric
45
=LOOKUP(H88,G80:J86)

ks an item from the

no good if you need

w or column is based

own the left most column

or the piece of information

, the function will look

t column to pick the

own the left most column and

way as if the table had more

in the description above.

cross the top row trying

piece of information you

, the function will then look

l of the column to pick

se will cause errors.

more columns than rows, so

is not included in the

Carol

David

100

100

nding order, otherwise errors

of using =LOOKUP() will

ts will be correct, but other

Feb

Mar

110
120
80
90
100
130

51
77
97
69
45
28

140

73

=LOOKUP(H88,G80:J86)

LOOKUP VECTOR
Name

Jan

Feb

Mar

Alan
Bob
Carol
David
Eric
Francis

10
20
30
40
50
60

80
90
100
110
120
130

97
69
45
51
77
28

Gail

70

140

73

Type a Name in this cell :

The Feb value for this person is :

Eric
120

=LOOKUP(F12,D4:G10,F4:F10)

What Does It Do ?

This function looks for a piece of information in a list, and then picks an item from
a second range of cells.
Syntax

=LOOKUP(WhatToLookFor,RangeToLookIn,RangeToPickFrom)
The WhatToLookFor should be a single item.
The RangeToLook in can be either horizontal or vertical.
The RangeToPickFrom must have the same number of cells in it as the RangeToLookin.
Be careful not to include unnecessary heading in the ranges as these will cause errors.
Formatting

No special formatting is needed.

Example

The following example shows how the =LOOKUP() function was used to match a name t
in cell G41 against the list of names in C38:C43. When a match is found the =LOOKUP()
picks from the second range E38:J38.
If the name Carol is used, the match is made in the third cell of the list of names, and th
the function picks the third cell from the list of values.
RangeToLookIn
Alan
Bob
Carol
David
Eric
Fred

RangeToPickFrom
5

10

15

Type a name :
Value :

Carol
15

20

=LOOKUP(G41,C38:C43,E38:J38)

Problems

The list of information to be looked through must be sorted in ascending order, otherwis
will occur, either as #N/A or incorrect results.

2,D4:G10,F4:F10)

ks an item from

the RangeToLookin.
ese will cause errors.

ed to match a name typed

ound the =LOOKUP() then

e list of names, and then

ckFrom
25

30

1,C38:C43,E38:J38)

nding order, otherwise errors

H LOOK UP
Jan
10
20
30
40
50

Feb
80
90
100
110
120

Mar
97
69
45
51
77

Type a month to look for :

Which row needs to be picked out :

Feb
4

The result is :

100

row 1

The row numbers are not needed.

row 2

they are part of the illustration.

row 3
row 4
row 5
row 6

=HLOOKUP(F10,D3:F10,F11,FALSE)

What Does It Do ?

This function scans across the column headings at the top of a table to find a specified i
When the item is found, it then scans down the column to pick a cell entry.
Syntax

=HLOOKUP(ItemToFind,RangeToLookIn,RowToPickFrom,SortedOrUnsorted)
The ItemToFind is a single item specified by the user.
The RangeToLookIn is the range of data with the column headings at the top.
The RowToPickFrom is how far down the column the function should look to pick from.
The Sorted/Unsorted is whether the column headings are sorted. TRUE for yes, FALSE fo
Formatting

No special formatting is needed.

Example 1

This table is used to find a value based on a specified month and name.
The =HLOOKUP() is used to scan across to find the month.
The problem arises when we need to scan down to find the row adjacent to the name.
To solve the problem the =MATCH() function is used.

The =MATCH() looks through the list of names to find the name we require. It then calcu
the position of the name in the list. Unfortunately, because the list of names is not as de
as the lookup range, the =MATCH() number is 1 less than we require, so and extra 1 is
added to compensate.
The =HLOOKUP() now uses this =MATCH() number to look down the month column and
picks out the correct cell entry.
The =HLOOKUP() uses FALSE at the end of the function to indicate to Excel that the
column headings are not sorted, even though to us the order of Jan,Feb,Mar is correct.
If they were sorted alphabetically they would have read as Feb,Jan,Mar.

