9-Excel-Topics

1. Formula Basics
 Formula Syntax
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

4
 Reference Types
Reference Types

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

5
 Common Errors
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

#VALUE! Formula has the wrong type of argument

Check that your formula isn’t trying to perform an arithmetic
operation on text strings or cells formatted as text

#DIV/0! Formula is dividing by zero or an empty cell

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

#N/A Formula can’t find a referenced value

Check that all references and formula arguments evaluate properly
(the most common cause is a lookup value with no match)

6
 Auditing Tools (1of3)
Auditing Tools

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

7
 Auditing Tools (2of3)
Auditing Tools

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

8
 Auditing Tools (3of3)
Auditing Tools

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

9
 CTRL Shortcuts
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

10
 Fn Shortcuts
Fn Shortcuts

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

F2
A1
• Allows you to edit the active cell
• Highlights cells referenced by the active formula

F4
$A1 F4 $A$1
• 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

11
 Common Mac 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

12
 Alt Key tips
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

13
 Data Validation
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

14
 Learning Excel = Becoming a Developer
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

LOGIC

LOGIC
DATA

VS
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

15
2. Conditional
Statements
 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.”

17
 IF Statements
I F 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<=32,“Yes”,”No”)
In this case we’re categorizing the Freeze column
as “Yes” if the temperature is equal to or below
32, otherwise “No”

18
 Nested IF Statements
Nested I F 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”

19
 AND/ OR Statements
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”

20
 NOT/ <> Operators
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

21
 IFERROR
I FERROR

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

22
 IS Statements
I S 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

23
3. Common Stats
Functions
 Basic 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)

25
 RANK/ SMALL/ LARGE
RANK/SMALL/LARGE

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

26
 PERCENTRANK
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)

27
 RAND/ RANDBETWEEN
R AND/R ANDBE TWE E N

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)

28
 SUMPRODUCT (1of3)
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

29
 SUMPRODUCT (2of3)
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

evenue from apples sold at Shaws:

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

30
 SUMPRODUCT (3of3)
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

31
 COUNTIF/ SUMIF/ AVERAGEIF
COUNTI F/SUMI F/AVERAGEI F

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

32
 COUNTIFS/ SUMIFS/ AVERAGEIFS
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

33
4. Lookup &
Reference
Functions
 Named Ranges
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)

35
 VLOOKUP
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)?

2=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

36
 HLOOKUP
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

37
 Laws of Lookups
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

38
 ROW/ ROWS
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 { } signs ROWS(A10:D15) = 6

39
 COLUMN/ COLUMNS
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)

COLUMN(C10) = 3

COLUMNS(A10:D15) = 4

COLUMNS({1,2,3;4,5,6}) = 3

40
 INDEX
I NDEX

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

41
 MATCH
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 trying In which row or column Are you looking for the exact
to find the position of? are you looking? (must be value (0), or anything close?
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

42
 INDEX/ MATCH
I NDEX/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 looking for, index depends on what size I’m
so we use a MATCH function and search for looking for, so we use a MATCH
the value in cell B6 (in this case “Pants”) function and search for the value
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

43
 XLOOKUP
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 2021/ Office 365 subscribers

44
 XLOOKUP VS. VLOOKUP
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

45
 CHOOSE
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

46
 OFFSET
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 rows How many If you want to return a
starting point? down should columns over multidimensional array, how
you move? should you move? tall and wide should it be?

An OFFSET formula where [height]=1

and [width]=1 will operate exactly like an
INDEX. A more common use of OFFSET
is to create dynamic arrays

47
5. Text Functions
 TRIM/ UPPER/ LOWER/ PROPER
TRI M/UPPER/LOWER/PROPER

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

49
 CONCATENATE/ & (Ampersand)
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 (“&”)

50
 LEFT/ MID/ RIGHT/ LEN
LE F T/MI D/R I G HT/LE N

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)

51
 TEXT/ VALUE
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”

52
 SEARCH/ FIND
SEARCH/FI ND

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?

