Excel Functions

Text Functions
Statistical Functions
Mathematical Functions
Logical Functions
 Text Functions
FIND
LEFT, RIGHT, MID
CONCATENATE
REPLACE
TRIM
LEN
UPPER, LOWER
DOLLAR
PROPER
REPT
SUBSTITUTE
BAHTTEXT
VALUE
 TEXT
The Text function returns a value converted
to text with a specified format.
Syntax: =Text( value, format )
value is the value to convert to text.
format is the format to display the results in.
 FIND
It searches for a text inside another text and
returns the position of the text searched.
Syntax: =FIND(find_text;within_text;start_num)
“find_text” refers to the text to be found
“within_text” refers to the string or cell reference
to be searched
“start_numb” refers to the initial position of the
search
It performs the search reading the text from left
to right, from the initial position indicated in
“start_numb”.
FIND does not distinguish between capital and
 LEFT, RIGHT, MID
When data is imported or copied into an Excel
spreadsheet unwanted characters or words
can sometimes be included with the new data.

Excel has several functions that can be used

to remove such unwanted characters.

Which function you use depends upon where

the unwanted characters are located.
 LEFT
If the unwanted characters are on the right
side of your good data, use the LEFT function
to remove them.
 Syntax: = LEFT ( Number , Num_chars )
Number - the piece of data (cell number) you
want to change
Num_chars - specifies the number of
characters to be retained from the Number
specified above.
 RIGHT
If the unwanted characters are on the left side
of your good data, use the RIGHT function to
remove them.
 Syntax: = RIGHT ( Number , Num_chars )
Number - the piece of data (cell number) you
want to change
Num_chars - specifies the number of
characters to be retained from the Number
specified above.
 MID
If the unwanted characters on both sides of
your good data, use the MID function to
remove them.
Syntax: = MID ( Number , Start_num ,
Num_chars )
Number - the piece of data (cell reference) you
want to change.
Start_num - specifies the starting character
from the left of the data to be kept.
Num_chars - specifies the number of
characters to the right of the Start_num to be
retained.
 CONCATENATE
The CONCATENATE function is used to join
two or more words or text strings together.

The syntax for the CONCATENATE function is:

= CONCATENATE ( text1, text2, ... textn)
“text1”, “text2”,…“textn” may be the text to
be concatenated or the cell number or a
combination of both.
 REPLACE
The REPLACE function can be used to replace
unwanted characters with good data or with
nothing at all.
Syntax: =REPLACE(Old_text, Start_num,
Num_chars, New_text)
 Old_text - the piece of data (cell reference) you
want to change.
 Start_num - specifies the start position (from the
left) of the characters in old_text that you want to
replace.
 Num_chars - specifies the number of characters to
be replaced from the Start_num specified above.
 New_text - specifies the new data to be added. This
argument can be left blank if you just want to
remove unwanted characters.
 TRIM
When text data is imported or copied into an
Excel spreadsheet extra spaces can
sometimes be included along with the words.
The TRIM function can be used to remove
these unwanted spaces.
Syntax: = TRIM ( Text )
Text - the text you want to change. This can be
a cell reference to where the text is stored.
 LEN
The LEN function returns the length or the
number of characters that a text chain or a
cell has.
Syntax: =LEN(text)
Text may be the text to be counted (enclosed
in double quotation marks) or a cell number.
 UPPER, LOWER
UPPER
Converts into capital letters a text chain or a
cell.
Syntax: =UPPER(text)
 Text may be the text to be converted or the cell
number whose text must be converted.
LOWER
Converts into small letters a text chain or a cell.
Syntax: =LOWER(text)
 Text may be the text to be converted or the cell
number whose text must be converted.
 DOLLAR
The DOLLAR dunction converts to text a
number using currency format.

Syntax: =DOLLAR(number, decimals)

Number – specifies the number that is to be
converted
Decimals – specifies the number of decimal
places to be used in the conversion.
 PROPER
The PROPER function converts the first letter
of each word of a text into capital letters, the
rest of the word into small letters.

Syntax: =PROPER(text)
Text may be the text to be converted or the
cell reference which contains the text to be
converted.
 REPT
The REPT function repeats previous text a
fixed number of times.

