IntroductionWelcome| 00:04 |
Hi.
I'm Dennis Taylor and I'm happy to
| | 00:06 |
present Excel 2013 Advanced Formulas and
Functions.
| | 00:10 |
For many Excel users, the central focus
of what they do is writing formulas and functions.
| | 00:16 |
If you really want to take advantage of
Excel's power, you need exposure to its
| | 00:20 |
many functions.
I'll start off by showing you some great
| | 00:24 |
shortcuts for building formulas and
functions, numerous variations on the
| | 00:28 |
aforementioned IF and VLOOKUP functions,
vital statistical and math functions, and
| | 00:33 |
some date functions that could prove to
be indispensable.
| | 00:38 |
I'll show you how text functions can help
you clean up flawed data, how powerful
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array formulas and functions give you
even more analytical possibilities, and
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I'll show you how to use functions in
combination with one another to achieve
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even greater power.
Welcome to Excel 2013 Advanced Formulas
| | 00:55 |
and Functions.
| | 00:57 |
| | 59:59 |
(MUSIC).
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| Using the exercise files| 00:00 |
If you have access to the exercise files
for this course, you can put them on your
| | 00:03 |
desktop, as I have, or anywhere else you
want.
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Each folder here, for example, Chapter 6,
contains a workbook.
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Each workbook has multiple worksheets.
Each worksheet is used for a specific movie.
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If you do not have access to these files,
you can follow along with your own files
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as we proceed through the course.
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1. Formula and Function Tips and ShortcutsDisplaying and highlighting formulas| 00:00 |
If you're trying to make sense out of a
worksheet that has formulas in it.
| | 00:03 |
It's going to be really handy if you can
see all of the formulas at once.
| | 00:08 |
Now, we can certainly see that there's a
formula in cell b7.
| | 00:10 |
Simply click on the cell, we see that in
the formula bar.
| | 00:13 |
Of course, we can double click a cell too
to see a formula within a cell.
| | 00:17 |
But we might want to see all the formulas
at once.
| | 00:20 |
There's no standard way to do this, but
there is a key stroke shortcut and also a
| | 00:24 |
menu command that will allow you to get
to this capability quickly.
| | 00:29 |
In cell C1 I've depicted what's on one of
the keys typically found in the upper
| | 00:32 |
left corner of most keyboards.
The symbol on top is called tilde.
| | 00:37 |
The one below it is usually referred to
as accent grave from the French.
| | 00:41 |
But as a keystroke shortcut don't use the
shift key but do use the control key and
| | 00:47 |
press that key on your keyboard, Ctrl+`
I'll call it.
| | 00:53 |
And what happens?
All column widths have been doubled and
| | 00:54 |
wherever there's a formula we see the
formula.
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For example in cell E5.
Also in cell D13.
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If you press Ctrl+` again, we're back to
our normal displays.
| | 01:04 |
There are times and I use this frequently
when I'm doing troubleshooting on certain worksheets.
| | 01:09 |
Ctrl+` doubles the width of columns as it
exposes formulas or it takes us back to normal.
| | 01:15 |
And the reason this feature doubles the
width of columns is to give us a better
| | 01:18 |
opportunity to see the formula.
Still, it isn't foolproof, though.
| | 01:23 |
If you notice that in cell D13, which is
currently selected, we still can't see
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the entire formula here.
Which you might also want to consider
| | 01:31 |
doing in these situations.
Particularly if you know the worksheet is
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valuable and you're going to be working
with it a bit or if you want to absorb
| | 01:38 |
its content faster.
What we might do is click in the upper
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left corner and then double click any
column boundary.
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This will readjust all column widths and
then we could print the worksheet in its
| | 01:49 |
current form.
And when you do that it would be a good
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idea to also display the column letters
and the row numbers as well, then use
| | 01:56 |
that as a source of documentation.
So if we press Ctrl+` , we'll go back to
| | 02:01 |
normal and since we did readjust the
column widths when the columns were
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wider, we'll want to do this again,
clicking in the upper left-hand corner.
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It's probably still selected anyway.
Then double-click any column boundary
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between the letters.
Now we're back to so called normal display.
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We also find this feature in the menu,
but it's easy to overlook and they do
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refer to the other symbol that's on that
same key, that so called accent groove.
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So from the ribbon, go to the Formulas
tab and you will see the choice called
| | 02:30 |
Show Formulas.
Notice that the pop up tip below it does
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refer to the other symbol.
And you could easily overlook that.
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It doesn't refer to tilde, it refers to
the other one, and no matter how you view
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this keyboard keystroke shortcut though,
remember this is Ctrl+` show formulas or
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the keystroke shortcut.
Now a companion but certainly a different
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feature to what we've just seen is the
idea that you might want to highlight all
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the cells in this worksheet that have
formulas.
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The key first step here is to make sure
you've got only one cell selected.
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If you have two or three or four cells
selected, for example, if we were about
| | 03:07 |
to use this feature, it will only search
within the selected cells.
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So somewhat counter-intuitively, we will
click on one cell and then from the Home
| | 03:16 |
tab in the ribbon the extreme right
button, the Find and Select button, the binoculars.
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Click it and choose Formulas.
And all cells that have formulas in this
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worksheet are currently highlighted.
Now before clicking anywhere what you
| | 03:30 |
might want to consider doing is applying
a color to all these so you remember
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which cells have formulas.
We can do that simply from the Home tab,
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the Fill Color bucket right here.
Give it a color that's light enough for
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the text to show through it.
I'll just use this tan color right here.
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And as we zoom back a little bit, we know
at a glance where the formula cells are,
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the ones that have this tan color.
Now, the feature's not dynamic if we were
| | 03:55 |
to write a new formula here it's not
going to turn tan.
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Or if we erase this formula here, it
would continue to stay tan, so from time
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to time, you will want to run the feature
again, to make sure that it's up to date.
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A companion to this is the idea that you
might want to highlight all of the cells
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that have pure numbers in them, not
formulas but just pure numbers.
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Here too begin with the active cell in a
single location.
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And then on the home tab, choose Find and
Select, then go to Special.
| | 04:26 |
And in the go to special dialog box,
choose Constants, but then uncheck the
| | 04:31 |
boxes for Text, Logicals and Errors.
Click OK and now we've selected these.
| | 04:39 |
And similarly as we did with formulas we
might want to choose a contrasting color
| | 04:43 |
here, I'll use a light blue.
There we are.
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And so in this worksheet the light blue
cells are those that contain pure numbers.
| | 04:51 |
The tan cells are those that contain
formulas.
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So it really helps you figure out what is
going on in a worksheet.
| | 04:58 |
And the more you work with these the two
features and its predecessor where we
| | 05:00 |
were able to highlight the formulas.
You will have a much better capability
| | 05:05 |
for understanding and working with sheets
that have formulas.
| | 05:09 |
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| Auditing tools| 00:00 |
When you're working with a worksheet that
has a lot of formulas in it, there's a
| | 00:03 |
concern sometimes as to what will happen
to a lot of formulas if we change a cell.
| | 00:09 |
For example, Cell B3 has the value 65.
Cell B7 has a formula that refers to Cell B3.
| | 00:17 |
If we change that 65, then the formula in
B7 will react.
| | 00:21 |
Now we're also concerned about other
cells that might react if we change B3.
| | 00:27 |
If we were doing this manually we'd have
to worry about which cells will change if
| | 00:32 |
B7 changes.
In other words, the so called ripple
| | 00:35 |
effect, which cells will change in this
worksheet if we change B3.
| | 00:41 |
And what about the fact that there could
be in other worksheets of this workbook?
| | 00:47 |
Formulas that refer to cells here but
also refer back to cell B3.
| | 00:52 |
Tracking down dependencies is an almost
unthinkable manual task.
| | 00:57 |
So let's go to cell B3.
This is the cell whose dependencies we
| | 01:00 |
need to locate.
On the Formulas tab in the ribbon, we've
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got the choice in the Formula Auditing
group, Trace Dependents.
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Click it once and what we see are
references by way of arrows to cells that
| | 01:14 |
have formulas that refer to cell B3.
So for example, if we could go to cell
| | 01:19 |
G5, we see there that there's a formula
that refers back to B3.
| | 01:24 |
It includes other cells as well, too.
Similarly over here in cell E5, and all
| | 01:28 |
the others that have arrows in them.
When checking dependencies, we don't want
| | 01:32 |
to click Trace Dependents just once, but
repeatedly.
| | 01:35 |
As we start to click this again and again
and again, eventually we will hear a beep
| | 01:40 |
if you've got a speaker on or we'll stop
seeing new arrows appear.
| | 01:45 |
And so the implications are quite large.
Doing this manually would be unthinkable.
| | 01:51 |
All of these cells that have arrows have
a dependency on cell B3.
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Now, we're not necessarily saying that
they will change.
| | 01:58 |
It means that they could change because
they have formulas that refer back to B3.
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And you'll notice something looking a
little different in the midst of all
| | 02:07 |
these blue lines, a dashed line that
actually is pointing to an icon that
| | 02:10 |
represents a different sheet.
And so there is a formula on a different
| | 02:17 |
worksheet that is dependent upon cell G5,
which is dependent upon cell B3.
| | 02:24 |
If you want to trace that reference, then
you'll double-click the dash line.
| | 02:28 |
This will bring up the Go To dialog box.
And this tells us that in a different
| | 02:33 |
worksheet of this particular workbook,
we've got a formula that does get data
| | 02:37 |
from cell G5.
