Excel2007 AdvancedFunctions

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Inthislessonyouwilllearnhowto: CompleteAdvancedFunctions ConcatenateFunction SumIfFunction Vlookup&HlookupFunctions IfFunction

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Printoutthislessonsothatyoucanworkalongsideofit, practisingthetechniquesasweworkthroughthelesson. OpenanewWorksheet,typeinthefollowingtable.

WeneedaTableinorderforustocompleteourfunctions. ThefirstfunctionwearegoingtouseistheConcatenateFunction. ConcatenateFunction Letssaywewanttohavethreeofourcolumndatainonecolumn attheendofourtable.Thiswouldgiveusaquickreference. Orwemightwanttodelete3columnsandreplaceonecolumn withthedatafromallthree. Firstweplacethecursorwherewewantthenewtexttobe placed. PresstheFormulaTab,clickonTextthenonConcatenate.Then enterthecellreferencesseparatedbya_todistinguishfromone celltoanother.ThefirstcellwewouldenteristheITEMcellwhich isA2thisistoobeplacedinthefirsttextboxoftheboxthat opensup.Inthesecondtextarea,wewouldplace_inthethird B2,inthefourth_andinthefifthC2.Excel2007thenshowsusin textwhatthecompletedfunctionwilllooklike.Thatistheresult whatwewantsoweclickonOK. 3
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 Onceyouhavecompletedthefunction,youwillseetheresultson yourworksheet,clickanddragtocopythefunctiondownthe column.

Wecannowselecttherow,clickoncopy,gototheplacewhere wewantthenewinformationA2andclickPasteSpecial,then Values. 4

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OnthistableI havecopiedand pasted3 columnsinto one.

SUMIF Insertthefollowingtableandenterthedata.Whatwearegoing todowiththistableisfindthetotalamountsofwhatsbeensold.

Butifwehadaverylargeworkbook,wewouldfindittakesages tocountthenumberofLaptops,say.Sowearegoingtodoa functiontogiveustheinformation.

Typeinthedata incolumnE

Placeyourcursorwhereyouwantthenewdatatogo. 5
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PlaceitincellF2untilitissurroundedbyablackbox.Asshown previously. GototheFunctionsarea,intheFormulasTab,clickonthemaths &trigoption.FromtheflyoutchooseSUMIF

Fromthedialogueboxthatopensupweenterthedata.Inthe RangeBox,wemustentertherangeofcellswherewewanttoget ourdatafrom.A2:A13IntheCriteriawetellExcelwhattofind whendoingthesum.IntheSumRangewegiveExcelthecells whereitcansumup.B2:B13. Whenwecopythecelldown,itgivesthewronganswer,wemust remembertoformatthenewcellwiththecorrectinformation. Intheformulabarwemust

changeLaptoptoPC Workstation.Donot removetheQuotation marks.Wewillthenget therightanswer.Complete thefunctionforeachofthe criterias.Copythe functiondownand remembertoplacethe cursorinthenewcell.

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 Therewehaveit,thetotalamountssoldofeachitem. LookUps ThesetypesoffunctionsareverypowerfulfunctionsinExcel 2007.

VLOOKUP ChooseVLOOKUPfromtheflyoutintheLookupandReference categoryintheformulastab.VLOOKUPistheeasiesttypeof Lookupfunction.Itlooksupinformationincolumns.AHLOOKUP functionwouldfindtheinformationonarow,soinawork situationitwoulddependonhowthetablesaresetoutastowhat kindofLookupyouwoulduse. Inthisexercisewearegoingtofinddatabasedontheitem numbertofindoutthecostoftheitem.TheVLOOKUPfunction searchesinthefirstcolumnforthedata.Ifwehadalargeamount ofdatathisfunctionwouldcutdownthework. 7
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Herewehaveour tableagainandIve completedthetotals byaddingaformula forthefirsttotaland copyingdown.Ive alsoinsertedanItem Nocolumn.Fillinthe missingdatainyour table.

 Herewehavethefunctionbox,ifyoureadthetextonthisbox, youwillgetanideaofwhattheVLOOKUPfunctiondoes.Weneed toenterin4referencesforthefunction.Thefirsttextboxisthe lookup_valueandwillbelookingatthedatainthefirstcolumnof ourtableforourresult. EnterinF7asthatisthecellwewantthevaluein.

TheTable_arrayisthewholetable,EnterinA2:E13wedonot needtoincludetheheadings. ThenextboxisCol_index_numinthisboxwewouldenterinthe costofeachitemwhichisinColumn4,noticeweenterinthe numberofthecolumnandnotthecellreference,wefindthe 8

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numberbysimplycountingthecolumnsuntilwecometotheright one. ThefinalboxasksfortheRange_lookup,becausewewantan exactmatchwewillenterFALSE. Ourargumentsboxnowlookslikethis.ClickonOK.

TheTableabovenowlooksasifwehaveenteredinthewrong formulabutwehavenot,itissimplylookingforsomethingtolook up. InF7enter4underItemNo,incellF7pressenterandyoushould havearesult,checkmanuallytoseeifitiscorrect.Ifitisnotcheck theformulaonthenextpage,thereisprobablysomethingthat youhavenotenteredincorrectly.Lookupisaverycomplex formula,sowelldoneforgettingthisfar.Trymoreamountsofthe ItemNo. 9

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IFFunction TheIFfunction=ifaconditionistrueornottrue.Itisnotvery difficulttolearnandisveryuseful. Wewanttoseehowmanystudentshavepassedatest.Thevalue wouldbe75%sothatisthecondition.StudentswillthenPassor Failthatcondition. Typethefollowingtable.

PlaceyourcursorinthecellC2oronthefirstresultcell. ClickontheFormulasTab/Logical/If 10
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 Thefirstboxasksusforthecondition,sowewouldenterinthe cellreferencewheretheconditiondataisB2,thenthegreater thansign>,thenaddthecondition75%. Thesecondboxaskswhatifthevalueistrue.TypeinPassthe nextboxaskswhatifthevalue,werefalse,sotypeinFail.

Thatisallyouneedtoenter,clickonOK.Copytheformuladown andyouhavetheresults.

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 TherearemanyfunctionsinExcel,ifyoulikefunctionsandwant tolearnmore,youcanbuytextbooksjustonFormulasand Functions.Orifyouarebraveyoucanseethescreentipofwhat anyfunctiondoes,(ifyouhavecustomisedyourExceltoshow screentips).Youcanthengetanideaofwhatthefunctiondoes andcompletemanyofyourown. Thatistheendofthislesson:Ifyoupractisedasweworked throughthelesson,youwillhavelearnedhowtoapplythe: ConcatenateFunction SumIfFunction VLOOKUPFunction IfFunction WellDone

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