Advanced Excel - Using the IF Function in Excel to Program Your Spreadsheets

https://youtu.be/atuoioWxiVw

IF Function- allows us as Excel users to basically put in some programming into our Excel spreadsheets. now
it's not exactly programming but it is quite similar to some simple programming so let's jump right in to looking
at the basics of the if function in Excel.

A B C D
1 Last Name First Name Score Pass or Fail
=IF(logical_test,
[value_if_true],
[value_if_false])
=IF(C2>69, “Pass”,
2 94
“Fail”)

Transcript

in this short video tutorial we're going

to take a look at the basics of the if
function in Microsoft Excel and for me
this is a really exciting topic I love
using the if function and the reason
it's exciting for me is because the if
function allows us as Excel users to
basically put in some programming into
our Excel spreadsheets now it's not
exactly programming but it is quite
similar to some simple programming so
let's jump right in to looking at the
basics of the if function in Excel now
what I have here is a simple spreadsheet
that lists the results of the national
Spanish exam for my students now
obviously these aren't really my
students names these are not really
their scores I'm aware of student
privacy laws and I would not put my real
students names and scores in a YouTube
video but let's say that these were my
real students I would like to be able to
see not just the raw score that each
student got but I would also like to
know whether they passed or failed just
by looking here at this column and
there's a couple of different ways that
we could do this but the if function in
Excel is one of my favorites so let's
look at how to do that what I can do is
just click on this cell let's say cell
d3 this is where I would like it to
report whether Tom passed or failed with
his score of 94 once I'm on the cell I
can just type equals to begin writing a
formula then I type F and the reason I
said that this is kind of like
programming an Excel spreadsheet is
because it reminds me of my days of
learning basic I don't know if anyone
else learned to program in basic as a
young person in school but I did and I
remember the if-then statements if-then
statements are a very important part of
programming so if this is true then do
this that's what we're gonna create here
an if-then statement so equals if-then I
put in a left parenthesis and as soon as
I do that look Excel gives me some tips
and some hints to help me to
successfully complete this formula this
is a feature in modern versions of Excel
where it kind of coaches you and helps
you and it's really nice to have that
reminder so equals if left parenthesis
and then I'm gonna click on cell c3
because this is what I want to test
a test if Tom's score was greater than a
certain amount so I'll click on Tom's
score but notice instead of putting 94
here it just puts the cell c3 and that's
exactly what I want so equals if left
parenthesis is greater than and I just
type greater than in there and then I
put in the cutoff point for pass or fail
let's say for this test 69% means fail
70% means pass let's just say in this
case that that's true now I have to put
the then portion of this formula in now
if I type then it's not going to work
when you're writing a formula using the
if function then is denoted by the first
comma so the first comma that you type
in the formula represents them so here
again I'm repeating myself a lot but
let's go through this if c3 is greater
than 69 then that's what I have written
here I want to print the word pass and
by print I don't mean printed out on a
printer I just mean print it on the
screen and so to do that to say that you
want to print you put in quotation marks
so there's the first quote and I did put
a space there so I put space left
quotation mark and then I'll type the
word pass and then quotation mark now my
second comma represents if not or if
false is how they say it here
so if c3 is greater than 69 then print
pass
if not then print fail now I need to put
my close quote there and then I'm
supposed to put the right parenthesis
right there but if you forget to do that
it's fine it'll work anyway but you
cannot forget this close quote okay
let's see if it worked
I'm gonna hit enter on the keyboard or
return and it worked my formula with the
if function worked it can tell that Tom
passed now here we go I need to type
that all over again for Susan for Alyssa
for Shawna for Kevin this is gonna take
all night no actually I don't have to do
that if you've watched my other
tutorials you know that I can use the
autofill handle to save me a lot of time
so I'm gonna click here on pass and then
I'm going to go
to the lower right corner and if I put
my mouse just exactly on that little
green square then the mouse pointer
changes to a black plus sign and that
means I'm about to use the autofill
handle which in this case will copy
whatever is in this cell okay so here we
go now you're probably thinking it's
just gonna copy the word pass all the
way down but no that's not how it works
it's gonna copy whatever is in the cell
and the word pass is not really in this
cell look you can see up here what's
actually in the cell that's what's gonna
get copied the formula so I'm going to
click and drag and release and look it
tells me exactly who passed and who
failed based on the criteria that I put
into the if formula okay so there you
have the basics of using the if function
in Excel there's a lot more that you can
do with it but this will help you get
started I hope I hope that you'll
continue on and watch my other excel
videos have several video tutorials
about Microsoft Excel that I think
you'll enjoy and if you did enjoy this
please click the like button below this
video and please consider connecting
with me on my social media websites like
Facebook Pinterest and Twitter and
definitely do subscribe to my youtube
channel for more videos about technology
for teachers and students and watch for
another video from me at least every
Monday
Using Count and CountA in Excel - Excel Tutorial
https://youtu.be/AyYmtDl8YAY

Count or CountA- help you to count the number of records that you have

Count- only counts cells in that range that have a number in them

CountA- count the total number of records but you want it to include text

A B C D E
1 Total Records with Total Records
Sales with Product
Segment Sales Cogs
=COUNT(value1, =COUNTA(value1,
value2….) value2….)
2 Government 20 15 =COUNT(B:B) =COUNTA(A:A)

Or

Highlight the column you want to count > Status Bar > Count: ____

Status Bar- have some automatic information that's brought to us by Excel and one of those bits of information
is the count, the sum of all of the numbers that are in the highlighted column, and it gives the average of the
numbers in column

-will give you all the information you need and you won't need to create account or count a formula
in other cases

Transcript

in this Excel tutorial we're gonna look

at a couple of functions that I hope
that you'll find to be useful and they
are count and count a in addition we
will also talk a little bit about the
status bar and how you might use it so
you can see here that I have a
spreadsheet that's pretty big there are
many different records here hundreds and
hundreds of records and remember that
that's what we call each of these rows
basically a row that is filled in with
data is a record this spreadsheet has
hundreds of records and what if I would
like to know exactly how many there are
well of course I could just scroll down
quite a ways and look at the data and
just keep going down until I find a
blank row but after a while that gets
harder and harder to do and less
effective so let's learn how to set up a
formula using the function count or
count a to help you to count the number
of records that you have and to do this
I'm gonna browse over to the right and
find an empty cell and here's an empty
cell that's the one I'm gonna use now of
course you could do this in any number
of other places this is just the example
that I'm showing so here in this cell
I'd like it to tell me how many total
records are in this Excel spreadsheet
first thing I need to do after selecting
the cell is tap an equal sign if you've
watched my previous Excel tutorials you
know that when using formulas in Excel
you can think of it kind of like an
algebra equation and so I'm gonna say
this cell equals so I tap the equals
sign and then I'm gonna type in the word
count left parenthesis and then what do
I want it to count let's say I want it
to count the total number of records
that have units sold I'll just click on
column E it highlights the entire column
and you can see here at the right that
it's put e through E which in effect
means the entire column and then at this
point I should put in the closed
parenthesis but you don't really have to
do that
so I'll just tap enter on the keyboard
and it tells me that I have 700 records
in this spreadsheet that have a number
of units sold now of course I could go
up here and I could just type in
something like total records with sales
so I could label that column and what it
means now what if instead of having it
count the total number of records with
units sold what if I would have said
count left parenthesis and had it just
count the first column here right every
one of these records I would assume has
something in the first column so if I
would have selected column a and tapped
enter take a look at the number that it
returns it returns a zero so why is that
why did it return 700 when I counted
units sold but it returns zero when I
counted segment the reason why is
because the count function that I'm
using here that only counts cells in
that range that have a number in them
and so because my column a does not have
any numbers it's just words its
government mid-market
channel partners these are words only
know numbers so because of that they
aren't counted and it returns a number
of zero so let's see how you could fix
that if you want to count the total
number of Records but you want it to
include text this is what you would have
to do this cell equals count and then
add the letter A and to be honest I'm
not sure what that a signifies maybe it
just means letters not just numbers but
letters or maybe it signifies all count
all but anyway count a left parenthesis
and now if I select column a the entire
column tap enter on the keyboard look at
the number it returns it returns for me
701 now let's browse down the page a
little bit and take a look at Wyatt said
701 you can see because I chose count a
instead of just count it included this
first cell cell a1 in the tally and so
that's how it came up with 701 when I
simply used count with column E if you
remember it counted all of the cells
that had numbers only and so units sold
was not included in that tally therefore
the end result was
seven hundred so I hope that you can see
some ways that count and count a could
be useful to you
before we end though I want to also
point out that there is a much faster
way to get similar information although
sometimes you will just want to use
count a and count so it's important to
know those but let's say just at the
spur of the moment you need to know how
many records are here in column H all
you have to do without setting up a
formula at all is just click on the
column H and look what it does down here
on what we call the status bar we have
some automatic information that's
brought to us by Excel and one of those
bits of information is the count so it
tells me right there there's a count of
701 records in column H it also gives me
the sum of all of the numbers that are
in column H and so that's a huge sum
that I have there and it gives me the
average of the numbers in column H
that's with zero work on my part there's
no formula
there's no functions used I simply just
click on the column letter J ok and it
gives me that information
now what if I pick a column that has
only words like column A or B then it
can't give me as much data but it does
give me a count still just so you know
you can customize the information that
it does give you you can right click on
the status bar and it gives you the
opportunity to make some changes to the
information that's brought to you I'm
going to click here on sale price to
illustrate that a little bit better
I can now right click and I could add
minimum and maximum and so now I can
look at this and see the cheapest thing
that's for sale in the spreadsheet sells
for $7 and the most expensive sells for
350 dollars so in some cases this status
bar will give you all the information
you need and you won't need to create
account or count a formula in other
cases you will need to I hope that you
found this tutorial to be helpful
if you did please click the like button
below and consider connecting with me on
my social media web sites like Facebook
Pinterest and Twitter and definitely do
subscribe to
YouTube channel for more videos about
technology for teachers and students and
watch for another video from me at least
every Monday if you'd like to support my
youtube channel please consider becoming
a patron of mine through my patreon
account and you'll find information
about that in the description below
The Excel SUMIFS Function
https://youtu.be/jPajIyavh_0