And if you double-click this or simple
| | 02:41 |
click OK, it will take you to that other
location,and show you that formula.
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And there's the formula there on a
completely different worksheet in this
| | 02:50 |
workbook that's getting data from cell G5
in the starting worksheet that we were
| | 02:54 |
looking at, Auditing Tools.
So I'll go back to that worksheet, this
| | 02:59 |
one right here, and for the moment, we're
seeing all cells that have a dependency
| | 03:03 |
on cell B3 and its quite extensive in
some worksheets.
| | 03:08 |
If you want to start checking the
dependencies of other cells, I think the
| | 03:11 |
first order of business will be to remove
the arrows, so we could check the
| | 03:14 |
dependencies of another cell.
Now the reverse called Trace Precedents
| | 03:19 |
is perhaps equally valuable, maybe more
so in some situations.
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Imagine this particular worksheet.
One of the key values that comes out of
| | 03:28 |
it after plugging in specific numbers
here and there is to come up with a
| | 03:32 |
total, for example in cell L27.
Here, we begin with a cell that has a
| | 03:38 |
formula in it.
And in this case its a rather simple used
| | 03:41 |
to the max function.
But the question here is where does this
| | 03:45 |
cell get its data from.
And the reverse of dependence is called precedence.
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So if we'd like to look backwards, so to
speak, and answer the question, where
| | 03:55 |
does cell L27 get its data from?
We make sure that's the selected cell.
| | 04:02 |
And then on the Formulas tab and the
Formula Auditing group, we click Trace Precedents.
| | 04:07 |
And here too.
We click it repeatedly, until we either
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hear our speaker with the bell, or we see
no more lines appearing with errors.
| | 04:16 |
And so in this particular worksheet, all
the cells with blue dots or arrows in
| | 04:21 |
them, if altered, can change that value
of cell L27.
| | 04:26 |
So these auditing tools you can imagine
can be invaluable.
| | 04:30 |
Both checking Precedents as we did in
this example here, in the previous
| | 04:34 |
example of checking the Dependents of
cell B3.
| | 04:38 |
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| Using entire row/column references| 00:00 |
In a worksheet called RowReferences,
we're about to tabulate an East Total here.
| | 00:04 |
Any number of ways to do this, perhaps
easiest, might be to begin with the
| | 00:07 |
AutoSum button.
Remember, it's found in two locations in
| | 00:10 |
the ribbon.
On the home tab, it's off to the right,
| | 00:13 |
in the Editing group.
And as you would expect, on the Formula's
| | 00:16 |
tab over on the left hand side.
Lets click AutoSum.
| | 00:20 |
If we're trying to come up with an East
Total, we certainly don't want to add
| | 00:23 |
these numbers.
We probably would want to add the two
| | 00:26 |
eastern cities here, Boston and New York.
And I think a lot of people would
| | 00:29 |
approach the task this way.
And certainly nothing wrong with that in
| | 00:32 |
any way.
But what if the number of items here is
| | 00:34 |
going to grow?
In other words, we might be additionally
| | 00:38 |
adding data in columns N, O, P
eventually.
| | 00:41 |
Why not, instead of referring to specific
cells here, why not refer to rows 4 and 5.
| | 00:47 |
As I'm dragging across these with the
mouse look at the notation style.
| | 00:53 |
Sum of 4:5.
Now that means rows 4 and 5.
| | 00:56 |
Press Enter, we have an answer here.
It's an unusual look at first, but it
| | 01:01 |
gets the job done and it does have that
flexibility of when we add new data, we
| | 01:05 |
don't have to readjust the forumla.
Of course, the data in cell A4 and A5,
| | 01:10 |
the text entries are ignored here.
And so, we can get our total quickly.
| | 01:16 |
Similarly with Midwest, slightly
different though.
| | 01:18 |
The cities are not adjacent to one
another.
| | 01:20 |
But here too.
We could begin to AutoSum, and then click
| | 01:23 |
row 7 for Chicago, comma, click row 12
for Cincinnati.
| | 01:29 |
A different look as well, but it means,
add up all the data in rows 7 and all the
| | 01:34 |
data in rows 12.
Enter.
| | 01:37 |
And we're not going to do all these, but
similarly with the South here.
| | 01:40 |
Once again, on just this example,
AutoSum.
| | 01:43 |
Our Southern Totals would be Atlanta from
row 6, and that might be the only one and
| | 01:47 |
possibly, you might be including Houston
as well.
| | 01:51 |
So, possibly with a comma Houston that
way, too.
| | 01:55 |
And Enter.
Using entire row references will make
| | 01:58 |
sense and simplify the look of certain
formulas.
| | 02:02 |
In the next worksheet over, column
references.
| | 02:04 |
These are likely to be used even more
frequently.
| | 02:07 |
Suppose, for example, we want to total
off here to the right, and maybe we're
| | 02:11 |
going to put it in column M temporarily,
we want to know what the total salary is.
| | 02:16 |
Now the salaries in the example here in
column H go all the way down to, as I
| | 02:20 |
double-click the bottom edge, down to row
742.
| | 02:25 |
And we'd like to add up that data, and
this might be a dynamic worksheet where
| | 02:29 |
the number of records changes from time
to time.
| | 02:33 |
And so just as we saw with rows, we're
going to put in a formula now that refers
| | 02:37 |
to columns.
And once again we'll make it simple with AutoSum.
| | 02:42 |
Again, we could start from the Home tab
this time.
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Use AutoSum and then click on column H to
add up the salaries.
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The reference here reads H colon, H.
That's it.
| | 02:54 |
Enter.
We got an answer.
| | 02:56 |
We'll have to double-click to make the
data readable.
| | 02:59 |
And so we see our formula.
Simply use the entire column reference.
| | 03:03 |
So we might add new records, we might
take out records, our formula doesn't
| | 03:07 |
have to be readjusted.
Using entire column references, as we saw
| | 03:12 |
with row references, too, makes sense.
And you could imagine other columns here
| | 03:16 |
using different features here.
If we wanted to know the average job
| | 03:20 |
rating, equal average would be one way to
do this.
| | 03:23 |
We could then click column I here.
That reads as I:I, the average job rating
| | 03:29 |
here is this.
We want to simplify the display of it.
| | 03:33 |
Using entire column references does
simplify the creation of any number of
| | 03:37 |
formulas, particularly if you're working
with large lists of data.
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| Copying column formulas instantly| 00:00 |
In this worksheet we've got a formula in
cell F2 it calculates the years of
| | 00:04 |
service based on a hire date.
And we'd like to copy that formula down
| | 00:09 |
the column.
And similarly although we don't yet have
| | 00:12 |
a formula we're going to put a formula
into cell J2 its going to calculate a new salary.
| | 00:17 |
Everybody's going to get a $2,000
increase in this particular.
| | 00:21 |
Organization, and in both cases what we
need to do, and it's a common need in
| | 00:25 |
Excel is a formula needs to be copied
into adjacent cells down a column.
| | 00:31 |
Of course at other times you'll be
copying these across rows.
| | 00:34 |
But one of Excel's great shortcuts is the
quick ability to copy formulas across
| | 00:39 |
large distances.
In an adjacent column here, I'm just
| | 00:43 |
going to click the bottom edge of a cell
to remind us, that in this worksheet,
| | 00:47 |
there are 742 rows.
We've written the formula here.
| | 00:51 |
Now copying a formula with copy and paste
techniques is just not the way to go here.
| | 00:57 |
A standard technique is to drag the lower
right hand corner.
| | 01:00 |
Now, with 700 rows, this might take some
time, and what if our data was 7,000 rows
| | 01:05 |
or 70,000 rows?
Simply double-clicking the lower
| | 01:09 |
right-hand corner will allow us to copy
this formula and adjust it down the
| | 01:13 |
entire column.
Now, when that happens, I think the first
| | 01:17 |
question that would enter your mind would
be, well, how far did it get copied?
| | 01:21 |
Did this formula get copied all the way
to the bottom?
| | 01:24 |
And we can certainly scroll to find that
out.
| | 01:26 |
But a nice short cut here is to press
Ctrl+Period.
| | 01:29 |
And when you do that, the active cell
moves to the other end of the range.
| | 01:34 |
Press Ctrl+Period again, we're right back
up top.
| | 01:37 |
So Ctrl+Period, which is a very strange
keystroke shortcut simply moves the
| | 01:42 |
active cell around the corners cells of
the selected range.
| | 01:47 |
Once again, when we copy the formula down
a column.
| | 01:51 |
Excel looks at adjacent data, it actually
looks at other columns in this list and
| | 01:55 |
then makes sure that the formula gets
copied down to the bottom of the list.
| | 02:01 |
So as I press Ctrl+Z here to undo, I'll
do this one more time.
| | 02:04 |
Double click the lower right hand corner
and then immediately press Ctrl+period to
| | 02:09 |
see how far it got copied.
Down to row 742.
| | 02:14 |
Similarly in cell J2 we're going to write
a new formula equal current salary plus 2,000.
| | 02:22 |
And a small tip here if I press enter the
active cell moves downward into the next cell.
| | 02:27 |
I want it to stay in place because I want
to copy the formula.
| | 02:31 |
So, I'll simply press Ctrl+Enter, and the
active cell will stay in place.
| | 02:36 |
And then, we'll simply double click the
lower right hand corner.
| | 02:41 |
And we see that the formula has been
copied.
| | 02:43 |
And, once again we press Ctrl+Period.
