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Advanced Excel Utilities

Contents
Formatting
Functions
Tools
Managing

Data

Formatting
Conditional

Formatting
Locking cells and hiding formulas
Style

Conditional Formatting
Used

when we need to highlight data satisfying


certain conditions (like equal to, <,>,
Maximum, minimum etc)
Select the range of data
Go to Format Cond. Formatting

Choose appropriate conditions and formats


Maximum 3 conditional formatting can be
done simultaneously (Using Add>> button)
Note: Each of the three conditions are
related to each other with a logical operator
OR. This means, if any one or more of the
3 conditions is/are true, then the command
(formatting) will be executed.

Enter conditions
here ! (TYP)

Set desired format


here! (TYP)

Formatting: Locking Cells and


Hiding formulas
Check the boxes as
reqd

NOTE: LOCKING CELLS OR HINDING FORMULAS HAS NO EFFECT UNLESS


WORKSHEET IS PROTECTED.

Formatting : Style
Used to change
default formatting
settings for entire
worksheet

Click here to change


default formatting
setting

Functions

Followings are the


broad categories for
which predefined
Functions are
available

Date & Time


Maths & Trigonometry
Statistics
Finance
Lookup and Reference
Database
Text
Information

Functions

Functions Date & Time


FUNCTION : DATE
DESCRIPTION

YIELDS DATE

SYNTAX

=DATE(YR,MONTH,DAY)

ILLUSTRATION

=DATE(1947,08,15)08/15/1947

FUNCTION : DAY, MONTH & YEAR


DESCRIPTION

EXTRACTS DAY, MONTH AND YEAR FROM SPECIFIED DATE

SYNTAX

=DAY(DATE) ; =MONTH(DATE); =YEAR(DATE)

ILLUSTRATION

=DAY(08/15/1947)15
=MONTH(08/15/1947)08
=YEAR(08/15/1947)1947

FUNCTION : TODAY, NOW


DESCRIPTION

TODAY: GIVES CURRENT DATE


NOW: GIVES CURRENT DATE AND TIME

SYNTAX

=TODAY() ; =NOW()

ILLUSTRATION

=TODAY()CURRENT DATE
=NOW()CURRENT TIME AND DATE

Functions: Date & Time


TO DO: ADD NUMBER OF DAYS TO A DATE
ILLUSTRATION : ADD 5 DAYS TO DATE 1947/08/15
SYNTAX & RESULT

=DATE(1947,08,15)+5 1947/08/20
OR
=DATE(YEAR(1947/08/15),
MONTH(1947/08/15),DAY(1947/08/15)+5
1947/08/20
TO DO: ADD NUMBER OF MONTHS TO A DATE
ILLUSTRATION : ADD 5 MONTHS TO DATE 1947/08/15
SYNTAX & RESULT

=DATE(YEAR(1947/08/15),MONTH(1947/08/15)+5,
DAY(1947/08/15))
1948/01/15

TO DO: ADD NUMBER OF YEARS TO A DATE


ILLUSTRATION : ADD 62 YEARS TO DATE 1947/08/15
SYNTAX & RESULT

=DATE(YEAR(1947/08/15)+62,MONTH(1947/08/15),
DAY(1947/08/15))
2009/08/15

Functions: Date & Time

TO DO: FIND OUT NUMBER OF WORKING DAYS BETWEEN TWO DATES


ILLUSTRATION : HOW MANY WORKING DAYS ARE THERE BETWEEN
DATE (D1) = 2009/10/01 & DATE (D2) = 2009/10/31
SYNTAX & RESULT

=NETWORKDAYS(D1,D2) 22

NOTE: ALWAYS DEFINE DATES USING =DATE FUNCTION

Functions: Maths &


Trigonometry
Important Functions available
Sr #

ROUNDING

MATH

TRIGONOMETRIC

CEILING

EXP

SIN,COS,TAN

FLOOR

POWER

COSEC,SEC,COT

MROUND

SQRT

ASIN,ACOS,ATAN (Inverse)

EVEN

LN, LOG

ACOSEC,ASEC,ACOT
(Inverse)

ODD

FACT, COMBIN

SINH,COSH,TANH
(Hyperbolic)

INT

SUBTOTAL,
SUMIF,
COUNTIF

COSECH,SECH,TANH
(Hyperbolic)

ROUND

SUMPRODUCT,
SUMSQ,

ASINH,ACOSH,ATANH
(Inverse of Hyperbolic)

ROUNDUP

MDETERM,
MINVERSE,

ACOSECH,ASECH,ATANH
(Inverse of Hyperbolic)

ROUNDDOWN,

MMULT, INDEX

RADIANS

Functions- Rounding
FUNCTION : CEILING
DESCRIPTION

RETURNS ROUNDED VAL AWAY FROM ZERO IN MULTIPLES OF


SIGNIFICANCE

SYNTAX

=CEILING(NUMBER, SIGNIFICANCE)

ILLUSTRATION

=CEILING(31,10)40 ; =CEILING(-31,-10)-40
;=CEILING(31,0.1)31
=CEILING(-31,10)ERROR (NUMBER & SIGNIFICANCE MUST
HAVE SAME SIGN)

FUNCTION : FLOOR
DESCRIPTION

RETURNS ROUNDED VAL DOWN TOWARDS ZERO IN MULTIPLES


OF SIGNIFICANCE

SYNTAX

=FLOOR(NUMBER, SIGNIFICANCE)

ILLUSTRATION

=FLOOR(31,10)30 ; =FLOOR(-31,-10)-30 ;
=FLOOR(31,0.1)31
=FLOOR(-31,10)ERROR (NUMBER & SIGNIFICANCE MUST HAVE
SAME SIGN)
FUNCTION : MROUND
DESCRIPTION

