MS Excel: Advanced Functions. Lesson Notes Author: Pamela Schmidt

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1 Round Function MS Excel: Advanced Functions Lesson Notes Author: Pamela Schmidt =ROUND(cell,number of digits to round) i.e. cell D2 = =round(d2,1) would return 45.3 =round(d2,2) would return =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. 1 MS Excel: Level 2

2 Payment Function =PMT(interest rate,total number of payments,principal,future value,type) Type is a 0 or 1 indicting when the payment is due. 0 or omitted = At the end of the period 1 = At the beginning of the period Future value and type are optional arguments. Note: be sure interest for year is divided by 12 Note: PMT function should be preceded by a minus to display a positive number. Countif Function The countif function will count how many cells within a range meet the criteria or test. COUNTIF(range,criteria) Range = range to check Criteria = test 2

3 If Function A simple If function will allow a cell to change depending on a conditional test. =IF(test, what to do if it is true, 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, 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. 3

4 Embedded If Function An embedded If function will allow a cell to change depending on multiple conditional tests. =IF(test, what to do if it is true, IF(test, what to do if it is true, 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, 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 true if false if the quantity on hand in column F is less than or equal to column I display the statement level low displays nothing 4

5 IS Functions IS functions test the value of a cell. 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. Value refers to any error value except #N/A. Value refers to any error value (#N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL!). Value refers to a logical value. Value refers to the #N/A (value not available) error value. Value refers to any item that is not text. (Note that this function returns TRUE if value refers to a blank cell.) Value refers to a number. Value refers to a reference. Value refers to text. ISERROR Errors can occur in a cell for several reasons, such as a division by zero. The ISERROR function tests for an error. The ISERROR function can be used in conjunction with the IF function. 5

6 Lookup The Lookup Function can be used to pull information from one worksheet into another worksheet. i.e. a user could enter a part number on one sheet and it would pull the description and cost from another sheet. There are two types of Lookup Functions: vector and array. LOOKUP(lookup_value,lookup_vector,result_vector) Lookup value = cell on first sheet to be looked upon the second sheet. 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.) Result vector = range of cells on second sheet that holds the information to be pulled into the first sheet. Note: if the formula is to be copied, be sure to use absolute referencing where needed. 6

7 LOOKUP(lookup_value,array) MS Excel: Advanced Functions 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. (Note: it defaults to looking at the first column or row and pulling from the last column or row. The lookup numbers must be in alphabetical order.) Note: if the formula is to be copied, be sure to use absolute referencing where needed. 7

8 Pivot Table Function GETPIVOTDATA(data_field,pivot_table,field1,item1,field2,item2,...) Pulls a specific piece of information from the data area of a pivot table if the information is showing. The function wizard can be used to create the function. The two mandatory arguments are: Data_field: the name of the field used in the data area. Pivot_table: the cell with the calculation function If no other arguments are entered, the function will return the grand total of the whole pivot table. The optional arguments are entered in sets of two: Field1: the field name that was used for either the row or column. 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. Note: a faster way to create the GETPIVOTDATA function is to enter an equal sign in the cell to hold the pulled information, then click on the cell to be pulled. 8

9 Database Functions MS Excel has functions built in for specific use with a database. All of the database functions have the same arguments.(database,field,criteria) Database: the range of your data including the field names (column headings) Field: the field (column) that holds the values to be averaged. 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. Note: Named ranges can be used instead of cell addresses. Examples from Microsoft Excel Help Tree Height Age Yield Profit Height Apple >10 <16 Pear Tree Height Age Yield Profit Apple Pear Cherry Apple Pear Apple Results Formula Description (Result) 1 DCOUNT(A4:E10,"Age",A1:F2) 1 DCOUNTA(A4:E10,"Profit",A1:F2) 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. (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. (1) 105 DMAX(A4:E10,"Profit",A1:A3) The maximum profit of apple and pear trees. (105) 75 DMIN(A4:E10,"Profit",A1:B2) The minimum profit of apple trees over 10 in height. (75) 225 DSUM(A4:E10,"Profit",A1:A2) The total profit from apple trees. (225) 75 DSUM(A4:E10,"Profit",A1:F2) The total profit from apple trees with a height between 10 and 16. (75) 140 DPRODUCT(A4:E10,"Yield",A1:B2) The product of the yields from apple trees with a height greater than 10. (140) 12 DAVERAGE(A4:E10,"Yield",A1:B2) The average yield of apple trees over 10 feet in height. (12) 13 DAVERAGE(A4:E10,3,A4:E10) The average age of all trees in the database. (13) DSTDEV(A4:E10,"Yield",A1:A3) DSTDEVP(A4:E10,"Yield",A1:A3) 8.8 DVAR(A4:E10,"Yield",A1:A3) 7.04 DVARP(A4:E10,"Yield",A1:A3) 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. (2.97) The true standard deviation in the yield of apple and pear trees if the data in the database is the entire population. (2.65) 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. (8.8) The true variance in the yield of apple and pear trees if the data in the database is the entire orchard population. ( 7.04) 9