Make sure that happens all the way down
| | 02:47 |
the worksheet and it does.
Double clicking the lower right hand
| | 02:51 |
corner of a cell copies that information.
It works also for just pure text and pure
| | 02:56 |
numbers as well although it's probably
most beneficial when using with formulas.
| | 03:02 |
So it's a great shortcut and there is no
corresponding shortcut for quickly
| | 03:06 |
copying formulas across rows, this only
works down columns.
| | 03:10 |
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| Converting formulas to values with a simple drag| 00:00 |
Sometimes in Excel when you write
formulas and functions, you want to
| | 00:03 |
actually take the results of the formulas
and essentialy turn them into pure values.
| | 00:09 |
In other words, throw away the formulas,
and keep the results.
| | 00:13 |
In this particular worksheet, called
ConvertFormulasToValues, we've got
| | 00:17 |
formulas in column B that take the
employee names and display them with only
| | 00:21 |
the first letters capitalized.
It's by way of a function called proper.
| | 00:27 |
And so let's say that column A is not the
way we want our data to look, but column
| | 00:31 |
B is.
And yet, right now, column B depends upon
| | 00:36 |
column A.
We're using the function called Proper to
| | 00:40 |
give us the results we want.
So what we'd like to be able to do is
| | 00:44 |
convert these formulas into values.
There's a very fast and efficient way to
| | 00:49 |
do this.
And we'll show you another example over
| | 00:52 |
in column K.
First, let's look at column B here.
| | 00:55 |
What we want to do is freeze these
results.
| | 00:59 |
Remember they're all formulas in column b
and it would be kind of a cheap trick and
| | 01:02 |
a cop out to say well let's just hide
column A.
| | 01:06 |
That's not really the way to do this.
We want to actually get rid of that data
| | 01:10 |
and have only one column for employee
name and we want those names to look the
| | 01:13 |
way they do in column B.
So here's one way to do this.
| | 01:18 |
We can click the entire column.
There's nothing else in the column except names.
| | 01:22 |
And then use the right mouse button and
drag any edge, it can be the right edge,
| | 01:26 |
top edge, left edge doesn't make any
difference.
| | 01:30 |
But as we drag the data, we use the right
mouse button.
| | 01:34 |
Put it on top of the old data.
And when we let go of the mouse there's a menu.
| | 01:40 |
And we want to choose Copy Here as Values
Only.
| | 01:43 |
When we do this, what we have in column A
then, for example, that's page comma
| | 01:48 |
space Lisa and nothing else.
We don't need column B anymore.
| | 01:53 |
It still contains formulas, we don't need
it at all.
| | 01:56 |
We'll right-click column B and Delete.
And column A looks the way we want it to
| | 02:00 |
look and all the formulas are gone.
Now, in column J, we've got a formula
| | 02:05 |
here using numbers.
We're calculating new salaries that are
| | 02:09 |
$2000 bigger than the old salaries.
Sometimes, when you copy formulas, you
| | 02:14 |
simply want to copy them to themselves.
Now, as we did with the previous example,
| | 02:18 |
we could use the right mouse button and
drag this data on top of column H.
| | 02:23 |
That's one way to do this.
Another way would be simply to copy this
| | 02:27 |
data to itself.
Again, using the right mouse button.
| | 02:31 |
And this technique, slightly different
than the other ones, simply means we're
| | 02:35 |
going to temporarily drag this, for
example, into column K.
| | 02:39 |
But not let go of the mouse.
Just drag it right back on top of column J.
| | 02:43 |
Then let go of the right mouse button.
Copy Here as Values Only.
| | 02:48 |
And so what have we done?
We have no formulas left in column J.
| | 02:52 |
Just the pure answers.
So here, too, what we would probably do
| | 02:55 |
next is just get rid of column H.
Right-click and Delete.
| | 03:00 |
And we can either leave this salary in
this location or if we want to drive it
| | 03:03 |
leftward, we could do that with the Shift
key and simply drag this leftward between
| | 03:07 |
columns G and H.
And let go of the mouse here.
| | 03:13 |
And we've simply moved it over here.
But the main thrust of the shortcut here
| | 03:16 |
is the idea that we've taken the formulas
that had existed here and converted them
| | 03:20 |
into their results.
And there are any number of situations,
| | 03:24 |
particularly when you're cleaning up
data, where it makes good sense to, in
| | 03:27 |
effect, throw away the formulas and keep
the results.
| | 03:31 |
| | Collapse this transcript |
| Updating values without formulas| 00:00 |
There are times when you might want to
update values in a worksheet without
| | 00:03 |
writing formulas.
In the data in columns B through F.
| | 00:07 |
Imagine these were sent to you and
someone had calculated these.
| | 00:11 |
We don't know how necessarily.
But they appear to be incorrect.
| | 00:15 |
And you've gotten some of the numbers
back and you realize you want to make
| | 00:17 |
them bigger by five.
Now, one technique, of course, would be
| | 00:21 |
to essentially a shadow set of formulas
down here that would take all those amounts.
| | 00:26 |
And increment them by 5 and then do Copy
Paste Special and some other technique.
| | 00:31 |
But we could do this much, much faster
simply by adding 5 to all the cells
| | 00:35 |
without formulas.
Pick a nearby cell, put in a value that
| | 00:39 |
eventually we'll get rid of.
I'll put in a 5 right here.
| | 00:42 |
This is the incremental value.
We're going to copy this, perhaps Ctrl+C,
| | 00:48 |
right-click copy, either way.
Select the data that we want to change,
| | 00:53 |
and then go to Paste special.
And you can get there with a keystroke
| | 00:57 |
shortcut Ctrl+Alt+V, as in victory.
And then we'll simply add.
| | 01:03 |
keep your eye on a couple of the numbers.
The 33 is about to become a 38.
| | 01:06 |
The 40 is about to become a 45 and so on.
We've copied the 5.
| | 01:11 |
We're now going to add 5 to all these
numbers.They're all bigger by 5.
| | 01:17 |
And we don't need the five anymore.
We can go to that cell and simply delete it.
| | 01:21 |
We have no formulas here.
You could say no paper trail.
| | 01:24 |
We simply changed all of the values by
five.
| | 01:28 |
A different scenario over in columns I
through M.
| | 01:30 |
Maybe these represent last year's totals,
and you'd like to project this year's
| | 01:34 |
totals as being 10% bigger.
And so, if you were doing the math, you'd
| | 01:39 |
say, well, we'd need multiply all of
these by 1.1.
| | 01:42 |
You probably can't do too many of these
in your head, but the 40s will become 44s.
| | 01:48 |
The 30s should become 33s if they go up
by 10%.
| | 01:52 |
So, as in the previous example, just pick
an empty cell nearby, put in 1.1.
| | 01:58 |
This is our multiplying factor.
We'll copy this, Ctrl+C or right-click Copy.
| | 02:05 |
Select the data that we want to change,
right-click Paste Special or Ctrl+Alt+V.
| | 02:10 |
And here the operation is Multiply.
We'll click OK.
| | 02:16 |
Now, we probably would want to see the
decimals here because most of those
| | 02:19 |
numbers are not even.
So a quick fix here.
| | 02:23 |
From the Home tab use the Comma button
and we probably don't need two decimals
| | 02:26 |
so we'll simply decrease that by one.
And so the 30s have become 33s, the 40s
| | 02:32 |
become 44s and of course all the others
have been adjusted too, they're all 10%
| | 02:36 |
bigger than they had been.
And as in our previous example, no
| | 02:41 |
formulas here.
We simply have new numbers.
| | 02:45 |
We've got different results, and we don't
need the 1.1 anymore.
| | 02:49 |
Two quick ways of changing values without
writing formulas.
| | 02:54 |
| | Collapse this transcript |
| Simplifying debugging formulas| 00:00 |
As you work with formulas in Excel
worksheets, there are times when you know
| | 00:04 |
a formula's incorrect and yet you can't
quite figure out what the problem is.
| | 00:09 |
I'm going to zoom in on the formula in
cell D13 using the Ctrl key and the mouse
| | 00:13 |
wheel and then double clicking the cell.
Let's imagine that you know this formula
| | 00:18 |
is giving you an incorrect answer.
And you've been working with it for a few
| | 00:22 |
years and you recognize that if a certain
portion of it is equal to a certain amount.
| | 00:27 |
That's going to be helpful in figuring
out where the problem here is.
| | 00:30 |
So when you double-click a cell or if you
click in the Formula Bar, you can
| | 00:34 |
highlight a portion of a formula.
Maybe it's this portion right here that
| | 00:39 |
you think is the problem.
When you highlight this, you can then
| | 00:43 |
press the F9 key to see what that current
result is.
| | 00:48 |
Now what you're highlighting must be a
coherent piece of a formula.
| | 00:52 |
F9 tells us that the average there was
162.5.
| | 00:57 |
Now maybe immediately, light bulb goes
off in your head, and you say, oh yeah,
| | 01:00 |
that's it.
That's the problem.
| | 01:02 |
Let's escape and go out and make some
adjustments to the data that's being
| | 01:05 |
referred to there.
Or maybe at another time you're saying,
| | 01:09 |
maybe it's this part of the formula.
And so you can do this in pieces if you wish.
| | 01:13 |
Now, I'm going to highlight this chunk
right here and then press F9.
| | 01:18 |
And we'll see what that's equal to.