RETURNS THE NUMBER TO THE DESIRED MULTIPLE

SYNTAX

=MROUND(NUMBER, MULTIPLE)

ILLUSTRATION

=MROUND(31,10)30 ; =MROUND(-31,-10)-30 ; =MROUND(31,10) ERROR (NUMBER & MULTIPLE MUST HAVE SAME SIGN)

Functions- Rounding
FUNCTION : EVEN
DESCRIPTION

ROUNDES POSITIVE VAL UP AND NEGATIVE VALUE DOWN TO THE


NEAREST EVEN NUMBER

SYNTAX

=EVEN(NUMBER)

ILLUSTRATION

=EVEN(31)32
=EVEN(-31)-32

FUNCTION : ODD
DESCRIPTION

ROUNDES POSITIVE VAL UP AND NEGATIVE VALUE DOWN TO THE


NEAREST ODD NUMBER

SYNTAX

=ODD(NUMBER)

ILLUSTRATION

=ODD(32)33
=ODD(-32)-33

FUNCTION : INT
DESCRIPTION

ROUNDES VAL DOWN TO THE NEAREST INTERGER

SYNTAX

=INT(NUMBER)

ILLUSTRATION

=INT(31.1)31 ; =INT(31.9)31
=INT(-31.5)-31 ; =INT(-31.5)-31

Functions- Rounding
FUNCTION : ROUND
DESCRIPTION

ROUNDES UP THE NUMBER TO THE SPECIFIED NUMBER OF


DIGITS

SYNTAX

=ROUND(NUMBER,NUMBER_DIGITS)

ILLUSTRATION

=ROUND(100.88,1)100.9
=ROUND(100.81,1)100.8

FUNCTION : ROUNDUP
DESCRIPTION

ROUNDES A NUMBER UP, AWAY FROM ZERO

SYNTAX

=ROUNDUP(NUMBER, NUMBER_DIGITS)

ILLUSTRATION

=ROUNDUP(100.88,1)100.9
=ROUNDUP(100.81,1)100.9

FUNCTION : ROUNDDOWN
DESCRIPTION

ROUNDES NUMBER DOWN, TOWARDS ZERO

SYNTAX

=ROUNDDOWN(NUMBER,NUMBER_DIGITS)

ILLUSTRATION

=ROUNDDOWN(100.88,1)100.8
=ROUNDDOWN(100.81,1)100.8

Functions- Math
FUNCTION : EXP
DESCRIPTION

RETURNS VALUE OF e TO THE POWER OF A GIVEN NUMBER

SYNTAX

=EXP(NUMBER) enumber

ILLUSTRATION

=EXP(1)2.718

FUNCTION : POWER
DESCRIPTION

RETURNS RESULT AS A NUMBER RAISED TO THE POWER

SYNTAX

=POWER(NUMBER, POWER)

ILLUSTRATION

=POWER(12,2) 122 144

FUNCTION : SQRT
DESCRIPTION

RETURNS SQUARE ROOT OF THE NUMBER

SYNTAX

=SQRT(NUMBER)

ILLUSTRATION

=SQRT(100)10

FUNCTION: LN AND LOG


DESCRIPTION

LN RETURNS NATURAL LOG OF A NUMBER, LOG RETURNS


LOGARITHM

SYNTAX

=LN(NUMBER) , LOG(NUMBER)

Functions- Math
FUNCTION : FACT
DESCRIPTION

RETURNS FACTORIAL OF A NUMBER

SYNTAX

=FACT(NUMBER) (NUMBER)!

ILLUSTRATION

=FACT(5)5X4X3X2X1 120

FUNCTION : COMBIN
DESCRIPTION

RETURNS NUMBER OF POSSIBLE COMBINATIONS FOR A GIVEN


NUMBER OF ITEMS

SYNTAX

=COMBIN(NUMBER, # OF ITEMS)

ILLUSTRATION

THERE ARE 10 FRUITS IN A BAG. A GROUP OF 3 FRUITS NEEDS


TO BE FORMED. HOW MANY GROUPS CAN BE FORMED?
=COMBIN(10,3) nCk = n!/[k!*(n-k)!] 120

Functions- Math
FUNCTION : SUBTOTAL
DESCRIPTION

RETURNS SUBTOTAL OR LIST IN A DATA BASE

SYNTAX

=SUBTOTAL(FUNCTION_NUMBER,DATA RANGE)

ILLUSTRATION

FUNCTION_NUMBER: STANDARD NUMBERS ALLOTED BY EXCEL

FUNCTION_NUM
(including hidden
cells)

FUNCTION_NUM
(excl. hidden cells)

FUNCTION

101

AVERAGE

102

COUNT

103

COUNTA

104

MAX

105

MIN

106

PRODUCT

107

STDEV

108

STDEVP

109

SUM

10

110

VAR

11

111

VARP

Functions : SUBTOTAL()

A
1 Data
2 120
3 10
4 150
5 23

Ex 1: Find out the


summation of the
data between
range A2 to A4
using subtotal.
Include hidden
rows (Row 3 is
hidden!!!)
Syntax :
=subtotal(9,A2:A4
)-------9 is the
function number
for summation.
Result: 280

A
1 Data
2 120
3 10
4 150
5 23

Ex 2: Find out the


summation of the
data between
range A2 to A4
using subtotal.
Exclude hidden
rows (Row 3 is
hidden!!!)
Syntax :
=subtotal(109,A2:
A4)-------109 is
the function
number for
summation.
Result: 270

Functions : SUMIF()
FUNCTION : SUMIF
DESCRIPTION

RETURNS ADDITION OF SOME CELLS SATISFYING SPECIFIC


CRITERIA

SYNTAX

=SUMIF(RANGE, CRITERIA,SUM RANGE)


