# Learning Microsoft Excel 2007

By Greg Bowden

Chapter 11

Making Decisions With Excel

Guided Computer Tutorials www.gct.com.au

PUBLISHED BY GUIDED COMPUTER TUTORIALS PO Box 311 Belmont, Victoria, 3216, Australia www.gct.com.au © Greg Bowden This product is available in Single or Multi User versions. Single-user versions are for single person use at any particular time, just as a single text book would be used. If you intend to use the notes with multiple students the single user version should be upgraded to the multi-user version. Multi-user versions allow the school or institution to print as many copies as required, or to place the PDF files on the school network, intranet and staff laptops. A certificate of authentication is provided with multi-user versions. Bookmarks provide links to all headings and sub-headings, and individual chapters are provided.

First published 2007 ISBN: 1 921217 44 8 (Module 1) 1 921217 45 6 (Module 2) PDF document on CD-ROM

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Chapter

Making Decisions With Excel

11

We can instruct a spreadsheet to make decisions on entered labels and values. This is achieved by using the IF function, which takes the form: IF (something is true, do this, otherwise, do something else) The IF function uses mathematical symbols (operators) to make comparisons: Operator < > <= >= = <> less than greater than less than or equal to greater than or equal to equal to is not equal to Meaning

For example, look at the following formula: This formula reads: if the contents of cell A1 is greater than zero then display the contents of A1, otherwise display zero. The sections of an IF statement must be separated by commas. The commas stand for ‘then’ and ‘otherwise’. The following diagram shows the sections of the formula: =IF(A1>0,A1,0)

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Learning Microsoft Excel 2007

The IF Command
A template for a company that gives discounts on items priced over \$100 will be used. 1 2 Load Microsoft Excel 2007 and click on the OPEN icon in the QUICK ACCESS TOOLBAR or in the OFFICE BUTTON. Access the EXCEL 2007 SUPPORT FILES, open the CHAPTER 11 folder and load the CHAPTER 11 file, selecting YES to the READ-ONLY message.

3 Move the cursor to cell C4 and enter the formula: = IF(B4>100,”Yes”,”No”)

NOTE:

The spreadsheet is being told that if the contents of the cell B4 is greater than 100, then display YES, otherwise display NO. Quotation marks are used because YES and NO are LABELS.

4 Autofill the formula down 3 cells and format the 4 labels to CENTRE. You should have a YES displayed next to prices over \$100.

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Making Decisions With Excel

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5 Change the cost of the Heater to \$95.60 and observe the change.

6

Mathematical calculations can also be done within IF functions.

7 Position the cursor at cell C4, enter: then press the <enter> key. = IF(B4>100,B4*10%,” “)

NOTE: i ii

For the “ “, press the double quotation key twice.

iii

The formula reads: if the value in cell B4 is greater than 100, then work out and display B4 times 10%, otherwise display a blank space (two quotes entered next to one another).

You should receive a blank space in cell C4 as the Radio costs less than \$100.

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Learning Microsoft Excel 2007

8 Autofill the formula down for the other 3 cells and format the 4 cells to CURRENCY with two decimal places and RIGHT aligned.

9 Change the price of the Toaster to \$137.50. A discount should now be allocated.

10 Change the cost of the Toaster to \$100. A discount is not given because the value is not over \$100.

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Greater Than or Equal To
Sometimes we need a condition to include a number as well as all greater or smaller numbers. The >= and <= symbols can be used for this purpose.

1 Move the cursor to cell C4 and edit the formula to add an = sign straight after the > sign. Your formula should now be: = IF(B4>=100,B4*10%,” “)

2 Autofill this formula down the other 3 cells and you should now have a discount for the Toaster.

NOTE:

The Toaster receives a discount because a discount is now payable on items of \$100 or more.