DATA ANALYSIS

With
ADVANCED
EXCEL FUNCTIONS
 COURSE OUTLINE
UNDERSTANDING VLOOKUP UNDERSTANDING MATCH FUNCTIONS
FUNCTIONS IN EXCEL IN EXCEL

UNDERSTANDING COUNTIF & COUNT

UNDERSTANDING HLOOKUP IFS
FUNCTIONS IN EXCEL

TEXT FORMATTING
UNDERSTANDING INDEX FUNCTIONS
IN EXCEL

FREEZE YOUR WORKSHEET

 LOOKUP FUNCTIONS IN EXCEL
VLOOKUP, HLOOKUP, INDEX, and MATCH

In any real-world scenario, data is rarely stored in a single, simple table. Instead, it's often scattered across different sheets or
organized in complex structures. Lookup functions are indispensable when you need to find specific data points without
scrolling through endless rows and columns.

KEY FUNCTIONS WE'LL EXPLORE

 VLOOKUP
 HLOOKUP
 INDEX
 MATCH
 VLOOKUP (Vertical Lookup)
VLOOKUP is used to search for a particular value in a column of a table and return another value from a
different column but in the same row. VLOOKUP works as a search function by looking for specific data
vertically across a table or spreadsheet.

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

Vertical This has two options; if the value is set to

Lookup FALSE, that means we are looking for an
exact match. If the value is TRUE, then
This specifies the we are looking for an approximate
value that you This is the location match.
want to look up in (range of cells) that
our data contains the data
you want to search

This specifies the column

number from where we need
to return the value.
 HLOOKUP (Horizontal Lookup)
The HLOOKUP formula is a built-in Excel function used for horizontal lookup. It searches for a value in the
first row of a table range and returns a corresponding value from another row in the same column.

SYNTAX =HLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

Horizontal This has two options; if the value is set to

Lookup FALSE, that means we are looking for an
exact match. If the value is TRUE, then
This specifies the we are looking for an approximate
value that you This is the row range match.
want to look up in in which our
our data lookup_value IS.
This can be an entire
row, a fixed range, a
table range or a This specifies the column
named range number from where we need
to return the value.
 VLOOKUP (Vertical Lookup) ON DIFFERENT WORKSHEET

Step 1: Understanding the Function:

VLOOKUP stands for "Vertical Lookup" and is used to search for a value in the first column of a table and return a value in the same row from a
specified column.
The function syntax is VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]).

Step 2: Setting Up the Data:

Assume you have two worksheets: "Sheet1" where you want to perform the lookup, and "Sheet2" where the data is located.
On "Sheet2," you have a table with the data, and the first column contains the lookup values.

Step 3: Writing the VLOOKUP Formula:

In cell B2 of "Sheet1," enter the following formula: =VLOOKUP(A2, Sheet2!A1:B10, 2, FALSE).
Here, A2 is the lookup value in "Sheet1" that you want to search for in the first column of the table on "Sheet2."
Sheet2!A1:B10 is the range in "Sheet2" where the data is located, with the first column being the lookup column and the second column
containing the data you want to retrieve.
2 is the column index number in the table_array from which the matching value should be returned (the second column in this case).
FALSE specifies that you want an exact match for the lookup value.
 VLOOKUP WITH IFERROR FUNCTION

IFERROR Function is used to TRAP and handle errors in a formula.

IFERROR Returns a value specify by user if a formula results in error; else, it returns the result
of the formula

SYNTAX: IFERROR(Value, Value_if_error)

An argument that
is checked for The value to
error return if the
formula evaluates
to an error.
 HLOOKUP (Vertical Lookup) ON DIFFERENT WORKSHEET

Step 1: Understanding the Function:

HLOOKUP stands for "Horizontal Lookup" and is used to search for a value in the first row of a table and return a value in the
same column from a specified row.
The function syntax is HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup]).