RANGE : ACTUAL DATA TO BE EVALUATED
CRITERIA: CONDITION COULD BE <,>,text string etc
SUM RANGE: ACTUAL CELLS TO BE ADDED

ILLUSTRATION: SUPPOSE WE HAVE A DATA CONSISTING OF FACILITY


# AND MANHOURS AGAINST THEM, AS BELOW. WISH TO ADD THE
MANHOURS ONLY FOR THE FACILITIES HAVING FACILITY # < 300
FAC. #

Manhour

300

1000

200

1450

210

500

340

300

250

500

SYNTAX:
=SUMIF(A1:A5,<300,B1:B5) 2450
(1450+500+500)

Functions : COUNTIF()
FUNCTION : COUNTIF
DESCRIPTION

COUNTS NUMBER OF CELLS FULFILLING THE SPECIFIC

SYNTAX

=COUNTIF(RANGE, CRITERIA)
RANGE : ACTUAL DATA TO BE EVALUATED
CRITERIA: CONDITION COULD BE <,>,text string etc

ILLUSTRATION: HOW MANY FACILITIES (FROM THE LIST BELOW) HAS


A FACILITY NUMBER BELOW 300
A
FAC. #
1

300

200

210

340

250

SYNTAX:
=COUNTIF(A1:A5,<300) 3
(THERE ARE THREE FACILITIES WHICH HAS
FACILITY # < 300 AND THEY ARE FACILITY #
200,210 AND 250.

Functions : MDETERM()
FUNCTION : MDETERM
DESCRIPTION

CALCULATES DETERMINANT OF A MATRIX

SYNTAX

=MDETERM(DATA RANGE)

ILLUSTRATION: FIND OUT THE DETERMINANT OF THE MATRIX AS


BELOW
B

SYNTAX:

1 Data

Data

Data

=MDETERM(A2:C4) -2000

2 10

20

25

3 15

25

50

4 10

30

40

Functions : MINVERSE()
FUNCTION : MINVERSE
DESCRIPTION

CALCULATES INVERSE OF A MATRIX

SYNTAX

=MINVERSE(DATA RANGE)

ILLUSTRATION: FIND OUT THE INVERSE OF THE MATRIX AS BELOW

SYNTAX:
=MINVERSE(A2:C4)

Functions : MINVERSE()
1. ENTER ELEMENTS INTO
4. PRESS
THE EXCEL
CTRL+SHIFT+ENTER
TO GET THE RESULT
2. TO GET THE RESULT,
SELECT THE CELLS
RANGE EQUAL TO
THE EXPECTED SIZE
OF THE INVERSE
MATRIX (3X3 IN THIS
CASE)
3. PRESS F2 AND ENTER
THE SYNTAX
=MINVERSE(A2:C4)

Functions : MMULT()
FUNCTION : MMULT
DESCRIPTION

MULTIPLIES TWO ARRAYS

SYNTAX

=MMULT(DATA RANGE, DATA RANGE)

ILLUSTRATION: FIND OUT THE PRODUCT OF THE MATRIX AND A


VECTOR AS BELOW
B

1 Data

Data

Data

Data

2 10

20

25

25

3 15

25

50

50

4 10

30

40

40

SYNTAX:
=MMULT(A2:C4,E2:E4)

Functions : MMULT()
1. ENTER ELEMENTS
INTO THE EXCEL

2. TO GET THE RESULT,


SELECT THE CELLS
RANGE EQUAL TO
THE EXPECTED SIZE
OF THE RESULTANT
MATRIX (3X1 IN THIS
CASE)
3. PRESS F2 AND ENTER
THE SYNTAX
=MMULT(A2:C4,E2:E4)

4. PRESS CTRL+
SHIFT+ENTER
TO GET THE
RESULT

Functions : INDEX()
FUNCTION : INDEX
DESCRIPTION

USED TO ACCESS INDIVIDUAL ELEMENTS OF A MATRIX/VECTOR

SYNTAX

=INDEX(ARRAY, ROW #, COLUMN #)


NOTE: IN EXCEL, FIRST ROW & COLUMN # ALWAYS STARTS FROM
1

ILLUSTRATION: WHAT ARE THE ELEMENTS @ LOCATIONS A2 & C3 ?

SYNTAX:

1 Data

Data

Data

ELEMENT @ A2

2 10

20

25

=INDEX(A2:C4,1,1) 10

3 15

25

50

ELEMENT @ C3

4 10

30

40

=INDEX(A2:C4,2,3) 50

Functions : Trigonometry
A TYP ILLUSTRATION HAS BEEN SHOWN FOR SIN() AND ASIN()
FUNCTION. SIMILAR FUNCTIONS ARE AVAILABLE FOR ALL OTHER
TRIGONOMETRIC FUNCTIONS
FUNCTION : SIN
DESCRIPTION

RETURNS APPROPRIATE VALUES

SYNTAX (TYP)

=SIN(NUMBER) [NOTE: NUMBER HERE IS IN RADIANS]

ILLUSTRATION

=SIN(PI()/2) 1 ; =SIN(PI()/4) 0.707

FUNCTION : ASIN
DESCRIPTION

RETURNS VALUE OF SINE INVERSE

SYNTAX

=ASIN(NUMBER) [NOTE: NUMBER HERE IS IN RADIANS]

ILLUSTRATION

=ASIN(1) 1.5707 RADIANS 1.5707*PI()/180 90 DEGREES

FUNCTION : RADIANS
DESCRIPTION

CONVERS ANGLE FROM DEGREES TO RADIANS

SYNTAX

=RADIANS(ANGLE IN DEGREES)

ILLUSTRATION

=RADIANS(90)1.5707 RADIANS ;

Functions: Statistics
Sr #

STATISTICS

BRIEF DESCRIPTION

AVERAGE

Returns average for a set of data


containing numbers only

AVERAGEA

Returns average for a set of data


containing numbers as well as
texts/blanks

COUNT

Counts number of cells containing only


numbers. Ignores texts, blanks & error
msg.

