Excel 2

Module 2 – Formulas & Functions

Revised 1/1/17 People’s Resource Center

 Excel 2 – Module 2

Module Overview
This module is part of the Excel 2 course which is for advancing your knowledge of Excel. During this
lesson we will expand on your existing knowledge of formulas and functions.

Contents
Module Overview ......................................................................................................................................................1

1. Formulas and Functions Review ....................................................................................................................2

1.1. Cell Ranges ...............................................................................................................................................3
1.2. Absolute Reference ...................................................................................................................................4

2. Complex Functions - Vlookup ........................................................................................................................6

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1. Formulas and Functions Review

All functions and formulas begin with an “=” sign. Excel Operators
Formulas typically use mathematical operators, listed Plus + Addition
in the table to the right. By default, functions and Minus - Subtraction
formulas will show the answers in the worksheet. To Asterisk * Multiplication
see the function or formula you must select the cell Slash / Division
and use the formula bar to evaluate the formula or Caret ^ Exponentiation
function. Parentheses ( ) Precedence

Follow Open Weekly Totals

Me 1. Open Weekly Totals.xlsx –This
is the workbook created during
Excel 2 – Module 1.
2. Select the Total Chart and
using the delete key, remove
the chart.
In the Weekly Totals workbook, the formulas under Total (column G) add each of the
week’s days (Week 1 Monday, Tuesday, Wednesday, Thursday, and Friday) by adding
each day’s cell reference. Remember, cell references allow us to change the value of a
particular day without needing to update all the formulas and functions using that day
(so you only need to update one cell).

Cell Reference
Noun
Cell Reference is the intersection of a row and column,
used to describe the location of a cell within a
spreadsheet.

Functions in Excel can be used to make working in Excel simpler. Let’s begin with a
simple example of a function.

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Follow Change formulas into functions

Me 1. In G2, replace =B2+C2+D2+E2+F2 with the SUM function.
2. Type =SUM(B2,C2,D2,E2,F2) – remember to hit enter after entering data
into a cell.

1.1. Cell Ranges

When using functions Excel allows cell ranges to be used. These allow the user to
enter in many cells for a calculation rather than selecting individual cells.

Cell Range
Noun
Cell Range or just Range refers to a selection of cells.
It is noted as the first cell reference and last cell
reference of a selection with a “:” between.
For example A2:A10 or B4:D9

Ranges are always ordered from the left or top most to the bottom or right most.
Ranges can also be used for full columns or rows.

Example Ranges
4 cells, square 20 cells,
rectangle
B2:C3
C3:G6
3 cells, in row 3 cells, in column
B4:D4 B2:B4

Single row Single column

3:3 C:C

Multiple(3) rows Multiple(4)

columns
1:3
B:E

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Follow Replace cell references for range

Me 1. In G2, replace =SUM(B2+C2+D2+E2+F2) with the same function using a
range.
2. Type =SUM(B2:F2) – you can use your mouse to click and select the range
or type it.
3. Using the auto fill,
change all of the
formulas under
Total to the new
function

1.2. Absolute Reference

In some cases there may be parts of the formula
that you will not want to change when copying or Allow changes A1
auto filling formulas. To do this you need to tell Do not change the Row A$1
Excel which part of the cell reference should not
change (the row or the column) when the formula Do not change the $A1
is copied to a different location in the worksheet. Column
To do this, put a $ in front of the part you do not Do not change either $A$1
want to change. (always the same cell)
In our example, Weekly Totals, let’s calculate the average of the week Totals and
compare each week to that average.

Follow Compare Totals to Average

Me 1. In A7 type Average
2. Select B7, click the
function button.
3. Search for Average by
typing average into the
top box and clicking go.
4. Select Average if
needed and click OK.

Using the Function Arguments dialog box is one of the easiest ways to ensure your
function works correctly. The box will guide you through the function parameters and
the bottom of the box shows the Formula result.

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Follow Compare Totals to Average Cont.

Me We would like to average the weekly totals.

5. Select the range of weekly Totals for Number1, G2:G5

6. Click OK once you have selected or typed in the range.

Now that the average has been calculated we can compare each weekly Total to the
Average, being careful to use absolute cell reference to ensure the cell reference
representing the average does not change as the function is copied.

