MICROSOFT EXCEL:

FORMULAS &
FUNCTIONS
With Best-Selling Excel instructor Chris Dutton

*Copyright Maven Analytics, LLC.

 COURSE OUTLINE

1 Excel Formulas 101 Syntax, reference types, errors, auditing, shortcuts, etc.

2 Conditionals & Logical Operators IF, AND, OR, NOT, ISERROR, ISNUMBER, etc.

3 Basic Statistical Functions MAX/MIN, RANK, RAND(), SUMIFS/COUNTIFS, SUMPRODUCT, etc.

4 Lookup/Reference Functions VLOOKUP/HLOOKUP, INDEX/MATCH, OFFSET, etc.

5 Text Formulas TEXT/VALUE, LEFT/MID/RIGHT, SEARCH, TRIM, LEN, etc.

6 Date & Time Functions DATEVALUE, TODAY/NOW, DATEDIF, YEARFRAC, EOMONTH, etc.

7 Formula-Based Formatting Creating, editing, and managing formula-driven formatting rules

8 Array Formulas Vertical/Horizontal arrays, double unary, TRANSPOSE, etc.

9 Extra Bonus Functions HYPERLINK, INDIRECT, WEBSERVICE, FILTERXML, etc.

 SETTING EXPECTATIONS

1 We’ll be using Excel for Windows/PC (Excel 2013-2019)

• What you see on your screen will not always match mine, especially if you’re using an older version of Excel

2 We’ll focus on many of Excel’s most powerful, widely-used functions

• Excel’s formula library includes nearly 500 functions; we won’t cover some of the more specialized categories
(like Financial or Engineering functions), or those which require knowledge outside the scope of this course

3 The goal of this course is to help you master the building blocks
• The beauty of Excel formulas is that no matter how complex they get, they’re ALL comprised of simple pieces.
We’ll start by mastering each individual component before combining them in more complex ways

4 Feeling stuck? We’ve got your back.

• If you have questions about the course material, feel free to post a question and we’ll be happy to help
• For project-specific questions, recommend posting to the answers.microsoft.com community forum
FORMULAS 101
 Formula Syntax

All formulas start with Arguments are always Arguments are separated by commas in the US, but other
an equals sign surrounded by parentheses regions may use different list separators (like semi-colons)

= MATCH(lookup_value, lookup_array, [match_type])

The function name tells Excel what These are arguments, which vary by function and provide
type of operation you’re about to Excel with the info needed to evaluate a result
perform (Excel offers ~500 functions)
Note: Not all arguments are required; optional arguments are
Note: Function names aren’t case- surrounded by square brackets (like [match_type] above)
sensitive, and aren’t always required; Most functions have at least one required argument, but some
basic arithmetic and logical operations don’t require any, like ROW(), COLUMN(), TODAY() or NOW()
often don’t need one:
• = A1 + B1
• = A1 / B1
• = A1 > B1
• = A1 = B1 PRO TIP:
As you begin writing a formula, the Function ScreenTips box will guide
you through each individual argument – this is an extremely helpful tool!
 Reference Ty p e s

Reference types allow you to “recycle” formulas across multiple cells, without
having to manually update your references (which would be completely impractical)

Cell references are relative by default (A1). This Relative Column & Row Relative Column, Fixed Row
allows the reference to change as the formula is
copied to new cells

The $ symbol is used to create fixed references.

You can fix entire cells ($A$1) or just the column
($A1) or row (A$1), which prevents references from
changing as the formula is copied to new cells
Fixed Column, Relative Row Fixed Column & Row

PRO TIP:
Mastering reference types is my #1 tip
for working efficiently with formulas
 Common Errors

Error Type What it means How to fix it

Drag or double-click column border to increase width, or right-

###### Column isn’t wide enough to display values
click to set custom column width

#NAME? Excel does not recognize text in a formula

Make sure that function names are correct, references are valid
and spelled properly, and quotation marks and colons are in place

Check that your formula isn’t trying to perform an arithmetic

#VALUE! Formula has the wrong type of argument operation on text strings or cells formatted as text

Check the value of your divisor; if 0 is correct, use an IF statement

#DIV/0! Formula is dividing by zero or an empty cell to display an alternate value if you choose

Make sure that you didn’t move, delete, or replace cells that are
#REF! Formula refers to a cell that is not valid referenced in your formula

Check that all references and formula arguments evaluate properly

#N/A Formula can’t find a referenced value (the most common cause is a lookup value with no match)
 Auditing To o l s

Trace Precedents Trace Dependents Show Formulas

Identifies cells which affect the Identifies cells which are affected by Temporarily displays all formulas in
value of the one selected the value of the one selected the worksheet as text strings

TIP: To select all cells containing formulas, use Ctrl-G to

launch the Go-To menu, then select Special > Formulas
 Auditing To o l s

Evaluate Formula
Allows you to cycle through each
individual calculation step within a
formula, see how each component
evaluates, and pinpoint the source
of the error

1 2 3 4 5 6

PRO TIP:
Evaluate Formula is my go-to tool for breaking down complex or unfamiliar formulas
 Auditing To o l s

Error Checking
Scans the sheet for errors and
provides a summary with options
to trace the source, ignore the
error, modify your options, or link
out to Microsoft support
 CTRL Shortcuts

Ctrl + Arrow
• Jumps to the last cell in a data region, in the direction of the arrow

Ctrl + Shift +
Ctrl + Shift + Arrow
• Selects to the last cell in a data region, in the direction of the arrow

Ctrl + Home/End Ctrl + Shift + End

• Jumps to the Home (top-left) or End (bottom-right) cell in a region

Ctrl + . Ctrl + Shift +

• Jumps straight to each corner within a selected cell range

Ctrl + PgUp/PgDn
• Switches worksheet tabs, either to the left (PgUp) or right (PgDn)

FULL LIST: https://exceljet.net/keyboard-shortcuts

 Fn Shortcuts

F1
• Launches the Excel help pane (default)
• Links to the Microsoft Support website (tool-specific)