COUNTA

Counts number of cells containing only


numbers and texts. Ignores blanks.

COUNTBLANK

Counts number of cells containing only


blanks.

MEAN, MEDIAN,
FREQUENCY

To compute typ. Properties of required


distribution

STDEV, VAR, KURT

BITADIST, EXPODIST

GAMMADIST, NORMALDIST

Functions : Statistics
FUNCTION : AVERAGE
DESCRIPTION

RETURNS AVERAGE VALUE (ARITHMATIC MEAN) OF A SET OF


DATA CONSISTING OF NUMBERS ONLY!!

SYNTAX

=AVERAGE (NUMBER 1, NUMBER 2,. ) OR =AVERAGE( DATA


RANGE)
NOTE: THE ARGUMENT LIST MUST BE A NUMBER OR DATA RANGE

ILLUSTRATION

=AVERAGE(10,15,20,25,30,35) 20

FUNCTION : AVERAGEA
DESCRIPTION

RETURNS AVERAGE VALUE (ARITHMATIC MEAN) OF A SET OF


DATA CONSISTING OF TEXT AS WELL AS NUMBERS

SYNTAX

=AVERAGEA(NUMBER 1, NUMBER 2,) OR =AVERAGEA(DATA


RANGE)

ILLUSTRATION

=AVERAGEA(10,15,20,MANGO,25,30,35) 16.67
NOTE: AVERAGEA() ASSIGNS VALUE 0 (ZERO) TO THE CELL
CONTAINING TEXTS.

Functions : Statistics
FUNCTION : COUNT
DESCRIPTION

COUNTS NUMBER OF CELLS CONTAINING NUMBERS. IGNORES,


BLANK CELLS, DATES, TEXTS, ERROR MESSAGES

SYNTAX

=COUNT (NUMBER 1, NUMBER 2,. ) OR =COUNT( DATA RANGE)

=COUNT(A1:A6) 2
NOTE: EMPTY CELLS, DATES, TEXTS ETC ARE
IGNORED
TO COUNT THE CELLS
TO COUNT ONLY BLANKS USE
CONTAINING ANY DATA
FUNCTION COUNTBLANK
EXCEPT BLANKS , USE
FUNCTION COUNTA
SYNTAX:
=COUNTBLANK(RANGE)
SYNTAX:
=COUNTBLANK(A1:A6) 1
=COUNTA(A1:A6) 5

Functions : Lookup &


Reference
Sr #

LOOKUP & REF

BRIEF DESCRIPTION

ADDRESS()

Returns address (reference or id) of a cell

INDIRECT()

Returns value present @ the ADDRESS()

VLOOKUP()

Looks for a value in columns of a data range

HLOOKUP()

Looks for a value in a rows of a data range

LOOKUP()

Looks for a value in any row as well as column

OFFSET()

Looks for a value from a specified reference at


a specified location

MATCH()

Returns relative position of an item in an array


that
matches a specified value in specific format

Functions: Lookup &


References
9

TRANSPOSE()

Converts vertical range of data to horizontal &


vice versa

10

COLUMN()

Returns absolute column number of a reference

11

COLUMNS()

Returns number of columns in a array

12

ROW()

Returns absolute row number of a reference

13

ROWS()

Returns number of row in a array

Functions : ADDRESS()
FUNCTION : ADDRESS
DESCRIPTION

RETURNS CELL ADDRESS AS A TEXT FOR THE GIVEN COL AND


ROW #

SYNTAX

=ADDRESS (ROW_NUM, COL_NUM, ABS_NUM,a1, SHEET_TXT)


ROW AND COL_NUM : ROW # & COL # OF THE ELEMENT
ABS_NUM: EXCEL SPECIFIED CODES (AS BELOW)
a1(OPTIONAL):
TYPE TRUE IF ADDRESS IS DESIRED IN THE FORM OF $A$1 (ROW
A COLUMN 1)
:TYPE FALSE IF ADDREDD IS DESIRED IN THE FORM OF
R1C1(ROW 1 COLUMN 1)
SHEET_TXT: IF USER REQUIRES TAB/WORKSHEET NAME ALONG
WITH ADDRESS, PROVIDE TAB/WORKSHEET NAME

Abs_num

Returns this type of


reference

1 or
omitted

Absolute

Absolute row; relative column

Relative row; absolute column

Relative

Functions: ADDRESS()
Absolute col; Absolute row
Relative col; Absolute row
Absolute col ; Relative row
Relative col; Relative row
Case
#

Row # Col # Abs_Num a1

Sheet_txt

Optional Optional

Optional Optional

Optional Optional

Optional Optional

Functions : INDIRECT()
FUNCTION : INDIRECT
DESCRIPTION

RETURNS THE NUMBER/DATA PRESENT IN A PARTICULAR CELL


FROM ITS ADDRESS.(ADDRESS IS IN TEXT FORMAT)

SYNTAX

=INDIRECT(ADDRESS TEXT)

ILLUSTRATION

USING FOLLOWING ADDRESSES OF CELLS FROM PREVIOUS


SLIDE, FIND OUT THE DATA CONTAINED IN THEM

CASE
#

ADDRES
S

FORMULA

RESULT

$A$1

=INDIRECT($A$1)

10

$A2

=INDIRECT($A2)

25

A$2

=INDIRECT(A$2)