SUMIFS- count the total number of records but you want it to include text

-you can do more than one sum if at a time

A B C D E F G H
1 Cost of Drama
Cost of Blu-rays Cost of DVDs
DVDs
=SUMIFS(sum_r =SUMIFS(sum_r
Co =SUMIFS(sum_r
Date ange, ange,
Form Rati st ange,
Title Purchas Genre criteria_range1 criteria_range1
at ng Pai criteria_range1
ed , criteria1, , criteria1,
d , criteria1,
[criteria_range [criteria_range
[criteria_range
2, criteria2], ...) 2, criteria2], ...)
2, criteria2], ...)
The =SUMIFS(E2:E5, =SUMIFS(E2:E5,
Blu- PG- Dram =SUMIFS(E2:E5,
2 Best of 2020 30 B2:B5, “Blu- B2:B5, B3, F2:F5,
Ray 13 a B2:B5, B3)
Me ray”) F2)
Crazy
PG- Dram
3 Rich DVD 2020 20 or
13 a
Asians
=SUMIFS(E2:E5,
Tom
Blu- Come B2:B5, “DVD”,
4 and 2020 PG 10
Ray dy F2:F5,
Jerry
“Drama”)
*instead typing “Blu-ray” or
The
Dram “DVD”, you may just click the
5 Noteb DVD 2020 PG 15
a cell B2 for Blu-ray or cell B3 for
ook
DVD

Ctrl + Shift + Down Arrow- highlight the information from the point that you selected all the way down

Transcript

in this video i'm going to show you how

to use
the sumifs excel function this function
is just a fantastic function
very useful very helpful you can see i
have a simple spreadsheet here
that serves as a movie inventory for my
dvd and blu-ray collection
and let's say i would like to figure out
how much money i've spent over the years
on dvds on blu-rays or maybe on
different genres
of movies so this calls for a sum
function
and i could do a typical sum function
here or use autosum
but that would give me the total of
everything so what if i
just want a list of all the blu-rays and
the total cost
for them well i could filter the data
i could deselect dvds and just show
blu-rays and things like that
and then do a sum function just of the
blu-rays but that can get time-consuming
and what if there's not just two options
what if there's five or six
like in the case of genres so what we
can do
is use a sumifs function let me
demonstrate
here in i3 i'm just going to type in
cost of blu-rays
and then i'll tap enter a couple of
times and type in cost of dvds
okay so right here i would like the
total cost of my blu-ray collection to
appear
i would start by typing equals and then
use my function
sumifs left parenthesis and excel
shows us what it's looking for it wants
the sum
range so what is it that we want it to
add up
well we want it to add up the cost paid
so i'll click and drag to get the whole
sum range
now if i only have 20 or 30 rows or
records
to select that's a good way to do it but
what if i had a thousand records
and i wanted excel to examine all of
them to see what to add up
clicking and dragging is not going to be
a great option so instead what you do is
you click on the topmost
record that you care about hold ctrl
shift and tap the down arrow on the
keyboard that will automatically
highlight
the information from the point that you
selected all the way down
okay so i've got the sum range now put
in a comma
and now i need to find the criteria
range
so i want the criteria range to be this
format
column so i'll click here on blu-ray
control
shift down so it looks through all of
those
searching for what well that's what i
put in next
comma what am i searching for what is
the criteria
well it's blu-rays so i could either
type out blu-ray
in quotes or i could simply click here
on
b2 to show excel what i'm looking for
i'm looking for the word
blu-ray let's just leave it in quotes
i'll put in the right parenthesis
and then tap enter on the keyboard and
you see what it did
excel searched column b looking for the
word blu-ray and when it found it
it added the cost paid or the amount
paid for that blu-ray
to all of the other costs of blu-rays
from this entire sheet
this is a very powerful time-saving
function that we have here
let's do the same thing now but with
dvds i'll type equals
sumifs left parenthesis the sum range
what do i want it to add up i want it to
add up at least some
of these numbers now i can go back up
here to continue my formula or
sometimes it's easier just to go up here
to the formula bar comma
what's my criteria range that's here i
select the topmost record that i want it
to search
ctrl shift down it selects everything
and then up here in the formula bar
comma what do i want it to find well in
this case i want it to find
dvds now this time instead of putting
the word dvd inside of quotation marks i
just want to click on it
just to show you that that is another
option so i can click there
put in the right parenthesis tap enter
71.
now i could format this to look like
dollars and there we have it
it's summing up the cost paid if the
format is blu-ray
or in this case dvd now because the
second example
is based on this cell b5 watch what
happens if i type in blu-ray there
it updates the amount because it's not
based on
something in quotes this one is based on
whatever is in
b5 i'll change that back to dvd
and it changes the results again now
there is a reason it's called sumifs
and not just sum if and that's because
you can do
more than one sum if at a time so let's
look at how to do that
what if i want to know the total amount
spent not just on dvds but specifically
mystery dvds how would i do that well
equals sumifs left parenthesis
i want to add up the cost paid ctrl
shift down
i'll go up here to the formula bar comma
the criteria range
it's right here i want it to search b2
all the way through the bottom so ctrl
shift down and then i put a comma in the
formula bar
i'm searching for dvds i'll just click
here on this b7 in this case where the
word dvd is
and then i put a comma in so that's my
first if but look
because i put a comma excel is now
expecting another criteria range
criteria range 2.
in addition to dvd i'm looking for
mysteries
so i'll go up here click on f2 in this
case
ctrl shift down to get the whole column
and then back up in the formula bar
comma and what is the actual criteria
what is it that we're looking for we're
looking for
mysteries so as you can see this gets
fairly complicated
if you have more than one criteria in
your sumifs formula
so this is all lit up in different
colors but let's see if it worked
i'll put a close parenthesis tap enter
and i've only spent
twenty four dollars on mystery dvds in
my collection
and you can see that that's true just by
browsing down fifteen dollar mystery dvd
plus a nine dollar mystery dvd so this
is just one example of how to use some
ifs
there are lots of very powerful uses of
sumifs
i hope you found this tutorial to be
helpful if you did please like
follow and subscribe and when you do
click the bell so you'll be notified
when i post another video
The Excel AVERAGEIFS Function
https://youtu.be/EgluXBBtwZ0

AVERAGEIFS- count the total number of records but you want it to include text

-you can do more than one sum if at a time

A B C D E F G H I J
1 Average Average Average Average
Score of Score of Score of Score of
Grade 7 Grade 8 Grade 9 Grade 10
Gr Stu
Te =AVERAGEIF =AVERAGEIF =AVERAGEIF =AVERAGEIF Average
Stud ad de
st Sc S(average_r S(average_r S(average_r S(average_r Score of
ent e nt
Sc ho ange, ange, ange, ange, 7th
Na Le Nu
or ol criteria_rang criteria_rang criteria_rang criteria_rang Graders
me ve mb
e e1, criteria1, e1, criteria1, e1, criteria1, e1, criteria1, from PES
l er
[criteria_rang [criteria_rang [criteria_rang [criteria_rang
e2, criteria2], e2, criteria2], e2, criteria2], e2, criteria2],
...) ...) ...) ...)
=AVERAGEIF =AVERAGEIF =AVERAGEIF =AVERAGEIF
QUIT 096 PE
2 7 79 S(D2:D9, S(D2:D9, S(D2:D9, S(D2:D9,
EVIS 6 S
B2:B9, B2) B2:B9, B3) B2:B9, B4) B2:B9, B5) =AVERA
RAG 096 TE GEIFS(D2
3 8 84
ASA 7 S :D9,
RAP 096 PE B2:B9,
4 9 89
ADA 8 S B2, E2:E9,
REB E2)
096 TE
5 ULD 10 94
9 S
ELA Or
REP
097 PE
6 OTO 10 76 =AVERA
0 S
LA GEIFS(D2
RIG 097 TE :D9,
7 9 81
OR 1 S B2:B9,
ROS 097 PE B2, E2:E9,
8 8 86 “PES”)
ETE 2 S
SAL
097 TE
9 GA 7 91
3 S
DO

Transcript

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Using LEFT RIGHT & MID Functions in Excel
https://youtu.be/PbWRI7ANjsE

String Functions- Left, right & mid functions

A B C D E F G H
1 Month Year
Date Area Code Zip Code Added Added
Student Adde Phon =LEFT(text, =RIGHT(text, =MID (text, =
Address
Name d to e (num_chars (num_chars start_num, RIGHT(text,
List )) )) (num_chars (num_chars
)) ))
101 Hope
Wed, Ln,
(814)
Jun Martinsburg, =RIGHT(C2, =MID(B2, 6, =RIGHT(B2,
2 QUITEVIS 793- =LEFT(D2, 5)
29, Pennsylvani 5) 3) 4)
3164
1988 a (PA),
16662
5151 Stires
Sun,
Dr NW, (330)
Oct
3 RAGASA Malvern, 863-
16,
Ohio(OH), 0865
1988
44644
1260 Ky 689
Wed,
Rte, (606)
Nov
4 RAPADA Flatgap, 265-
21,
Kentucky(KY 3528
1990
), 41219
50025
Fri, Jefferson
(586)
REBULDEL Jan Ave, New
5 725-
A 18, Baltimore,
8928
1991 Michigan(MI
), 48047
Advanced Excel - VLOOKUP Basics
https://youtu.be/y8ygx1Zkcgs