Step 2: Writing the HLOOKUP Formula:

In cell B2 of "Sheet1," enter the following formula: =HLOOKUP(A1, Sheet2!A1:E10, 2, FALSE).
Here, A1 is the lookup value in "Sheet1" that you want to search for in the first row of the table on "Sheet2."
Sheet2!A1:E10 is the range in "Sheet2" where the data is located, with the first row being the lookup row and the second row
containing the data you want to retrieve.
2 is the row index number in the table_array from which the matching value should be returned (the second row in this case).
FALSE specifies that you want an exact match for the lookup value.
 UNDERSTANDING THE RESULT LOOKUP ON DIFFERENT WORKSHEET

• The VLOOKUP function will search for the value in cell

A2 of "Sheet1" in the first column of the range A1:B10 on
"Sheet2."
• If it finds a match, it will return the corresponding value
from the second column (column B) in the same row. • The HLOOKUP function will search for the
• If no match is found, the function will return an error or value in cell A1 of "Sheet1" in the first row of
#N/A. the range A1:E10 on "Sheet2."
• If it finds a match, it will return the
corresponding value from the second row (row
2) in the same column.
• If no match is found, the function will return
an error or #N/A.
 NOTES
• Ensure that the worksheet names, cell references, and
ranges are correctly specified in your formulas.
• You can adjust the cell references and ranges in the
formulas based on your specific data layout and
requirements.
• Practice using these functions with different datasets to
become more comfortable with them.
 INDEX FUNCTION
The Excel INDEX function returns the value at a given location in a range or array. You can use INDEX to
retrieve individual values.

SYNTAX= INDEX(array, row_num, [column_num])

INDEX This parameter is optional. If your data is

in multiple columns, you specify the
column number from which you want to
retrieve the data.
This is the range of
cells, table, or array
from which you want
to retrieve data
This parameter specifies the
row number from which you
want to retrieve the data.
 MATCH FUNCTION
The MATCH function in Excel searches for a specified value in a range and returns the relative position of that item. It
can be used to find the position of a specific value within a column or row.

SYNTAX = MATCH(lookup_value, lookup_array, [match_type])

MATCH The range of

FUNCTION cells where Excel
should search for
the lookup_value. Optional) Determines the type
of match: 1 for less than, 0 for
The value you an exact match, -1 for greater
want to find than. If omitted, it defaults to 1
within the (less than)
lookup_array.
 Using INDEX and MATCH Together

When used together, INDEX and MATCH allow you to perform a flexible lookup that can search both rows and columns. The general
formula looks like this:

SYNTAX = INDEX(return_range, MATCH(lookup_value, lookup_range, 0))

The value to search for

INDEX
FUNCTION The range from
which to return a
The range in
value.
which to search
for the
lookup_value.
MATCH
FUNCTION
 EXCEL COUNTIF AND COUNTIFS FORMULAS EXPLAINED
COUNTIF extends the capabilities of the basic COUNT function by allowing you to tell Excel to only COUNT items that meet a
certain criteria. COUNTIFS function, which allows you to stipulate multiple criteria, hence the plural.

SYNTAX = =COUNTIF(range,criteria)

COUNTIF
FUNCTION This is the range of cells
This is the condition that
that you want to apply the
defines which cells in the
criteria to. COUNTIF will
range will be counted. It
count the cells in this range
could be a specific value,
that meet the given
expression, or text string.
condition.
COUNTIFS : CountIFS is a function in Excel that allows you to count the number of cells in a range that meet multiple
criteria. It is useful for analyzing data based on specific conditions. Here's a simple explanation for beginners:Let's say you have a
list of sales transactions with columns for "Product," "Region," and "Amount." You want to count the number of transactions
where the product is "A" and the region is "North."
SYNTAX = COUNTIFS(range1, criteria1, [range2, criteria2], ...)

• range1: The first range of

cells to be evaluated.
COUNTIF • criteria1: The criteria used
FUNCTION This is the range of cells to determine which cells to
This is the condition that
that you want to apply the count in range1.
defines which cells in the
criteria to. COUNTIF will • range2, criteria2, ...
range will be counted. It
count the cells in this range (optional): Additional
could be a specific value,
that meet the given ranges and criteria to apply
expression, or text string.
condition. to the cells. You can add up
to 127 range/criteria pairs.
 HOW TO USE EXCEL CONDITIONAL FORMATTING

Imagine examining hundreds of rows of raw data in Excel in an attempt to find a pattern or trend. It going to be very
stressful.
Thankfully one of the tools we can use to make this task simpler is Conditional Formatting.

The Conditional Formatting features are massively improved and it include many default Conditional Formats,
including color scales, icon sets and data bars to name a few. Etc.