A1
F2
• Allows you to edit the active cell

F4
• Highlights cells referenced by the active formula
$A1 $A$1
F4
• Repeats the last action taken (default)
• Toggles absolute/relative cell references within a formula
A$1
F9
• Calculates all workbook formulas (when in manual mode)
• Evaluates each function argument within the formula bar

FULL LIST: https://exceljet.net/keyboard-shortcuts

 Common Mac Shortcuts

Mac Shortcut Purpose PC Equivalent

Command-T Cycles between cell reference types F4

Command-Y Repeats the last user action F4

Control-U Displays cell ranges tied to a given formula F2

Command-Arrow Jumps to the edge of a contiguous data array CTRL-ARROW

Command-Shift-Arrow Extends a selection to the edge of a data array CTRL-SHIFT-ARROW

Command-Fn-Up/Down Jumps between workbook tabs CTRL-PAGE UP/DOWN

FULL LIST: https://exceljet.net/keyboard-shortcuts

 Alt Key Tips

Alt Key Tips

• Allow you to quickly access tools from ribbon menus and
sub-menus using only the keyboard (no clicks!)
• Each keystroke takes you a layer deeper, until you land on
the tool you need (Note: Simply press & release the Alt key,
instead of holding it down)
• There are hundreds of combinations, so start by focusing
on the tools that you use most frequently:

Alt – H – V – V
• Paste Special as Values
Some of my
go-to key tips
Alt – A – T
• Add or remove filters

Alt – M – V
• Evaluate Formula
 Data Validation

Data Validation
Restricts the values that a user can enter into a given cell,
based on:
• Number Type (Whole vs. Decimal)
• Value (Between, Less Than, Equal To, etc) Decimal from 0 -1

• List of Items (Based on cell range or manual list)

• Date/Time (Between, Less Than, Equal To, etc)
• Text Length (Between, Less Than, Equal To, etc)
• Custom (Formula-Driven)

FUN FACT: You can customize your own error alerts!

List of Items
 Congrats, You’re a Developer!
By definition, Excel is a full-stack development platform*; but rather than separating each layer
of the process (data, logic & presentation), Excel mixes them all within the same user interface:

DATA
BACK-END

LOGIC

BACK + FRONT END

LOGIC
DATA

VS
FRONT-END

PRESENTATION

PRESENTATION

*This is NOT a claim that Excel is always the right full-stack dev tool (or, in may cases, even a
viable one). Rather, it’s an effort to inspire users to think creatively about what Excel can do
CONDITIONAL STATEMENTS
 Conditional Statements

All Conditional Statements in Excel are

based on simple “IF/THEN” statements:

-IF it’s raining, THEN bring an umbrella

-IF it’s sunny, THEN bring sunglasses
-IF it’s sunny AND it’s summer, skip work and go to the beach

You’re basically saying “Hey Excel, if this statement is

true, do this. Otherwise, do something else.”
 IF Statements

=IF(logical_test, [Value if True], [Value if False])

Any test that results in either Value returned if logical Value returned if logical
TRUE or FALSE test is TRUE test is FALSE
(i.e. A1=“Google”, B2<100, etc)

= IF(B2<=0,“Yes”,”No”)
In this case we’re categorizing the Freeze column
as “Yes” if the temperature is equal to or below
32, otherwise “No”
 Nested IF Statements

By using Nested IF Statements, you can include multiple logical tests

within a single formula:

= IF(B2<40,”COLD”,IF(B2>80,”HOT”,”MILD”))

If temp<40, climate = “Cold”, if temp>80,

climate = “Hot”, otherwise climate = “Mild”
 AND/OR Statements

Excel’s AND and OR statements allow you to include multiple logical tests at once:

=IF(OR(F2=“Rain”,F2=“Snow”),“Wet",“Dry")
Here we’re categorizing conditions as “Wet” if the
precipitation type equals “rain” OR “snow”,
otherwise Conditions = “Dry”

=IF(AND(D2=“Yes”,C2>0),“Snow",IF(AND(D2=“No”,C2>0),“Rain",“None"))
If the temp is below freezing AND the amount of precipitation > 0, then Precip Type = “Snow”, if the temp is
above freezing AND the amount of precipitation >0, then Precip Type = “Rain”, otherwise Precip Type = “None”

PRO TIP:
When writing nested functions, copy/paste repetitive pieces and tweak
individual elements to save time (rather than starting from scratch)
 NOT/<> Operators

If you want to evaluate a case where a logical statement is not true, you can use
either the NOT statement or a “<>” operator

=IF(NOT(C2=0),“Wet",“Dry")
=IF(C2<>0,“Wet",“Dry")

In both of these examples, we’re defining Conditions = “Wet” if the amount of precipitation is NOT equal to 0
 IFERROR

The IFERROR statement is an excellent tool to eliminate annoying error messages

(#N/A, #DIV/0!, #REF!, etc.), which is particularly useful for front-end formatting

=IFERROR(value, value_if_error)

Formula or value that may or Value returned in the

may not result in an error case of an error

PRO TIP:
If you’re writing a formula that may trigger an error (i.e. a VLOOKUP where not all values
have a match), WRITE THE FULL FORMULA FIRST then wrap it in an IFERROR statement
 IS Statements

Excel offers a number of different IS formulas, each of which checks whether a

certain condition is true:

ISBLANK = Checks whether the reference cell or value is blank

ISNUMBER = Checks whether the reference cell or value is numerical
ISTEXT = Checks whether the reference cell or value is a text string
ISERROR = Checks whether the reference cell or value returns an error
ISEVEN = Checks whether the reference cell or value is even
ISODD = Checks whether the reference cell or value is odd
ISLOGICAL = Checks whether the reference cell or value is a logical operator
ISFORMULA = Checks whether the reference cell or value is a formula
COMMON STATS FUNCTIONS
 Basic Stats Functions

The Count, Average, Median, Mode, Max/Min, Percentile and Standard

Deviation/Variance functions are used to perform basic calculations on a data array

=COUNT(A2:A20)
=AVERAGE(A2:A20)
=MEDIAN(A2:A20)
=MODE(A2:A20)
=MAX(A2:A20)
=MIN(A2:A20)
=PERCENTILE(A2:A20,.25)
=PERCENTILE(A2:A20,.75)
=STDEV(A2:A20)
=VAR(A2:A20)
 RANK/SMALL/LARGE