25

Functions : VLOOKUP()
FUNCTION : VLOOKUP
DESCRIPTION

LOOKS FOR A VALUE IN THE LEFT MOST COLUMN OF A TABLE


AND THEN RETURNS THE VALUE IN THE SAME ROW YOU SPECIFY

SYNTAX

=VLOOKUP(LOOKUP_VAL, TABLE_ARRAY, COL_INDEX_NUM,


RANGE_LOOKUP)
Lookup_val : It is value user want Excel to search in the left most
column of the table
Table_array: Range of data we are dealing with
Col_Index : Index of a column ,from the left most column of the
table, in which user wish to search the value. Index of left most
column of the table is 1.
Range_lookup (optional): can either be TRUE or FALSE
TRUE : Data base should be arranged in an ascending order. This
instructs excel to search for closest match for the lookup_value
FALSE: Data base need not to be arranged in any order. This
instructs excel to search for EXACT match for the lookup_val

Functions : VLOOKUP()
DATA RANGE C4:F8
LOOKUP_VA
L

ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE


VALUE OF FY CORROSPONDING TO LOAD COMB 103
SOLUTION:
LOOKUP_VAL = 103 ; TABLE ARRAY : C4:F8
COL_INDEX_NUM = 3 ; RANGE_VALUE : SAY TRUE
SYNTAX :
=VLOOKUP(103,C4:F8,3,TRUE) 200

Functions : HLOOKUP()
FUNCTION : HLOOKUP
DESCRIPTION

LOOKS FOR A VALUE IN THE TOP ROW OF THE TABLE AND THEN
RETURNS THE VALUE IN THE SAME COLUMN YOU SPECIFY

SYNTAX

=HLOOKUP(LOOKUP_VAL, TABLE_ARRAY, ROW_INDEX_NUM,


RANGE_LOOKUP)
Lookup_val : It is value user want Excel to search in the top most
row of the table
Table_array: Range of data we are dealing with
Row_Index : Index of a row ,from the top most row of the table,
in which user wish to search the value. Index of top most row of
the table is 1.
Range_lookup (optional): can either be TRUE or FALSE
TRUE : Data base should be arranged in an ascending order. This
instructs excel to search for closest match for the lookup_value
FALSE: Data base need not to be arranged in any order. This
instructs excel to search for EXACT match for the lookup_val

Functions : HLOOKUP()
LOOKUP_VA
L

DATA RANGE
C4:F8

ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE


VALUE OF FY CORROSPONDING TO LOAD COMB 103
SOLUTION:
LOOKUP_VAL = 103 ; TABLE ARRAY : C5:G8
ROW_INDEX_NUM = 3 ; RANGE_VALUE : SAY TRUE
SYNTAX :
=HLOOKUP(103,C5:G8,3,TRUE) 200

Functions : LOOKUP()
FUNCTION : LOOKUP
DESCRIPTION

LOOKS FOR A VALUE IN THE USER SPECIFIED ROW/COL OF THE


TABLE AND THEN RETURNS THE VALUE FROM USER DEFINED
COLUMN/ROW

SYNTAX

=HLOOKUP(LOOKUP_VAL, LOOK UP VECTOR, RESULT VECTOR)


Lookup_val: It is value user want Excel to search in the top most
row of the table
Lookup_Vector: It the data range of a vector in which user want
Excel to seek Lookup_val
Result_Vector: A data range of a vector from which user expects
Excel to return the value
NOTE: NO SORTING OR ARRANGEMENT OF DATA NEEDS TO BE
DONE FOR LOOKUP UNLIKE HLOOKUP AND VLOOKUP.

Functions : LOOKUP()
RESULT_VECTOR
LOOKUP_VECTO
R

ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE


VALUE OF FY CORROSPONDING TO LOAD COMB 103
SOLUTION:
LOOKUP_VAL = 103 ; LOOKUP_VECTOR = C4:C8;
RESULT_VECTOR : E4:E8
SYNTAX :
=LOOKUP(103,C4:C8,E4:E8) 200

Functions: OFFSET()
FUNCTION : OFFSET
DESCRIPTION

LOOKS FOR A VALUE FROM A SPECIFIED REFERENCE AT A


SPECIFIED LOCATION

SYNTAX

=OFFSET(REFERENCE, ROW,COL,HEIGHT,WIDTH)
Reference: It is cell from which user wish Excel to get the
required value
Row: Number of row(s) from the specified reference.
Col: Number of column(s) from the specified reference.
Height (Optional): height of the reference cell
Width (Optional): width of the reference cell
NOTE:
ROW # & COL # COULD BE +VE OR VE.
EX:
ROW--> 5 WOULD MEAN 5 ROWS BELOW THE ROW OF
REFERENCE
ROW-->-5 WOULD MEAN 5 ROWS ABOVE THE ROW OF
REFERENCE
SIMILARLY,
COL--> 5 WOULD MEAN 5 COLUMN RIGHT THE COLUMN OF
REFERENCE
COL-->-5 WOULD MEAN 5 COLUMN LEFT THE COLUMN OF

Functions: OFFSET()
ILLUSTRATION: GET THE QTY CORROSPONDING TO HEAVY STEEL FROM
MEDIUM STEEL ITEM
SYNTAX:
=OFFSET(REFERENCE, ROW, COL,
HEIGHT,WIDTH)
REFERENCE : A4 ;
ROW:1 (target value is in the next row of
reference)
COL:3 (target value is 3 columns right from
the column of the reference)
TARGET VALUE

HEIGHT, WIDTH : OPTIONAL


=OFFSET(A4;1,3) 8800kg

Functions : MATCH()
FUNCTION : MATCH
DESCRIPTION

RETURNS RELATIVE POSITION OF AN ITEM IN AN ARRAY


THAT
MATCHES A SPECIFIED REFERENCE IN SPECIFIC FORMAT

SYNTAX

=MATCH(LOOKUP_VAL, LOOKUP_ARRAY, MATCH_TYPE)