Argument
Argument 1- lookup value
Argument 2- table array
And so on…

*There’s also HLOOKUP

A B C D E F G
1 Rating
=VLOOKUP(lookup_value,
Date Cost
Title Rating Genre Location table_array,
Purchased Paid
col_index_num,
[range_lookup])
The Best =VLOOKUP(G3, A2:F5, 3,
2 2020 PG-13 30 Drama Living Room
of Me FALSE)
Safe Living Room
3 2020 PG-13 20 Drama Safe Haven
Haven
Tom and Basement
4 2020 PG 10 Comedy
Jerry
The
5 2020 PG 15 Drama Basement
Notebook
How to Extract Data from a Spreadsheet using VLOOKUP, MATCH and INDEX
https://youtu.be/NaBakFrIZkA

VLOOKUP =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

A B C D E F G H
1 Order First Last
State Variety Price/lb. Pounds Sale
# Name Name
Tito
2 1001 QUITEVIS MI Ethiopia 8 5 40
Simon
Mary
3 1002 RAGASA CA Ethiopia 8 12 96
Rose
Jana Blue
4 1003 RAPADA NY 12 11 132
Mae Mountain

1. Highlight a table automatically

MS EXCEL:
Click A2 > Ctrl + Shift + End
GOOGLE SHEET:
Click A2 > Ctrl + Shift + right arrow then, Ctrl + Shift + down arrow
2. Go to formulas> Define name> data

A B
1 Order# Sale Amount
=VLOOKUP(A2,
2 1001
data, 8, FALSE)
3 1002
4 1003

MATCH =MATCH(lookup_value, table_range, type)

Type:
1. Closest above- -1 Values must be in descending order
2. Target value 0 Values can be in any order
3. Closest below 1 Default. Values must be in ascending order

A B C D E F G H
1 Order First Last
State Variety Price/lb. Pounds Sale
# Name Name
Tito
2 1001 QUITEVIS MI Ethiopia 8 5 40
Simon
Mary
3 1002 RAGASA CA Ethiopia 8 12 96
Rose
Jana Blue
4 1003 RAPADA NY 12 11 132
Mae Mountain

1. Highlight a column automatically

MS EXCEL:
Click A2 > Ctrl + Shift + down arrow
GOOGLE SHEET:
Click A2 > Ctrl + Shift + down arrow
2. Go to formulas> Define name> order_number

A B
 Order from the
1 Order#
above table
=MATCH(A2,
2 1001
order_number, 1)
3 1002
4 1003

INDEX =INDEX(table_range, row_number, [column number])

A B C D E F G H
1 Order First Last
State Variety Price/lb. Pounds Sale
# Name Name
Tito
2 1001 QUITEVIS MI Ethiopia 8 5 40
Simon
Mary
3 1002 RAGASA CA Ethiopia 8 12 96
Rose
Jana Blue
4 1003 RAPADA NY 12 11 132
Mae Mountain

A B C
1 Row # Column # Last Name
=INDEX(data, A2,
2 1 3
B2)
3 2 3
4 3 3

Transcript (textbased)

When you need to find and extract a column of data from one table and place it in another, use the
VLOOKUP function. This function works in any version of Excel in Windows and Mac, and also in Google
Sheets. It allows you to find data in one table using some identifier it has in common with another table. The
two tables can be on different sheets or even on different workbooks. There is also an HLOOKUP function,
which does the same thing, but with data arranged horizontally, across rows.

The MATCH and INDEX functions are good to use when you’re concerned with the location of specific
data, such as the column or row that contains a person’s name.

Using VLOOKUP
When VLOOKUP finds the identifier that you specify in the source data, it can then find any cell in that row
and return the information to you. Note that in the source data, the identifier must be in the first column of
the table.
 A unique identifier should be like a serial
number, where no two are the same in the same table.
Syntax
The syntax of the VLOOKUP function is:
=VLOOKUP(lookup value, table range, column number, [true/false])
Here’s what these arguments mean:
 Lookup value. The cell that has the unique identifier.
 Table range. The range of cells that has the identifier in the first column, followed by the rest of the
data in the other columns.
 Column number. The number of the column that has the data you’re looking for. Don’t get that
confused with the column’s letter. In the above illustration, the states are in column 4.
 True/False. This argument is optional. True means that an approximate match is acceptable,
and False means that only an exact match is acceptable.
We want to find sales amounts from the table in the illustration above, so we use these arguments:

Syntax of the VLOOKUP function

Define a Range Name to Create an Absolute Reference
In Vlookup example.xlsx, look at the Sales Amounts worksheet. We’ll enter the formula in B5, then use the
AutoFill feature to copy the formula down the sheet. That means the table range in the formula has to be
an absolute reference. A good way to do that is to define a name for the table range.
Defining a Range Name in Excel
1. Before entering the formula, go to the source data worksheet.
2. Select all the cells from A4 (header for the Order # column) down through H203. A quick way of
doing it is to click A4, then press Ctrl-Shift-End (Command-Shift-End on the Mac).
3. Click inside the Name Box above column A (the Name Box now displays A4).
4. Type data, then press Enter.
5. You can now use the name data in the formula instead of $A$4:$H$203.
 The name box usually displays the current
cell address. Click inside it and type a name to define a range.
Defining a Range name in Google Sheets
In Google Sheets, defining a name is a little different.
1. Click the first column header of your source data, then press Ctrl-Shift-Right Arrow (Command-Shift-
Right Arrow on the Mac). That selects the row of column headers.
2. Press Ctrl-Shift-Down Arrow (Command-Shift-Down Arrow on the Mac). That selects the actual
data.
3. Click the Data menu, then select Named and protected ranges.
4. In the Name and protected ranges box on the right, type data, then click Done.

Defining a range name in Google Sheets

Entering the Formula
To enter the formula, go to the Sales Amounts worksheet and click in B5.
Enter the formula:
=VLOOKUP(A5,data,8,FALSE)
Press Enter.

Entering the VLOOKUP function

The result should be 40. To fill in the values down the column, click back on B5, if necessary. Put the mouse
pointer on the AutoFill dot in the cell’s lower-right corner, so the mouse pointer becomes a cross hair.
 When you place the mouse pointer on the
dot in the lower-right corner of a cell, it becomes an AutoFill cross hair
Double-click to fill the values down the column.

Double-click the AutoFill cross hair to copy

the formula down the column
If you want, you can run the VLOOKUP function in the next few columns to extract other fields, like last
name or state.
Using MATCH
The MATCH function is doesn’t return the value of data to you; you provide the value that you’re looking
for, and the function returns the position of that value. It’s like asking where is #135 Main Street, and getting
the answer that it’s the 4th building down the street.
Syntax
The syntax of the MATCH function is:
=MATCH(lookup value, table range, [match type])
The arguments are:
 Lookup value. The cell that has the unique identifier.
 Table range. The range of cells you’re searching.
 Match type. Optional. It’s how you specify how close of a match you want, as follows:
Next highest value -1 Values must be in descending order.

Target value 0 Values can be in any order.

Next lowest value 1 Default type. Values must be in ascending order.

As with the VLOOKUP function, you’ll probably find the MATCH function easier to use if you apply a range
name. Go to the Source Data sheet, select from B4 (column header for order #) to the bottom, click in
the Name box above column A, and call it order_number. Note that the values are in ascending order.
 A named range can be just one column, just
one row, or even just one cell
Go to the Match tab of the worksheet. In B5, enter the MATCH function:
=MATCH(A5,order_number,1)

Entering the MATCH function

If you didn’t define a range name, you’d write the function as:
=MATCH(A5,'Source Data'!A5:A203,0)
Either way, you can see that this is in the 14th position (making it the 13th order).

Result of the MATCH function

Using INDEX
The INDEX function is the opposite of the MATCH function and is similar to VLOOKUP. You tell the function
what row and column of the data you want, and it tells you the value of what’s in the cell.
Syntax
The syntax of the INDEX function is:
=INDEX(data range, row number, [column number])
The arguments are:
 Data range. Just like the other two functions, this is the table of data.
 Row number. The row number of the data, which is not necessarily the row of the worksheet. If the
table range starts on row 10 of the sheet, then that’s row #1.
 Column number. The column number of the data range. If the range starts on column E, that’s
column #1.
Excel’s documentation will tell you that the column number argument is optional, but the row number is sort
of optional, too. If the table range has only one row or one column, you don’t have to use the other
argument.
Go to the Index sheet of the workbook and click in C6. We first want to find what’s contained in row 9,
column 3 of the table. In the formula, we’ll use the range name that we created earlier.
Enter the formula:
=INDEX(data,A6,B6)

entering the index function

It returns a customer’s last name: Strevell. Change the values of A6 and B6, and the result in C6 will show
different results (note that many rows have the same states and product names).
Conclusion
The ability of a worksheet to look at another worksheet and extract data is a great tool. This way, you can
have one sheet that contains all the data you need for many purposes, then extract what you need for
specific instances.