Syntax: =REPT(text, number_times)

Text specifies the text chain to be repeated (in
double quotation marks)
Number_times specifies the number of times
the text is to be repeated
 SUBSTITUTE
The SUBSTITUTE function substitutes portions
of text by new text.
Syntax: =SUBSTITUTE( text, old_text;
new_text; instance_num)
Text – specifies the text (or cell reference
containing text) in which to substitute
characters.
Old_text – specifies the portion of the text to
be substituted. It is case sensitive.
New_text – specifies the text to substitute the
old_text.
Instance_num – specifies which occurrence of
old text to be substituted. If omitted, every
 BAHTTEXT
The BAHTTEXT function converts a number in
Thai (Baht) text.
The baht format can be changed into a
different style used. Regional configuration or
Regional options in the Windows Control panel
.
Syntax: =BAHTTEXT(number)
This only works for numbers.
 VALUE
The VALUE function converts a text string that
represent a number to a number
Syntax: =VALUE(text)
Text is the text enclosed in quotation marks or
a cell reference containing the text to be
converted.
 LOGICAL FUNCTIONS
Comparison Operators
TRUE
FALSE
AND
OR
IF
NOT
 Comparison Operators
Excel's logic functions always involve a
comparison between two values. The logic test
can only return a true or false answer,
depending on the condition tested.
The comparison operators that can be used in
a logic test are:
Equals ( = )
Less than ( < )
Less than or equal to ( < = )
Greater than ( > )
Greater than or equal to ( > = )
Not equal to ( < > )
 TRUE
The TRUE function returns the logical value
TRUE.
Syntax: =TRUE( )
The function does not have arguments.
You can also type the word TRUE directly onto
the worksheet or into the formula, and
Microsoft Excel interprets it as the logical
value TRUE.
 FALSE
The FALSE function returns the logical value
FALSE.
Syntax: =FALSE( )
The function does not have arguments.
You can also type the word FALSE directly
onto the worksheet or into the formula, and
Microsoft Excel interprets it as the logical
value FALSE.
 AND
The AND function checks whether all
arguments are TRUE.
The function returns TRUE if all arguments in
the function are TRUE, otherwise it returns
FALSE
Syntax: = AND ( logical-1 , logical-2 , ...
logical-255 )
logical - refers to the cell reference that is being
checked. Up to 255 logical values can be entered
into the function.
 OR
The OR function checks whether any of the
arguments are TRUE, and returns TRUE or
FALSE.
The function returns FALSE if all arguments
are FALSE.
Syntax: =OR ( logical-1 , logical-2 , ...
logical-255 )
logical - refers to the cell reference that is
being checked. Up to 255 logical values can be
entered into the function.
 IF
The IF function is used to conduct conditional
tests on values and formulas.
It returns one value if a condition you specify
evaluates to TRUE and another value if it
evaluates to FALSE.
Syntax: =IF( logical_test, value_if_true,
value_if_false)
Logical_test is any value or expression that
can be evaluated to TRUE or FALSE.
Value_if_true is the value that is returned
when the condition is TRUE. If it is not specified,
the function returns TRUE.
Value_if_false is the value that is returned
 NOT
The NOT function reverses the value of its
argument.
Use NOT when you want to make sure a value
is not equal to one particular value.
Syntax: =NOT(logical)
Logical is a value or expression that can be
evaluated to TRUE or FALSE.
Remark
If logical is FALSE, NOT returns TRUE; if logical is
TRUE, NOT returns FALSE.
 Statistical Functions
AVERAGE
AVERAGE IF
LARGE
SMALL
MIN
MAX
MODE
MEDIAN
RANK
 AVERAGE
The AVERAGE function is used to find the
average or arithmetic mean of a given list of
arguments.
Syntax: = AVERAGE ( argument1,
argument2, ... argument255 )
Argument1, argument 2, ... argument 255 can
be numbers, named ranges, arrays, or cell
references. Up to 255 arguments can be
entered.
 AVERAGE IF