Lookup_val : It is value user wish Excel to match
Lookup_array: Range (Row or column) of data
Match type (Optional) : A number 1,0 or -1

Matc
h
Type

Brief Description

Requirement

MATCH() finds largest value in the array


that is less than or equal to the
LOOKUP_VAL

Array needs to be
arranged in ascending
order

MATCH() finds exact value/text matching


with the LOOKUP_VAL

Array can be in any


order

-1

MATCH() finds the smallest value in the


array that is greater or equal to
LOOKUP_VAL

Array needs to be
arranged in descending
order

Note: if Match_type is not specified explicitly, by default, Excel assumes it to

Functions: MATCH()

Sr
No

Lookup_v
al

Looku Matc
p_arra h_nu
y
m

Syntax

Resul
t

Medium

A3:A6

=match(Medium,A3:A6,0)

Length:11
0

C3:C6

=match(110,C3:C6,0)

Kg/m:112

B3:B6

=match(112,B3:B6,1)

Functions : DATABASE
Sr #

Database

BRIEF DESCRIPTION

DAVERAGE()

Returns average of the values in columns that


match the user specified conditions

DCOUNT()

Counts the cells containing the value in the


column or database satisfying the user
specified conditions

DCOUNTA()

Counts the nonblank cells in the column or


database satisfying the user defined conditions

DGET()

Extracts from the records the values satisfying


the user defined conditions

DMAX() / DMIN()

Max/Min from column or database

DSUM()

Adds the numbers in column satisfy user


defined conditions

DPRODUCT()

Multiplies the numbers in column satisfy user


defined conditions

Functions : DAVERAGE()
FUNCTION : DAVERAGE()
DESCRIPTION

RETURNS AVERAGE OF THE VALUES IN COLUMNS THAT


MATCH THE USER SPECIFIED CONDITIONS

SYNTAX

=DAVERAGE(DATA RANGE, FIELD, CRITERIA)


Data_Range : Range including labeling, if any
Field: Column or row containing values
Criteria: User defined condition

Find out the average of the Qty which


includes steel >1000 MT
1. Define the condition steel >1000 MT
as defined in cells A2 & B2
2. Syntax
=DAVERAGE(A4:C10,QTY,A1:B2)
2250
Or
=DAVERAGE(A4:C10,3,A1:B2) 2250

Functions : DCOUNT()
FUNCTION : DCOUNT()
DESCRIPTION

COUNTS THE CELLS CONTAINING THE VALUE IN THE


COLUMN OR DATABASE SATISFYING THE USER SPECIFIED
CONDITIONS

SYNTAX

=DCOUNT(DATA RANGE, FIELD, CRITERIA)


Data_Range : Range including labeling, if any
Field: Column or row containing values
Criteria: User defined condition

Count the number of times the QTY of steel


exceeded 1000 MT
=DCOUNT(A4:C10,QTY,A1:B2) 2

Functions : DGET()
FUNCTION : DCOUNT()
DESCRIPTION

EXTRACTS FROM THE RECORDS THE VALUES SATISFYING


THE USER DEFINED CONDITIONS

SYNTAX

=DGET(DATA RANGE, FIELD, CRITERIA)


Data_Range : Range including labeling, if any
Field: Column or row containing values
Criteria: User defined condition

Sr
No

Condition

Formula

Result

Steel QTY =DGET(A4:C10,QTY


<1500
,A1:B2)

850

Steel QTY =DGET(A4:C10,QTY


<1500 & ,A1:C2)
>500

850

Functions : TEXTS
Sr #

Database

BRIEF DESCRIPTION

CONCATENATE()

Joins several text strings in to single string

DOLLAR()

Converts number to text in dollar currency


format

EXACT()

Matches two text strings exactly and return


TRUE or FALSE. Case sensitive

TEXT()

Converts value to a specific text format


(For Ex: 1000 to $1000.00)

VALUE()

Converts text string that is a number to number


($1000.00 to 1000.00)

REPT()

Repeats the required text number of times

TRIM()

Removes extra spaces from the text string


except spaces between words

FIND()

Returns the location of the letter in a text string

RIGHT(), MID(),
LEFT()

Returns characters (texts) present at right, mid


or left of the text string

LOWER(),
PROPER(),

Changes case of the text to lower, Proper,


UPPER respectively

10

Functions: CONCATENATE()
FUNCTION : CONCATANATE()
DESCRIPTION

JOINS SEVERAL TEXT STRING IN TO SINGLE STRING

SYNTAX

=CONCATENATE(TEXT 1, TEXT 2,..)

ILLUSTRATION

4 Text strings
1) Bechtel
2) India
3) Private
4) Limited
NOTE: In the syntax, is inserted so as to
instruct Excel to provide a single space
between the words

Functions : DOLLAR(),
EXACT()
FUNCTION : DOLLAR()
DESCRIPTION

CONVERTS NUMBER TO TEXT IN DOLLAR CURRENCY


FORMAT

SYNTAX

=DOLLAR(NUMBER, DECIMALS)

ILLUSTRATION

= DOLLAR(1000,2) $1000.00
= DOLLAR(5000,3) $ 5000.000

FUNCTION : EXACT()
DESCRIPTION

MATCHES TWO STRINGS EXACTLY. IF TWO STRINGS


MATCH EXACTLY RETURNS TRUE ELSE FALSE. CASE
SENSITIVE

SYNTAX

=EXACT(STRING 1, STRING 2)

