MS Excel: Advanced Functions
Lesson Notes Author: Pamela Schmidt
=ROUND(cell,number of digits to round)
i.e. cell D2 = 45.256 =round(d2,1) would return 45.3 =round(d2,2) would return 45.26 =round(d2,-1) would return 50 =round(d2,-2) would return 0 Using the format of a number to round only changes it for display and printing it does not change it for calculations.
To round a number for calculations, use the round function.
MS Excel: Level 2
MS Excel: Advanced Functions
=PMT(interest rate.principal.future value. Note: be sure interest for year is divided by 12 Note: PMT function should be preceded by a minus to display a positive number.type) Type is a 0 or 1 indicting when the payment is due.total number of payments.
The countif function will count how many cells within a range meet the criteria or test.criteria) Range = range to check Criteria = test
. 0 or omitted = At the end of the period 1 = At the beginning of the period Future value and type are optional arguments. COUNTIF(range.
what to do if it is false)
Put quotes around any text to be displayed.
In the example test if true (quantity on hand in column F is greater than zero) then: if false (quantity on hand in column F is equal to. what to do if it is true. or greater than zero) then: if the quantity on hand in column F is less than zero display the statement “customer back order” displays nothing.
.MS Excel: Advanced Functions
A simple If function will allow a cell to change depending on a conditional test.
what to do if it is true. IF(test. or greater than zero) then: if the quantity on hand in column F is less than zero display the statement “customer back order” test if the quantity on hand in column F is less than or equal to column I display the statement “level low” displays nothing
.MS Excel: Advanced Functions
Embedded If Function
An embedded If function will allow a cell to change depending on multiple conditional tests. what to do if it is true. =IF(test. what to do if it is false))
In the example test if true (quantity on hand in column F is greater than zero) then: if false (quantity on hand in column F is equal to.
The ISERROR function can be used in conjunction with the IF function. The ISERROR function tests for an error. Function ISBLANK(value) ISERR(value) ISERROR(value) ISLOGICAL(value) ISNA(value) ISNONTEXT(value) ISNUMBER(value) ISREF(value) ISTEXT(value) Returns TRUE if Value refers to an empty cell. such as a division by zero. #NUM!.
. Value refers to the #N/A (value not available) error value. Value refers to any item that is not text. Value refers to any error value except #N/A. Value refers to a reference. Value refers to any error value (#N/A.) Value refers to a number. (Note that this function returns TRUE if value refers to a blank cell. #NAME?. #DIV/0!. Value refers to a logical value. Value refers to text. #REF!.MS Excel: Advanced Functions
IS functions test the value of a cell. #VALUE!. or #NULL!).
Errors can occur in a cell for several reasons.
MS Excel: Advanced Functions
The Lookup Function can be used to pull information from one worksheet into another worksheet. a user could enter a part number on one sheet and it would pull the description and cost from another sheet.
LOOKUP(lookup_value. There are two types of Lookup Functions: vector and array.lookup_vector.result_vector) Lookup value = cell on first sheet to be looked upon the second sheet. Note: if the formula is to be copied.) Result vector = range of cells on second sheet that holds the information to be pulled into the first sheet. i. be sure to use absolute referencing where needed.e. Lookup vector = range of cells on second sheet in which the function should look for the cell referenced on the first sheet.
. (Note: the lookup numbers must be in alphabetical order.
array) Lookup value = cell on first sheet to be looked upon the second sheet. Array = range of cells holding both the value being looked up and the cells to be pulled. The lookup numbers must be in alphabetical order.MS Excel: Advanced Functions LOOKUP(lookup_value. be sure to use absolute referencing where needed.) Note: if the formula is to be copied. (Note: it defaults to looking at the first column or row and pulling from the last column or row.
item2.MS Excel: Advanced Functions
Pivot Table Function
Pulls a specific piece of information from the data area of a pivot table if the information is showing.pivot_table.item1.
. the function will return the grand total of the whole pivot table.field1. then click on the cell to be pulled. Item1: the desired data within the field If only one set of optional arguments is entered. the function will return either the sum of the row or column.. The two mandatory arguments are: Data_field: the name of the field used in the data area. Note: a faster way to create the GETPIVOTDATA function is to enter an equal sign in the cell to hold the pulled information. The optional arguments are entered in sets of two: Field1: the field name that was used for either the row or column. Pivot_table: the cell with the calculation function If no other arguments are entered. The function wizard can be used to create the function...