Maybe that's not very helpful just yet.
| | 01:22 |
So we'll then take that amount, divide it
by the 12,000, we'll highlight this
| | 01:25 |
portion of it.
Now when you do this, you want to make
| | 01:29 |
sure that you're highlighting what would
constitute by itself a valid formula.
| | 01:33 |
So in this case here, if I'm not picking
up this left parentheses, if I press F9,
| | 01:37 |
I get a strange message here that's
totally misleading.
| | 01:42 |
You just want to click OK and get out of
here and probably press Escape.
| | 01:46 |
Maybe start over again.
Double-clicking again, maybe highlighting
| | 01:49 |
this entire portion this time, including
that left parenthesis.
| | 01:54 |
Press F9.
Maybe that's helpful, maybe not.
| | 01:58 |
Maybe it's the average along with the
information to the right that's a problem.
| | 02:02 |
Maybe it's the B1.
And so if you have a sense of what the
| | 02:06 |
formula is supposed to do, and maybe
isn't working, by highlighting pieces of
| | 02:10 |
it and pressing F9, you do see what that
piece of it is currently equal to.
| | 02:16 |
Now it is important when you're doing
this, too, nearly all the time, do not
| | 02:20 |
press Enter because what you will have
done is of course altered your formula
| | 02:23 |
and turned those locations into pure
results.
| | 02:28 |
So many times you'll just press Escape to
get out of here.
| | 02:31 |
And so that can be a really viable tool
when you're trying to debug a formula.
| | 02:36 |
Another example here, and you might not
have yet seen this kind of a formula, but
| | 02:40 |
a formula that involves logical tests.
In cell R1 here's a formula, and as I
| | 02:46 |
double-click, it's quite lengthy.
And we're not really going to get into
| | 02:51 |
the logic of it too much, but If you've
worked with ANDs and IFs and ORs and so on.
| | 02:56 |
And when you highlight a portion of a
formula.
| | 02:59 |
You might want to know whether it's true
or false.
| | 03:02 |
So highlighting this portion of this
formula while editing.
| | 03:06 |
Once again, pressing F9 tells us that
that is false.
| | 03:09 |
And if you're familiar with how AND works
you could say well no matter what this is
| | 03:13 |
its going to be false.
That might be true and it might be false
| | 03:16 |
but let's see what it is.
That's F9 that's true.
| | 03:21 |
An AND with a true and a false is going
to be false possibly you'll highlight
| | 03:24 |
this just to verify that idea.
As you do this though it's easy to lose
| | 03:29 |
track of what had been there.
So it's certainly isn't foolproof and it
| | 03:34 |
doesn't get you everything you need when
debugging, but the ability to Edit a
| | 03:38 |
formula, Highlight a portion of it and
press F9 to see what that piece of the
| | 03:42 |
formula is equal to can be extremely
valuable in working with formulas in worksheets.
| | 03:50 |
| | Collapse this transcript |
| Enhancing readability with range names| 00:00 |
To provide better worksheet documentation
and make certain kinds of formula's
| | 00:04 |
easier to write, you can use what are
called range names.
| | 00:09 |
In other words you can give a name to a
cell or group of cells and then use those
| | 00:13 |
names in formulas.
In this particular worksheet, we're about
| | 00:17 |
to write a formula in column J that's
going to calculate a new salary.
| | 00:22 |
Everybody's going to get a 2.91%
increase.
| | 00:25 |
There are standard ways to do this using
absolute addresses.
| | 00:28 |
But the use of a range name negates the
need for absolute addresses and it
| | 00:32 |
provides some documentation.
Let's give this cell a name, cell M1.
| | 00:38 |
As we click on this.
Then go to the left of the formula bar
| | 00:42 |
into an area called the Name Box.
You'll want to click the Drop arrow to
| | 00:47 |
see if there are any other range names
already in place.
| | 00:50 |
In this case there are not.
Range names cannot begin with numbers.
| | 00:54 |
They should not look like cell addresses.
And you cannot use spaces in them.
| | 00:59 |
You can use underscore, you can shift
between upper and lower case to simulate
| | 01:02 |
the look of words.
I'm going to call this Percent Increase.
| | 01:06 |
Percent_Increase and press Enter.
That cell now has a name.
| | 01:16 |
When we write a formula in J2 to simply
calculate the new salary.
| | 01:21 |
We'll be using that cell reference but
we'll be using its name and we won't have
| | 01:24 |
to type it either.
Equal H2 times and I'll click on cell M1
| | 01:29 |
and look what happens in the formula.
The name pops in automatically if it exists.
| | 01:36 |
And then we'll complete the formula by
adding on H2 to come up with the correct answer.
| | 01:42 |
And then copy this down the column by
double clicking.
| | 01:45 |
So every one of these cells, for example,
this one as I double click it refers to
| | 01:48 |
percent increase.
That cell, M1.
| | 01:51 |
When you encounter a range name and
aren't sure what it refers to.
| | 01:56 |
One quick way to find out would be to go
to the name box, click the Drop arrow,
| | 02:00 |
highlight the name in question and when
you click it you will jump to that
| | 02:03 |
location in the worksheet automatically.
And it might be in a different worksheet too.
| | 02:10 |
So that's the cell that has the name.
Of course we just created it but at other
| | 02:13 |
times you don't always know that.
It's quite possible that in this
| | 02:17 |
worksheet we might also want to refer to
other portions of it by name too.
| | 02:22 |
And there are times when you can use the
adjacent labels.
| | 02:26 |
We've got labels here sitting on top of
all the columns.
| | 02:29 |
Now this list might grow, it might
shrink.
| | 02:32 |
We want to be able to refer to all of the
statuses or all the salaries or years in
| | 02:36 |
different kinds of formulas.
So in this case we'll select columns A
| | 02:42 |
through J.
And then on the formulas tab in the
| | 02:47 |
ribbon use Create from Selection.
We want to create names from the top row
| | 02:53 |
not the left column so we'll uncheck left
column click OK.
| | 02:57 |
So what have we done we've now used the
word status for example to refer to all
| | 03:01 |
the data below it.
The word salary to refer to all the data
| | 03:05 |
below it.
So in a different context at a different
| | 03:08 |
time if, for example, we wanted to know
the average years of service here we
| | 03:12 |
could type equal average, left
parenthesis as we type y for years we see
| | 03:16 |
all the functions that begin with y.
But we don't want those here we want
| | 03:22 |
range names and they appear in the list
too.
| | 03:25 |
Here's the name called Years right there.
Click it.
| | 03:28 |
Press Tab and so we have our answer.
Similarly what's the total for the new salaries?
| | 03:34 |
Equal sum or could have used autosum.
Now we can simply start typing N.
| | 03:39 |
There it is right there.
New salary.
| | 03:40 |
Click it.
Tab it into place.
| | 03:43 |
Enter.
Our total there.
| | 03:45 |
And we could use this with other
functions as well.
| | 03:48 |
Maybe accountive to figure out how many
people have a certain status.
| | 03:51 |
So we can use those names here.
Now different scenario off to the right here.
| | 03:58 |
Maybe we simply want to refer to this
data as a unit.
| | 04:02 |
And so we'll simply select it and give it
a name.
| | 04:05 |
How about Jan-Jun Data?
So once again, using the name box to the
| | 04:08 |
left of the formula bar, click the Drop
arrow and now, of course, we've got quite
| | 04:12 |
a few range names that we just created
quickly by using those top row labels.
| | 04:18 |
Now we're going to create what we call
Jan_Jun_Data.
| | 04:21 |
Jan June Data.
And so if we want to write formula over
| | 04:24 |
here that, for example, calculates the
average, go average, left parenthesis,
| | 04:29 |
I'll type J, there we see it right there.
Click it that way, then press Tab and Enter.
| | 04:36 |
Another way to get to these range names
is this time I'll do median, left parenthesis.
| | 04:42 |
Press the F3 key to get a list of range
names and we can just paste the name.
| | 04:48 |
There's the one we want right there.
Click OK.
| | 04:51 |
It's in place.
And now we have the median.
| | 04:54 |
Again referring to that group name Jan
June data.
| | 04:58 |
There will be times when you don't want
to use the range name anymore.
| | 05:02 |
You don't need it and so you can by way
of the formulas tab, go to Name Manager.
| | 05:08 |
It shows you the different range names.
Maybe we don't want to use Jan, June data anymore.
| | 05:13 |
It's right here so we could delete it.
Now it is going to cause that formula to
| | 05:17 |
no longer work but we don't care 'cuz we
do want to get rid of it.
| | 05:21 |
We delete this range name.
Are we sure?
| | 05:23 |
OK.
Then click Close.
| | 05:27 |
And these two formulas don't work anymore
because we got rid of the range name.
| | 05:30 |
And it's not as a bad name when you're
working with strange data or a new
| | 05:33 |
worksheet from someone else who's sent
you information just to check out to see
| | 05:37 |
if there are any range names in place.
When used judiciously, they provide a
| | 05:43 |
great source of documentation and they do
simplify the creation of certain kinds of formulas.
| | 05:49 |
| | Collapse this transcript |
| Creating 3D formulas to gather data from multiple sheets| 00:00 |
In this workbook called Regional Sales,
we've got four sheets with identical layouts.
| | 00:06 |
There's the East sheet, Midwest sheet,
South sheet, West sheet.
| | 00:10 |
We might be adding more regions, and you
can imagine lists like this that might be
| | 00:14 |
comprised of data for each of 12 months.