ILLUSTRATION

= EXACT(BECHTEL, BEHCTEL) FALSE

Functions : TEXT ()
FUNCTION : TEXT()
DESCRIPTION

CONVERTS VALUE TO A SPECIFIC FORMAT

SYNTAX

=TEXT(VALUE, FORMAT_TEXT)
FORMAT_TEXT : AS PER MAIN
MENU>FORMAT>CELLS>NUMBER>CATEGORY>CUSTOM>TYPE

ILLUSTRATION:
=TEXT(100,$0.00) $100.00
=TEXT(85,%) 85%

Functions : VALUE()
FUNCTION : VALUE()
DESCRIPTION

CONVERTS TEXT STRING THAT IS A NUMBER TO NUMBER

SYNTAX

=VALUE(TEXT)
TEXT : A NUMBER IN TEXT FORMAT, SAY, $1000.00 OR 85%

ILLUSTRATION

=VALUE($1000.00) 1000
=VALUE(85%) 0.85

Functions : REPT(), TRIM()


FUNCTION : REPT()
DESCRIPTION

REPEATS THE REQUIRED TEXT NUMBER OF TIMES

SYNTAX

=REPT(TEXT, NUMBER OF TIMES)


TEXT : IS THE TEXT WHICH USER WISH TO REPEAT
NUMBER OF TIMES: NO. OF TIMES USER WISH TO REPEAT THE
TEXT

ILLUSTRATION

=REPT(*,5) *****
=REPT(-, 3) ---

FUNCTION : TRIM()
DESCRIPTION

REMOVES EXTRA SPACES FROM THE TEXT STRING


EXCEPT SPACES BETWEEN WORDS

SYNTAX

=TRIM(TEXT)

ILLUSTRATION

=TRIM(_ BECHTEL INDIA PVT LIMITED__.) [ _ REPRESENTS


SPACES]
BECHTEL INDIA PVT LIMITED.

Functions : FIND()
FUNCTION : FIND()
DESCRIPTION

RETURNS LOCATION OF THE TEXT IN A TEXT STRING.


CASE SENSITIVE

SYNTAX

=FIND(FIND_TEXT, TEXT_WITHIN, START_NUMBER)


FIND_TEXT: TEXT WHOSE LOCATION IS REQUIRED
TEXT_WITHIN: TEXT IN WHICH FIND TEXT IS PRESENT
START_NUMBER(OPTIONAL): CHARACTER NUMBER FROM WHICH
USER WISH TO START THE SEARCH. BY DEFAULT, IT IS 0 (ZERO)

Functions : RIGHT(), MID(),


LEFT()
FUNCTION : RIGHT(), MID(), LEFT()
DESCRIPTION

RETURNS TEXTS PRESENT AT RESPECTIVE LOCATION


W.R.T. TO TEXT STRING

SYNTAX

=RIGHT(TEXT, NUMBER OF CHAR)


=MID(TEXT,START_NUMBER, NUMBER OF CHAR)
=LEFT(TEXT, NUMBER OF CHAR)

Functions : LOGICAL
Sr #

Database

Brief Description

AND()

Returns TRUE only if all arguments are true.


Else FALSE

OR()

Returns TRUE if at least one of the arguments


is/are true. Else FALSE

Functions: AND(), OR()


FUNCTION : AND()
DESCRIPTION

RETURNS TRUE ONLY IF ALL ARGUMENTS ARE TRUE. ELSE


FALSE

SYNTAX

=AND(LOGICAL 1, LOGICAL 2,.)


LOGICAL 1 : LOGICAL CONDITIONS

ILLUSTRATION

SAY X = 100
=AND(X>200,X<200) FALSE
=AND(X<200, X>50) TRUE

FUNCTION : OR()
DESCRIPTION

RETURNS TRUE IF AT LEAST ONE OF THE ARGUMENTS


IS/ARE TRUE. ELSE FALSE

SYNTAX

=OR(LOGICAL 1, LOGICAL 2,.)


LOGICAL 1 : LOGICAL CONDITIONS

ILLUSTRATION

SAY X = 100
=OR(X>200,X<200) TRUE
=OR(X<200, X>50) TRUE

Tools
Sr #

Database

Brief Description

GOAL SEEK

Returns TRUE only if all arguments are true.


Else FALSE

SCENARIO

Returns TRUE if at least one of the arguments


is/are true. Else FALSE

SHARED
WORKSPACE

SHARED
WORKBOOK

Tools : GOAL SEEK


Often

it happens that we know the result


of the equation or formula but not the
input value.
In the following equation, taking M@T=0
(fb*x*B)*(a+0.5L-0.5x)+P(f+e)=0

e
e
x
x

LL

ffb
a

T: AB tension, fb: Conc. bearing pr., e:Ecc, P: Axial load, L


& B: Length & Breadth of Base plate, x: Bearing length.
Assuming certain values for variables except x, above
equation modifies to
-6990x2 +18593x - 964 = 0 i.e.
ax2 -bx + d = 0
We know the result of the equation (zero), need to find
value of x satisfying the equation

Tools: GOAL SEEK

Cell pertaining
to the formula
RHS of the
equation
Seeking value

Reqd value of x satisfying


the condition LHS=RHS
RHS after inserting value of
x: Note: RHS0

Tools: Scenario
Sometimes,

we need to check an
equation or condition for different sets,
each consisting of set of variables
Scenario is a saved set of variables. In
Excel, multiple scenarios can be created
Upon invoking the scenario, the
respective saved set of values are
inserted into the worksheet wherever
required

Tools: Scenario
Suppose, we want to check the
result of the equation for
following set of values.
Eqn : a + b
Set 1: a=5 ; b = 10
Set 2: a=-5; b = -10
Set 3: a = 10 ; b=-10

Click here to
add scenario

Tools: Scenario
Name the
scenario here
Provide cell ids need
to be changed (b7
and c7 in this case)
Insert comment if
required

Enter values for a & b pertaining to


Set 1 and click Add.
Follow the same procedure as that for
entering Set 1 details to enter Set 2 & 3
details

Tools: Scenario

Tools: Scenario

Upon selecting Set1 and clicking


Show, inputted values of a and
b corresponding to Set 1 and the
result is displayed in the Worksheet
Try selecting Set 2 and click Show
and see the changes in the
worksheet.