The AVERAGE IF function is used to find the
average of values in cells in a selected range
that meet certain criteria.
Syntax: =AVERAGEIF( Range, Criteria,
Average_Range)
Range - the group of cells the function is to
search.
Criteria - determines whether the cell is to be
counted or not.
Average_range - the data range that is
averaged if the first range meets the specified
criteria. If this range is omitted, the first range
 LARGE
The LARGE function can be used to find data
based on relative size.
Syntax: = LARGE ( Array , K )
Array - the array or range of cells containing
the data to be used in the function.
K - the Kth largest value, such as the third
largest value, that is being sought.
 SMALL
The SMALL function can be used to find data
based on relative size.
Syntax: = SMALL ( Array , K )
Array - the array or range of cells containing
the data to be used in the function.
K - the Kth smallest value, such as the third
smallest value, that is being sought.
 MIN
The MIN function is used to find the smallest
or minimum value in a given list of numbers
or arguments.
Syntax: =MIN ( argument1, argument2, ...
argument30 )
Argument1, argument2, ... argument30 can be
numbers, named ranges, arrays, or cell
references. Up to 30 arguments can be entered.
 MAX
The MAX function is used to find the largest or
maximum number in a given list of values or
arguments.
Syntax: =MAX( argument1, argument2, ...
argument30 )
Argument1, argument2, ... argument30 can be
numbers, named ranges, arrays, or cell
references. Up to 30 arguments can be entered.
 MODE
The MODE function is used to find the most
frequently occurring value in a list of
numbers.
Syntax: = MODE ( number1, number2, ...
number255 )
Number1,…,number255 is the list of values
or cell references to be checked by the
function.
 Note: Up to 255 numbers can be entered into the
function.
 MEDIAN
The MEDIAN function shows the middle value
in a list of numbers.
Middle, in this case, refers to arithmetic size
rather than the location of the numbers in a
list.
If there is an even set of numbers, the median
is the average of the middle two values.
Syntax: = MEDIAN ( number1, number2, ...
number255 )
Number1,…,number255 is the list of values or
cell references to be checked by the function.
 Note: Up to 255 numbers can be entered into the
function.
 RANK
The RANK function ranks the size of a number
compared to other numbers in a list a data.
Syntax: = RANK ( Number, Ref, Order )
Number - the cell reference of the number to
be ranked.
Ref - the range of cells to use in ranking the
Number.
Order - determines whether the Number is
ranked in ascending or descending order.
 Type a “0" (zero) to rank in descending order
(largest to smallest). Type a 1 to rank in ascending
order (smallest to largest).
 Information Functions
CELL
TYPE
ISBLANK
ISERROR
ISNUMBER
ISTEXT
ERROR.TYPE
N
NA
 CELL
Excel’s CELL function is used to find out
information about a specific cell, worksheet or
workbook.
The function's job is to give out information
about a cell such as its formatting, the type of
data it contains, and whether or not the cell is
locked or protected.
Syntax:= CELL (info_type , reference )
Info_type: Refers to the type of cell information
being sought. Only specific key words can be
used for this parameter.
Reference: Refers to the cell reference that is
being checked.
 CELL (cont.)
Info_type Returns
address Reference of the first cell in reference, as text.
col Column number of the cell in reference.
color 1 if the cell is formatted in color for negative values;
otherwise returns 0 (zero).
contents Value of the upper-left cell in reference; not a formula.
filename Filename (including full path) of the file that contains
reference, as text. Returns empty text ("") if the worksheet
that contains reference has not yet been saved.
format Text value corresponding to the number format of the cell.
The text values for the various formats are shown in the