Or possibly, if it's geographically
| | 00:19 |
oriented, maybe one for each state, 50
different sheets.
| | 00:23 |
If they all have the same layout as these
do, there are ways to create summary
| | 00:27 |
formulas and summary worksheets quickly
and easily.
| | 00:32 |
Let's imagine that we might want to
create a summary worksheet here.
| | 00:35 |
First thought might be.
Let's go to one of our sheets, for
| | 00:38 |
example west.
Highlight this data maybe and then copy
| | 00:42 |
paste it onto sheet 1 which is currently
empty.
| | 00:45 |
That's certainly a viable approach.
But a better way and a faster way is
| | 00:49 |
simply to make a copy of the entire
sheet.
| | 00:52 |
And that takes care of formatting issues
along the way, as well as the data.
| | 00:57 |
You can move a sheet simply by dragging
it.
| | 00:59 |
You can copy a sheet by holding down the
Ctrl key and as you drag the sheet to the
| | 01:02 |
right, you'll see a little plus there.
Let go of the mouse first, then you can
| | 01:06 |
easily copy the sheet.
These two sheets, west and west two are
| | 01:11 |
identical in all respects except for
their name.
| | 01:14 |
So what we're going to do is turn west
two into a summary sheet.
| | 01:19 |
We begin simply by double clicking the
Sheet tab, typing in summary or some
| | 01:22 |
similar appropriate name.
And by the way, this sheet could have
| | 01:26 |
been to the left of all these sheets, or
to the right, doesn't make any difference.
| | 01:30 |
After typing in the name, we'll press
Enter.
| | 01:32 |
And then, to be in sync with the data,
we'll go to cell A2 and type in Summary.
| | 01:38 |
And again, the data itself has not yet
been changed, it's the same as what we
| | 01:42 |
have on the west sheet.
But here's where we switch gears.
| | 01:45 |
In cell B4, on this summary sheet, we
want this to be the total of retail couch
| | 01:51 |
sales from the east midwest south and
west sheets.
| | 01:56 |
Now we don't really have to make the
column wider but in order for this to be
| | 01:59 |
displayed more properly.
Let's do somewhat arbitraility make the
| | 02:03 |
column wider.
So we're going to write a formula here
| | 02:06 |
that will involve very little typing.
And there are two major ways to create
| | 02:10 |
these kinds of formula.
They're often called 3D formulas.
| | 02:15 |
We'll begin with the equal sign and then
simply go to the East sheet and click on
| | 02:18 |
the Retail Couches total.
It's in cell b four as it is on all these sheets.
| | 02:25 |
Then put in a plus.
Go to the midwest sheet.
| | 02:28 |
Do the same sort of thing there.
Click that cell put in a plus.
| | 02:31 |
Then click on the south sheet and go to
cell B4, put in a plus and then off to
| | 02:35 |
the west sheet, click that sheet.
But no final plus.
| | 02:40 |
We press enter and we've got a total.
4,870.
| | 02:44 |
Adding up the data from multiple sheets
simply by clicking.
| | 02:47 |
The only typing that was done there was
the initial equal sign and the 3 separate pluses.
| | 02:53 |
Now imagine if you're doing this for
twelve months, a lot more back and forth,
| | 02:56 |
what if you're trying to do this for 50
states?
| | 02:59 |
You'd probably, somewhere along the line,
make a mistake, click the wrong spot,
| | 03:02 |
something like that.
So although this is appropriate, and it
| | 03:05 |
is correct, as soon as we get a few more
sheets here, this becomes a bit unwieldy.
| | 03:10 |
So there's a better way to do this.
Let's begin simply with AutoSum.
| | 03:15 |
There it is on the Home tab, it's also
available on the Formulas tab.
| | 03:18 |
Let's start with AutoSum, and then let's
select all the sheets in question.
| | 03:22 |
And if you work with multiple worksheets
before.
| | 03:25 |
You'll know that you can select different
sheets by clicking the first sheet and
| | 03:29 |
then using the shift key and clicking the
last sheet.
| | 03:33 |
So the next step is to click the East
sheet, and with the shift key held down,
| | 03:37 |
click the West sheet.
If you look in the formula bar you see a
| | 03:42 |
formula that isn't complete but I think
you get the idea of what's about to happen.
| | 03:47 |
We're gathering data on all of the sheets
east through west.
| | 03:51 |
Now we haven't indicated which cell we're
trying to add here so we'll click cell B4.
| | 03:57 |
And we're done, Enter.
The same result that we saw before, a
| | 04:02 |
much more compact formula.
Both of these are sometimes called 3D formulas.
| | 04:08 |
This one is much more concise.
And this would work just as smoothly if
| | 04:12 |
we had 12 months or if we had 50 states.
If we had all the states alphabetized
| | 04:18 |
this would read Alabama:Wyoming.
We need to have to refer to the first and
| | 04:22 |
the last no real typing here really.
We simply select the cells so that
| | 04:27 |
completes this entry we then copy it into
the next two cells downward.
| | 04:32 |
And then Across into these Cells right
here.
| | 04:35 |
Readjust our column Widths.
Click in the upper left corner,
| | 04:39 |
double-click a column boundary and we
truly have a 3-D summary worksheet that
| | 04:43 |
tabulates data from multiple sheets.
So this kind of a formula is very simple
| | 04:49 |
ultimately and provides a lot of power
when we're tabulating data from multiple
| | 04:53 |
worksheets that have the exact same
layout.
| | 04:57 |
| | Collapse this transcript |
|
|
2. Formula and Function ToolsUnderstanding the hierarchy of operations in Excel formulas| 00:00 |
Probably the most common reason for a
formula not giving you a correct answer,
| | 00:04 |
is either the misuse or the non-use of
parentheses.
| | 00:08 |
It does emphasize a concept too, in
Excel, it's called the hierarchy of operations.
| | 00:14 |
In this worksheet called Hierarchy, we're
about to write a formula in cell C17
| | 00:18 |
that's going to calculate the percent of
change, if our total grows from 28 to 42.
| | 00:24 |
We've actually grown by 14, which is half
of what we started with, so this would
| | 00:28 |
represent 50% growth.
And in standard calculator's if we were
| | 00:33 |
working with a manual calculator, we
would preform the subtractioin first,
| | 00:37 |
something like this.
And then we would divide our answer by
| | 00:41 |
the what, the number we began with.
And pressing Enter here gives us an
| | 00:45 |
answer but not really the answer that's
correct, it's 50% growth.
| | 00:50 |
And what really has happened here, in
this particular formula.
| | 00:53 |
Excel, unlike standard calculators,
performs the division first.
| | 00:58 |
Now the symbols you see in column A
starting in row 19 represent what's
| | 01:02 |
called the hierarchy of operations.
And when Excel sees a formula you could
| | 01:07 |
say it refers to that list and says, in
effect, what's the first symbol in the
| | 01:10 |
formula that I see here?
Looking down from the top.
| | 01:14 |
Well it's the division symbol.
And so Excel will actually divide these
| | 01:18 |
and of course that's the value one.
And then we're simply saying, what 42
| | 01:23 |
minus 1.
That's how I get the 41.
| | 01:26 |
That's not the correct answer.
And so what we really need to do is to
| | 01:29 |
change this so the subtraction takes
place first.
| | 01:34 |
And we do that by putting in parenthesis.
And of course, in the hierarchy of
| | 01:38 |
operations, parentheses are considered
before division.
| | 01:42 |
Everything with in the parentheses is
done left to right.
| | 01:45 |
So now, the calculation will be such
that, we will subtract the two, then take
| | 01:49 |
that result and divide by our starting
value.
| | 01:53 |
And the answer 0.5 is correct.
Most of us would then click the Percent
| | 01:58 |
button on the Home tab to display it as
50%.
| | 02:02 |
And any time you've got a formula that's
giving you an obviously incorrect answer.
| | 02:06 |
Certainly one of the first things to look
for is either missing parentheses or
| | 02:10 |
possibly misplaced parentheses.
Some people overcompensate by putting in
| | 02:14 |
additional parentheses, for example here.
That doesn't really hurt.
| | 02:18 |
That does maybe make the formula a little
bit more complex looking but that's not a problem.
| | 02:23 |
Anytime you've got a format with an
incorrect answer that's likely the first
| | 02:26 |
thing to be checking for.
The caret symbol that's depicted right
| | 02:30 |
here is not used by too many people but
if you have mathematical applications.
| | 02:34 |
It would be appropriate to use that
symbol to raise a number to a power.
| | 02:38 |
So in an isolated case, here's a value.
If you wanted that value squared, equal
| | 02:44 |
this cell caret 2.
And perhaps, in a different situation, if
| | 02:48 |
you wanted the cube root, fourth root of
a value.
| | 02:51 |
Equal this particular value.
And we raise this to the 1 3rd power if
| | 02:55 |
we wanted to do a cube root.
Not too many of you will need that, but
| | 03:00 |
that's how that's done, too.
And the parentheses are absolutely
| | 03:03 |
critical in this example.
So the cube root of 56, on our example
| | 03:07 |
here, is 3.82.
So it's important to recognize how Excel
| | 03:11 |
performs calculations and formulas.
And most of the time, it's simply a
| | 03:15 |
question of putting in parentheses in the
appropriate locations.
| | 03:18 |
| | Collapse this transcript |
| Using the Formulas tab on the Ribbon for locating functions| 00:00 |
If you're trying to get some sense of the
many functions that exist in Excel and
| | 00:04 |
there are well over 450 of them, a
starting point can be the Formulas tab in
| | 00:08 |
the Ribbon.
