Tommy Excelbestfunctions

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  • Tommy B. Harrington 104 Azalea Drive

    Greenville, NC 27858 Email: tommy@tommyharrington.com

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  • Copyright 2010 2 Tommy Harrington

    Excels BEST Functions By Tommy B. Harrington Table of Contents

    SUMFUNCTION...............................................................................................................................................3IFFUNCTION....................................................................................................................................................4SUMIFANDCOUNTIF.......................................................................................................................................5VLOOKUPFUNCTION.......................................................................................................................................7ADVANCEDSHORTCUTS..................................................................................................................................9FUNCTIONSFORDATES.................................................................................................................................12TEXTFUNCTIONS...........................................................................................................................................13

    Functions and formulas are the most important part of Excel worksheets. Discover the functions that are most useful when getting your daily work done. Learn to use VLOOKUP and other functions that might do the same job in better ways. Learn functions that can solve problems when importing data. Youll discover functions that save hours of time when creating routine summaries. Become an expert on the most useful Excel functions. During the last 20 years working with many companies, organizations, and institutions; I realized there were some functions that all Excel users needed to be able to use. If you learn when and how to use these functions, you will get more work done in less time. You will learn to use Excels most useful functionsSUMIFS, COUNTIFS, IF, ISNA, ROUND, VLOOKUP, INDEX, MATCH & the TEXT functions. Learn to use functions and formulas when working with dates. Youll be amazed at all Excels functions for summarizing accounting, production, and management information. Learn formulas and techniques needed to build dashboard programs.

  • Copyright 2010 3 Tommy Harrington

    Excel functions can be more powerful than macros. Every user needs to know the five essential functions of Excel and should be able to use them without hesitation. These functions are SUM, IF, VLOOKUP, SUMIF, and COUNTIF. If you add to these functions several other functions that enable you to manipulate dates and text entries, then you have mastered Excels most valuable functions.

    SUM Function Everyone knows how to use the SUM functionRight? Maybe. Lets look at using the AutoSum button and what it can do for us. You can use the AutoSum button to calculate grand totals from subtotals. Remember dont have blank rows in the area of your worksheet where you want an automatic grand total.

    1. Double click the AutoSum button at cells B7, B10, and B14 to produce subtotals 2. Highlight cell B15 3. Double click the AutoSum button for the grand total shown

    Instead of clicking the AutoSum button , you can also press ALT+= (equal sign).

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    IF Function The IF function is possibility the most powerful function in Excel. Lets look at one example. When you write a formula that divides by a cell that could contain zero, use the following method. Use the IF function to test the divisor for zero. If this cell is zero, you can have the IF function enter a 0 or blank as shown.

    To eliminate #DIV/0! error from formulas in a worksheet:

    1. Click on cell D5 2. Type =if( 3. Click on cell B5 4. Type =0,0, 5. Click on cell C5 6. Type / 7. Click on cell B5 8. Type ) or press Enter

    9. Double click on the AutoFill handle to copy it from D5 through D8 If you want the cell to be blank rather than show 0, replace Step 4 as shown below:

    4. Type =0,,

  • Copyright 2010 5 Tommy Harrington

    SUMIF and COUNTIF The SUMIF function adds the cells specified by a given criteria. I like to remember the layout for the formula as: SUMIF(where column, what cell, which column) The where column is the range of cells you want evaluated; usually the entire column you wish to search. The what cell is the criteria in the form of a number, expression, or text that defines which cells will be added. For example, criteria can be expressed as 32, "32", ">32", "apples", but is normally a reference to another cell that contains the criteria. The which column is the column matching the where column that actually the numbers to be added. The cells in which column are summed only if their corresponding cells in the where column match the criteria. The which column is usually a column containing quantity or dollars. To count the number of occurrences of a string of text or a number within a range of cells, use the COUNTIF function. Syntax: COUNTIF(where column, what cell) The where column is the range of cells in which you want to count certain cells. The what cell contains the criteria in the form of a number, expression, or text that defines which cells will be counted. With the COUNTIF function no which column is needed since, if a match is found, it is counted. If the following items were typed in a spreadsheet,

    The formula in cell F2 which summarizes units sold is written and copied as shown below;

    1. Click on cell F2 2. Type =sumif( 3. Paint cells in column A which could contain the word Acme 4. Press the function key F4 making the range absolute (when copied it will not

    change)

  • Copyright 2010 6 Tommy Harrington

    5. Type a comma 6. Click on cell E2 which contain the word to find 7. Type a comma 8. Paint the cells in column C containing the units to be added if a match is found 9. If formula is to be copied across, press the function key F4 making the range

    absolute (when copied it will not change) 10. Press ENTER to close the parenthesis and enter the formula 11. Double-click on the AUTOFILL handle to copy the formula down beside the

    other customer names Move to cell F6 and repeat the steps above to summarize for Products.

    The only difference in the formula in cell F6 is that column B is painted instead of column A since this column contains the product names being summarized. You should always paint the entire column to allow for information that will be added later. Control report order with SUMIF Like many functions in Excel, SUMIF has another use not normally thought of. You can use SUMIF to place dollar amounts or items associated with GL accounts or product names in a special order for reporting. SUMIF can be used in this very special way to control the order of a report.

    In the worksheet shown above: 1. Click on cell F2 2. Type =sumif( 3. Paint cells in column A which could contain the GL Account numbers 4. Type a comma 5. Click on cell E2 which contain the GL Account balance to be placed here in the

    report 6. Type a comma 7. Paint the cells in column B containing the Account Balance to be used when a

    match is found (Since GL Accounts are listed only once, sumif adds only the one balance amount)

    8. Press ENTER to close the parenthesis and enter the formula 9. Use copy and paste to place formula beside each account number 10. Add section totals and grand total

  • Copyright 2010 7 Tommy Harrington

    VLOOKUP Function The VLOOKUP function does a great deal of work for us in Excel. Its the function that turns Excel into a relational database program. If you have information in two lists and the information in one is needed in the other, VLOOKUP is the tool to use. Product names from one table can be matched with sales data in another table which has only product numbers. Client names can be placed in a list that has only client number with VLOOKUP. If you highlight entire columns for your lookup table, in most cases you do not need to do anything special with these ranges. We normally copy VLOOKUP formulas down columns and in that case the formula will always work correctly without making the ranges absolute (adding dollar signs). If possible, always place your lookup table on another sheet, not on the same sheet where the VLOOKUP formulas will be written. As an example, look at the worksheet below:

    We need to add Dept Names to this list with VLOOKUP. On another sheet in this same workbook we have our lookup table.

  • Copyright 2010 8 Tommy Harrington

    We do not have to worry with absolute and mixed references if we paint entire columns in out lookup table and our formula is only to be copied down a column.

    1. On the Data sheet in cell I2, begin typing your formula with =VLOOKUP( to start your formula

    2. Next click on or move to cell C2 in order to show Excel the value to be looked up for this row

    3. IMPORTANT now type a comma (,) (This locks in your lookup cell)

    4. Now click on the sheet tab for your table DeptList 5. Place cursor on letter A for column A, hold down the regular mouse button, and

    drag across to column letter B (This will highlight both columns in your lookup table)

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    6. IMPORTANT now type another comma (,) (This locks in your table)

    7. Type ,2,false) and press Enter The 2 in the VLOOKUP function indicates the second column (Full De