53
 IF(ISNUMBER(SEARCH
I F(I SNUMBER(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

found (TRUE), and another if it is
text within a given cell
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

54
6. Date & Time
Functions
 Date Value
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)

56
 Date Formatting
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)

57
 Fill Series
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

58
 TODAY()/ NOW()
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

59
 Serialization Formulas
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:

60
 EOMONTH
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

61
 YEARFRAC
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%

=YEARFRAC(B2, B3, 2) = 16.1%

62
 WEEKDAY
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)

63
 WORKDAY/ NETWORKDAYS
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

64
 DATEDIF
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

65
7. Formula based
(Conditional)
Formatting
 Formula-based (Conditional) Formatting
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

67
 Formula-based (Conditional) Formatting
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

68
8. Array Functions
 Intro
Array Functions - I ntro

Array functions perform multiple calculations on one or more items in an array, and can
take the form of either a single-cell formula (which exists within one cell) or a multi-cell
formula (which can be applied to a number of cells and return multiple results)

You must press CTRL-SHIFT-ENTER to enter, edit, or delete an array formula; this
automatically adds brackets “{ }” to indicate that the function applies to an array

If you select D2:D5, type “=B2:B5*C2:C5” and hit If you select D2:D5, type “=B2:B5 * C2:C5” and
ENTER, the formula will only be applied to cell D2 hit CTRL-SHIFT-ENTER, you have created an
array formula applied to all cells in the range

70
 Rules
Array Functions - Rules

When you work with array functions, you must obey the following rules:

1. You must press CTRL-SHIFT-ENTER (C-S-E) to edit or

enter an array formula

2. For multi-cell array functions, you must select the range

of cells before entering the formula

3. You cannot change the contents of any individual cell

which is part an array formula

4. You can move or delete an entire array formula, but not

a piece of it (so you often have to delete and rebuild)

5. You cannot insert blank cells into or delete cells from a

multi-cell array formula

71
 PROS & CONS
PROS & CONS

Array functions can be incredibly powerful, but also difficult to work with;
here are some of the key pros and cons of using them:

PROS CONS
-Condenses multiple calculations into one -Can be very difficult to modify or delete
formula, often reducing file size existing array formulas

-Can perform some complex functions that -Limited visibility into the formula’s function,
non-array formulas cannot especially for users who are not familiar with
arrays
-Reduces the risk of human error such as
accidentally deleting parts of arrays or -Eliminates the option to modify cells
mistyping formulas contained within arrays

-May reduce processing speed if multiple array

functions are used

72
 Array Constants
Array Constants

Array constants are created by manually entering a list of items directly into the
formula bar and manually surrounding the list with brackets ({ })

Horizontal array constants create an array contained

within a single row, and are delimited by commas (i.e.
Select A1:D1, type “={1,2,3,4}” then hit C-S-E)

Vertical array constants create an array contained

within a single column, and are delimited by semicolons
(i.e. Select A1:A4, type “={1;2;3;4}” then hit C-S-E)

Two-dimensional array constants create an array

contained across multiple rows and columns (i.e. Select
A1:D2, type “={1,2,3,4;5,6,7,8}” then hit C-S-E)

73
 Array Constants in Formulas
Array Constants in Formulas

Array constants can contain values, text (surrounded by “ ”), logical values (TRUE,
FALSE), or error values (#N/A), and can be used as part of an array formula

{=SUM(A1:A5 * {1;2;3;4;5})} = 70 This function takes each value in the array

A1:A5 and multiplies it against the
corresponding value in the array constant
{1;2;3;4;5}, which essentially translates into
Array constant the following formula: =SUM(A1*1, A2*2,
Function
Operator A3*3, A4*4, A5*5)
Stored
array

You manually add the brackets when you type array

constants, but the additional brackets surrounding the entire
formula are automatically added once you press C-S-E

74
 Named Arrays
Named Arrays

Just like normal cell ranges, array constants can be assigned a name using Excel’s
name manager, which can make them much easier to work with

Select “Define Name” (or Name Manager → New) from the Formulas

Now if you select A1:C1, type “=Quarter1” and press

CTRL-SHIFT-ENTER, the saved array will populate In the New Name dialog box, enter the array
constant (remembering to manually include the
brackets), give it a name, and select OK

75
 TRANSPOSE
TRANSPOSE

The TRANSPOSE function allows you to change the orientation of a given data array
(i.e. from 5 rows x 2 columns to 2 rows x 5 columns)

NOTE: The range in which you enter a TRANSPOSE function must be the exact
dimensions of the transposed data

{=TRANSPOSE(array)}

elect A9:E10, type “=TRANSPOSE(A3:B7)” and press

TRL-SHIFT-ENTER to copy the transposed data

To transpose a data set that you may want to later

edit, just use Paste Special → Transpose (ALT-H-V-T)

76
9. INDIRECT &
HYPERLINK
Functions
 INDIRECT (1of2)
I NDI RECT

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

78
 INDIRECT (2of2)
I NDI RECT ( 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)

79
 HYPERLINK
HYPERLI NK

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”)

Use =HYPERLINK("#'"&A2&"'!A1") to jump to

cell A1 of the sheet name specified in A2 (note
the extra single quotation marks!)

80
Thanks