RANK(A2,A2:A8) = 2
RANK(A3,A2:A8) = 7 (lowest) The RANK function returns the rank of a
RANK(A4,A2:A8) = 6
particular number among a list of values
RANK(A5,A2:A8) = 1 (highest)
RANK(A6,A2:A8) = 4
RANK(A7,A2:A8) = 3
RANK(A8,A2:A8) = 5

LARGE(A2:A8,2) = 90
(the 2nd largest number in the array is 90)
The SMALL/LARGE functions return the
nth smallest/largest values within an array
SMALL(A2:A8,3) = 50
(the 3rd smallest number in the array is 50)
 PERCENTRANK

PERCENTRANK returns the rank of a value as

a percentage of a given array or dataset

=PERCENTRANK(array, x)

What range of data Which value within the

are you looking at? range are you looking at?

PERCENTRANK($A$2:$A$19, A14) = 100% (highest)

PERCENTRANK($A$2:$A$19, A16) = 0% (lowest)

 RAND/RANDBETWEEN

RAND() and RANDBETWEEN act like random number generators in Excel:

The RAND() function returns a random

value between 0 and 1 (to 15 digits)

The RANDBETWEEN function returns an

integer between two values that you specify

=RANDBETWEEN(0,100)
 SUMPRODUCT

The SUMPRODUCT formula multiplies corresponding cells from multiple arrays and
returns the sum of the products (Note: all arrays must have the same dimensions)

=SUMPRODUCT(array1, array2 … array_N)

Example: Total Revenue

Without using SUMPRODUCT, you could multiply SUMPRODUCT(B2:B4,C2:C4) = $7.40

quantity*price in each row and sum the products
 SUMPRODUCT

SUMPRODUCT is often used with filters to calculate products only for rows that meet
certain criteria:

Quantity of goods sold at Shaws:

SUMPRODUCT((A2:A17=“Shaws”)*C2:C17) = 16

Total revenue from Shaws:

SUMPRODUCT((A2:A17=“Shaws”)*C2:C17*D2:D17) = $21.80

Revenue from apples sold at Shaws:

SUMPRODUCT((A2:A17=“Shaws”)*(B2:B17=“Apple”)*C2:C17*D2:D17) =
$0.50

PRO TIP:
When you add filters to a SUMPRODUCT, you need
to change the commas to multiplication signs
 SUMPRODUCT

Great, but how does it really work?

SUMPRODUCT((A2:A17=“Shaws”)*(B2:B17=“Apple”)*C2:C17*D2:D17) = $0.50

What YOU see

What EXCEL sees

When you apply a condition or filter

to a column, Excel translates those
cells as 0’s (if false) and 1’s (if true)

If you multiply all four columns,

ONLY ROWS THAT SATISFY
ALL CONDITIONS WILL
PRODUCE A NON-ZERO SUM
 COUNTIF/SUMIF/AVERAGEIF

The COUNTIF, SUMIF, and AVERAGEIF formulas calculate a sum, count, or average
based on specific criteria
=COUNTIF(range, criteria)
=SUMIF(range, criteria, sum_range)
=AVERAGEIF(range, criteria, average_range)

Which cells need to Under what condition Where are the values
match your criteria? do I want to sum, count, that I want to sum or
or average? average?

COUNTIF(B2:B20,22) = 2
SUMIF(A2:A20,“Ryan”,B2:B20) = 190
SUMIF(A2:A20,“<>Tim”,B2:B20) = 702
AVERAGEIF(A2:A20,“Maria”,B2:B20) = 45.75
 COUNTIFS/SUMIFS/AVERAGEIFS

COUNTIFS, SUMIFS, and AVERAGEIFS are used when you want to evaluate a
count, sum, or average based on multiple conditions or criteria
=COUNTIFS(criteria_range1, criteria1, criteria_range2 , criteria2…)
=SUMIFS(sum_range, criteria_range1, criteria1, criteria_range2 , criteria2…)
=AVERAGEIFS(average_range, criteria_range1, criteria1, criteria_range2 , criteria2…)

COUNTIFS(B2:B13,“Search”, D2:D13,“>200”) = 3
SUMIFS(D2:D13, A2:A13,“Feb”,B2:B13,“Display”) = 734
AVERAGEIFS(D2:D13, A2:A13,“Jan”,C2:C13,“MSN”) = 263

PRO TIP:
If you use < or >, you need to add quotation
marks as you would with text (i.e. “>200”)
LOOKUP & REFERENCE FUNCTIONS
 Named Ranges

Using Named Arrays can simplify a lookup function if you use the same
data array in multiple formulas

For example, if you name the array from A1:D6 “Apparel”…

…you can write your vlookup formula in either of

the following ways:

=VLOOKUP(A1,$A$1:$D$6,2)
=VLOOKUP(A1,Apparel,2)
 VLOOKUP

Let’s take a look at one of Excel’s most common reference functions – VLOOKUP:

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

This is the value that This is where you Which column Are you trying to match the
you are trying to match are looking for the contains the data exact lookup value (0), or
in the table array lookup value you’re looking for? something similar (1)?

D2=VLOOKUP(A2, $G$1:$H$5, 2, 0)

To populate the Price in

column D, we look up the
name of the product in the
data array from G1:H5 and
return the value from the 2nd
column over
 HLOOKUP

Use HLOOKUP if your table array is transposed (variables headers listed in rows)

=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])

This is the value that This is where you Which row Are you trying to match the
you are trying to match are looking for the contains the data exact lookup value (0), or
in the table array lookup value you’re looking for? something similar (1)?