Transcript

hi welcome to Tut's plus my name is Bob

flu sir when you have a lot of data on a
worksheet and you want to extract some
of that data to use on other worksheets
the vlookup match and index functions
are great ways to do it these functions
work in any version of Excel on Windows
or Mac and they also work on the web in
Google sheets and also on the web
versions of Excel with the vlookup
function and the V stands for vertical
you have data arranged down columns and
by the way there is also an H lookup
function where you have data arranged
across rows H is horizontal and it works
the exact same way as vlookup so there's
really no need for me to cover that in
this tutorial you can grab actual data
from a worksheet like you see here and
use it in other sheets where as the
match and index functions are really
concerned with the positioning of data
where your data are located rather than
what is the actual value of the data if
you want to follow along in this
tutorial using your own workbook go
right ahead
if you'd like to use the sheet that I
have here on screen you can see it's
called vlookup example you could
download this from the Tut's plus
website right here on the page where
you're watching this tutorial and before
we actually start clicking around and
writing formulas I want to give you a
little bit of info on how vlookup works
vlookup links to different tables and
they could be on the same worksheet or
more likely on different worksheets even
in different workbooks using a unique
identifier and the unique identifier
that we're going to use in this tutorial
is going to be an order number but in
other situations it could be other
things you can think of it sort of like
is a serial number if you work with
databases you might be familiar with the
concept of a primary key so with this
table in mind let me explain how the
syntax works like any function we start
off with an equal sign and then you have
the name of the function vlookup and
open a parenthesis there are three
wired arguments in one optional argument
the first argument is what's called the
lookup value and that's that unique
identifier that we are talking about and
in our example that's going to be the
order number now because you have to
have commas separating the arguments in
any function after you put in the lookup
value you type in a comma and then the
second argument is the table range and
in our example that's going to be the
entire table but keep in mind it doesn't
always have to be that then we put in a
comma and the third argument is the
column number now let's say we want to
get the sale amount and you can see here
that's the last column in this table in
this instance that's column number eight
now don't get that confused with the
fact that you can see here it's column H
there's no law that says that the table
has to start in column a so let's say
for example if we start the table in
column B then the sale column is still
going to be the 8th column but it's
going to be in column I instead of
column H so that's why we're referring
to the actual column number of the data
table not the column of the worksheet
anyway after you put in the column
number you put in a comma and then that
optional argument at the end is true or
false and this could be a little
confusing in this instance we're going
to say false and what that means is is
this false means don't give me an
approximation give me an exact amount
true means an approximation is OK now
there are times when an approximation is
alright but when we're looking at order
numbers and when we want to plug in an
order number and find the sale amount of
that order number we really don't want
an approximation and that of course we
close the function with a matching
parenthesis one other thing because
we're going to put this entire table in
a formula we need to make sure that
we're referring to the table with an
absolute reference because we're going
to put in the vlookup function and then
we want to autofill down that is we want
to copy and paste down the formula all
the way down a couple hundred rows
understanding absolute references is
beyond the scope of this tutorial but
suffice to say it could be a little
messy when you're
using an absolute reference in a long
formula so what I find it's easier to do
is to create a range name when you give
a name to a range like to this whole
table that we have then you could use
that name in your formulas first I'll
show you how to create a range name in
Excel and it works the same way in
Windows or Mac and then I'll show you
how to create a range name in Google
sheets now the range itself you have a
choice you can have it include the
column headers or you could have it be
just the data below the column headers
and the written version of this tutorial
I included the column headers so just to
be a little different this time I'm
going to include only the data and not
the actual column headers so I'm going
to do is this I'm going to click over
here on cell a5 so that's the first cell
of actual data and I want to select down
and across to the last cell here so in
Windows I'll press control-shift end if
you're using a Mac you want to press
command shift end and you see that
select all the way down and across to
the last cell now to apply the name I
click up here in the name box now not on
the drop-down but on the actual box here
and when you do that you see that cell
reference gets highlighted and I'm just
going to call it data you could call it
almost anything you want you can't have
spaces or dashes in the name though and
you're limited to 33 characters so I'll
just call this in data and press the
Enter key and there it is you can see
that data is up there in the name box
and we know that works because I can
click somewhere over here
and then when I click this down arrow
and choose data you can see it's
selected and again I did not include the
column headers creating range names is a
little different in Google sheets so
here I have the same exact worksheet and
you can see I'm in my web browser so
I'll click on the same first bit of data
we can't select from a cell down and
across in Google sheets you have to
select first across and then down or
first down and then across so I'll press
control shift right arrow or if we're on
the Mac command shift right arrow and
now I'll press control shift
down arrow or on the Mac command shift
down arrow now that I've done that I go
up to the data menu and over here I
choose named and protected ranges and
then in his box over here I'll call it
data and then click done and you can see
it's over there and then I'm done with
that I can close this little panel with
that X so in this tutorial this is the
only thing that's different between
Google sheets and Excel okay so let's
enter some formulas already enough
talking right now I'm on the source data
sheet let's click on the sale announce
sheet and you can see I already have the
order numbers and what we want to do is
use the order number to look up the
sales amount like I was talking about so
let's start entering the formulas 8
equals V lookup and if you get that
little syntax error you don't have to
type the whole thing just press the tab
key and it gives us a little bit of
syntax helping the look of value we know
is that order number so I'll click that
and I type a comma now the table array
that's the table we had so we don't have
to go back to the source data sheet and
select all that and make it an absolute
reference because we already called it
data so all I have to do is type the
word data now if you did not create the
range name you will have to go to the
source data sheet and select the whole
thing and make it an absolute reference
also Excel understands that oh yes I did
create that range name so it's in here
I'll show you also a little trick let me
just backspace over that let's say I
have a lot of range names or I created
that range name a long time ago I don't
remember what it is
I could always press the f3 key on the
keyboard and get the paste name box and
just double click it and I'll type a
comma and then it asked me for the
column index number we said before
that's column eight that's where the
sales figure is put in a comma and here
it's even giving us a little syntax help
do we want true or do we want false we
want an exact match so you could type
the word false or you could double click
it and it puts it in close a parenthesis
and right and it's 40 in fact if we go
back here so we're stadia we can see le
s md that's correct let's go back here
and we want to autofill this so click
the cell and if you're not all that
familiar with autofill and you notice
that there is a little dot in the lower
right corner of the cell when you put
the mouse corner over the dot the mouse
pointer becomes this little crosshair
and even if you know autofill here's
something that most people don't know
you don't have to click and drag this
down for 200 whatever res all you have
to do is double click the crosshair and
it fills in all the way down so you can
scroll all the way down and you can see
it's filled in all the way that's
because there are no gaps in column a if
there is a gap somewhere in column a
then that autofill will just kind of
stop where that gap is if you want to
practice this on your own you could go
here and maybe to column C or column D
and go and use vlookup to find maybe
people's last names or the states so
let's take a look at the match function
we can click the match tab here in the
worksheet as I said earlier the match
function isn't really concerned with the
value of data but location of data
actually it's kind of like the game of
Jeopardy you tell it what the value is
and the match function tells you where
the value is kind of if you think of
maybe you're walking down the street and
you say to somebody
oh we're is number 135 and they tell you
Oh number 135 is the 4th building down
so let's talk a little bit about the
syntax of the match function we say
equals match open the parentheses right
just like any function and then you put
in the lookup value that's just like
what we were talking about before that's
going to be the order number put in a
comma and you have the table range table
range is the same as what we were
talking about before in our case we're
going to use the entire table you put in
a comma and then you enter the type now
what's that type all about when you have
that value you're looking for you may
have a value that's just above it or
just below it and to determine whether
or not either of those are acceptable
that type you can put in negative 1 0 or
a 1 negative 1 means you'll choose the
number that's the closest above it if
you choose a positive 1
it's the closest number below it if you
choose 0 it means you want an exact
match
also with the match function you have to
be aware of whether your data are sorted
in any particular order so you have to
have data sorted in descending order to
use the negative one option you have to
have your data sorted in ascending order
if you're going to use the positive one
option and you can see that's the
default or if you don't care if it's in
one order or another then you can use a
zero since we're looking for only one
piece of data we're looking for that
order number we need to go and define
another range name so let's go back to
source data and we're going to be
concerned just with the order number so
we already have a range name that's for
the entire table now we just want a
range name for the data going down
column a so kind of like what we did
before you want to click on cell a5
press control shift down arrow or
command shift down arrow on the Mac
let's go up here click inside the name
box and I'm going to call this order
underscore number underscores are okay
dashes are not spaces are not okay and
press Enter if you're doing this in
Google sheets use the same procedure
that I showed you just before so let's
go back to the match worksheet and we'll
put in the function we'll say equals
match open the parentheses lookup value
we said that's the order number comma
the lookup array right that's what we
just put in the order number if you want
you could press the f3 key and you can
see there is the two range names
double-click type in a comma and we have
our values in ascending order so I'm
going to choose the one click it those
parentheses and enter it and now we can
see that order 10:13 is in the 13th
position now if you had included the
column headers and this would be showing
14 and we can eyeball this let's go back
here and we can see there is order 10 13
if we count from the top
that is the 13th one down finally let's
talk about the index function and I'm
going to click on the index tab of this
worksheet the index function is kind of
like the opposite of the match function
and it deals with two dimensions it
deals with rows and columns so we tell
it here's the road number and the column
number I'm looking for which means the
particular cell now return to me the
value that's in that particular cell so
let's take a brief look at the syntax of
the index function we say equals index
open the parenthesis first argument is
the table range or data range again it's
the entire table that we've been looking
at put in a comma and then you have the
row number put in a comma and then
optionally the column number now this is
a little weird because the official
documentation tells us that column
number is optional but it's really the
row number could also be optional and
what that means is when you have a large
table like what we're working with you
do want a row number and a column number
but let's say you only have single row
well then you don't need a column number
or if you only have a single column then
you don't need a row number so let's put
in the function and I'm going to be here
on cell c6 so I'm going to say equals
index open up the parentheses and just
like before the range is the entire data
range you can see it finds it for us
that we put in comma and we want row
nine comma column three close the
parentheses enter it and now we can see
that that is somebody's last name and
let's take a look go back to source data
and we can see there it's the ninth row
down and third column over if we go back
here and let's say just for example
maybe I want to go to row 13 and see
it's already changing column 4 then I
have the state so if I go back over here
I can see all right there it is this is
row 13 column 4 so having these three
functions that can look at a large
worksheet
and extract value and positioning of
data are really great tools this way you
can have one sheet that has all of the
data in the universe and then individual
sheets where you're picking up just
those pieces of data that you need and
of all of the parts of Excel that people
ask me about vlookup is far and away the
most common so I hope you found this
tutorial helpful
once again for a touch plus my name is
Bob Blitzer and I'll see you down the
road
Combining Data From Multiple Cells in Excel
https://youtu.be/tkFbTMSiA8I