following table. Returns "-" at the end of the text value if the
cell is formatted in color for negative values. Returns "()" at
the end of the text value if the cell is formatted with
parenthes parentheses
1 if the cell isfor positive with
formatted or allparentheses
values. for positive or all
es values; otherwise returns 0.
 CELL (cont.)
Info_type Returns
prefix Text value corresponding to the "label prefix" of the cell.
Returns single quotation mark (') if the cell contains left-
aligned text, double quotation mark (") if the cell contains
right-aligned text, caret (^) if the cell contains centered
text, backslash (\) if the cell contains fill-aligned text, and
empty text ("") if the cell contains anything else.
protect 0 if the cell is not locked, and 1 if the cell is locked.
row Row number of the cell in reference.
type Text value corresponding to the type of data in the cell.
Returns "b" for blank if the cell is empty, "l" for label if the
cell contains a text constant, and "v" for value if the cell
contains anything else.
width Column width of the cell rounded off to an integer. Each
unit of column width is equal to the width of one character
in the default font size.
 TYPE
The TYPE function returns the type of value. Use
TYPE when the behavior of another function
depends on the type of value in a particular cell.
Syntax: =TYPE(value)
Value can be any Microsoft Excel value, such as a
number, text, logical value, and so on.
Value Type Result
Number 1
Text 2
Logical Value 4
Error Value 16
 TYPE (cont.)
Remarks:
TYPE is most useful when you are using
functions that can accept different types of
data, such as ARGUMENT and INPUT. Use TYPE
to find out what type of data is returned by a
function or formula.
You cannot use TYPE to determine whether a
cell contains a formula. TYPE only determines
the type of the resulting, or displayed, value. If
value is a cell reference to a cell that contains a
formula, TYPE returns the type of the formula's
resulting value.
 ISBLANK
The ISBLANK function's job is to check to see
if a certain cell is empty or not. If the cell is
empty, a value of TRUE is returned by the
function.
If data is later added to an empty cell the
function will automatically update and return
a FALSE value.
Syntax: = ISBLANK ( Value )
Value: Refers to the cell reference that is being
checked.
 ISERROR
Returns TRUE if the value is any error value.
When a formula refers to a cell in which you
have another formula, always use the
ISERROR function to avoid trashing the last
formula with a "#DIV/0" or a "#VALUE" or a
"#N/A".
Syntax: =ISERROR(Value)
Value: Refers to the cell reference that is being
checked.
 ISNUMBER
The ISNUMBER function's job is to determine
if the data in a certain cell is a number or not.
If the data is a number, a value of TRUE is
returned by the function.
If it is not a number, or the cell is empty, a
FALSE value is returned. It should be noted
that, for this function, dates and times are
considered numbers.
Syntax: = ISNUMBER ( Value )
Value: Refers to the cell reference that is being
checked.
 ISTEXT
The ISTEXT function's job is to determine if
the data in a certain cell is text or not. If the
data is text, a value of TRUE is returned by
the function.
If it is not a text, or the cell is empty, a FALSE
value is returned.
Syntax: = ISTEXT ( Value )
Value: Refers to the cell reference that is being
checked.
 ERROR.TYPE
The ERROR.TYPE function returns a number
corresponding to one of the error values in
Microsoft Excel or returns the #N/A error if no
error exists.
Use the ERROR.TYPE in an IF function to test
for an error value and return a text string,
such as a message, instead of the error value
Syntax: =ERROR.TYPE(error_val)
Error_val is the error value whose identifying
number you want to find. Although error_val
can be the actual error value, it will usually be a
reference to a cell containing a formula that you
 ERROT.TYPE (cont.)
If Error_val is ERROR.TYPE returns
#NULL! 1