D2=HLOOKUP(A2, $H$1:$L$2, 2, 0)
With an HLOOKUP, we search for the product name
in F1:J2 and return the value from the 2nd row down
 Laws of Lookups

There are two key rules that constrain VLOOKUP and HLOOKUP formulas:

1. The lookup value must be in the first column of a

VLOOKUP table array or the first row of a HLOOKUP
table array

2. Excel will always return the value from the top most
row or left most column of a table array when
multiple instances of the lookup value are present

PRO TIP:
Avoid breaking Law #2 by identifying a “Key”
that is common to both datasets and is unique
for every row (NOTE: Keys often take the form
of a concatenation of multiple fields)
 ROW/ROWS

The ROW function returns the row number of a given reference, while the ROWS
function returns the number of rows in a given array or array formula

=ROW([reference])
=ROWS(array)

ROW(C10) = 10
This example uses an array, which is why
it includes the fancy { } signs – more on ROWS(A10:D15) = 6
that in the ARRAY functions section
ROWS({1,2,3;4,5,6}) = 2
 COLUMN/COLUMNS

The COLUMN function returns the column number of a given reference, while the
COLUMNS function returns the number of columns in a given array or array formula

=COLUMN([reference])
=COLUMNS(array)

PRO TIP: COLUMN(C10) = 3

Leave the cell reference out and just
write ROW() or COLUMN() to return the COLUMNS(A10:D15) = 4
row or column number of the cell in
which the formula is written COLUMNS({1,2,3;4,5,6}) = 3
 INDEX

The INDEX function returns the value of a specific cell within an array

=INDEX(array, row_num, column_num)

What range of cells How many rows How many columns

are you looking at? down is the value over is the value you
you want? want?

INDEX($A$1:$C$5, 5, 3) = 234

In this case we’re telling Excel to find the value of a cell

somewhere within the array of A1:C5. Starting from the
upper left, we move down to the 5th row and right to the
3rd column, to return the value of 234
 MATCH

The MATCH function returns the position of a specific value within a column or row

=MATCH(lookup_value, lookup_array, [match_type])

What value are you In which row or column Are you looking for the exact
trying to find the are you looking? (must be value (0), or anything close?
position of? a 1-dimensional array)
1: Find largest value < or = lookup_value
0: Find exact lookup_value
-1: Find smallest value > or = lookup_value

MATCH(“Pliers”,$A$1:$A$5, 0) = 4

MATCH(66,$A$3:$C$3, 0) = 3
Matching the word “Pliers” in column A, we
find it in the 4th row. Matching the number
66 in row 3, we find it in the 3rd column
 INDEX/MATCH

INDEX and MATCH are commonly used in tandem to act like a LOOKUP function; the
only difference is that INDEX/MATCH can find values in any column or row in an array

Example: Price Checker In this example, we want to populate the price of a given product and
size in cell B10 by returning a particular value within the array B2:D4

B10=INDEX(B2:D4, MATCH(B6,A2:A4,0), MATCH(B8,B1:D1,0))

The number of rows down to index The number of columns over to

depends on what product I’m index depends on what size I’m
looking for, so we use a MATCH looking for, so we use a MATCH
function and search for the value in function and search for the value
cell B6 (in this case “Pants”) in cell B8 (in this case, “Medium”)

Considering the output of each MATCH function, the formula is just a simple INDEX:

B10 = INDEX(B2:D4, 3, 2) = $30

 XLOOKUP

XLOOKUP can retrieve values from a table or range by matching a lookup value,
and offers more flexibility than VLOOKUP, HLOOKUP, or INDEX & MATCH formulas

=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode], [search_mode])

Which value are you Where are you trying Where are the values What if the lookup Are you looking for an Do you want to
looking to match? to find a match for you want to retrieve? value isn’t found in exact, approximate, or search top down
your lookup value? the lookup array? wildcard match? or bottom up?

IMPORTANT NOTE: XLOOKUP is currently only available for Office 365 subscribers
 XLOOKUP VS. VLOOKUP

XLOOKUP VLOOKUP
Can retrieve a dynamic array of results Can only return a single value

Can lookup values anywhere in an array (left or Can only lookup values to the right, requires
right, horizontal or vertical) HLOOKUP for horizontal matching

Defaults to exact match Defaults to approximate match

Supports native wildcard text matching Does not natively support wildcard matching

Includes built-in error handling when a lookup Requires an additional IFERROR function for
value is not found error handling

Can find approximate matches in unsorted lists Requires sorted lists for approximate matching

Can search top-down or bottom-up Only searches top-down

 CHOOSE

The CHOOSE function selects a value, cell reference, or function to perform from
a list, based on a given index number

=CHOOSE(index_num, value1, [value2], …)

Which item in the following 1st item in 2nd item in 3rd, 4th, 5th, etc…
list should be evaluated? the list the list

FUN FACTS ABOUT CHOOSE:

• List items can include numbers, cell references, defined names, formulas, or text (or a mix!)
• CHOOSE acts like an INDIRECT function, and can interpret cell references instead of treating them as text
• You can combine CHOOSE with other functions, or nest it directly into a cell reference
 OFFSET

The OFFSET function is similar to INDEX, but can return either the value of a cell
within an array (like INDEX) or a specific range of cells

=OFFSET(reference, rows, columns, [height], [width])

What’s your How many How many If you want to return a

starting rows down columns over multidimensional array,
point? should you should you how tall and wide should it
move? move? be?
An OFFSET formula where [height]=1
and [width]=1 will operate exactly like an PRO TIP:
INDEX. A more common use of OFFSET Don’t use OFFSET or INDEX/MATCH when
is to create dynamic arrays (like the a simple VLOOKUP will do the trick
Scroll Chart example in the appendix)
TEXT FUNCTIONS
 TRIM/UPPER/LOWER/PROPER

Text functions can be used to standardize formatting, particularly the TRIM, UPPER,
LOWER, and PROPER functions:

PRO TIP:
If two text strings are identical except one has a trailing space, they will look exactly the same
but Excel will treat them as completely different values; TRIM will make them equivalent
 CONCATENATE

CONCATENATE allows you to combine text, cell values, or formula outputs into a
single text string
Note: Rather than typing “=CONCATENATE(Text1, Text2…)”, you can simply
separate each piece of the resulting text string with an ampersand (“&”)
 LEFT/MID/RIGHT/LEN

The LEFT, MID, and RIGHT functions return a specific number of characters from a
location within a text string, and LEN returns the total number of characters