Tools: Scenario

Data : Forms
FORMS

is a tool to insert data in to


the Excel with absolute control
Sometimes area of the is larger than
the screen area. In such a case,
inserting data into the worksheet we
may need to scroll back/front or
up/down. Daunting task !!!
FORMS comes to the rescue.

Data : FORMS

For example: As seen below, a complete data range (Jan to Dec) is not
visible in the single screen. To access September month, we need to
scroll front. Imagine, the how much pain it would cause if data base
for 10 yrs is required to be created.

Select the labeled cell


range (i.e. cells
comprising of labels Jan
to December)
Main menu>Data>Forms

Data : FORMS
New set of
labels and data
can be entered
by clicking this

Note: Labels
which are in
horizontal
direction are in
Vertical
direction here!!!
Easy to
maneuver.

Find / search
criteria

Enter your data


here!!

Data: Validation
How

do we ensure that a particular


cell will accept nothing but either of
Any

decimal within the range


Any date with the range
Any value within the List
Text of certain text length

?????
Using Validation !!!!

Validation
Add Input Message and Error
Alert by clicking respective
tabs

Validation criteria

Data : Validation
Illustration:
Cell should not accept anything other
than
Whole # between 1 to 10
Cell should not accept anything other
than
Concrete grade M25,M30 & M35

Data: Validation Whole


Number

Error Alert : Due to


unexpected entry!!

Input
Message

Data : Validation Concrete


Grades

Data: TABLE
Useful

for tabular calculation


Lets calculate Nominal AB tensile
strength for various rod diameter and
ultimate tensile strengths
Observe, with how much ease, one
can perform calculation efficiently

Data: TABLE
Step 1: Create Input

Only for reference


Step 2: Prepare the tabular format.
AB dia. Only for
reference. Used to
calculate the area
Nominal c/s
area

Data: TABLE
Step 3: Copy or calculate the result for a sample case using
data from input (Data created in Step1)
Copied result
from B8
(Refer Step1)
to here
Step 4: Select the table as
shown

For Excel, Copied result is an sample calculation. This calc is a function


of Ultimate stress and rod diameter. In the next step, we need to
instruct Excel what are the values that we have entered in the top row
and leftmost column of the table

Data : TABLE
Step 5: Go to Data>Tables and get the dialogue box
as,
This will instruct Excel that, the value @ cell
$B$7 which is used in the calculation of the
result (Nominal tensile strength of the rod)
needs to be replaced by the various values
present in the top most row of the table
This will instruct Excel that, the value @ cell
$B$5 which is used in the calculation of the
result (Nominal tensile strength of the rod)
needs to be replaced by the various values
present in the left most column of the table

Data: TABLE
Step 6: Get the result as,

Values in the blue background are the values of


Nominal tensile strength of AB with various bolt dia
and grades

Data : Text to Columns


Used

to segregate the text into the


separate columns which would help user to
perform sort/add/subtract etc operations
This text could be text present in the
Excel or text copied from other files. For
example STAAD support reactions required
to be copied into excel
Lets segregate the text present into the
excel into different columns using Text to
Column tool.

Data: Text to Columns


Step 1: Get the excel file containing texts, in this case, the file
contains the drawing numbers which consists of Project Code, Facility
code, Material (Steel/concrete), drawing serial #

Target is to segregate the texts into different columns: project code,


facility code, Material and drawing serial numbers into different
columns.

Data: Text to Columns


Step 2: Select the text range and go to Data>Text to range, this
dialogue box will appear
Choosing Delimited will instruct
Excel that User want to
segregate the text wherever
excel finds characters such as -
,comma,/ or user defined
character. In this case it is -.
Go through Step 2 to 3 to get the
Choosing
Fixed Width, will
result
instruct Excel that User wish to
separate text as per his/her
requirement. After clicking over
Next> tab, user can click over
Preview and select the
appropriate columns

Data: Text to Columns


Step 3: Get the result as

Data: Pivot Table and


Pivot Chart Report
Powerful

tool for rapid and dynamic


data analysis.
Allow pick and drag the items to
produce meaningful data
We can rearrange huge data in a
meaningful format in a matter of
minutes
Pivot tables and pivot charts go hand to
hand

Data: Pivot Table


Step1: Identify the data of which Pivot table is to be created. Ensure
that each column of the data must have a meaningful name

Data: Pivot Table


Step2: Goto Data & Click Pivot Table & Pivot Chart Report

Data: Pivot Table


Step
3

Step
4

Data: Pivot Table


Step 5:

Excel gives an opportunity to


user to arrange fields as per
his/her requirement

Provide the cell reference where


User wish to create the pivot
table

Data: Pivot Table


Step
6:

Drag items from


here and drop
them to the pivot
table

Pivot Table

Individual items can be


added to the row/col/data
area from here also.

Data: Pivot Table

A typical pivot table looks


like this!!! Appearance
changes when the items
are placed in different
fields. Try!!!

Data: Pivot Chart


Step 7: Click on the pivot table and see the Pivot Table toolbar.
Click over Pivot Chart. Excel creates the chart as per the pivot
table fields. It will be displayed in different worksheet

Data: Pivot Chart

Data: Pivot Table and Pivot


Chart
Fields

in Pivot Table are non-editable.


In order to do so, make changes in the
base data (Step1) and right click over
Pivot Table and select Refresh!. Pivot
table as well as chart will be updated.
All types of charts are available. To
select different chart type other than
the default, go to Pivot Table bar (Step
7)