When to Use Excel’s Conditional Formatting: HOW TO APPLY CONDITIONAL FORMATTING

• If you want to be informed in real time • Select the range of cells you want formatted.

• Answer questions visually • From the Home tab go to the Styles group and select

• Analyze data: find exceptions, find relationships, find Conditional Formatting.

• The menu will appear with your formatting options.
trends, etc
• Enhance data presentation • When you choose one of the options a cascading menu will
appear. :
 UNDERSTANDING CONDITIONAL FORMATTING
Conditional Formatting is a powerful tool in Excel that HIGHLIGHTING CELLS
allows you to format cells based on certain conditions. It STEP 1: Select the range of cells you want to format.
brings your data to life by highlighting important trends, STEP 2: Go to the "Home" tab.
comparisons, and patterns, making it easier to understand STEP 3: In the "Styles" group, click on "Conditional
and analyze. Formatting."
STEP 4: Choose "New Rule..."
WHY CONDITIONAL FORMATTING STEP 5: Select "Format cells that contain."
INSIGHT: Color-coded cells provide instant visual cues, STEP 6: Define your condition (e.g., equal to, greater
making it effortless to identify trends or outliers. than, between).
DATA FOCUS: It emphasizes specific data points, ensuring STEP 7: Choose the formatting style (color, font,
you focus on what's crucial within your dataset. border).
DECISION MAKING: Highlighting data based on STEP 8: Click "OK" to apply the formatting.
conditions aids in quicker and informed decision-making.
 UNDERSTANDING CONDITIONAL FORMATTING

DATA BARS, COLOR SCALES, AND ICON SETS CREATING ADVANCED RULES
Excel offers predefined formats like Data Bars (for gradient A. Formulas:
bars within cells), Color Scales (for color gradients), and You can create complex rules using Excel formulas.
Icon Sets (for icons representing data ranges). STEP 1: Select the range.
STEP 1: Select the data. STEP 2: Go to "Conditional Formatting."
STEP 2: Navigate to "Conditional Formatting" under the STEP 3: Choose "New Rule..." and select "Use a
"Home" tab. formula to determine which cells to format."
STEP 3: Choose the format you want (Data Bars, Color STEP 4: Enter your formula (e.g., =A1>B1).
Scales, or Icon Sets). STEP 5: Set the formatting style.
STEP 6: Click "OK" to apply.
 HOW TO FREEZE YOUR WORKSHEET
The Freeze Panes feature in Excel is described as invaluable because it is highly valuable and essential when working with large datasets. It ensures that
specific rows or columns remain visible while scrolling, providing essential context and understanding of the data. In other words, it is a feature that is so
crucial and useful that its value cannot be measured.

WHY FREEZE PANES MATTERS

• Data Context: When you scroll down or across, it's easy to lose
sight of column or row headers, making it challenging to
understand the data context.
• Comparison: Freezing panes allows you to compare data in
different sections of your worksheet seamlessly.
• Efficiency: It saves time by eliminating the need to repeatedly
scroll back to understand which column or row represents what
information.
 FREEZING ROWS FREEZING BOTH ROWS AND COLUMNS
• Step 1: Select the row below the last row you want to •Step 1: Click on the cell below the last row and to the right

freeze (for example, if you want to freeze the first three of the last column you want to freeze.

rows, select the fourth row). •Step 2: Navigate to the "View" tab.

• Step 2: Navigate to the "View" tab in the Excel ribbon. •Step 3: In the "Window" group, click on "Freeze Panes."

• Step 3: In the "Window" group, click on "Freeze Panes." •Step 4: Choose "Freeze Panes" from the dropdown menu.

• Step 4: Choose "Freeze Panes" from the dropdown

menu.
FREEZING COLUMNS
UNFREEZING PANES
• Step 1: Select the column to the right of the last column
If you want to unfreeze panes:
you want to freeze (for example, if you want to freeze
Step 1: Go to the "View" tab.
the first two columns, select the third column).
Step 2: In the "Window" group, click on "Freeze Panes."
• Step 2: Go to the "View" tab.
Step 3: Select "Unfreeze Panes" from the dropdown menu.
• Step 3: In the "Window" group, click on "Freeze
Panes."
• Step 4: Select "Freeze Panes" from the dropdown menu.
TIPS
Thank
You!!!