=LEFT(text, [num_chars])
=RIGHT(text, [num_chars])
=MID(text, start_num, num_chars)
 TEXT/VALUE

The TEXT function converts a numeric value to text and assigns a particular format

=TEXT(value, format_text)

Numeric value, formula that evaluates to a numeric Numeric format as a text string enclosed in
value, or reference to a cell containing a numeric quotes (i.e. “m/d/yyyy”, “$0.00” or “#,##0.00”
value

=“Lisa earned ”&B4 returns “Lisa earned 3725”

=“Lisa earned ”&TEXT(B4“$#,###”) returns “Lisa earned $3,725”

PRO TIP:
Use VALUE to convert a text string that
represents a number into a value
 SEARCH/FIND

The SEARCH function returns the number of the character at which a specific
character or text string is first found (otherwise returns #VALUE! error)

=SEARCH(find_text, within_text, [start_num])

What character or string Where is the text that Search from the beginning (default)
are you searching for? you’re searching or after a certain number of
through? characters?

PRO TIP:
The FIND function works exactly the same way, but is case-sensitive
 IF(ISNUMBER(SEARCH

IF(ISNUMBER(SEARCH is powerful combination of functions that can be used to

classify data based on cells that contain specific strings of text

=IF(ISNUMBER(SEARCH(find_text, within_text)),value_if_true, value_if_false)

Searches for a specific string of Returns one value if that string is

text within a given cell found (TRUE), and another if it is
not found (FALSE)

=IF(ISNUMBER(SEARCH(“Disp”,A2)),”Display”,”Other”)
Search the cells in column A for the text string “Disp” and
classify column B as “Display” if you find it, “Other” if you don’t
DATE & TIME FUNCTIONS
 Date Value

Every date in Excel has an associated date value, which is how Excel
calculates the passage of time (using midnight on 1/1/1900 as the starting point)

Excel recognizes most typed dates and automatically applies a common format
(i.e. m/d/yyyy), along with an associated date value (cell format → General)
Note: If you type a date in a format that Excel does NOT recognize, it will be treated as text
and there will be no associated date value; however, you can use a DATEVALUE or
TIMEVALUE function to convert unformatted dates or times into serial values

Jan 1,1900 is the first date with an assigned date value (1). Feb 6,
2015 is the 42,041st day since 1/1/1900, so its date value = 42041

Date values can also indicate fractions of days: 42041.5 translates to

noon on 2/6/2015 (50% through the day), and 42041.75 translates to
6:00pm on 2/6/2015 (75% through the day)
 Date Formatting

To format dates in Excel, you can either select a preset option from the “Date”
category of the “Format Cells” dialog box, OR create your own custom format

You can build your own custom

Preset Formats: Custom Format:
formats using combinations of
date/time codes. For example:

d = day w/out leading zero (1-31)

dd = day w/ leading zero (01-31)
ddd = day-of-week (Sat)
dddd = day-of-week (Saturday)
m = month w/out leading zero (1-15)
mm = month w/ leading zero (01-15)
mmm = month abbreviation (Jan)
mmmm = full month (January)
yy = last 2 digits of year (15)
yyyy = full year (2015)

(full list available at

support.office.com)
 Fill Series

When you drag the corner of a cell containing a date, Excel automatically
applies subsequent values automatically using Fill Series options:

Click the Auto Fill Options button to determine exactly which

values your subsequent cells should take:

Copy Cells = Repeats the same value in all cells

Fill Days = Increases the date by 1 day per cell

Fill Weekdays = Increases the date by 1 day per cell (excluding

weekends)

Fill Months = Increases the date by 1 month per cell

Fill Years = Increases the date by 1 year per cell

 TODAY()/NOW()

The TODAY() and NOW() functions return the current date or exact time
Note: These are volatile functions, meaning that they change with every worksheet calculation

This is what the TODAY() and NOW() functions return at 5:15pm on

February 6, 2015. Note that these values will automatically update
with every change made to the workbook

PRO TIP:
Make sure to enter TODAY() and NOW() functions with both
parentheses included – these functions don’t refer to other cells
 Serialization Formulas

Excel will always calculate dates and times based on their precise underlying
serial values, but what if you need to work with less-specific values, like
months instead of days, or hours instead of seconds?

The YEAR, MONTH, DAY, HOUR, MINUTE, and SECOND functions extract
individual components of a given date:
 EOMONTH

Use the EOMONTH function to calculate the last day of a given month, or
to calculate the start/end dates of previous or future months

=EOMONTH(start_date, months)

Reference to the cell containing Number of months before or after the start/current date (positive
the start/current date number yields a date in the future, negative number yields a date in
the past

=EOMONTH(C2, 0)
=EOMONTH(C2, -1)+1
=EOMONTH(C2, 0)+1
 YEARFRAC

YEARFRAC calculates the fraction of a year represented by the number of whole days
between two dates

=YEARFRAC(start_date, end_date, [basis])

Option specify the type of day count to use:
0 (default) = US (NASD) 30/360
Reference to the cell Reference to the cell
containing the start date containing the end 1 = actual/actual (RECOMMENDED)
date
2 = actual/360
3 = actual/365
4 = European 30/360

=YEARFRAC(B2, B3, 1) = 15.9% PRO TIP:

=YEARFRAC(B2, B3, 2) = 16.1% YEARFRAC is a great
tool for pacing and
projection calculations
 WEEKDAY

If you want to know which day of the week a given date falls on, there are two
ways to do it:
1) Use a custom cell format of either “ddd” (Sat) or “dddd” (Saturday)
-Note that this doesn’t change the underlying value, only how that value is displayed

2) Use the WEEKDAY function to return a serial value corresponding to a

particular day of the week (either 1-7 or 0-6)

=WEEKDAY(serial_number, [return type])

This refers to a cell 0 (default) = Sunday (1) to Saturday (7)

containing a date or time 1 = Monday (1) to Sunday (7)
3 = Monday (0) to Sunday (6)
 WORKDAY/NETWORKDAYS

WORKDAY returns a date that is a specified number of days before or after a given start
date, excluding weekends and (optionally) holidays; NETWORKDAYS counts the
number of workdays between two dates:

