Using Advanced Functions

and Conditional Formatting

Working with Logical Functions
• Logical functions (IF, AND, and OR) determine whether a condition is true or
false
• Conditions use a comparison operator
(<, <=, =, <>, >, or >=) to compare two values
• Combine two or more functions in one formula to create more complex
conditions

2
Using the IF Function

• A logical function that

evaluates a single
condition and results in
only one value
• Returns one value if the
condition is true and another
value if the condition is false
3
Using the AND Function
• A logical function that tests two or more conditions
and determines whether all conditions are true
• Returns the valueTRUE if all logical conditions are true and
the value FALSE if any or all logical conditions are false
• Syntax:

4
Using the Or Function
• A logical function that returns aTRUE value if any of the
logical conditions are true and a FALSE value if all the
logical conditions are false
• Syntax:

5
Using Structured References to Create
Formulas in Excel Tables
• Replace specific cell or range address with the actual table name or column
header
• Names or headers are simpler to identify than cell addresses
• A formula that includes a structured reference can be fully qualified or
unqualified

6
Creating Nested IFs
• To allow for three or more
outcomes
• One IF function is placed inside
another IF function to test an
additional condition
• More than one IF function can be
nested

7
Using Lookup Tables and Functions
• Lookup functions
• Allow you to use tables of data to “look up” values and insert
them in another worksheet location
• Lookup tables
• Store data and organize it into categories (compare values)
• Can be constructed as either exact match or approximate match lookups
23
Using Lookup Tables and Functions
• Lookup values (value you are trying to find)
• Need to match one of the compare values
• Can be used as part of a formula

23
Using the VLookup Function to Find an Exact Match

• Searches a lookup table and, based on what you entered, retrieves the
appropriate value from that table
• Searches vertically down the first column of the lookup table
• Syntax:

25
Using the VLookup Function to Find an Appropriate Match

• Returns a value based on an approximate match lookup

• Searches the first column of the table until it locates the largest value
that is less than the lookup value
• Then moves across the row in the table to retrieve the corresponding
value

25
Looking Up Values Using the HLOOKUP Function
• Searches horizontally across top row of lookup table and retrieves the value in the
column you specify
• Use when comparison values are located in the first row of the lookup table and you
want to look down a specified number of rows to find the data to enter in another
cell
• Syntax:
• Major difference between HLOOKUP andVLOOKUP functions is the way lookup
tables are organized
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Using the IFERROR Function
• Error value
• Indicates that an element in a formula or a cell referenced in a formula is
preventing Excel from returning a calculated value
• Begins with a number sign (#) followed by an error name that indicates the
type of error

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Excel Error Values
• Excel error
values are not
particularly
descriptive or
helpful

New Perspectives on Microsoft Excel 2010 32

Using the IFERROR Function
• Displays a more descriptive message that helps users fix the problem
• Can determine if a cell contains an error value and then display the message you
choose rather than the default error value
• Enables you to easily find and handle formula errors
• Syntax:

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Conditional Formatting
• Changes a cell’s formatting when its contents match a specified
condition
• Can be used to:
• Highlight cells based on their values
• Add data bars that graph relative values in a range
• Highlight duplicate values in a column of data

37
Using the Conditional Formatting Rules Manager
• A conditional formatting rule specifies:
• Type of condition
• Type of formatting when that condition occurs
• Cell or range the formatting is applied to
• Use Conditional Formatting Rules Manager dialog box to edit existing conditional
formatting rules

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Summarizing Data Conditionally
• Use COUNTIF, SUMIF, andAVERAGEIF functions to calculate a conditional
count, sum, or average using only cells that meet a particular condition

42
Using the COUNTIF Function
• Calculates the number of cells in a range that match specified
criteria
• Sometimes referred to as a conditional count
• Syntax:

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Using the SUMIF Function
• Adds values in a range that meet your criteria
• Also called a conditional sum
• Syntax:

45
Using the AVERAGEIF Function
• Similar to SUMIF function
• Calculates the average of values in a range that meet criteria you specify
• Syntax:

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