#DIV/0! 2

#VALUE! 3

#REF! 4

#NAME? 5

#NUM! 6

#N/A 7

Anything else #N/A

 N
The N function returns a value converted to a
number.
Syntax: =N(value)
Value is the value you want converted.

It is not generally necessary to use the N

function in a formula, because Excel
automatically converts values as necessary.
 NA
The NA function returns the error value #N/A.
#N/A is the error value that means “no value is
available.”
Use NA to mark empty cells. By entering #N/A
in cells where you are missing information, you
can avoid the problem of unintentionally
including empty cells in your calculations.
(When a formula refers to a cell containing
#N/A, the formula returns the #N/A error
value.)
Syntax: = NA( )
You must include the empty parentheses with
the function name. Otherwise, Microsoft Excel
 Financial Functions
PMT
DB
 PMT
The PMT function can be used to calculate the
payments for a loan or the future value of an
investment.
Syntax: = PMT ( rate , nper , pv , fv , type )
rate - the annual interest rate for the loan.
nper - the total number of payments to be made
on the investment.
pv - the present value of the investment. For
future value this argument is omitted.
fv - future value - the value of the investment at
the end of the investment period.
type - indicates when payments are made:
 "0" (or omitted) - at the end of the period i.e.: end of the
DB
 Lookup Function
TRANSPOSE
 TRANSPOSE
The TRANSPOSE function is used to copy data
located in a row into a column or copy data
located in a column into a row.
The syntax for the TRANSPOSE function is:
{ = TRANSPOSE ( Array )}
Array - the range of cells to be copied from the
horizontal to the vertical or vertical to the
horizontal.
The curly braces " { } " surrounding the
function indicate that it is an array function.
 Mathematical Functions
SUM, AUTOSUM
PRODUCT, QUOTIENT
SUMPRODUCT
ABS
ROUND, ROUNDUP, ROUNDDOWN
RAND
TRUNC
MOD
SUMIF
INT, ROMAN
RADIANS
COS, SIN, TAN, ACOS, ASIN, ATAN
 SUM
The SUM function provides a quick way to add
numbers together in an Excel spreadsheet.
Syntax: =SUM( Number1, Number2, ...
Number255 )
Number1, …, Number255 specifies the numbers
or the range of cells with the numbers to be
added. Up to 255 numbers can be entered into
the function.
 AUTOSUM
The AutoSum feature is a shortcut to using
Excel's SUM function. It provides a quick way to
add up columns or rows of figures in a
spreadsheet.
Syntax: =SUM( Number1, Number2, ...
Number255 )
Number1, …, Number255 specifies the numbers
or the range of cells with the numbers to be
added. Up to 255 numbers can be entered into
the function.
The function can be found on the standard tool
bar.
 PRODUCT
The PRODUCT function can be used when
multiplying numbers or a range of values
together.
Syntax: =PRODUCT(num1,…,num255)
Num1,…,num255 specifies the numbers that
must be multiplied together or the cell
references containing the numbers to be
multiplied.
 QUOTIENT
The QUOTIENT function can be used to divide
numbers in Excel.
Unlike regular division, however, the
QUOTIENT function only gives you the whole
number as an answer - not the remainder.
Syntax: =QUOTIENT ( numerator ,
denominator )
Numerator refers to the number to be divided.
Denominator refers to the divisor.
 SUMPRODUCT
The SUMPRODUCT function returns the sum of
the products of the corresponding ranges or
arrays.
Syntax: =SUMPRODUCT(array1,…,
array255)
Array1,…,array255 are 2 to 255 arrays that
are to be multiplied and then add the
components.
 Note that all arrays must have the same dimensions.
 ABS
The ABS function returns the absolute value
of a number.
The absolute value of a number is the number
without its sign
Syntax: = ABS(number)
Number is the real number or cell reference of
which you want the absolute value
 ROUND
The ROUND function is used to reduce a given
value to a specific number of decimal places.
Syntax: = ROUND ( Number, Num_digits )
Number - the value to be rounded.
Num_digits - the number of decimal places to
reduce the above number to.
 ROUNDUP
The ROUNDUP function is used to round a
number upwards towards the next highest
number.
ROUNDUP is similar to the ROUND function
except that it always rounds a number upward
while the ROUND function will round up or
down depending on whether the last digit is
greater than or less than 5.
Syntax: = ROUNDDOWN ( Number,
Num_digits )
Number - the value to be rounded.
 ROUNDDOWN
The ROUNDDOWN function is used to round a
number downwards towards the next lowest
number.
ROUNDDOWN is similar to the ROUND function
except that it always rounds a number
downward while the ROUND function will round
up or down depending on whether the last digit
is greater than or less than 5.
Syntax: = ROUNDDOWN ( Number,
Num_digits )
Number - the value to be rounded.
 RAND
One way to generate random numbers in
Excel is to use the RAND function. This
function produces a random number between
0 and 1.
Syntax: = RAND ( )
Note: This function takes no arguments.
 TRUNC
The TRUNC function truncates a number to an
integer by removing the decimal or fraction
part of the number.
Syntax: =TRUNC(Number, Num_digits)
Number is the number or cell reference to be
truncated.
Num_digits is a number specifying the
precision of the truncation, 0 if omitted.
 MOD
The MOD function (modulo) returns the
remainder after division.
Syntax: =MOD(Number, Divisor)
Number is the number (or cell reference) for
which you wan to find the remainder after the
division is performed.
Divisor is the number (or cell reference) by
which to divide the Number.
 SUMIF
The SUMIF function is used to add up the
values in cells in a selected range that meet
certain criteria.
Syntax:=SUMIF( Range, Criteria, Sum
Range)
Range - the group of cells the function is to
search.
Criteria - determines whether the cell is to be
counted or not.
Sum Range - the data range that is summed if