=WORKDAY(start_date, days, [holidays])

This refers to the cell Number of days before Optional reference to

containing the start date or after start date a list of holiday dates

=NETWORKDAYS(start_date, end_date, [holidays]) =WORKDAY(B2, 20) = 1/29/2015

=NETWORKDAYS(B2, B3) = 42
This refers to the cell This refers to the cell Optional reference
containing the start date containing the end date to a list of holiday
dates
 DATEDIF

DATEDIF calculates the number of days, months, or years between two dates

=DATEDIF(start_date, end_date, unit)

Reference to the cell Reference to the cell How do you want to calculate the difference?
containing the start date containing the end
“D” = # of days between dates
date
“M” = # of months between dates
“Y” = # of years between dates
“MD” = # of days between dates, ignoring months and years

=DATEDIF(B2, B3, “D”) = 58 “YD” = # of days between dates, ignoring years

“YM” = # of months between dates, ignoring days and years
=DATEDIF(B2, B3, “MD”) = 27

PRO TIP:
If you only need to calculate the # of days between dates, just use subtraction
FORMULA-BASED FORMATS
 Formula-Based Formatting

If you want to go rogue, you can adjust the style of existing

conditional formats or create your own formula-based rules

This is where you can add, clear, and

manage your conditional formatting rules
 Formula-Based Formatting

In this example we’re formatting the cells in columns B

through H with a green fill and bold text, but only when the
state name is equal to the value in cell $C$2
Note that the row label is relative (no “$”), which allows us to
apply this formatting to other rows without losing functionality
DYNAMIC ARRAY FORMULAS
 DYNAMIC ARRAYS

In this section we’ll introduce dynamic arrays, explore how array calculations work, and apply
powerful functions like FILTER, SORT, and UNIQUE to explore and analyze data in Excel

TOPICS WE’LL COVER: GOALS FOR THIS SECTION:

Dynamic Excel Spill Ranges

• Understand how dynamic array calculations and spill
ranges work

SORT & SORTBY FILTER

• Apply powerful array functions like FILTER, SORT,
SEQUENCE and UNIQUE

UNIQUE SEQUENCE
• Learn how dynamic calculations can be applied to
“legacy” functions in Excel

RANDARRAY Legacy Functions

• Analyze data by combining dynamic array functions
 VERSIONS & COMPATIBILITY

Dynamic array (DA) formulas are only available for Office 365 subscribers
• Users with standalone versions of Excel will not be able to use them

Traditional CTRL+SHIFT+ENTER (CSE) array formulas are no longer needed

• You only need to press Enter for dynamic arrays (like any other function)
• For compatibility purposes, traditional CSE formulas will still work

DA functions & spilled range references won’t work in older Excel versions
• Backwards compatibility is limited, and can lead to workbook errors
• Be mindful of this when creating workbooks that are meant to be shared!

PRO TIP: To verify whether or not you have access to dynamic array formulas, type a new DA function
(like =FILTER or =UNIQUE) into a worksheet cell to see if Excel recognizes it
 THE SECTION PROJECT

THE You’ve just been hired as a Business Intelligence Analyst for Maven Recruiters*, a job
SITUATION placement agency based in the United States.

Your first task is to analyze a public dataset from Glassdoor, which tracks average salaries and
THE growth rates across a range of industries and job titles.
BRIEF Your goal is to use dynamic array formulas in Excel to explore the job landscape, compare
salary expectations, and identify high-growth opportunities for the agency.

• Identify top industries by salary and growth rate

• Review popular job titles by industry
THE
• Create a tool to explore random samples of job titles
OBJECTIVES • Visualize the overall salary distribution
• Compare average job salaries across top US cities

*This data is adapted from Super Data Science sample data and is for informational purposes only . These samples are provided “as is” without warranty of any kind.
*Copyright 2021, Excel Maven & Maven Analytics, LLC
THE GLASSDOOR DATASET

Field Description
Industry The name of the industry, or job category, for each job title (17 total)

Job Title The name of the job title (84 total)

City The name of US cities where these job titles can be found (10 total)

Average Salary The average salary in 2020 for each job title in each city

The percentage change in average salary from 2019 to 2020 for each job title in
YoY % Growth each city
 DYNAMIC EXCEL

Excel’s calculation engine has changed, and formulas will never be the same
Dynamic Excel

Spill Ranges BEFORE: NOW:

ONE formula = ONE value ONE formula = MANY values
SORT & SORTBY

FILTER

UNIQUE

SEQUENCE

RANDARRAY

Legacy Functions
“Legacy” Excel “Dynamic” Excel
 DYNAMIC EXCEL

A single formula in a single cell can return many results

Dynamic Excel • Values “spill” across adjacent cells
• Results are not hard-coded, and can change dynamically with the source data
Spill Ranges

SORT & SORTBY New dynamic array functions are now available
• Functions like SORT, FILTER and UNIQUE take advantage of the new calculation engine
FILTER
• Combining dynamic array functions can unlock brand new capabilities in Excel

UNIQUE
Dynamic array behavior applies to traditional Excel formulas as well
SEQUENCE
• Existing functions can also leverage Excel’s new calculation engine

RANDARRAY
Array functions are now simpler and easier to learn
Legacy Functions
• Traditional CSE array functions were typically only used by “experts”
• New dynamic array formulas are intuitive and user-friendly
 DYNAMIC EXCEL

Formulas that can return arrays of variable size are called dynamic arrays; these
Dynamic Excel formulas are entered in a single cell and can “spill” results across an entire range

Spill Ranges

SORT & SORTBY

FILTER

UNIQUE

SEQUENCE
The resulting range
of cells is known as
RANDARRAY the spill range
HEY THIS IS IMPORTANT!
Legacy Functions
The formula itself only lives in
the first cell of the spilled range
 SPILL RANGE PROPERTIES

The spill range contains the results of a single dynamic array formula
Dynamic Excel

Spill Ranges Only the first cell in the range is editable

(all others within the spill range are grayed out)

SORT & SORTBY

Cell formatting isn’t carried over from

FILTER the source and does not spill

UNIQUE Spill ranges are highlighted with a

blue border when selected
SEQUENCE
Spilled ranges update automatically and
resize to fit the resulting array
RANDARRAY