10 DAVERAGE(database,field,criteria) Averages the values in a column of a list or database that match conditions you specify. Example The following will return the average value of all the fords on the list. This dialog box is an example of using named ranges (Sales and CriteriaCells are named ranges. value is a field name in quotes) 10

11 DCOUNT(database,field,criteria) Counts the cells that contain numbers in a column of a list or database that match conditions you specify. Example Returns the count of all the fords on the list that have an amount in the value column. DGET(database,field,criteria) Extracts a single value from a column of a list or database that matches conditions you specify. Example The following will return the value of the only mazda on the list If there had been NO mazda s on the list, the function will return #num If there are more than one mazda on the list, the function will return #value 11

12 Time TIME(hour,minute,second) The Time Function converts separate hours, minutes, and seconds given as numbers to an actual time A B C Time Description Amount 10:35:00 AM Hours 2 10:35:00 AM Minutes 10 10:35:00 AM Seconds 30 Formula Description (Result) =A2+TIME(C2,0,0) Add 2 hours to the time above (12:35:00 PM) =A3+TIME(0,C3,0) Add 10 minutes to the time above (10:45:00 AM) =A4+TIME(0,0,C4) Add 30 seconds to the time above (10:35:30 AM) Weekday WEEKDAY(serial_number,return_type) The Weekday function returns a number to correspond to the day of the week for a specific date. =WEEKDAY(serial number,return type) Serial Number cell with date to evaluate return type 1 Sunday = 1, Monday = 2, etc. 2 Monday = 1, Tuesday = 2, etc. 3 Sunday = 0, Monday = 1, etc. 12

13 Conditional Formatting - Formulas Conditional Formatting is used to change the format of a cell based on a criteria. Select cell(s) for Conditional Formatting. From the menu choose Format, Conditional Formatting. In the dialog box that appears, use the drop down box to choose Formula Is. Key in the desired formula. When the condition is met, the formatting will change. 13

14 Notes/Comments To add a comment to a cell, from the menu choose Insert, Comment. A box will appear allowing the entry of text. A small triangle will appear in the upper right corner of the cell. Type in any notes or comments pertaining to the cell. The comment might be an explanation of a formula, or directions for the user. Note: the default information in the comment box is pulled from the user name on the general tab in the options dialog box. 14

15 Deleting or Changing a Comment To delete the comment, right click on the cell with the comment, and choose delete comment from the pop up menu. To change the comment, right click on the cell with the comment, and choose edit comment from the pop up menu. or turn on the Reviewing Toolbar and choose the Edit Comment tool The comment box will open up to allow changes. Reviewing Toolbar The reviewing toolbar has several comment tools. Edit Comment Previous Comment Next Comment Show/Hide Comment toggle Show/Hide All Comments toggle Delete Comment 15

16 Goal Seek Goal Seek allows the user to dictate an answer to a formula. This works by allowing the system to change a cell containing a constant used in the formula. To use Goal Seek, click on a formula, then from the menu choose Tools, Goal Seek. A dialog box will appear. Set cell To value By changing cell Enter the cell address of the containing the formula. Enter the value to which the answer should be set. Enter the cell address of the constant that the system is allowed to change. After choosing the OK button, the system will calculate the changes. If the goal can be achieved, a dialog box will pop up indicating that the solution was found. 16