Now, let's imagine you're working with
| | 00:12 |
some data here.
You've got some statistical background,
| | 00:15 |
but you're not quite sure which functions
are going to come into play here that you
| | 00:18 |
might want to use.
On the Formula's tab, and by the way,
| | 00:23 |
your display might look different here,
depending on screen resolution.
| | 00:27 |
Sometimes these are stacked up more
horizontally than you see them here.
| | 00:31 |
Recognize that if you have been using
functions recently, there's a category
| | 00:34 |
called Recently Used.
And if this is one of the ones you've
| | 00:38 |
used recently that you remember that
you're looking for, you can certainly
| | 00:41 |
click one of those options there to
quickly get to a function you've used recently.
| | 00:47 |
Without going through all possibilities
here, recognize there are quite a few
| | 00:51 |
financial functions.
And as you slide the mouse over any one
| | 00:54 |
of these, you can pause and read the
description there, possibly even click
| | 00:58 |
Tell Me More to get more information
about this function or that function.
| | 01:04 |
And so, they're organized in categories.
And most of us don't have the time to go
| | 01:08 |
exploring all the possible entries here.
Text is another category you may or may
| | 01:13 |
not have heard about, and yet there are
some extremely valuable functions there
| | 01:17 |
as well, too.
Usually it's the need that drives the
| | 01:21 |
looking for this function or that
function.
| | 01:24 |
So there are quite a few here.
And although I did mention statistical
| | 01:28 |
functions, strangely enough, you usually
don't see that in the initial list of
| | 01:31 |
categories here, until you come to more
functions and then you will find statistical.
| | 01:37 |
Quite a few of those there, also quite a
few engineering functions.
| | 01:41 |
And of course, if you work with Excel for
a bit, you recognize that some of these
| | 01:45 |
are highly specialized.
Some of you will never use these
| | 01:48 |
engineering functions.
Others of you might not use, these
| | 01:51 |
statistical functions.
But if we did want to use one of these,
| | 01:55 |
suppose it's a statistical function and
maybe it has something to do with a
| | 01:58 |
standard deviation.
That's a concept that a number of people
| | 02:02 |
are familiar with.
You don't necessarily know at first where
| | 02:05 |
to look although beginning with the
letter s would be a good guess.
| | 02:09 |
And, as we get to that part of the
alphabet, recognize, looks like there are
| | 02:12 |
any number of them here.
And at this point of course, your
| | 02:15 |
knowledge of standard deviation is going
to either start to kick in, or you will
| | 02:19 |
go at different times to the Tell Me More
option here.
| | 02:23 |
But, maybe you've figured out that this
one here.
| | 02:26 |
You can click here, this will pop in the
function named for you, give you some
| | 02:30 |
more information.
You might at that point for example, move
| | 02:33 |
the title bar rightward.
And if we wanted the standard deviation
| | 02:37 |
for these numbers right here, possibly,
we'd be highlighting these.
| | 02:41 |
In other words, we're taking advantage of
the fact that we weren't quite sure which
| | 02:45 |
function we needed.
We think we've found the right one, and
| | 02:48 |
we're being invited here to actually
select the cells that are in question.
| | 02:52 |
The formula is even displayed before we
click OK.
| | 02:55 |
Click OK, and it's in place.
Now, that's just one example in one
| | 02:59 |
function of all the many possibilities.
But not a bad starting point, because you
| | 03:03 |
get some idea of the scope of functions
in Excel and a place to get started, and
| | 03:07 |
to get some initial help on a description
of each function as you encounter it.
| | 03:14 |
| | Collapse this transcript |
| Using the Insert Function button for guidance with unfamiliar functions| 00:00 |
If you are about to use a function that
you have never used, or maybe a function
| | 00:03 |
you have not used in a long time, it's
going to be helpful to use what is called
| | 00:07 |
the Insert Function button.
Imagine this little scenario, you've
| | 00:12 |
heard of a function, your not sure of its
name maybe.
| | 00:16 |
But you know it can calculate the monthly
payment on a loan, that's for a car, or
| | 00:20 |
for a house, as we see with this raw data
in columns B and column C.
| | 00:25 |
Let's imagine you don't know the name of
the function.
| | 00:28 |
What's a good guess?
Now, one approach here, and, and not the
| | 00:31 |
best, would be to go to the Formulas tab,
click the Drop arrow for Financial.
| | 00:37 |
And although the function is here how
long would it take you here to figure out
| | 00:40 |
which function it is.
Not so fast however the Insert Function
| | 00:45 |
button and you'll see it in two locations
is to the left of the formula bar right there.
| | 00:50 |
You'll also see it on the Formulas tab
the leftmost button.
| | 00:55 |
In either case if you click this button,
a dialog box opens.
| | 00:58 |
If you knew its name, of course, you
would find it in the list here.
| | 01:02 |
And you could narrow it down, and, let's
say you don't know it, though.
| | 01:05 |
There's a panel at the top, Search for a
function.
| | 01:08 |
Type a brief description of what you want
to do, and then click Go.
| | 01:13 |
So I'm going to describe monthly payment,
or monthly loan payment.
| | 01:17 |
Or how about loan payment?
Is that going to be good enough?
| | 01:21 |
Loan payment, click Go.
Excel narrows down the list.
| | 01:25 |
Now it might not narrow it down quite as
much as you would want, but let's just
| | 01:29 |
pick the first one, it's PMT, and the
description below seems to be the match.
| | 01:34 |
Now, can't always guarantee that what
you've typed in is going to give you the
| | 01:37 |
first match right away, but looks like it
worked in this case.
| | 01:41 |
Calculates the payment for a loan based
on constant payments and a constant
| | 01:45 |
interest rate.
That's what we're looking for.
| | 01:48 |
So if you have time, you can click Help
on this function, get a help screen
| | 01:52 |
describing the function in more detail.
Or if you think you're ready to go with
| | 01:57 |
this, maybe you do remember that you've
used it a long time ago.
| | 02:00 |
Let's just press OK.
Excel will continue to lead us through
| | 02:04 |
the steps.
And you may not be able to get everyone
| | 02:07 |
of these perfectly right the first time,
but the rate here represents a percent.
| | 02:12 |
Now, if you have data in the worksheet,
you can simply click on it.
| | 02:15 |
It's on this case here.
The percentage rate is in cell B2.
| | 02:20 |
So you can click that.
If you didn't have anything in the
| | 02:22 |
worksheet, you could be typing in a
percent here, too.
| | 02:25 |
Now, if you look at the fine print below,
it does remind you that you need to
| | 02:29 |
divide this by either 4, if it's a
quarterly payment, or 12, even though it
| | 02:33 |
doesn't say this explicitly, 12 for a
monthly payment.
| | 02:39 |
And for those people who use this
function only occasionally, that's what
| | 02:42 |
they often forget.
You need to do that.
| | 02:44 |
mper, we see the description of that.
The number of periods of a loan, the
| | 02:49 |
payment periods and in the example here
it's in cell B3, so we'll just click cell B3.
| | 02:54 |
The 3rd choice here, the description
could be better.
| | 02:58 |
That's not in layman's terms exactly.
But this is the amount of money that
| | 03:01 |
you're actually borrowing.
And so in the example here we'll just
| | 03:05 |
click on cell B4.
And the answer's right here before we
| | 03:08 |
even click OK, but we'll click OK and
there's an answer.
| | 03:12 |
One slide variation on this could be if
you want this to be expressed as a
| | 03:15 |
positive number so that you can plug it
into the family budget or something like that.
| | 03:21 |
Then the resulting function, and I'll
double click to display it.
| | 03:25 |
If you want that to be displayed as
positive number, simply put a minus in
| | 03:29 |
front of PMT, or perhaps more pertinent
in from of the B for.
| | 03:34 |
So that's your monthly payment for
borrowing $25,000 paying it off over 48
| | 03:39 |
months when the interest rate is 3.5%.
If you use this function every six months
| | 03:47 |
or so, that approach using insert
function makes sense.
| | 03:51 |
If you start to use this with more
frequency, you might just either write
| | 03:54 |
down the example or simply type it in
manually as a lot of proficient Excel
| | 03:57 |
users do after a while.
And since the data that we're dealing
| | 04:02 |
with here is dealing with those three
cells up there.
| | 04:06 |
If we had a similar need to calculate a
monthly payment, principal and interest
| | 04:10 |
only, for a house, we could simply copy
this formula, rightward into this column.
| | 04:15 |
And then get an answer for, what's our
monthly payment, principal and interest
| | 04:19 |
only, for borrowing $200,000?
30 years, 3.75%.
| | 04:25 |
So, just an example of how the Insert
Function button can lead you along step
| | 04:28 |
by step and help you build a function
that you're not too familiar with or
| | 04:32 |
maybe you've never seen at all before.
| | 04:35 |
| | Collapse this transcript |
| Using and extending AutoSum button capabilities| 00:00 |
The AutoSum button, found on the Home tab
off to the right side and found on the
| | 00:04 |
Formulas tab off to the left side, is
extremely valuable in building formulas.
| | 00:10 |
And probably, out of all the operations
performed on different worksheets, Sum is
| | 00:15 |
probably the most commonly used function.