The “#” symbol can be used to

Legacy Functions reference an entire spilled range
 #SPILL! ERRORS

#SPILL! errors occur when something is “blocking” the spill range, since Excel will not
Dynamic Excel overwrite existing values by default
• Clear any existing text, values, or merged cells from the entire spill range to fix the error
Spill Ranges

SORT & SORTBY

FILTER

UNIQUE
HEY THIS IS IMPORTANT!
SEQUENCE You may also see a #SPILL!
error if you try to use dynamic
array formulas inside of a table
RANDARRAY

Legacy Functions
 PRO TIP: GROWING SOURCE DATA

References within dynamic array formulas do not automatically resize as you add new data, but
there are several ways to accommodate dynamic source data:

Format the data as a table and Select the extra rows to Define a dynamic named range
1 use structured references
2 accommodate new records
3 using OFFSET & COUNTA

This named range will grow as

new items are added to column B

Any new rows These rows will be

will be included included (+ blanks)
 DYNAMIC ARRAY FUNCTIONS

SORT() Sorts an array of data by one or more columns in the array

SORTBY() Sorts an array of data by one or more columns in another array

FILTER() Filters an array of data based on specified criteria and returns the matching records

UNIQUE() Removes duplicates from an array of data and returns the unique records

SEQUENCE() Generates a one- or two-dimensional array of sequential numbers

RANDARRAY() Generates a one- or two-dimensional array of random numbers

 SORT

SORT() Sorts an array of data by one or more columns in the array

Dynamic Excel

=SORT ( array, [sort_index], [sort_order], [by_col] )

Spill Ranges

SORT & SORTBY An array of cells Column # you want 1 = Ascending TRUE/1 = Sort by column
that you want to to sort by -1 = Descending FALSE/0 = Sort by row
FILTER sort (Default is 1) (Default is 1) (Default is FALSE or 0)

UNIQUE

SEQUENCE

The array in A2:D10 is being

RANDARRAY sorted by the 4th column
(Profit) in descending order
Legacy Functions
 SORT

SORT() Sorts an array of data by one or more columns in the array

Dynamic Excel

=SORT ( array, [sort_index], [sort_order], [by_col] )

Spill Ranges

SORT & SORTBY An array of cells Column # you want 1 = Ascending TRUE/1 = Sort by column
that you want to to sort by -1 = Descending FALSE/0 = Sort by row
FILTER sort (Default is 1) (Default is 1) (Default is FALSE or 0)

UNIQUE

SEQUENCE
Use array constants to define the The array in A2:D10 is being
sort order for multiple columns sorted by the 3rd column
RANDARRAY (Margin) in ascending order,
then the 4th column (Profit) in
descending order
Legacy Functions
 SORTBY

SORTBY() Sorts an array of data by one or more columns in another array

Dynamic Excel

=SORTBY ( array, by_array, [sort_order], [array/order], […] )

Spill Ranges

SORT & SORTBY An array of cells that Array of cells that 1 = Ascending Additional pairs of
you want to sort you want to sort by -1 = Descending arrays to sort by
FILTER (Default is 1)

UNIQUE

HEY THIS IS IMPORTANT!

SEQUENCE
The array you sort by must be
the same size as the array
RANDARRAY you are sorting

Legacy Functions
This array is sorted by Profit in descending
order (even though it isn’t in the array!)
 FILTER

FILTER() Filters an array of data based on specified criteria and returns the matching records
Dynamic Excel

=FILTER ( array, include, [if_empty] )

Spill Ranges

SORT & SORTBY An array of cells that A logical test to determine An optional value to
you want to filter the filter criteria, where return if nothing passes
FILTER values of TRUE will be kept the filter criteria

UNIQUE

SEQUENCE

RANDARRAY
This array returns values from A2:C10,
where Category = Clothing
Legacy Functions
 FILTER

FILTER() Filters an array of data based on specified criteria and returns the matching records
Dynamic Excel

=FILTER ( array, include, [if_empty] )

Spill Ranges

SORT & SORTBY An array of cells that A logical test to determine An optional value to
you want to filter the filter criteria, where return if nothing passes
FILTER values of TRUE will be kept the filter criteria

UNIQUE

To create an AND condition between

SEQUENCE multiple logical tests, you can
multiply them together

RANDARRAY
This array returns values from A2:C10 where
Legacy Functions Category = Clothing AND Sales > 5,000
(BOTH criteria must be met)
 FILTER

FILTER() Filters an array of data based on specified criteria and returns the matching records
Dynamic Excel

=FILTER ( array, include, [if_empty] )

Spill Ranges

SORT & SORTBY An array of cells that A logical test to determine An optional value to
you want to filter the filter criteria, where return if nothing passes
FILTER values of TRUE will be kept the filter criteria

UNIQUE

SEQUENCE To create an OR condition between multiple

logical tests, you can sum them together

RANDARRAY
This array returns values from A2:C10 where
Legacy Functions Category = Clothing OR Sales > 5,000
(EITHER criteria must be met)
 UNIQUE

UNIQUE() Removes duplicates from an array of data and returns only the unique records
Dynamic Excel

=UNIQUE ( array, [by_col], [exactly_once] )

Spill Ranges

SORT & SORTBY An array of cells that TRUE/1 = Remove duplicates in columns TRUE/1 = Extract values that only appear once
you want to remove FALSE/0 = Remove duplicates in rows FALSE/0 = Extract all unique values
FILTER duplicates from (Default is FALSE or 0) (Default is FALSE or 0)

UNIQUE

SEQUENCE

RANDARRAY This array returns the unique

Category values from B2:B10

Legacy Functions
 UNIQUE

UNIQUE() Removes duplicates from an array of data and returns only the unique records
Dynamic Excel

=UNIQUE ( array, [by_col], [exactly_once] )

Spill Ranges

SORT & SORTBY An array of cells that TRUE/1 = Remove duplicates in columns TRUE/1 = Extract values that only appear once
you want to remove FALSE/0 = Remove duplicates in rows FALSE/0 = Extract all unique values
FILTER duplicates from (Default is FALSE or 0) (Default is FALSE or 0)

