Quick

Consolidating Data October 2005 Guide

To enable the dynamic analysis and consolidation of data, you can use the following
features within Excel:
• Nested functions • Lookups
• Name ranges • Index and match

Understanding You can use a nested function to test for more than one condition. Here is an example
of an IF formula that ranks data:
Nested Functions
=IF(F2<500, 1, IF(F2<1000, 2,3))
This means, if F2 is less than 500, the rank is 1; if F2 is between 500 and 1000, the
rank is 2; for all other values the rank is 3.
Creating a Nested IF
1. Click the cell where the formula results should be displayed
2. From the formula bar, click Insert Function
3. Click the Or select a category drop-down arrow and choose Logical
4. From the Select a Function list box, choose IF and click OK
5. Click in the Logical_test field and type the expression you want to evaluate
6. Click in the Value_if_true field and type the result if the argument is True
7. Click in the Value_if_false field
8. To begin a new IF function, click the function list drop-down arrow at the left edge
of the formula bar and choose IF
A new Function Arguments window is displayed for the nested IF function.
9. Repeat steps 5-8 to insert additional nested functions
Note: The final nested IF function’s Value_if_false field should contain the return result if all
previous conditions are not met. The maximum number of nested levels is seven.

You can use Named Ranges to assign meaningful names to a cell or range of cells Printed 11/20/2005 9:19:59 PM
Understanding
(i.e., an array). For example, you can assign the name "TaxRate" to cell F1.
Named Ranges • Named cells or arrays used in a formula retain their value when copied or when
using AutoFill (i.e., they are absolute cell references)
• Formulas using descriptive names are easier to understand when the file is shared
• Move around a large worksheet quickly and accurately by assigning names to
sections of data
Creating a Named Range
You can name a range of cells using the Name box on the formula bar.
1. Choose the cell or range of cells you want to name
Note: Cells need not be contiguous.
2. Click the Name Box on the formula bar

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 3. Type the desired name for the cell range
Note: Range names cannot begin with numeric characters, nor can they contain spaces or hyphens.
4. Press [Enter]

Editing an Existing Named Range

1. From the Insert menu, click Name, and choose Define
2. Click the name you want to edit
3. Edit the range reference in the Refers to box and click OK

Understanding You can use Lookup functions to find a value in another data table. For example, you
Lookups may have a table of part numbers and unit prices. A simple lookup function, like
VLookup or HLookup can return the unit price for a specific part number.
Excel lookup functions include:
VLookup VLookup allows you to look up a value in a vertical list and
insert it into another. It returns a value in the same row from a
column you specify in the table.
HLookup HLookup allows you to look up a value in a horizontal list. It
returns a value in the same column from a row you specify in
the table or array.

Using VLookup to find an exact match

You can easily find exact matches by using False as the Range_Lookup argument.
1. Click the cell where the returned results will be displayed
2. From the formula bar, click Insert Function
3. Click the Or select a category drop-down arrow and choose Lookup & Reference
4. From the Select a Function list box, choose VLookup and click OK
5. Click in the Lookup_value field and type the cell address that has the value you
want to find
6. Click in the Table_array field and type the cell range you want to search

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Note: The matching values must be in the first column (left-most) of the Table array.
7. Press [F4] to make the table array cell reference absolute
8. Click in the Col_index_num field and type the column number where you find the
result value in the array
9. Click in the Range_lookup field and type False if you want to return exact matches
only
10. Click OK

Using Lookups for data subsets

In the previous VLookup example, the Range_lookup argument was set to FALSE to
find an exact match. When Range_lookup is set to TRUE and if an exact match is not
found, then the closest value that is less than the lookup_value is returned.
Note: When using TRUE, lookup values in the table array must be sorted in ascending order.

Understanding You can use the Index and Match functions together when you want to find a value
Index and Match based on two variables - a row and a column index. For example, you may have a
table that has product names and monthly sales. You want to find the number of units
a product has sold in the month. You use the Match function to find the row (product)
and column (month) number. The Index function will return the value (monthly sales
figure) in the cell at the intersection of row_num and column_num.

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Understanding the Match Function Return Types
Match_type Return Type
1 Finds the largest value that is less than or equal to lookup_value
Note: Lookup_array must be in ascending order.

0 Finds the first value that is exactly equal to lookup_value.

Note: Lookup_array can be in any order.

-1 Finds the smallest value that is greater than or equal to lookup_value.

Note: Lookup_array must be in descending order.

Note: If match_type is omitted, it is assumed to be 1.

Using Index and Match

1. Click the cell where the returned results will be displayed
2. From the formula bar, click Insert Function
3. Click the Or select a category drop-down arrow and choose Lookup & Reference
4. From the Select a Function list box, choose Index and click OK
5. Choose the array argument list and click OK
6. Click in the Array field and type the array name or address of the lookup table
7. Click in the Row_num field
8. Click the function list drop-down arrow and choose Match from the list
A new Function Arguments dialog box is displayed for the Match function.
9. Click in the Lookup_value field and type the cell reference of the cell related to the
row headings in the lookup table
10. Click in the Lookup_array field and type the name of the array that contains the
values that will match the Lookup_value field
11. Click in the Match_type field and type 0 to find exact matches only
This provides the row for the Index function
12. Click the word Index in the formula bar
The Function Arguments dialog box for the Index function is displayed.

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13. Click in the Column_num field
14. Repeat steps 8-11 to add the second Match argument
This provides the column for the Index function.
15. Click OK to complete the Index function
16. Verify your answer by checking the value in the lookup table corresponding to the
row and column values you specified
Example
=INDEX($B$5:$G$16,MATCH(“Chianti”,$A$5:$A$16,0),MATCH(“May”,$B$4:$G$2,0))