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Basic Excel Workshop I

November 14, 2019

Logical Operators

Operator Meaning Example

= Equal to =A1=12

<> Not equal to =A1<>9

> Greater than =A1>100

< Less than =A1<100

>= Greater than or equal to =A1>=70

<= Less than or equal to =A1<=70

Relative Cell Reference

• Excel default• When copied across multiple

cells, they change based on the relative position of rows and columns.

• For example, if you copy the formula =A2*5 from row 2 to row 3, the formula will become =A3*5.

Absolute Cell Reference

• Unlike relative references, absolute references do not change when copied or filled.

• Used to keep a row and column constant

• Designated in a formula by the addition of a dollar sign ($)

Mixed Cell Reference

• Can precede the column reference or row reference

• For example, • A$2: the row does not

change when copied• $A2: the column does not

change when copied

Keyboard ShortcutsShortcut Windows/PC Mac

Jump to end of data table Ctrl + (Up/Down/Left/

Right)

Cmd + (Up/Down/Left/

Right)

Jump to end of data table + highlight entire region

Ctrl + Shift + (Up/Down/Left/

Right)

Cmd + Shift + (Up/Down/Left/

Right)

Cycle through cell references F4 Cmd + T

Display formula + highlight inputs F2 Ctrl + U

SUM and PRODUCTFunctions

Summary: The SUM function returns the sum of selected values. The PRODUCT function returns the product of selected numbers.

Purpose: Add/multiply selected numbers

Return Value: The sum/product of selected values

Syntax: =SUM (number1, [number2], [number3],…)=PRODUCT (number1, [number2], [number3],…)

Arguments:• number1 – The first number or range to add/multiply• number2 – [optional] The second number or range to

add/multiply• numberX – [optional] The Xth number or range to

add/multiply

SUM and PRODUCT function examples

IF Function

Summary: The IF function can perform a logical test and return one value for a TRUE result and another for a FALSE result.

Purpose: Test for a specific condition

Return Value: The values you supply for TRUE or FALSE

Syntax: =IF (logical_test, [value_if_true], [value_if_false])

Arguments:• logical_test – An expression that evaluates to TRUE or FALSE• [value_if_true] – [optional] The value to return when logical_test

evaluates to TRUE• [value_if_false] – [optional] The value to return when

logical_test evaluates to FALSE

=IF(logical_test, [value_if_true], [value_if_false])

Try Questions 1a and 1b in the “Excel Functions” sheet.

VLOOKUP Function

Summary: The VLOOKUP function looks for and retrieves data from a specific column in a table.

Purpose: Look up a value in a table by matching on the 1st column

Return Value: The matched value from a table

Syntax: =VLOOKUP (value, table, col_index, [range_lookup])

Arguments:• value – A value to look for in the first column of a table• table – The table from which to retrieve a value • col_index – The column in the table from which to retrieve a

value• [range_lookup] – [optional] TRUE = approximate match

(default). FALSE = exact match

=VLOOKUP(value, table, col_index, [range_lookup])

Exact match

=VLOOKUP(value, table, col_index, [range_lookup])

Approximate match(only works when the table is sorted in ascending order & returns the value that is closest to but not greater than the lookup value)

Try Question 2 in the “Excel Functions” sheet.

COUNTIF and SUMIFFunctions

Summary: The COUNTIF function counts the number of cells that meet a single criteria. The SUMIF function returns the sum of cells that meet the supplied criteria.

Purpose: Count/sum numbers in a range that match criteria

Return Value: A count/sum of supplied values

Syntax: =COUNTIF (range, criteria)=SUMIF (range, criteria, [sum_range])

Arguments:• range – The range of cells that you want to apply criteria

against• criteria – The criteria used to determine which cells to add• [sum_range] – [optional] The cells to add together. If omitted,

the cells in range are added together instead

=COUNTIF(range, criteria)

=SUMIF(range, criteria, [sum_range])

Try Questions 3 and 4 in the “Excel Functions” sheet.

COUNTIFS and SUMIFSFunctions

Summary: The COUNTIFS and SUMIFS functions perform the same tasks as their COUNTIF and SUMIF counterparts, but they allow multiple criteria.

Purpose: Count/sum numbers that match multiple criteria

Return Value: The number/sum of cells that meet all criteria

Syntax: =COUNTIFS (range1, criteria1, [range2], [criteria2],…)=SUMIFS (sum_range, range1, criteria1, [range2], [criteria2],…)

Arguments:• sum_range* – The range to be summed• range1 – The first range to evaluate• criteria1 – The criteria to use on range1• [range2] – [optional] The second range to evaluate• [criteria2] – [optional] The criteria to use on [range2]

=COUNTIFS(range1, criteria1, [range2], [criteria2],…)=SUMIFS(sum_range, range1, criteria1, [range2], [criteria2],…)

Try Questions 5a and 5b in the “Excel Functions” sheet.

PivotTables

What is a PivotTable?

• You can think of a PivotTable as a report.

• It provides an interactive view of your data.

• You can look at the same data from many perspectives.

• You can group data into categories, break down data into years and months, filter data to include or exclude categories, and even build charts.

Try Questions 1a and 1b in the “PivotTable & Calculated Field”

sheet.

• Useful for aggregate-level calculations

• For example, we can create a calculated Field4 by dividing the sum of Field1 by the sum of Field2

Calculated Fields

Try Question 2 in the “PivotTable & Calculated Field”

sheet.

Goal Seek

What is Goal Seek?

• Goal Seek determines input values needed to achieve a specific goal.

• You decide what value you want a cell to evaluate to, and Goal Seek adjusts values used in a formula to get that value.

Goal Seek Example

Try the question in the “Goal Seek” sheet.

Questions?