UNIQUE

SEQUENCE
This array returns the Category values
from B2:B10 that appear exactly once
RANDARRAY
PRO TIP: Include multiple
Legacy Functions columns in the array to return
each unique combination of values
 PRO TIP: Combining SORT, FILTER & UNIQUE

You can combine, or “nest”, multiple dynamic array functions to perform multiple operations

Here we’re combining SORT and UNIQUE to return

an array of unique categories in ascending order

Here we’re combining SORT and

FILTER to return an array of
products in the Clothing category,
sorted by Sales
 SEQUENCE

SEQUENCE() Generates a one- or two-dimensional array of sequential numbers

Dynamic Excel

=SEQUENCE ( rows, [columns], [start], [step] )

Spill Ranges

SORT & SORTBY Number of Number of Starting number Increment between each number
rows to return columns to return (Default is 1) (Default is 1)
FILTER

UNIQUE
PRO TIP: Nest SEQUENCE
SEQUENCE within other functions to make
them more dynamic
RANDARRAY

Legacy Functions
This generates a 10-row, 6-column array starting at 10 and
incrementing by 5 (note the numbers go left-to-right, then down)
 RANDARRAY

RANDARRAY() Generates a one- or two-dimensional array of random numbers

Dynamic Excel

=RANDARRAY ( [rows], [columns], [min], [max], [integer] )

Spill Ranges

SORT & SORTBY Number of Number of Minimum Maximum Return whole

rows to return columns to return value to return value to return numbers?
FILTER (Default is 1) (Default is 1) (Default is 0) (Default is 1) (Default is FALSE or 0)

UNIQUE

SEQUENCE PRO TIP: Use RANDARRAY

to randomly sort lists of data
RANDARRAY

Legacy Functions
This generates a 10-row by 7-column array of
random whole numbers between 0 and 100
 LEGACY FUNCTION: FREQUENCY

FREQUENCY() Returns the frequency of values in a range based on specified intervals (or bins)
Dynamic Excel

=FREQUENCY ( data_array, bins_array )

Spill Ranges
HEY THIS IS IMPORTANT!
SORT & SORTBY The bins_array argument must
An array of cells An array of intervals (bins) include the upper limit of each
containing values for grouping the values bin, formatted as a number
FILTER

UNIQUE

SEQUENCE

Here we’re counting the frequency of Sales

RANDARRAY records which fall into each bin in F2:F6

NOTE: FREQUENCY always returns one

Legacy Functions extra row to account for values above the
largest defined bin
 LEGACY FUNCTION: TRANSPOSE

TRANSPOSE() Flips a vertical range of cells to a horizontal range, or vice versa

Dynamic Excel

=TRANSPOSE ( array )
Spill Ranges
PRO TIP: Use TRANSPOSE to “pivot” your data
SORT & SORTBY by turning rows into columns, or vice versa
An array of cells you
want to transpose
FILTER

UNIQUE

SEQUENCE

RANDARRAY
Here we’re flipping the original array in A1:C9 by
turning each column into a row
Legacy Functions
 PRO TIP: JOINING ARRAYS WITH CHOOSE

The CHOOSE function can be used to combine separate cell ranges into a single array, which can be
referenced or manipulated within other formulas

=CHOOSE({1,2},F2#,G2#)
Avg Sales by Category
(using AVERAGEIF)
Raw data at the product-level PRO TIP: Using the array
constant {1,2} tells Excel to
Unique list of Categories combine both referenced
(using UNIQUE)
ranges into one dynamic array
 PRO TIP: THE LET FUNCTION

LET() Allows you to declare variables, assign values, and use them within formulas

=LET ( name1, name_value1, calculation_or_name2, [name_value2], […] )

Name of the variable Value or calculation A calculation using the Additional pairs of variable
(must begin with a letter) assigned to the variable variable, or the name of names and values
another variable (optional)

PRO TIP: Use LET to write clean,

efficient, user-friendly formulas

This defines two variables, Sales and Margin,

and multiplies them to return the profit
EXTRA BONUS FUNCTIONS
 INDIRECT

The INDIRECT function returns the reference specified by a text string, and can be used
to change a cell reference within a formula without changing the formula itself

=INDIRECT(ref_text, [a1])

Which cell includes the Is your text string in A1 format (1) or R1C1 format (0)?
text that you are
evaluating?

In the first ROW function, Excel

ROW(B3) = 3 returns the row number of cell B3,
regardless of what value it contains.
ROW(INDIRECT(B3)) = 1 When you add INDIRECT, Excel sees
ROW(INDIRECT(B4,0)) = 1
that cell B3 contains a reference (B1)
and returns the row of the reference
 INDIRECT (cont)

Let’s be real, the INDIRECT function is pretty confusing at first. Here are a few more
examples that should give you a sense of how it works and why it can be useful:

SUM(D2) = 0
SUM(INDIRECT(D2)) = 16
The sum of “B3:B5” as a value doesn’t make sense, but the sum of
B3:B5 as a reference is valid – INDIRECT tells Excel to recognize
that the cell you’re referring to is a reference, not a value

VLOOKUP(“A”, D4, 2, 0) = #N/A

VLOOKUP(“A”, INDIRECT(D4), 2, 0) = 5
INDIRECT will tell a VLOOKUP formula to use an array contained within
a cell, rather than treat the cell itself as the array (which returns #N/A)
 HYPERLINK

HYPERLINK creates a shortcut that links users to a document or location within a

document (which can exist on a network server, within a workbook, or via a web
address)
=HYPERLINK(link_location,[friendly_name])

Where will people go if they How do you want the link to

click? read?

=HYPERLINK(”http://www.example.com/report.xlsx”, “Click Here”)

=HYPERLINK(“[C:\My Documents\Report.xlsx]”, “Open Report”)
=HYPERLINK("#Sheet2!A1”)
PRO TIP:
Use =HYPERLINK("#'"&A2&"'!A1") to jump to
cell A1 of the sheet name specified in A2 (note
the extra single quotation marks!)