Bob

Jan
10

Feb
80

Mar
97

Eric
Alan
Carol
David

20
30
40
50

90
100
110
120

Type a month to look for :

Type a name to look for :

69
45
51
77
feb
alan

The result is :
100
=HLOOKUP(F54,D47:F54,MATCH(F55,C48:C52,0)+1,FALSE)
Example 2

This example shows how the =HLOOKUP() is used to pick the cost of a spare part for
different makes of cars.
The =HLOOKUP() scans the column headings for the make of car specified in column B.
When the make is found, the =HLOOKUP() then looks down the column to the row speci
by the =MATCH() function, which scans the list of spares for the item specified in column

The function uses the absolute ranges indicated by the dollar symbol $. This ensures tha
when the formula is copied to more cells, the ranges for =HLOOKUP() and =MATCH() do
not change.
Maker

Spare

Cost

Vauxhall

Ignition

VW
Ford
VW
Ford

GearBox
Engine
Steering
Ignition

600
1,200
275
70

Ford

CYHead

290

Vauxhall
Ford

GearBox
Engine

50

Vauxhall

Ford

GearBox
Engine
Steering
Ignition

500
1000
250
50

450
1200
350
70

CYHead

300

290

500
1,200
=HLOOKUP(B79,G72:I77,MATCH(C79,F73:F77,0)+1,FALSE)

Example 3

In the following example a builders merchant is offering discount on large orders.

The Unit Cost Table holds the cost of 1 unit of Brick, Wood and Glass.
The Discount Table holds the various discounts for different quantities of each product.
The Orders Table is used to enter the orders and calculate the Total.
All the calculations take place in the Orders Table.
The name of the Item is typed in column C.

The Unit Cost of the item is then looked up in the Unit Cost Table.
The FALSE option has been used at the end of the function to indicate that the produc
names across the top of the Unit Cost Table are not sorted.
Using the FALSE option forces the function to search for an exact match. If a match is
not found, the function will produce an error.

=HLOOKUP(C127,E111:G112,2,FALSE)

The discount is then looked up in the Discount Table

If the Quantity Ordered matches a value at the top of the Discount Table the =HLOOKUP
look down the column to find the correct discount.
The TRUE option has been used at the end of the function to indicate that the values
across the top of the Discount Table are sorted.
Using TRUE will allow the function to make an approximate match. If the Quantity Ord
not match a value at the top of the Discount Table, the next lowest value is used.
Trying to match an order of 125 will drop down to 100, and the discount from
the 100 column is used.
=HLOOKUP(D127,E115:G118,MATCH(C127,D116:D118,0)+1,TRUE)

Brick
2

Brick
Wood
Glass

Item
Brick
Wood
Glass
Brick
Wood
Glass

Units
100
200
150
225
50
500

Unit Cost Table

Wood
1
Discount Table
1
100
0%
6%
0%
3%
0%
12%

Orders Table
Unit Cost
2
1
3
2
1
3

Discount
6%
3%
12%
6%
0%
15%

Glass
3

300
8%
5%
15%

Total
188
194
396
423
50
1,275

Unit Cost

=HLOOKUP(C127,E111:G112,2,FALSE)

Discount

=HLOOKUP(D127,E115:G118,MATCH(C127,D116:D118,0)+1,TRUE)

he row numbers are not needed.

ey are part of the illustration.

10,D3:F10,F11,FALSE)

le to find a specified item.

at the top.
d look to pick from.
RUE for yes, FALSE for no.

jacent to the name.

require. It then calculates

of names is not as deep
re, so and extra 1 is

e month column and

to Excel that the

n,Feb,Mar is correct.