A B C D E F G
1 Product or
First Last Total Begin Begin Customer
Service
Name Name Purchases Date Time Profile
Number
=A2&” Outcome:
“&B2&”:”&” TITO
TITO 12:27:39
2 QUITEVIS 40 4/23/2002 88478342 “&”$”&C2 SIMON
SIMON PM
QUITEVIS:
$40
MARY 12:50:15
3 RAGASA 533 12/3/2012 96653328
ROSE PM
JANA 2:17:40
4 RAPADA 172.72 7/27/2004 92974694
MAE PM

Use Format Painter to copy the formatting of row labels beside customer profile

AutoFill Handle (sometimes also called the Fill Handle)

Creating Easy Data Entry Forms in Excel
https://youtu.be/5soiJ5rsqKc

Quick Access Toolbar > More Commands > Commands Not in the Ribbon > Form > Add > Ok

A B C D
1 Employee
Name Hire Date Department
Number
TITO
2 SIMON 4/23/2002 88478342 Sales
QUITEVIS
MARY
Customer
3 ROSE 12/3/2012 96653328
Service
RAGASA
JANA
4 MAE 7/27/2004 92974694 Communications
RAPADA

Click anywhere in the data

Create Table by clicking Ctrl + T
Highlight cells you want to be included
Check or uncheck My table has headers

Click anywhere in the table

Click Form in the Quick Access Toolbar

Criteria

Transcript

in this tutorial I will show you an easy

way to create data entry forms in Excel
and these forms make it so much easier
to enter records or data into Excel you
can see here on the screen I have a
pretty simple spreadsheet this is an
employee list with names hired a its
employee numbers and departments let's
say that a business has decided that
they want to have an employee sheet and
this is just the beginning of setting up
that employee list now imagine how time
consuming and painful it would be to
enter all of this data for let's say 200
employees yes you can do it you can just
click on the appropriate cell you can
type tab over type but doing it this way
can lead to more mistakes and so let's
look at how to set up an easy data entry
form in Excel the first step that I'm
gonna have to take is to go up here to
the quick access bar this is a handy bar
where you can add additional tools and
features that you want to be able to
access easily and quickly that's why
it's called the quick access toolbar and
if you haven't already watched my
previous tutorial on how to customize
the quick access toolbar please do so
but for the purposes of this video I'm
just gonna click here on this button
this is the customize quick access
toolbar button when you click that it
gives you a list of some of the items
that you can add to the quick access
toolbar or take off the quick access
toolbar but if you look toward the
bottom of this pop up menu there's an
option for more commands and I'm gonna
click that it takes me to a list of
popular Excel commands but in this case
what we're looking for is not
necessarily popular so I'm gonna go down
to either all commands or commands not
in ribbon I'll just pick commands not in
ribbon and what I'm looking for is form
that's what I'm trying to create a quick
easy data entry form so I'm gonna browse
down look for form there it is I click
on it and if you'll notice here on the
right side there are some items already
in this list compare those to what's up
above here on my quick access toolbar
it's the same things the same features
are listed here as are here in the upper
left so I want to add
form to that list having selected form I
just click add it's now added to this
list and when I click on OK it will now
be added to my quick access toolbar so
there it is now that I have that button
readily accessible to me I will be able
to easily create a data entry form for
my excel spreadsheet all right the next
thing we need to do is take this data
that I have here in my spreadsheet and
turn it into a table for some reason
that's a prerequisite of using these
quick forms so how to turn this into a
table all I have to do is click
somewhere inside the data how about here
and then here on the Home tab home
ribbon in the Styles group there's a
button that says format as table now
there is a faster way to do it once
you've clicked anywhere in the data you
can just hold the ctrl key and tap T for
table and that will bring up this pop-up
and here Excel has tried to guess what
my data consists of and in 99% of the
cases it does it correctly you'll notice
that there's a dashed line that's kind
of moving across the top here and on the
left and on the right that is outlining
the shape of the table and in most cases
it gets it perfectly correct if not you
may need to change some of the numbers
here you may need to click this and then
outline what you want to be included or
you might need to check or uncheck my
table has headers I'm just gonna click
OK let's see if it works it looks like
it did I can tell that Excel has
identified these items here as headers
so I think that worked just fine
and now let's move on to the next step
at this point I just want to have
clicked somewhere in the table so I'll
I'll just make sure that I've done that
I click and now I go up here to the
quick access toolbar and click the form
button now notice what it did it has
identified 22 Records or rows in this
table it doesn't count the header row it
just skips it but you'll notice that
record number 1 is Gina Pollan here at
the left but all of the data and
information related to Gina Pollan is
listed vertically in this case instead
of horizontally now there are a couple
of reasons why this is
helpful one of them is let's say you
have a spreadsheet with like 14 columns
or 15 columns you wouldn't want to have
to click this bar and drag to the right
and type in the data or to tab over up
to 14 times in order to enter in your
data it's kind of cumbersome to do it
that way and so that's why you might
want to do what I'm showing here by
creating an easy data entry form now if
I click find next look what it does it
goes to the next record
marcelina Restrepo click find next again
Rajini aloft as' and so forth and it's
numbering those records here at the top
right so I can click through those now
let's say it's time to resume entering
data for the employees of this company I
can click new notice it says new record
I just click and next to name I'll type
the next employees name if I tap tab it
does move to the next data entry cell
hire date now you can just type that in
the way you typically would maybe with
the day than the month in the year or
you can hold the ctrl key and tap
semicolon and that puts today's date
into the form in this case Gary Larson
was not hired today so I will go ahead
and change that to a different date put
in the employee number and I can either
click to the next cell in this entry
form or I can tab just like I did before
put in the department and at this point
I can tap enter on the keyboard it
inserts the record into my spreadsheet
and gives me a new blank form if I close
and browse down the page you can see
there's Gary Larson hire date employee
number and Department jumping back into
the form is super easy I just go up here
on the quick access toolbar click form
I'm right back in there I want to enter
a new employee and I simply resume so if
you do a lot of data entry you're gonna
find yourself really preferring these
easy data entry forms that you can
create and use in Excel and it's really
easy to do while we're here in this form
tool I want to point out some of the
other features and buttons that we have
so we've looked already at new notice
that there's also delete so this is a
mistake obviously I don't know how I
made that one but I can just click
delete displayed record will be
deleted that's exactly what I want so I
click okay and it's gone we also have a
find previous button so that goes from
number 25 to number 24 to record number
23
et cetera you can also find next that
advances to higher numbers and then we
have a criteria button and a restore
button let's look at the restore button
so i'm gonna click find previous a few
times here we have a person named Eileen
Osterberg and let's say that the company
is considering changing her department
from sales to customer service so I can
just type that in but what if I realized
that that was a mistake
I can just click restore and it goes
right back to the way it was before I
started changing the data in this form
so as long as you don't click close or
tap enter on the keyboard everything
that you type here is easy to undo just
by clicking the restore button ok one
button left to look at besides clothes
and that is criteria the way criteria
works is you click it and then you enter
criteria into this form and then Excel
will see if it can find one or more of
the records here in the spreadsheet that
matched the criteria so for example I
would really like to find someone who
has a name that includes the word Bob
and the hire date doesn't really matter
the employee number doesn't really
matter but the department should be
communications all right so I have Bob
and communications at this point all I
have to do is tap enter on the keyboard
and look I found Bob in communications
there is now you may at first think that
this number here in the upper right
indicates that there are 25 or 18 Bob's
in communication but if you click next
you'll notice that's really all there is
just one Bob in communications so what
if I want to see everyone in
communications not just Bob to do that
I'm gonna close the form open it back up
and go to criteria put in communications
tap enter on the keyboard and now look
it found Virginia Loftus if I click next
palma new Meister and there is good old
Bob again so I hope that you see how
useful an Excel data entry form can be
you can take your data entry tasks that
might be too horizontal and it can make
it vertical and notice that you can
scroll so it could be 10 15 20 different
bits of data that you're entering in and
it makes them vertical not horizontal
and it gives you these tools at the
right to also help you to search within
the table that you've created thanks for
watching I hope you found this tutorial
to be helpful if you did please click
the like button below and consider
connecting with me on my social media
accounts like Facebook Pinterest and
Twitter and definitely do subscribe to
my youtube channel for more videos about
technology for teachers and students and
when you do subscribe click the bell
next to the subscribe button that way
you'll be notified whenever I post
another video and watch for another
video from me at least every Monday if
you'd like to support my channel
consider becoming a supporter of mine
through my patreon account and you'll
see a link to that in the description
below
Remove Duplicates Tool in Excel