A1:B2) DSUM(A4:E10.966479 2.field."Yield".97) The true standard deviation in the yield of apple and pear trees if the data in the database is the entire population."Yield". All of the database functions have the same arguments."Profit". (1) This function looks at the records of apple trees between a height of 10 and 16 and counts how many of the Profit fields in those records are not blank. (13) The estimated standard deviation in the yield of apple and pear trees if the data in the database is only a sample of the total orchard population.A1:B2) DAVERAGE(A4:E10.04 Height >10 Height 18 12 13 14 9 8 Age Yield Profit Height <16
Age 20 12 14 15 8 9 Formula
Yield 14 10 9 10 8 6
Profit 105 96 105 75 76. (75) The product of the yields from apple trees with a height greater than 10.8) The true variance in the yield of apple and pear trees if the data in the database is the entire orchard population.A1:A2) DSUM(A4:E10.criteria)
Database: the range of your data including the field names (column headings) Field: the field (column) that holds the values to be averaged.(database.A1:A3) DSTDEVP(A4:E10."Profit"."Profit".65) The estimated variance in the yield of apple and pear trees if the data in the database is only a sample of the total orchard population. (105) The minimum profit of apple trees over 10 in height. (8."Age". (2."Profit". (225) The total profit from apple trees with a height between 10 and 16.A1:F2) DCOUNTA(A4:E10."Yield". Examples from Microsoft Excel Help
Tree Apple Pear Tree Apple Pear Cherry Apple Pear Apple Results 1 1 105 75 225 75 140 12 13 2.A1:F2) DPRODUCT(A4:E10.A1:A3) DVARP(A4:E10.MS Excel: Advanced Functions
MS Excel has functions built in for specific use with a database."Profit".A1:F2) DMAX(A4:E10."Yield". (75) The total profit from apple trees. (12) The average age of all trees in the database.04)
DCOUNT(A4:E10. Use the field name in quotes or the field number (count from left to right ie column D would be field number 4) Criteria: the cells that hold the condition on which the values should be averaged. ( 7.6533 8."Yield".A1:A3) DVAR(A4:E10.A1:A3)
.8 7. (2. Note: Named ranges can be used instead of cell addresses.A1:B2) DAVERAGE(A4:E10. (140) The average yield of apple trees over 10 feet in height.8 45 Description (Result) This function looks at the records of apple trees between a height of 10 and 16 and counts how many of the Age fields in those records contain numbers.3."Yield".A1:A3) DMIN(A4:E10. (1) The maximum profit of apple and pear trees.A4:E10) DSTDEV(A4:E10.
MS Excel: Advanced Functions
Averages the values in a column of a list or database that match conditions you specify.
This dialog box is an example of using named ranges (Sales and CriteriaCells are named ranges. Example The following will return the average value of all the fords on the list.field. “value” is a field name in quotes)
Counts the cells that contain numbers in a column of a list or database that match conditions you specify.
DGET(database.field. the function will return #value
Extracts a single value from a column of a list or database that matches conditions you specify. Example Returns the count of all the fords on the list that have an amount in the value column. the function will return #num If there are more than one mazda on the list. Example The following will return the value of the only mazda on the list
If there had been NO mazda’s on the list.MS Excel: Advanced Functions
. Monday = 1. Sunday = 0.C4) Add 30 seconds to the time above (10:35:30 AM)
WEEKDAY(serial_number.minute. etc. etc.0) Add 10 minutes to the time above (10:45:00 AM) =A4+TIME(0.C3.return type) Serial Number return type cell with date to evaluate 1 2 3 12 Sunday = 1.0. minutes.
=WEEKDAY(serial number. etc. Tuesday = 2. and seconds given as numbers to an actual time A Time 10:35:00 AM 10:35:00 AM 10:35:00 AM Formula B Description Hours Minutes Seconds Description (Result) C Amount 2 10 30
=A2+TIME(C2. Monday = 1.return_type) The Weekday function returns a number to correspond to the day of the week for a specific date. Monday = 2.0.MS Excel: Advanced Functions
TIME(hour.0) Add 2 hours to the time above (12:35:00 PM) =A3+TIME(0.second) The Time Function converts separate hours.
Select cell(s) for Conditional Formatting.
In the dialog box that appears. Conditional Formatting.
When the condition is met. use the drop do wn box to choose “Formula Is”.
Key in the desired formula. 13
. the formatting will change.Formulas
Conditional Formatting is used to change the format of a cell based on a criteria. From the menu choose Format.MS Excel: Advanced Functions
Conditional Formatting .
A box will appear allowing the entry of text. or directions for the user. The comment might be an explanation of a formula.
Note: the default information in the comment box is pulled from the user name on the general tab in the options dialog box. from the menu choose Insert.
. Comment.MS Excel: Advanced Functions
To add a comment to a cell. A small triangle will appear in the upper right corner of the cell. Type in any notes or comments pertaining to the cell.
The reviewing toolbar has several comment tools. or turn on the Reviewing Toolbar and choose the Edit Comment tool
The comment box will open up to allow changes.MS Excel: Advanced Functions
Deleting or Changing a Comment
To delete the comment. and choose delete comment from the pop up menu. right click on the cell with the comment.
Edit Comment Previous Comment Next Comment Show/Hide Comment toggle Show/Hide All Comments toggle Delete Comment
. To change the comment. right click on the cell with the comment. and choose edit comment from the pop up menu.
the system will calculate the changes.
A dialog box will appear. If the goal can be achieved. Goal Seek.MS Excel: Advanced Functions
Goal Seek allows the user to dictate an answer to a formula.
Set cell To value By changing cell
Enter the cell address of the containing the formula.
After choosing the OK button.
. Enter the cell address of the constant that the system is allowed to change. then from the menu choose Tools. click on a formula. To use Goal Seek. This works by allowing the system to change a cell containing a constant used in the formula. Enter the value to which the answer should be set. a dialog box will pop up indicating that the solution was found.