the first range meets the specified criteria. If
this range is omitted, the first range is summed
 INT
The INT function is used to round a number
downwards towards the next lowest number.
INT is similar to the ROUNDDOWN function
except that it always rounds a number down
to the nearest whole number - completely
removing the decimal portion.
Syntax: = INT ( Number)
Number - the value to be rounded.
 ROMAN
The ROMN function returns the Roman
equivalent of an Arabic number.
Syntax: =ROMAN( Number, Form)
Number is the Arabic numeral to be converted.
Form is the number specifying the type or
Roman numeral you want.
 RADIANS
The RADIANS function provides a way of
converting angles measured in degrees to
radians.
Syntax: = RADIANS ( Angle )
Angle - the angle in degrees to be converted to
radians.
Note: radians=angle*pi/180 where pi=22/7
 COS, SIN, TAN
The COS function gives the cosine of an angle
measured in radians.
The SIN function gives the sine of an angle
whereas the TAN function gives the tangent of
an angle measured in radians.
Syntax: = COS ( Number ); =SIN(Number);
=TAN(Number)
Number - the angle in radians being calculated.
 ACOS, ASIN, ATAN
The ACOS function returns the arccosine of a
number, in radians, in a range between 0 and
pi.
The arccosine is the angle whose cosine is the
number.
The ASIN and ATAN return the arcsine and
arctangent of a number respectively.
The range of the ASIN and ATAN radians is –pi/2
to pi/2
Syntax: =ASIN(Number); =ACOS(number);
=ATAN(Number)
 Date Functions
TODAY
NOW
NETWORKDAYS
 TODAY
The TODAY function is used to add the current
date to a spreadsheet.
Syntax: =TODAY( )
Note: The TODAY function takes no arguments.
 NOW
The NOW function is used to add the current
time and date to a spreadsheet.
Syntax: = NOW ( )
Note: The NOW function takes no arguments.
 NETWORKDAYS
The NETWORKDAYS function can be used to
calculate the number of working days during a
specific time period. The function
automatically removes weekend days from
the total. Specific holidays can be omitted as
well.
Syntax: = NETWORKDAYS ( Start_date ,
End_date , Holidays )
Start_date - the start date of the chosen time
period.
End_date - the end date of the chosen time
period.
 Nesting Functions
Nested functions are just functions within
functions. The result returned from one
function is used as the argument to another
function.
You can nest up to seven functions within the
same formula.
When nesting functions you should try to use
extra parentheses where necessary in order
to make the formula as intuitive as possible.
 Nested IF Function
Probably the most common use of nested
functions is to perform conditional tests.
Nested IF functions are a common conditional
test
Although being limited to seven nested
functions can cause problems.
Nesting Other Functions
You can nest any types of functions as long as
the arguments are of the correct data type.
 PivotTables and
PivotCharts
A PivotTable is a form of report that works by
rearranging the fields and records in a
database into a different format.
You can rotate (pivot) the columns in a
PivotTable to display data summarized in
different ways, easily sort the database in
various ways, filter data, and collapse and
expand the level of information displayed.
A PivotChart is a powerful data analysis tool
that enables one to visualize a pivot table.
 PivotTables
The PivotTable creates a PivotTable field from
each field in the database (each column, in
the default orientation). Each PivotTable field
contains items that summarize the rows of
information that contain a particular entry.
Creating and manipulating the PivotTable
doesn’t change the contents or layout of the
database, so you can safely use a PivotTable
to experiment with your data without worrying
about corrupting the data or needing to
restore the database’s layout afterwards.
 Creating a PivotTable
using a wizard
Open the workbook that contains the database
you want to manipulate.
Display the worksheet that contains the
database, and click a cell in the database. To
use a specific range of the database instead of
the whole database, select that range.
Choose Data | PivotTable and PivotChart
Report.
Make sure the Microsoft Excel List or Database
option button and the PivotTable option button
are selected, and then click the Next button.
 Creating a PivotTable
using a wizard (cont.)
Enter the database range in the Range text
box:
 If you selected a cell in the database in step 2, the
wizard should have identified the range that
contains the database.
 If the wizard selected the wrong range, click the
Collapse Dialog button to collapse the dialog box,
select the range manually, and then click the
Collapse Dialog button again to restore the dialog
box.
Click Next. The wizard displays its third screen
Specify where to place the PivotTable by
selecting the New Worksheet option button or
 Creating PivotTables
using a wizard (cont.)
At this point, you can also specify the layout of
the PivotTable (by clicking the Layout button
and working in the Layout dialog box) or
options for the PivotTable (by clicking the
Options button and working in the PivotTable
Options dialog box)
Click the Finish button. The wizard creates the
new worksheet or selects the specified existing
worksheet (depending on your choice), creates
a blank PivotTable, and displays the PivotTable
toolbar and the PivotTable Field List.
 Creating a PivotTable on
the Framework
Create your PivotTable by dragging the
appropriate field buttons from the PivotTable
Field List window to the appropriate areas of
the blank PivotTable.
Which field buttons you drag depend on what
results you’re trying to produce.
Check the steps on the examples
presentation
 Changing a PivotTable
Once you’ve created the PivotTable on the
framework, you can change, format, and
configure it.