https://youtu.be/Z_-RtrcYGPk

Data > Data Tools Group > Remove Duplicates

Transcript

in this Excel tutorial we're gonna focus

on duplicates so you can see here I have
a spreadsheet of synth-pop bands and
albums and this spreadsheet belongs to a
hypothetical synth pop CD store and you
can see there's a list here of some of
the classic synth pop bands and their
latest releases but I'm also including
here some more recent synth pop bands
and ones that you may not have heard of
before now the problem with this
spreadsheet though is when I initially
created it I was focusing on the
different quarters of the year quarter
one quarter two quarter three and so the
result is that I end up with several
different records for each band and
that's what I wanted in this spreadsheet
to begin with but let's say I decide you
know what I just want to create a list
of all of the bands whose music I sell
or maybe I want to create a list just of
all of the album's that I'm selling
let's look at how we could do that
what I have to do is just go to data and
look on the data ribbon in the data
tools group you'll notice that there's
an option to remove duplicates when you
click that by default it's probably
going to check all of your columns so
it's gonna look for duplicates
throughout the entire spreadsheet at
this point and that may not be what I
want if I just want to see a list of the
unique band titles in my spreadsheet all
I have to do is unselect all and then
choose band so it's gonna look for
duplicates only in the list of bands I
click OK it found 33 duplicates and
remove them 15 unique values remain so I
click OK and look at that it now is a
list just of the bands whose CDs I
hypothetically sell so that's how you
can remove duplicates and how you can
pull out just the unique data in your
spreadsheet so now of course I could go
up and choose file save as and I could
save this as a different separate
spreadsheet that's just a list of all
the bands and then here in my original
spreadsheet if I wanted to keep the list
the way it was I could just exit out and
not save over the original
and I should be able to have both copies
of the spreadsheet so I think remove
duplicates is a very useful tool I hope
that you found the tutorial to be
helpful if you did please click the like
button below and consider connecting
with me on my social media websites like
Facebook Pinterest and Twitter and
definitely subscribe to my youtube
channel for more videos about technology
for teachers and students and watch for
another video from me at least every
Monday if you'd like to learn more about
some of these bands mentioned in the
video please see the description below
and if you want to support my youtube
channel please consider becoming a
patron of mine through my patreon
account and you'll find links to that in
the description below and speaking of
patreon I want to give a quick shout out
to my first $5 supporter and that is
Sharma Anatoly so thank you I appreciate
your support so much I'm also grateful
for the $1 supporters that I have and
for all of you considering becoming a
patron of mine it's great supporters
like Sharma Anatoly that help keep this
YouTube channel alive thank you
Fixing Common Excel Errors - Part 1: DIV/0, N/A, & NAME?
https://youtu.be/XxEkWwXs-HQ

DIV/0 ERROR

In cell F2, change the formula by typing the IFERROR FUNCTION (IFERROR(value, value_if_error)
=IFERROR(D2/E2, ““)

or =IFERROR(D2/E2, “No purchases“)

N/A ERROR

If there are extra spaces, eliminate it by inserting a column at the right of it

Type Trim Function =TRIM(text)
=TRIM(A3)
Copy the column B
Go to Column A and paste values
Delete Column B

*Also, make sure that the column/row is formatted correctly either as text/general.
=IFERROR(VLOOKUP(H8, A3:F24, 3, FALSE), “Not in inventory”)

NAME ERROR
Other example:
 Other error messages:

Transcript

in this tutorial we're gonna look at how

to fix common Excel errors and this is
the first in a three-part series in part
one we're going to look at the div 0
error the n/a error and the name error
and to help with this I have a workbook
with three unrelated spreadsheets each
one is a good example of one of those
errors if you would like to follow along
with me in the description below this
video I have a link that you can use to
download this workbook and it makes it
so much easier to follow along but let's
get started first with the div 0 error
you can see my spreadsheet here is
tracking my purchase history for some
supplies and you can see I'm getting a
div 0 error a couple of times here in
the spreadsheet well what this stands
for is dividing by 0 dividing by 0 as
you probably know is not possible and so
because it's impossible when I try to do
it I get this error message in Excel so
what's happening here well I have a
formula set up you can see it here where
what's happening is it's dividing the
total cost of a particular item tape in
this case by the quantity that I
purchased and it gives me the total cost
per item so this is being divided by
this ok so let's look at the next row
here I have nothing zero basically
divided by zero well that produces an
error message because it's not possible
to divide 0 by 0 it's not possible to
divide a hundred by 0 either so that
error message is accurate it's telling
me the truth there's an error going on
here
the thing is it looks so bad it looks so
ugly in my spreadsheet so how could I
fix that and you can see there's another
example of it down here well one way to
fix it would be to not divide by 0 so if
I go out and buy a box of markers let's
say it's $6 and I get one box now that I
have something other than zero in this
cell it updates and there's no error
message but what if I don't want to buy
a box of markers or don't need to
let's just zero those out and now what
I'll do instead is I'll change up my
formula so I'm gonna go back up here to
cell f2 click on the cell and I'm gonna
delete what's there in the formula bar I
of course could do the same thing here
inside the cell but sometimes it's nice
to use this formula bar it's just a
little bit cleaner sometimes so I'll
type equals and then I'll start out with
something called if error it's kind of a
weird function to use but notice what it
says returns value if error if
expression is an error and the value of
the expression itself otherwise so this
basically helps guard against errors and
produces something if there is an error
okay so if error left parenthesis and
now I'll put in the total cost for the
tape so d2 so I type in D 2 divided by e
2 and then I put in a comma
and then after the comma look what it's
expecting it's expecting the value if
error so if there is an error in cell f2
based on dividing 60 by 32 if there's an
error what do I want it to print on the
screen well I could just put two quotes
or a quotation mark a space and another
quotation mark and then close
parentheses you really don't need the
space in between though now I'll just
tap enter on the keyboard and look there
wasn't an error and so it just produced
the result of D 2 divided by e 2 and now
I'll drag that down all the way down to
the bottom and release what changed well
the div 0 errors went away and why
because of this new formula it's
checking for an error and if there is an
error I tell it to print nothing in the
cell and I copied that down using the
autofill handle so that's true of all of
this column so that's one way to handle
it another way would be to instead of
putting nothing in the cell
I could put a message to the person
who's looking at the spreadsheet I could
type in something like no purchases so
that would explain why it's blank
there have been no purchases so I tap
enter and notice that it updated the
entire column probably because I'm in a
Abell it did it that way so now instead
of the ugly error code I get this no
purchases message so that's a little bit
about the div zero error in Excel let's
move on to another spreadsheet and look
at a second error that comes up from
time to time and this is the n/a error
and this comes up most often when you're
using vlookup or H lookup or any other
function or tool in Excel where it's
looking for a specific thing so you can
see here I have a movie inventory and
I'm using vlookup to tell me the rating
of various movies so I could click here
type in the Martian tap enter on the
keyboard and it tells me pg-13 so that's
using vlookup if you haven't already
watched my tutorial on vlookup you're
missing out you need to watch that but
for the purposes of this tutorial let's
just move on and watch what happens when
I type The Lion King I tap enter and I
get the n/a error so you can probably
figure out the reason why I'm getting
n/a because it's searching the
spreadsheet it's searching the data that
I've provided for the Lion King and it's
not available it's not finding it now
watch what happens if I put the Lion
King into this spreadsheet so the Lion
King and I'll put in the 2019 version of
it so I've put that information in now
let's go back up and try it again The
Lion King I tap enter it still doesn't
work I still get that in a error now if
you get an error like that and you're
pretty confident that the words that
you're looking for are in the range that
you're looking in that could be for a
couple of different reasons in this case
it could be that I've accidentally put
in too many spaces in a cell so for
example here The Lion King
notice that there's an extra space after
the G when I search for the Lion King
without a space it doesn't work if I add
a space in here after the G will it work
will it fix it yes it does but instead
of fixing the search term here there is
a way to actually fix the data and it
could be that other
movie titles also have too many spaces
included so I want to repair that data
to make sure that there are no extra
spaces to do that there may be a better
way but this is how I would do it I
would just right click here on column B
and choose insert so that gives me a new
column and then here in the column I'll
click on cell b3 tap equals and then the
word trim left parenthesis I'm gonna
trim the title Star Wars and then I
should put a right parenthesis you don't
really have to but it's a good idea to
get in that habit I'll tap enter and it
seems like nothing changed and that's
true nothing changed but the reason why
is because Star Wars didn't have an
extra space in it but some of these
other titles do so now that that's done
I'll use the autofill handle click and
drag down the page to copy that formula
and now I want to replace what's in
column a with what's in column B but the
tricky thing is column B is really made
up of just formulas that depend on
column a so I do have to be a little
careful with this but I'm just gonna
call this title as well and then I'm
gonna click and drag from title all the
way down to the bottom of my data and
then I will copy that either by
right-clicking and choosing copy or
control C to copy and then I'll click
here and right-click but I don't want to
just paste if I paste there will be some
errors
but if I go here to paste values what it
does is it converts these formulas into
actual values in this case titles of
movies so now I don't need this column
anymore I can right click on B choose
delete and that should have cleaned up
all of these titles it should have
trimmed out extra spaces and look it
worked
so now when I type in The Lion King it
tells me the rating let me show you
another example of how you could have
the correct data in the sheet but it
still gives you the n/a error a few
years ago a movie came out called 42 so
I'll just type in 42 I don't recall
exactly the year it came out but I'll
put in some data for it okay so now that
that's in
Fite do a search for 42 it's gonna work
it finds it it says it's pg-13 but from
time to time that might not work for you
and if it doesn't it probably has to do
with the number format so right now this
number in this cell is considered to be
a number but in some cases it might be
considered to be a text 42 is actually
the title of the movie it's not really
just a raw number so if you're ever
doing a vlookup and it gives you an n/a
error and you're dealing with numbers
you might consider making sure that the
column or row is formatted correctly
either as text in this case or as
numbers just to make sure that these
cells match the format of this cell now
similarly to my Purchase History example
I can fix this I can make it so that if
I type in a movie that's not in my
collection I don't get this ugly error
message the way that I would fix that is
I would click on the cell and change the
formula in front of vlookup I'm gonna
click in front of the V I'm just gonna
type if error left parentheses and then
after the vlookup information I'll put a
comma and then in quotes I'm just gonna
put the message that I want to send to
the user of this spreadsheet not in
inventory but in the quote put in the
right parenthesis and then I'll tap
enter on the keyboard
Starman is not in inventory so now if I
type in Star Trek that's also not in
inventory but if I type The BFG it is
there and has a rating of PG so once
again this if error function saves the
day and makes our spreadsheets look not
so ugly when these error messages come
up there's one more error message that
we're going to tackle in this video and
that is the name error in another video
I show you how to name cells in Excel
and I've done that in this spreadsheet
this is a health tracker for Jason Smith
and noticed that the cell that has his
age in it cell b3 has been renamed
it's called age and I've also renamed b4
I
called that height so now when I want to
calculate the BMI or body mass index for
Jason I can just click here type equals
and then I'll grab his weight so B 7
multiplied by 703 divided by and I can
just type in the word height and it
should grab the data that's in the cell
called height in this case b4 but what
if I misspelled height what if I type in
something like that and then I continue
on with my formula which would look
something like this and then I tap enter
on the keyboard look I get a name error
and what this is trying to tell me is
Excel thinks I might have used the wrong
name and I did instead of spelling
height correctly when I was trying to
reference the cell called height I
spelled it incorrectly and so there is a
name problem and that's why I get the
name error message so how do you fix
that you just need to be careful
whenever you see that name error it
usually means that you've typed
something incorrectly you've misspelled
it or maybe there isn't a cell named
this exact thing so you need to check to
make sure that you've used the correct
words spelled correctly one way to do
that with named cells is just go here to
the upper left corner this is the name
box and if you click this arrow it gives
you a list of all of the names that
you've used in this workbook or
spreadsheet so you can see height it's
spelled that way that's how I need to
spell it when I'm typing another example
of this error could be when you're
trying to do a sum or really any other
function so let's say I try to type sum
and I want to sum this entire column
left parenthesis B 1 through B 59 and I
tap enter and that works fine but what
if I accidentally leave the M off of sum
and I tap enter well that doesn't make
sense
some without the M is just not gonna
work and so Excel is telling me there's
a naming problem you'll have the same
problem if you try to do an average but
instead of typing out average what if
you just put AVG it's gonna give you a
name error one more thing to watch for
when you get that name error message
it's possible that the reason why is
because in your formula you've used
quotes when you shouldn't use quotes or
you needed to use quotes so for example
in this case I've added quotes around
the word height when I tap enter I get
an error message it's a little bit
different error message but still that
is something also to watch out for so
those are three common Excel errors div
/ 0na and name in a future video I'll
look at other error messages including
null num ref and value in the meantime I
hope you found this tutorial to be
helpful if you did please click the like
button below and consider connecting
with me on my social media accounts like
Facebook Pinterest and Twitter and
definitely do subscribe to my youtube
channel for more videos about technology
for teachers and students and when you
do subscribe click the bell next to the
subscribe button that way you'll be
notified whenever I post another video
and watch for another video from me at
least every Monday if you'd like to
support my channel become a supporter of
mine through my patreon account and
you'll see a link to that in the
description below
Fixing Common Excel Errors - Part 2: NULL, NUM & #####
https://youtu.be/N-lUU2WI14w