48:C52,0)+1,FALSE)

of a spare part for

pecified in column B.
umn to the row specified
em specified in column C.

bol $. This ensures that

P() and =MATCH() do

VW
600
800
275
45
310

n large orders.

ties of each product.

icate that the product

match. If a match is

Table the =HLOOKUP will

cate that the values

h. If the Quantity Ordered does

est value is used.
iscount from

8,0)+1,TRUE)

Binary Number
Decimal Equivalent
10
2
=BIN2DEC(C4)
1
0
=BIN2DEC(C5)
10
2
=BIN2DEC(C6)
11
3
=BIN2DEC(C7)
111111111
511
=BIN2DEC(C8)
1111111111
-1
=BIN2DEC(C9)
1111111110
-2
=BIN2DEC(C10)
1111111101
-3
=BIN2DEC(C11)
1000000000
-512
=BIN2DEC(C12)
11111111111 Err:502
=BIN2DEC(C13)
What Does It Do ?

This function converts a binary number to decimal.

Negative numbers are represented using two's-complement notation.
Syntax

=BIN2DEC(BinaryNumber)
The binary number has a limit of ten characters.
Formatting

No special formatting is needed.

CONVERT
Amount
To Convert
12
1
1

Converting
From
in
m
yd

Converting
To
cm
mm
m

Converted
Amount
30.48
1000

3
5
1
1

yr
day
hr
mn

day
hr
mn
sec

1095.75
120
60
60

=CONVERT(C4,D4,E4)
=CONVERT(C5,D5,E5)
=CONVERT(C6,D6,E6)
=CONVERT(C8,D8,E8)
=CONVERT(C9,D9,E9)
=CONVERT(C10,D10,E10)
=CONVERT(C11,D11,E11)

What Does It Do ?

This function converts a value measure in one type of unit, to the same value expressed
in a different type of unit, such as Inches to Centimetres.
Syntax

=CONVERT(AmountToConvert,UnitToConvertFrom,UnitToConvertTo)
Formatting

No special formatting is needed.

Example

The following table was used by an Import / Exporting company to convert the weight
and size of packages from old style UK measuring system to European system.

Weight

Pounds
Ounces
Kilograms
5
3
2.35301042
=CONVERT(D28,"lbm","kg")+CONVERT(E28,"ozm","kg")

Height
Length
Width

Feet
Inches
Metres
12
6
3.81
8
3
2.5146
5
2
1.5748
=CONVERT(D34,"ft","m")+CONVERT(E34,"in","m")

Abbreviations

This is a list of all the possible abbreviations which can be used to denote measuring sys
Weight & Mass
Gram
g
Kilogram
kg
Slug
sg
Pound mass
lbm
U (atomic ma
u
Ounce mass
ozm
Time

Distance
Meter
Statute mile
Nautical mile
Inch
Foot
Yard
Angstrom
Pica (1/72 in.)

m
mi
Nmi
in
ft
yd
ang
Pica

Year
Day
Hour
Minute
Second
Temperature
Degree Celsi
Degree Fahre
Degree Kelvin
Force
Newton
Dyne
Pound force
Energy
Joule
Erg
Thermodyna
mic
calorie
IT calorie
Electron volt
Horsepower-h
Watt-hour
Foot-pound
BTU

yr
day
hr
mn
sec

Pressure
Pascal
Atmosphere
mm of Mercur

Pa
atm
mmHg

N
dyn
lbf

Liquid
Teaspoon
Tablespoon
Fluid ounce
Cup
Pint
Quart
Gallon
Liter

tsp
tbs
oz
cup
pt
qt
gal
l

J
e

Power
Horsepower
Watt

HP
W

Magnetism
Tesla
Gauss

T
ga

C
F
K

c
cal
eV
HPh
Wh
flb
BTU

These characters can be used as a prefix to access further units of measure.

Using "c" as a prefix to meters "m" will allow centimetres "cm" to be calculated.
Prefix
exa
peta
tera
giga
mega
kilo
hecto
dekao

Multiplier
1.00E+18
1.00E+15
1.00E+12
1.00E+09
1.00E+06
1.00E+03
1.00E+02
1.00E+01

Abbreviation
E
P
T
G
M
k
h
e

Prefix
deci
centi
milli
micro
nano
pico
femto
atto

Multiplier
1.00E-01
1.00E-02
1.00E-03
1.00E-06
1.00E-09
1.00E-12
1.00E-15
1.00E-18

Abbreviation
d
c
m
u
n
p
f
a

10,D10,E10)
11,D11,E11)

same value expressed

convert the weight

ean system.

denote measuring systems.