Follow Compare Totals to Average Cont.

Me 7. In H1 type Difference
8. In cell H2 enter the following formula, =G2-$B$7
9. Using the auto fill, add the formula to the other weeks (through H5)

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2. Complex Functions - Vlookup

Entering in more complex functions can be easy using the Function Arguments dialog
box. Let’s work through another example.
Vlookups can be used to pull information into a table from another table. One variable in
the table should be unique, such as name, social security number, or ID number. That
variable must be included in both tables you are working with.
In our example, we will use Vlookup to add birthdates to our list of students. The first
table will be a teacher’s class roster. The second table will be a master list of school
birthdays.

Follow Open Ms Roberts Birthdays

Me 1. Open Ms Roberts
Birthdays.xlsx
2. Add Birthdays to D2.
Ms Roberts has 19 students.
There are 218 student birthdays in
the Birthdays tab, they are currently
sorted by day.
Adding each birthday to the list will
take time, a fast way is to use a
vlookup.

Let’s take a look at the vlookup function.

VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)

Looks for a value in the leftmost column of a table, and then returns a value in
the same row from a column you specify. By default, the table must be sorted in
an ascending order.
Lookup Value – what you are looking for in the other table (In our example, we will look
for the matching student ID number).
Table Array – the table or range from which the data will be retrieved, the lookup value
needs to match the leftmost column of the table array and the data to be retrieved

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should also be in the table. (In our example, we will use the entire table in the Birthdays
sheet).
Column Index Number (Col_index num) – this is how many columns over in the table
the data you want is located (In our example, the birthday is the second column of the
table).
Range lookup – this value (either TRUE or FALSE) is used to tell Excel if you want an
exact match or approximate. In many cases, including our example, you will want an
exact match. Use FALSE to find an exact match.
Note: the table must be sorted in ascending order. This means the further down the
table, the larger the number.

Follow Sort Birthdays

Me 1. Select Birthday tab
2. Highlight the entire table, can use a shortcut to select all (ctrl + A)
3. Select Filter from the Sort & Filter drop down on the ribbon Home tab
(Editing group)

4. Using the drop down arrow on Student

ID, sort smallest to largest (ascending).

Now that the birthdays have been sorted, we can begin adding the vlookup to add in
birthdays to Ms Roberts Class.

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Follow Add Vlookup

Me 1. Return to the Ms Roberts Class tab.
2. Select D3
3. Click the function button
4. Search for Vlookup
5. Select VLOOKUP from the list and
click OK
Add Function Arguments
6. In the Lookup_value we will begin
by adding the student ID of the
student we are looking for, type or
click A3. You should now see the
student ID appear next to your
selection, 20160109.
7. In Table_array we will add the birthday table, to ensure the entire table is
always selected we will choose this by column. You can type or click but
choose the Birthdays tab columns A and B or Birthdays!A:B

We recognize the cell range A:B but have not covered referencing cells or ranges in
other sheets. This is done by typing the name exactly as it appears (capitals included)
with an ! after. In our examples the two sheet references are Ms Roberts Class! and
Birthdays!

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Follow Add Function Arguments Cont.

Me 8. In Col_index_num add the column number of the table that holds the data
you wish to add. In this case birthdays are held in the second column so
type 2
9. In Range_lookup we will add FALSE this will ensures that only an exact
match will be returned.
The second section of the Function Arguments dialog box contains more
information on the function being entered as well as what information is required for
each argument (parameter).
10. Click OK once finished.

The functions button and dialogs fill in the function for you. Notice how D3 now holds
the full function with all arguments completed
=VLOOKUP(A3,Birthdays!A:B,2,FALSE)

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Follow Continue adding all Birthdays

Me 1. Using the auto fill function, continue
adding each birthday.
The sheet may look funny as the vlookup
does not copy formatting. Because dates
are also numbers we need to format our
sheet to show dates in a way we can read.
2. Select D3:D21 us the drop down in
the Number group of the Home tab to
format the numbers into the Short
Date format.

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