NULL ERROR- if you use a space instead of comma or other symbol

*There should no be space in between cell range being added. It should have been comma, not space.

=SUM(D2:D9 D12:D18) will make it a null error

To correct, change the formula into =SUM(D2:D9, D12:D18)

NUM ERROR- when you have a formula that produce an invalid number

-rarely happen too when there is too big or too small for excel to display
SQRT Function- returns the square root of a number

So for square root of negative numbers giving a #NUM! error, type

=IFERROR(SQRT(C11), “”)

Other example:

#### ERROR- excel can not fit the contents of the cell in the space provided
Just click and drag the line between D and E
or
Double click on the line between D and E

Transcript

this video is fixing common Excel

problems part two it's the second in a
three-part series on some strategies to
try in order to fix common Excel errors
and I have a spreadsheet here to go
along with this video I hope that you'll
download it by looking in the
description below the video and this
workbook should look pretty familiar if
you watched part 1 you can see that it
has still the div 0 error message if you
want to learn how to fix the div 0 error
message please watch part 1 here in part
2 we're gonna look at some strategies
for fixing the null error the num error
and the hashtag error let's start first
with null the main reason why you will
see the null error is if you use a space
in your formula when you actually should
use a comma or some other symbol so
let's do an example let's say I would
like to add up the total cost of the
first 8 items in this list and the last
5 or 6 items so I want to leave out some
of the things here in the middle like
shipping envelopes I don't want to
include those so to do this I'm going to
go here off to the right let's just say
g4 it doesn't have to be there though
and I'll type equals so this cell equals
the sum of what well I'll put in a left
parenthesis and then I'm gonna click and
drag I could type the cell references
here but I'll just click and drag to get
the first eight or so items in this list
ok so I want to add that but I also want
it to add let's say Erasers on down so
let's say here in the formula I put a
space and then I go down to erasers and
I click and drag and get the remaining
items so back up here on my formula you
can see what it looks like I'll tap
Enter or return on the keyboard but it
gives me a null error now the reason for
that is because of this space here I
should not have put a space there
whenever you put a space in that
situation or similar situations what it
does is it tries to identify an inner
section of two ranges it's looking for
where two ranges intersect well guess
what this range that I selected does not
intersect with this range there is no
intersection and that's why it produces
an error message no there is no
intersection between those two ranges so
instead of a space what I really meant
to do and should have done was put a
comma now if I tap enter on the keyboard
it's adding up this range and it's
adding up to that range and putting them
together and it gives me
17:57 so if you do see this null error
double check your formula make sure
you're using the proper symbols and
don't have extra spaces many times that
will solve the error next let's look at
the num error and for this one I'm gonna
switch to the health tracker spreadsheet
in my workbook and as you can see this
health tracker is a way to track the
health of Jason Smith he's trying to
lose weight and you can see here his
weight and the change from the previous
week and that's being tracked with a
formula you can see the formula there
it's pretty easy pretty simple who knows
why but let's just say that I've got to
know the square root of how many pounds
Jason lost from week to week well I
could do that I could type in equals s
QRT notice it says returns the square
root of a number and what's the number
it's this right here so I click there
and then I'll put in the left
parenthesis and I need to now put in the
number so I'll click here on the number
zero in this case but it's actually
clicking not on the number but on the
cell reference c7 and then I'll tap
enter on the keyboard and there you've
got the results square root of zero is
zero
now I'm going to use the autofill handle
this little green square in the lower
right corner of the cell I'll just click
on that and hold the click and then drag
down the page and it copied that formula
down and it worked beautifully except
for a couple of num errors now why am I
getting these num errors basically
you'll see num error
when you have a formula that try to
produce an invalid number so if you tell
Excel to do an impossible calculation
it's not going to be able to do it it's
impossible so it may give you this num
error so why is this impossible well I
told Excel to give me the square root of
negative 4 and if you know how square
root works there's just no possible way
to get the square root of -4 because
it's a negative number
same thing with negative 3 it's just not
possible to get the square root of it so
anytime you see this num error double
check your formula double check your
data and make sure that you're not
asking the impossible of Excel a way to
fix that would be to simply change
negative numbers to 0 but in this case
that would not reflect reality and so
instead you may want to do an if error
formula hopefully you can see how I'm
doing this so equals if error left
parenthesis and then the formula that I
was using before and then I'll put in a
comma and then quotation marks and
quotation marks so basically that will
print on the screen a blank space
nothing and then I can put the right
parenthesis and tap enter on the
keyboard so now if I copy that formula
down you'll notice what it does if there
is a num error it wipes it out and
pretends like there is not an error if
there are no errors then it performs the
formula just as I had created it up here
with the square root now there are other
cases when you'll see the num error it's
technically possible for the num error
to appear when a number is too big for
Excel or too small for Excel this rarely
happens I bet you'll never have this
happen but the biggest number that Excel
can display is a number one with 308
zeros after it and if you try to go
higher than that it's going to produce a
num error so to demonstrate this I'm
going to type equals in this cell so
this cell equals let's say 2000 raised
to the power of and the way you show
that is with
this little carrot symbol for me it's
shift six on the keyboard and then I'll
just type in let's say seven thousand
six hundred and seventy six so I'm gonna
raise two thousand ^ 7676 let's try that
I tap enter on the keyboard that gives
me an error message because my formula
produced a number so big it was bigger
than the number one with three hundred
and eight zeros after it and so Excel
just cannot display it now that's also
true of negative numbers if I try to
type in or calculate a number that is
smaller than minus one with three
hundred and eight zeros behind that
that's also going to produce a num error
because the number is too small for
Excel to display there are some other
reasons why you might see the num error
they're pretty rare but watch out for
those two examples that I've shared the
third error message that we're gonna
look at in this video is pretty simple
pretty easy and very common and I'm
going to use this third spreadsheet the
movie inventory spreadsheet so here I
have a list of movies and the cost that
was paid to buy these movies in DVD
format so I'm gonna go down here to the
bottom underneath them and I would like
to get a grand total so I'll just go up
here and use this autosum button here on
the Home tab home ribbon in the editing
group I can just click that and it will
auto sum everything in that column I tap
enter on the keyboard but look I get
this terrible ugly looking hashtag error
now the reason for this is very simple
and the fix is very simple what this
symbol means is simply that Excel cannot
fit the contents of this cell in the
space provided and you'll notice if I go
up here to the column letter D I'm gonna
go to the line between D and E I can
click and drag and I can make that even
more narrow if I want and if I do that
notice that the text that was there
before turns into hashtags so that shows
that it's really just about space it's
about being able to display the contents
of the cell the solution for this is
super easy all you have to do is click
and drag to prove
more space for that column and that way
the contents of all of these cells show
up and can fit in the space provided
there is an even easier way to do this
all you would have to do is double click
on the line between D and E in this case
so just double click and that
automatically resizes the column to the
perfect width so that everything can be
displayed so we've looked at three
common error messages null num and the
hashtag error and I've shown you some of
the best techniques for resolving those
errors watch for part 3 in this series
where I'll cover the ref error and the
value error if you found this tutorial
to be helpful please like follow and
subscribe and when you do subscribe
click the bell next to the subscribe
button if you do you'll be notified
whenever I post another video if you'd
like to support my channel become a
supporter of mine through my patreon
account and you'll see a link to that in
the description below
Fixing Common Excel Errors - Part 3: REF and VALUE
https://youtu.be/mmV3b3VObio