You can also control how Excel displays the

PivotTable

You can change a PivotTable by dragging the

fields you’ve already placed to different
locations, removing one or more of those
fields, or adding other fields.
 Formatting a PivotTable
The standard method of formatting a PivotTable
is to apply an AutoFormat by clicking the Format
Report button on the PivotTable toolbar,
selecting the most suitable AutoFormat in the
AutoFormat dialog box, and clicking the OK
button.

You can also apply formatting manually to the

data area of the PivotTable, but be warned that
visual elements will disappear when Excel
reapplies the current AutoFormat to the
PivotTable, unless you select the Preserve
Formatting check box in the PivotTable Options
 Changing A Field To A
Different Function
Select the Field button on the PivotTable.
Click the Field Settings button on the PivotTable
toolbar to display the PivotTable Field dialog box
In the Summarize By list box, select the function
you want.
To apply number formatting, click the Number
button and work on the Number tab of the
Format Cells dialog box.
To show the data in a different way than normal,
click the Options button.
 Excel displays a previously hidden section at the
bottom of the PivotTable Field dialog box.
Changing A Field To A
Different Function
(cont.)
Use the Show Data As drop-down list, the Base
Field list, and the Base Item list to specify the
format you want. For example, you might
choose Difference From in the Show Data As
drop-down list to show how the data differs
from the specified base field
Click the OK button to close the PivotTable Field
dialog box and apply the function.
 Configuring A PivotTable
Choose PivotTable ->Table Options from the
PivotTable toolbar to display the PivotTable
Options dialog box
Settings from the dialog box:
Grand Totals for Columns check box – Controls
whether the PivotTable displays grand totals for its
columns.
Grand Totals for Rows check box – Controls
whether the PivotTable displays grand totals for its
rows.
AutoFormat Table check box – Controls whether
Excel automatically applies the default AutoFormat
to the PivotTable.
Configuring A PivotTable
(cont.)
Merge Labels check box – Controls whether
Excel merges the cells for the outer row labels
and the column labels.
Preserve Formatting check box – Controls
whether Excel retains formatting that is applied
to the PivotTable when you change the
PivotTable’s layout or refresh its data.
Repeat Item Labels on Each Printed Page check
box – Controls whether Excel repeats the outer
row field item labels at the top of each page in
a printout. Usually, repeating the labels like this
makes a PivotTable easier to read.
Configuring A PivotTable
(cont.)
Mark Totals with * check box – Available only for
PivotTables based on online analytical
processing (OLAP) source data (as opposed to
data from an Excel database, such as you’ve
been using in this chapter).
 When you’re using OLAP source data, this check box
controls whether Excel displays an asterisk after each
grand total and subtotal to remind you that these
totals include hidden items.
Page Layout drop-down list – Lets you choose
between Down, Then Over layout (the default)
and Over, Then Down layout to suit your paper
type and layout.
Fields Per Column text box Lets you specify how
Configuring A PivotTable
(cont.)
For Error Values, Show check box and text box –
Lets you force Excel to display a specific value (for
example, an error message) in each cell that
contains an error value.
For Empty Cells, Show check box and text box Lets
you force Excel to display a specific value in each
empty cell.
Set Print Titles check box Controls whether Excel
prints the field and item labels as row and column
titles. Before using this feature, turn off repeating
rows and columns:
 Choose File | Print Setup to display the Print Setup dialog
box.
 Click the Sheet tab to display its contents.
Configuring A PivotTable
(cont.)
Save Data with Table Layout check box – Controls
whether Excel saves a copy of the PivotTable’s data
in the workbook.
 Saving the copy enables you to reopen the workbook
and work with the PivotTable without refreshing the
data, but it makes the workbook file substantially larger
than it would be otherwise.
 If you need to keep the workbook file as small as
possible, clear this check box and either select the
Refresh on Open check box or refresh the data in the
PivotTable manually when necessary.
Enable Drill to Details check box Controls whether –
Excel lets you double-click a cell in the PivotTable’s
data area to create and display a new worksheet
showing the data behind that cell.
Configuring A PivotTable
(cont.)
Refresh on Open check box – Controls whether
Excel refreshes the PivotTable data when you
reopen the workbook.
 This option is off by default; you’ll need it only when
using an external data source.
Refresh Every NN Minutes check box and text
box – Let you specify whether and, if so, at what
interval Excel should refresh the data from an
external source.
Save Password check box – Controls whether
Excel saves your password when accessing an
external data source. Saving your password
saves you the time and effort of reentering it
Configuring A PivotTable
(cont.)
Background Query check box – Controls
whether Excel runs queries to an external
database in the background or in the
foreground.
 When Excel runs the queries in the background, you
can continue to work while a query is running, but
the query may take longer than if it were running in
the foreground and temporarily preventing you from
working in the PivotTable.
Optimize Memory check box – Controls whether
Excel attempts to conserve memory when
refreshing data from an external data source.
 Unless you’re working with a colossal PivotTable or
your computer is terminally short on memory, you
 The PivotTable Toolbar
When you’re working in a PivotTable, Excel
displays the PivotTable toolbar by default.
Here’s what the controls on the PivotTable
toolbar do:
PivotTable Menu – Contains commands for
working with PivotTables.
Format Report – Displays the AutoFormat dialog
box, from which you can quickly apply any of a
wide selection of canned formats to the
PivotTable.
Chart Wizard – Launches the Chart Wizard.
Hide Detail and Show Detail – Toggles the
The PivotTable Toolbar
(cont.)
Refresh External Data – Forces Excel to refresh