120

f measure.
e calculated.

p
3.141593 =PI()
What Does It Do ?
This function is equal to the value of Pi.
It is correct to 15 decimal places.
It does not need any input, it is a self contained function.
Syntax
=PI()
Formatting
No special formatting is needed.
Example
To calculate the area of a circle.
Radius

Area
5 78.53982 =PI()*(C21^2)
25 1963.495

Number
3
16
5
10

Power
5
2
2
3

Result
243
256
25
1000

=POWER(C4,D4)
=POWER(C5,D5)
=POWER(C6,D6)
=POWER(C7,D7)

What Does It Do ?

This function raises a number to a user specified power.

It is the same as using the ^ operator, such as 3^4, which result is 81.
Both the POWER() function and the ^ operator are the same as using 3*3*3*3.
Syntax

=POWER(NumberToBeRaised,Power)
Formatting

No special formatting is needed.

Example

To calculate the area of a circle.

Radius
10
25

Area
314.16
1963.50

=PI()*POWER(C22,2)

ng 3*3*3*3.

SUBSTITUTE
Original Text
ABCDEF
ABCDABCD
Northern Region
Sand and Cement

Old Text
To Remove
CD
CD
Region
and

New Text
To Insert
hello
hello
Area
&

Original Text
ABCABCABC
Sand and Cement

Old Text
To Remove
ABC
and

New Text
To Insert
hello
&

What Does It Do ?

This function replaces a specified piece of text with a different piece of text.
It can either replace all occurrences of the text, or a specific instance.
The function is case sensitive.
Syntax

=SUBSTITUTE(OriginalText,TextToRemove,TextToInsert,InstanceToUse)
The InstanceToUse is optional, if it is omitted all instances will be substituted.
Formatting

No special formatting is needed.

Note

To cope with upper or lower case in the substitution you can use other text functions
such as =UPPER(), =LOWER() or =PROPER() to ensure that the substitution will take pla
Table 1 shows how differing text cases alter the result of the substitution.
Table 1

Original Text
Northern Region
Northern region
Northern Region
Northern Region
Northern Region

Old Text
To Remove
Region
Region
region
Region
region

New Text
To Insert
Area
Area
Area
area
area

Table 2 shows how the =PROPER() function has been used to take account of the mixed

Table 2

Original Text
Northern Region
Northern region
Northern Region
Northern Region
Northern Region

Old Text
To Remove
Region
Region
region
Region
region

New Text
To Insert
Area
Area
Area
area
area
=SUBSTITUTE(PROPER(B50),PROPER(C50),PROPER

Updated Text
ABhelloEF
ABhelloABhello
Northern Area
S& & Cement

Instance To
Be Replaced
3
2

=SUBSTITUTE(B4,C4,D4)
=SUBSTITUTE(B5,C5,D5)
=SUBSTITUTE(B6,C6,D6)
=SUBSTITUTE(B7,C7,D7)

Updated Text
ABCABChello
Sand & Cement
=SUBSTITUTE(B10,C10,D10,E10)
=SUBSTITUTE(B11,C11,D11,E11)

ece of text with a different piece of text.

of the text, or a specific instance.

move,TextToInsert,InstanceToUse)
omitted all instances will be substituted.

he substitution you can use other text functions

ROPER() to ensure that the substitution will take place.

es alter the result of the substitution.

Updated Text
Northern Area
Northern region
Northern Region
Northern area
Northern Region
=SUBSTITUTE(B39,C39,D39)

unction has been used to take account of the mixed cases.

Updated Text
Northern Area
Northern Area
Northern Area
Northern Area
Northern Area
=SUBSTITUTE(PROPER(B50),PROPER(C50),PROPER(D50))