A particular example might be in this
| | 00:20 |
worksheet, in cell g2, we simply want to
get a total of the numbers off to the left.
| | 00:26 |
We'll click Autosum.
We see the display and we press Enter.
| | 00:31 |
We can also do this in columns.
The AutoSum button is designed to add
| | 00:34 |
data from above or from the left.
We can also select the data ahead of the
| | 00:39 |
time, and this means we only need to
click AutoSum once.
| | 00:43 |
And a total will appear below this
automatically.
| | 00:46 |
Sometimes we got a situation where we
want totals on the right side and below.
| | 00:51 |
Maybe just one side at first.
If we want a total here, we can simply
| | 00:54 |
press auto sum, and by the way there's
also a keystroke shortcut, it's Alt+=.
| | 01:00 |
We could use that.
We want totals down here?
| | 01:02 |
Maybe we'll use Alt+= instead, it's just
a question of whether your hands are on
| | 01:05 |
the keyboard or not.
Alt+= also puts in totals that way.
| | 01:09 |
And pressing Ctrl + Z here to undo those
last two actions, you could have a
| | 01:12 |
situation where from the beginning, you
knew that you wanted totals on the right
| | 01:16 |
side and on the bottom.
Highlight the cells in this manner, and
| | 01:21 |
either press Auto Sum or Alt+ =.
Either way, you'll get totals on the
| | 01:25 |
right side and on the bottom that way.
Now, you could have a situation where you
| | 01:30 |
want to add up data from above.
I'm going to take out this total, just
| | 01:35 |
move this downward and you can override
the way AutoSum is about to calculate data.
| | 01:41 |
If we click here and use AutoSum, AutoSum
will look upward for data first.
| | 01:45 |
And it's about to add that data.
We don't want it to do that, so we'll
| | 01:49 |
simply take the mouse and highlight this
data.
| | 01:52 |
In other words, redirect what AutoSum is
about to do.
| | 01:55 |
And we can certainly do that too.
And if you had a situation back at this
| | 01:58 |
data here, where we simply wanted a grand
total, but didn't want any interim
| | 02:02 |
totals, we could put it here, we could
put it there.
| | 02:06 |
We could simply press AutoSum, and then
regardless of what it's highlighting,
| | 02:11 |
we'll redirect it to highlight just the
resells.
| | 02:15 |
Also, when you're using autosum, you can
highlight cells from different locations.
| | 02:20 |
If we somehow wanted to add up that data,
comma, as well as the data over there in
| | 02:24 |
columns B, we could certainly do that
too.
| | 02:28 |
Comma, and if it involved using another
value somewhere, a value of 200, we can
| | 02:32 |
certainly do that.
So regardless of the context, we can
| | 02:36 |
build and use the sum function in a
variety of ways.
| | 02:41 |
Now, not so well known is the fact that
AutoSum has a drop arrow to its right on
| | 02:44 |
the Formulas tab, and on the Home tab
it's got a drop arrow to the right as well.
| | 02:51 |
And suppose for example, in this
worksheet here, maybe we just wanted to
| | 02:54 |
do, instead of a total on top, we want to
do an average right here.
| | 02:59 |
So we'll click the drop arrow for
AutoSum, choose Average and it's about to
| | 03:03 |
do an average for us.
We'll click Enter.
| | 03:06 |
And all the other examples here where we
used Sum, we could easily have used
| | 03:10 |
Average as well.
Recognize the drop arrow only gives us a
| | 03:13 |
few choices.
It gives us a Max for maximum, a Min for minimum.
| | 03:18 |
But it is handy at times to be able to
get to these different tools simply by
| | 03:21 |
clicking the drop arrow that we see
there.
| | 03:24 |
And here's a particular kind of situation
that you'll want to be aware of.
| | 03:27 |
It's an oddity, but if we're about to add
up these hours and minutes, we use
| | 03:31 |
AutoSum and we know that's not correct.
If you Highlight these cells here, you
| | 03:38 |
can see in the Formula bar at the bottom
that they add up to 27 hours and 38 minutes.
| | 03:44 |
3:38, do the math in our heads, that's 24
hours short of what it should be.
| | 03:50 |
So if you are adding up times, which
you'll need to do here, a quick
| | 03:53 |
right-click, go to Format Cells and then,
in the time category use the option that
| | 03:58 |
has a 37 in it.
That certainly isn't intuitive, but you
| | 04:03 |
can see what it's about to display up
above here.
| | 04:06 |
27:38.
And we could click OK, and get a correct
| | 04:09 |
answer there.
And if you didn't need the double zeros
| | 04:12 |
at the end there, you could go back and
by way of format cells, then jump into
| | 04:17 |
custom and take out the remaining seconds
that are there.
| | 04:22 |
I'm sure you wouldn't need, since they're
just hours and minutes.
| | 04:25 |
So we could do that as well too.
If you want to do an average here of this
| | 04:29 |
data, then again, you could take
advantage of Average, and then redirect
| | 04:33 |
the cells to be averaged.
In other words, we wouldn't want to
| | 04:38 |
include cell K9 there, but all the cells
above it.
| | 04:41 |
So we can drag that corner, as soon as we
see the diagonal there.
| | 04:45 |
We can then just highlight this data
here, and then simply press Enter to get
| | 04:48 |
an average of those cells.
And then probably in this case here, line
| | 04:53 |
it up on the right side.
So the AutoSum button and this dropped
| | 04:57 |
here, gives us quick ways for using
commonly needed mathematically tools.
| | 05:01 |
Mostly addition, but also average,
sometimes maximum, sometimes minimum.
| | 05:05 |
| | Collapse this transcript |
| Using absolute and relative references in formulas| 00:00 |
Many Excel formulas take advantage of a
basic feature called a relative reference.
| | 00:06 |
If we were at a formula in cell J two
here, it's going to calculate a new salary.
| | 00:11 |
We will refer to a cell that's two cells
away to the left.
| | 00:16 |
And when we end up copying that formula,
we'll make sure and we won't have to do
| | 00:20 |
anything special at all, that every
formula that we copy will also refer to
| | 00:25 |
cells that are two cells to the left.
It makes perfect sense in this example,
| | 00:31 |
but sometimes we need to use what's
called an absolute reference.
| | 00:34 |
So let's begin with a formula here that's
going to calculate a new salary based on
| | 00:40 |
data not only in cell H2, but also in
cell M1.
| | 00:46 |
And there are many number of different
ways to write this formula.
| | 00:48 |
But certainly one way would be, equal H2
times M1 and then take amount and add to
| | 00:54 |
it the initial starting salary.
And so, our new salary will be this
| | 01:01 |
amount right here.
So we've referred to a cell that's two
| | 01:05 |
cells to the left and also a cell that's
three cells to the right, and up one.
| | 01:10 |
And if we do nothing special in Excel,
the standard way that we copy formulas.
| | 01:15 |
Either by copying or, in this case,
simply dragging across a few cells to see
| | 01:19 |
what kind of answers we're going to get,
the idea of a relative reference kicks in.
| | 01:25 |
But it's not helping us in quite the way
we would want here.
| | 01:28 |
In this formula, the formula is correctly
picking up the next salary, that's from
| | 01:33 |
cell H3, because we need to go over two
cells and get the salary.
| | 01:37 |
But the reference to the percent of
increase which is is cell M1, now has
| | 01:41 |
become M2.
And as I double-click on the next cell
| | 01:45 |
below this in J4, we see how that
reference now becomes M3.
| | 01:50 |
And so what we really need here is an
absolute reference, the relative
| | 01:54 |
references this case the H2, they become
H3 here.
| | 01:59 |
Those are working just fine, but the
reference to the absolutes cell M1 the
| | 02:03 |
one we want to be absolute isn't working.
Well, we need to make this reference absolute.
| | 02:09 |
And as you pick up on these as soon as
you see these in the future, you make the
| | 02:12 |
change immediately usually.
But if we're editing this, we can click
| | 02:17 |
after the M1, in front of it or click in
the middle or even highlight it, any of
| | 02:21 |
those, but we make this an absolute
reference by pressing F4 or manually
| | 02:25 |
typing dollar signs.
Now, you wouldn't instinctively know why
| | 02:31 |
dollar signs are being used here, but it
does mean now, that if we copy this
| | 02:34 |
formula, the reference to M1 stays the
same.
| | 02:38 |
It's an absolute reference.
And that's exactly what we want in this
| | 02:42 |
particular situation.
So completing this entry here, and then
| | 02:45 |
copying into a few cells just to check it
out, make sure it's working okay.
| | 02:50 |
Looks like those salaries are changing.
What's this third one look like?
| | 02:53 |
Double-click, we see what's happening.
The reference to cell M1 stays the same.
| | 03:00 |
And there's certainly times like this
where that's the only way to do this intelligently.
| | 03:05 |
Filling in column M with that percent
over and over, and over is not the
| | 03:08 |
correct way to do this.
The absolute reference is what we use here.
| | 03:12 |
And so simply pressing F4 makes the
reference absolute although you can
| | 03:15 |
manually type the dollar signs as well.
But they certainly are needed at times
| | 03:20 |
and it's not uncommon to see formulas
with relative references like the the H2s
| | 03:24 |
here and absolute references together in
the same formula.
| | 03:29 |
| | Collapse this transcript |
| Using mixed references in formulas| 00:00 |
In this worksheet called Mixed
References, we need to write a formula
| | 00:03 |
here that's going to calculate how many
couches go to our different regions here.
| | 00:08 |
And not only couches, but also recliners
and other items here too, and potentially
| | 00:13 |
maybe a much bigger list.