the data contained in the PivotTable.
 Click this button to update the PivotTable after
changing data in the cells from which the PivotTable
is drawn.
Include Hidden Items in Totals – Controls
whether Excel includes hidden items in the
totals displayed in the PivotTable.
Always Display Items – Controls whether Excel
always displays the items in the table.
Field Settings – Displays the PivotTable Field
dialog box for configuring settings for the
selected field.
Show/Hide Field List – Toggles the display of the
 Create PivotCharts from
PivotTables
A PivotChart is a chart derived from a
PivotTable.
The advantage of a PivotChart over a regular
chart is that you can drag fields to different
locations in the chart layout to display different
levels of detail or different views of the data.
This flexibility makes PivotCharts great for
analyzing data.
The easiest way to create a PivotChart is to
create a PivotTable as described so far in this
chapter, select a cell in the PivotTable, and then
click the Chart Wizard button on the PivotTable
 Create PivotCharts from
PivotTables (cont.)
But you can also create a PivotChart by
running the PivotTable and PivotChart Wizard
and selecting the PivotChart Report (with
PivotTable Report) option on the first screen
of the wizard.
This option creates the PivotTable for you (on
your choice of a new worksheet or an existing
worksheet, as before), creates a new chart
page named Chartn (where n is the lowest
unused number), and places the framework of
a PivotChart on it.
Check example for the steps.
 What-If Analysis
What-if analysis: A process of changing the
values in cells to see how those changes
affect the outcome of formulas on the
worksheet.
What-If Utilities
Goal Seek
Scenario Manager
Solver
VLOOKUP and HLOOKUP
 Goal Seeking
Goal seeking is the act of finding a specific
value for a single worksheet cell by adjusting
the value of one other worksheet cell.
When you goal seek, Excel adjusts the value
in a single worksheet cell that you specify until
a formula that is dependent on that worksheet
cell returns the result that you want.
To goal seek in Excel, click Tools ➤ Goal Seek,
complete the requested information in the
Goal Seek dialog box, and then click OK.
The results will appear in the Goal Seek Status
dialog box.
 Scenario Manager
A scenario is a set of values and formulas that
Excel saves as a group. You can create and
save different sets of values and formulas on
a worksheet as different scenarios, and then
switch to any of these scenarios to view their
outcomes.
You use scenarios to forecast the outcome of
a particular set of worksheet cell values and
formulas that refer to those cell values.
Scenarios are particularly helpful for
comparing sets of cell values to validate
assumptions or analyze outcomes.
 Solver
Solver is a tool that obtains a certain value, a
maximum value, or a minimum value of one
worksheet cell by changing other related cells.
Solver will change the worksheet cell value
you specify to the specified value, highest
value, or lowest value for a worksheet cell
formula.
You can also restrict the allowed values that
Solver can use.
VLOOKUP and HLOOKUP
VLOOKUP and HLOOKUP are functions in Excel
that allow you to search a table of data and
based on what the user has supplied and give
appropriate information from that table.
VLOOKUP allows you to search a table that is
set up vertically. That is, all of the data is set
up in columns and each column is responsible
for one kind of data.
HLOOKUP looks up data that has been
formatted by rows instead of columns.
 VLOOKUP
Syntax: =VLOOKUP (lookup_value,
table_array, col_index_num, range_lookup)
The lookup_value is the user input. This is the
value that the function uses to search on.
The table_array is the area of cells in which
the table is located. This includes not only the
column being searched on, but the data
columns for which you are going to get the
values that you need.
The col_index_num is the column of data that
contains the answer that you want.
 VLOOKUP (cont.)
Range_lookup is a TRUE or FALSE value.
 When set to TRUE, the lookup function gives the
closest match to the lookup_value without going
over the lookup_value.
 When set to FALSE, an exact match must be found
to the lookup_value or the function will return #N/A.
Note: This requires that the column containing
the lookup_value be formatted in ascending
order.
 HLOOKUP
Excel's HLOOKUP function, short for horizontal
lookup, is used to find specific information
that has been stored in a spreadsheet table.
HLOOKUP works much the same the Excel
VLOOKUP function, or Vertical Lookup.
The only difference being that VLOOKUP
searches for data in columns and HLOOKUP
searches for data in rows.
 HLOOKUP (cont.)
Syntax: =HLOOKUP (lookup_value,
table_array, col_index_num,
range_lookup)
lookup _value is the value that is searched for
in the first row of the table array. The lookup
_value can be a text string, a logical value (TRUE
or FALSE only), a number or a cell reference to a
value.
table_array is the range of data that the
function searches to find your information. The
table_array must contain at least two rows of
data. The first row contains the lookup_values.
 This argument is either a named range or a reference
 HLOOKUP (cont.)
 If you are using a reference to a range a cells, it is a
good idea to use an absolute cell reference for the
table_array.
 If you do not use an absolute reference and you
copy the HLOOKUP function to other cells, there is a
good chance you will get error messages in the cells
the function is copied to.

row_index_num for this argument, enter the

row number of the table_array from which you
want data returned from.
 HLOOKUP (cont.)
range_lookup is a logical value (TRUE or FALSE
only) that indicates whether you want HLOOKUP
to find an exact or an approximate match to the
lookup_value.
 If TRUE or if this argument is omitted, HLOOKUP will
use an approximate match if it cannot find an exact
match to the lookup_value. If an exact match is not
found, HLOOKUP uses the next largest lookup_value.
If FALSE, HLOOKUP will only use an exact match
to the lookup_value.
 If there are two or more values in the first column of
table_array that match the lookup_value, the first
value found is used. If an exact match is not found,
an #N/A error is returned.