REF ERROR- cells used in the formula are completely gone/deleted

Solution: Undo the deleted cells or column needed in the formula

VALUE ERROR- when you use the wrong function argument or often what it is is you're trying to combine
different types of data that really don't go together so like a number plus a text or maybe you're multiplying
a word by a number that won't make sense in most cases
Other example:
Another example:

Uppercase o(the letter) and not 0(zero)

Another example:

Simply typing dollar sign. Solution is that use the proper way by clicking More accounting formats in
Number group.

Transcript

this is fixing common Excel errors part

3 this is the third video in a three
part series on how to fix common Excel
errors in this particular video we're
going to focus on two different common
errors one is the ref error and the
other is the value error you can see the
spreadsheet we're going to use this is
an inventory with a list of supplies
where they're stored and some other
details about them like the number of
packages the quantity per package and
then we have a formula to calculate okay
if there are 20 packages of batteries
and six batteries per package we have
120 total batteries and like I say
that's calculated automatically with
this formula now to illustrate the ref
error let's say that I decide that you
know what this data here is really not
necessary I don't need to know the
quantity per package I just need to know
the total quantity so what if I just go
in and delete columns CMD I just clicked
and dragged from C to D it selected the
entire columns and I'll just delete you
can see what happened
I got a ref error and the reason for the
ref error is the formula referred to
cells that no longer exist in this
formula those cells are completely gone
I deleted the entire columns those cells
are gone I'm gonna click away and undo
that with ctrl Z to bring it back and
you can see that solves the problem now
what if I just delete one cell I
right-click on the cell I click delete
Excel is gonna shift cells around to try
to replace the cell I'm destroying and
you can see what it did it ruined the
formula here it can't find the cell that
it was referring to it's gone and so it
gives us a ref error for reference
basically so how do you fix that well
you can either undo you can realize that
was a mistake I can't just delete this
data or if you really have to delete the
data that's okay
but just going to your formula by
clicking on the cell with the ref error
and you can double click on it and make
the changes right there in the cell or
you can just click once and
go up here to the formula bar whichever
way you want to do it you need to go in
and fix the formula so this is where the
error is I can just delete that and say
okay C 3 multiplied by D 3 tap enter
that fixed the reference now the
references are valid and it's good now
let's move on to the value error and
you'll get the value error when you use
the wrong function argument or often
what it is is you're trying to combine
different types of data that really
don't go together so like a number plus
a text or maybe you're multiplying a
word by a number that won't make sense
in most cases so let's look at our first
example of mistakes that might lead to
the value error let's say over here on
the right I'm trying to multiply the
number of packages by the quantity per
package like I did here successfully but
let's say instead of c2 what if I were
to put b2 so now I'm multiplying the
third floor closet by 6 let's see how
that goes I tap enter and I get the
value error
why because I'm combining two types of
data that just don't go together text
multiplied by a number value another
example that's kind of common is let's
say as I'm typing in the number 11 what
if I'm in a hurry and I accidentally put
a space in there it still looks pretty
good it looks like 11 to me but I tap
enter on the keyboard and I get a value
error that extra space just doesn't
compute as a number another example down
here let's say again I'm in a hurry and
as I'm typing in the number 30 maybe I
accidentally type in 3 Oh
instead of 3-0 let's say all caps is on
and that looks like 30 but I tap enter
again I'm combining things that just
don't go together 3o x 4 that doesn't
make any sense
and so I get a value error another
fairly common mistake that will lead to
the value error is sometimes when you
put symbols in a cell with numbers Excel
doesn't like that sometimes and you'll
get a value error now watch what happens
if I put a dollar sign in there normally
you wouldn't do that
you wouldn't just put a dollar sign in
instead you would select the cell and go
up here on the home ribbon in the number
group and click on dollar sign that's
the proper way to show that these are
dollars but from time to time people
will just go ahead and type a dollar
sign now that actually works it doesn't
cause an error but other symbols often
do cause errors for example let's say I
put a hashtag in there so hashtag 28
maybe I'm trying to say number 28 but I
tap enter on the keyboard and I get a
value error so watch out whenever you're
putting in symbols like these and you're
putting numbers also in the same cell
that will often lead to a value error so
when you get these value errors take
notice of what is in the cells and if
there's mistakes you need to fix them
obviously I can go in and change it from
b2 to c2 that'll fix that one in this
case I can fix the oh and change it to
zero and in this case I can get rid of
the symbols now some of you may be
noticing that my formulas are all messed
up a little bit that's because of my
previous example of the ref error and
how I deleted a cell notice that it
moved everything up and that's why my
formulas are a little bit off but the
point remains that if you try to combine
different types of data together in
formulas if they don't go together
you will probably get the value error
thanks for watching
I hope you found this tutorial to be
helpful if you did please like follow
and subscribe and when you subscribe
click the bell so you'll be notified
whenever I post another video and if
you'd like to support my channel become
a supporter of mine through my patreon
account and you'll see a link to that in
the description below
How To Import Text File into Excel (4 Examples, including Tab & CSV Files) – Excel Magic Trick 1619
https://youtu.be/EDtZcM9CFKY

In Excel 2013 or earlier:

1. Go to Data Tab > Get External Data > From Text

2. Select the file and click import

3. Text Import Wizard will pop up so be sure to check My data has headers. Then click Next.

4. Select Delimiters. Down below you can see a data preview. Click Next.

5. Select Column data format. Click Finish.

6. Enter the worksheet and click OK.

In Excel 2016 or Later:

1. Go to Data Tab > Get & Transform Data > From Text/CSV

2. Select the file and click import

3. It wants to know what the delimiter is it guessed right. We come down to Load> Load to and it's

going to load as an Excel table.

4. Select how you want to view this data in your workbook (Table, PivotTable Report, PivotChart, Only
Create Connection), where do you want to put the data (Existing worksheet or New worksheet) and check
Add this data to the Data Model. Click OK.

5. Under Queries & Connections, we can see that five thousand rows have been loaded using power
query. In connections, we can see this file was loaded using the text import wizard if either one of these text
file changes, you can right click > refresh over here even though it doesn't look like it's connected
anywhere we can right click refresh.

6. Now as a text file bonus, if we don't have tab as a delimiter about a comma, then when we click from
text we see something like this, click import and there it is. It picked up that this is a comma. Load to, click
OK.

7. Bonus number two. What if you have a modern version of Excel and you don't want to import it as a
table you want to use the legacy 3-step wizard to just dump it as some data well guess what, under tab
data, there's the legacy wizards and the way you add this option is under file options > data. Look at that I
happen to really like the web legacy version. You can check whichever ones you'd like.

Transcript

in this video we want to see how to

import a text file into Excel often we
get data that has the extension dot txt
that means this is a text file if we
open it and look at it field names are
in the first row records and subsequent
rows and the delimiter which just means
what separates the bits of data the
delimiter for us is a tab if our goal is
to import the text data into our excel
worksheet and we're using Excel 2013 or
earlier we go to get external data from
text we select our file and click import
this is the classic text import wizard
it knows we have a delimiter be sure and
check my data has headers we click Next
it knows that we have a tab delimited
down below we can see the different
columns and how the data has been
separated next when we select the column
data format general it will interpret
dates numbers and text correctly click
finish then click OK and our data is
imported into our Excel worksheet if
we're in Excel 2016 or later we go to
the get and transform data group in the
data ribbon tab which is power query
then we go from text CSV we find our
file and click import it wants to know
what the delimiter is it guessed right
we come down to load load - and it's
going to load as an Excel table which of
course has dynamic ranges existing click
OK now over here in queries and
connections we can see that five
thousand rows have been loaded using
power query over here in connections we
can see this file was loaded using the
text import wizard if either one of
these text file changes you can right
click down to refresh over here even
though it doesn't look like it's
connected anywhere we can right click
refresh now as a text file bone
if we don't have tab as a delimiter
about a comma then when we click from
text we see something like this click
import and there it is it picked up that
this is a comma load - click OK bonus
number two what if you have a modern
version of Excel and you don't want to
import it as a table you want to use the
legacy 3-step wizard to just dump it as
some data well guess what under get data
there's the legacy wizards and the way
you add this option is under file
options data and look at that I happen
to really like the web legacy version
you can check whichever ones you'd like
all right that was a little fun with
importing text files into Excel if you
want to learn more about loading data
with power query check out this video if
you want to see the legacy method check
out this video