And writing a simple formula here takes
| | 00:17 |
almost no time.
If we were calculating only the total for
| | 00:21 |
couches for the east, we'd write a
formula, equal, and then multiply these
| | 00:25 |
two cells in no particular order.
Either C4 times B5 or B5 times C4, we'd
| | 00:31 |
come up with an answer.
Now, in Excel, that formula could be read
| | 00:36 |
as, Let's multiply the cell from above by
the cell to the left.
| | 00:42 |
And so if we were to copy this formula,
we would quickly get some answers here
| | 00:45 |
that wouldn't make a lot of sense.
If we simply drag this down here, we see
| | 00:50 |
immediately we've got a big problem.
What's this formula doing?
| | 00:54 |
Well it's doing exactly what this formula
is if we describe it as multiplying the
| | 00:58 |
cell above by the cell to its left.
What is this formula doing?
| | 01:03 |
Multiplying the cell above by its cell to
the left.
| | 01:06 |
We don't want relative references here.
And looks as if at first what we really
| | 01:11 |
want to do here is to change our initial
formula so that it always refers to C4.
| | 01:17 |
And if we were to click behind the C4 or
in front of it, or between the two
| | 01:20 |
characters, we could press F4.
And that would certainly work if we were
| | 01:25 |
concerned only with this column.
And so if we complete this entry, and
| | 01:30 |
then copy it downward into the next few
cells, we do have correct answers.
| | 01:35 |
But we've got other regions here.
And if we look at this formula again,
| | 01:39 |
what we're really saying is every formula
if we were to copy this will always refer
| | 01:43 |
to C4.
We certainly don't want to refer to C4
| | 01:47 |
when we're calculating the Midwest
totals.
| | 01:50 |
We need to refer to D4.
So, seems a little tricky at first but
| | 01:54 |
here's something we would notice.
Every formula, if we were to consider
| | 01:58 |
writing it manually, If you think about
it, always needs to get percentages out
| | 02:03 |
of row 4.
And every formula, if we were to write it
| | 02:07 |
manually, would need to get the quantity
out of column B, no matter what.
| | 02:13 |
And so if we go to our first formula
here, what we can do here, and this is by
| | 02:17 |
no means intuitive.
But If we make sure that our formula
| | 02:22 |
always refers to percentages in row four.
We take this portion of our formula and
| | 02:27 |
either selecting it all or simply
clicking within it press the function key
| | 02:32 |
F4 repeatedly.
And notice that we're now seeing the $
| | 02:37 |
appearing in front of the row reference.
Or in front of the column, or in front of
| | 02:42 |
neither, or in front of both.
Whatever follows the $ will remain absolute.
| | 02:50 |
We want every formula that we would
consider writing manually here, to always
| | 02:54 |
get data from row four.
We need to press F4 repeatedly until we
| | 02:59 |
see the $ in front of the 4, but not in
front of the C.
| | 03:05 |
The quantities in all cases, no matter
where the formula might be here, if we
| | 03:08 |
were doing it manually, needs to get data
from column B.
| | 03:12 |
So in the other portion of our formula,
click in front of it, after it, or
| | 03:15 |
between it.
Press F4 repeatedly so that we see the $
| | 03:20 |
in front of the B but not in front of the
5.
| | 03:25 |
So that's going to be our master formula.
Complete that entry, then drag downward
| | 03:30 |
and then drag rightward.
Or right, then down, makes no difference.
| | 03:35 |
And every one of these formulas appears
to be accurate now, and if we just pick
| | 03:38 |
one of them, double-click it We see
what's happening.
| | 03:42 |
Like every other formula there's a $ in
front of the four, there's a $ in front
| | 03:46 |
of the B.
And these are called mixed references.
| | 03:50 |
In other words, a portion of the
reference is absolute, and a portion is not.
| | 03:55 |
Either the row the column reference is
absolute in these examples.
| | 03:59 |
And you could imagine in a situation like
this as we put more and more furniture items.
| | 04:04 |
We still need only write one basic
formula.
| | 04:07 |
Make sure our references are mixed here
in the appropriate way.
| | 04:11 |
And then copy our formula, rightward and
downward, or downward and rightward, as
| | 04:15 |
the case may be.
So I mixed references as sometimes required.
| | 04:20 |
And there's no other quick way to come up
with these formulas.
| | 04:23 |
In a sensible way, other than how we just
saw it here.
| | 04:26 |
| | Collapse this transcript |
|
|
3. IF and Related FunctionsExploring IF logical tests and using relational operators| 00:00 |
One of Excel's most important functions
is the IF function.
| | 00:03 |
It's almost like it's a threshold
function in the sense that it opens the
| | 00:07 |
door to a more expansive use of functions
in excel.
| | 00:11 |
It's almost programming-like in nature at
times.
| | 00:14 |
In this worksheet called Simple IF, we're
going to use the IF function in column I
| | 00:18 |
to provide one of two different answers.
This company has decided to provide
| | 00:23 |
bonuses to those whose job ratings are
four or five.
| | 00:27 |
And so a different way of stating this
situation is to say, if your job rating
| | 00:31 |
is four or five, we're going to put the
value 2,000 in the bonus column.
| | 00:37 |
If not, zero.
Now, the If function might be lengthy in
| | 00:40 |
its actual text entry.
But the result is going to be a simple
| | 00:44 |
answer here.
So we don't really have to make the
| | 00:46 |
column wider, but I'm going to do this so
that we can see the function in its
| | 00:49 |
entirety on a single line as we create it
here.
| | 00:53 |
So scrolling to the right and then
arbitrarily making column I substantially wider.
| | 00:58 |
We're going to use the IF function right
here in cell I2 to check the job rating.
| | 01:03 |
Equal if, in it's basic form, the if
function has 3 arguments, they're
| | 01:07 |
sometimes called parameters.
The first is a logical test.
| | 01:12 |
The logical test could be something like,
comparing 2 different cells.
| | 01:16 |
Or, in the case of what we're about to do
here, comparing a cell with a value.
| | 01:21 |
You can also compare a cell with a
formula or with a text entry, as well.
| | 01:25 |
So, quite a few variations.
And what a logical test might be.
| | 01:29 |
So in this example, we simply want to
type or click J2 to see if it's greater
| | 01:33 |
than 3.
Now this is one way to come up with our
| | 01:37 |
test here in the example, that means of
course 4 or 5.
| | 01:42 |
All the job ratings are whole numbers.
Now a different construction, but one
| | 01:46 |
that will have the same meaning in this
example, is to say greater than or equal
| | 01:50 |
to 4.
So either way it's the same.
| | 01:53 |
Now, as soon as I press comma, watch the
bold print below change to put the
| | 01:57 |
emphasis on value if true.
The value here could be a simple value,
| | 02:03 |
for example, 2,000.
It could be a calculation, a formula
| | 02:06 |
within the If function.
It could be another cell reference.
| | 02:10 |
It could be a text entry embedded in
double quotes.
| | 02:14 |
In our example here, it's simply going to
be 2,000.
| | 02:17 |
Comma, what's the answer when the
condition fails?
| | 02:20 |
In other words, if the job rating is 1,
2, or 3, what is our answer?
| | 02:25 |
We might put in 0.
That would make sense in this context.
| | 02:28 |
If we want to display nothing, we put in
" ".
| | 02:33 |
If we'd like to display a text entry, We
put text between the double quotes.
| | 02:37 |
So a number of variations here.
All functions end in the right parentheses.
| | 02:42 |
But you don't really have to type it if
there's only a single set.
| | 02:45 |
So we can press enter here.
Or slightly better, if we know that we
| | 02:47 |
want to copy this function downward.
We'll press Ctrl+Enter so the active cell
| | 02:52 |
stays in place.
And that's the answer you'd expect in
| | 02:55 |
this context, because the job rating is
1.
| | 02:58 |
So we'll double click the lower right
hand corner and as we look at the various
| | 03:01 |
answers we can see they seem to be making
sense.
| | 03:05 |
I'll press the F2 key here to display the
content of cell I2.
| | 03:10 |
And so that's the same kind of formula,
of course, that we're seeing in the
| | 03:13 |
remainder of column I.
So in all these examples here we're
| | 03:17 |
simply testing the job rating and when
it's equal to 4 or 5, the answer is
| | 03:21 |
2,000, otherwise it's blank.
In this example, we've seen a simple use
| | 03:26 |
of the if function.
Test, it's either true or it's false, and
| | 03:29 |
we've provided an answer for each
condition.
| | 03:32 |
| | Collapse this transcript |
| Creating and expanding the use of nested IF statements| 00:00 |
There are times when you're using the IF
function when you want to provide more
| | 00:04 |
than just two answers.
Maybe three, maybe four.
| | 00:08 |
In this worksheet, in column I, is a
formula that tests to see if a job rating
| | 00:11 |
is four or five, and when that's true,
the answer is 2,000.
| | 00:16 |
Otherwise blank, empty.
This company has changed its mind and now
| | 00:20 |
wants to give smaller bonuses to those
with a job rating of 3.
| | 00:23 |
Now, when you're looking at a function,
you can't really observe what's happening
| | 00:27 |
as it's actually being used, but the
logic actually happens left to right.
| | 00:33 |
When this condition is true In other
words, when the J2 entry is 4 or 5, the
| | 00:36 |
answer's 2000, and you could say the
logic stops, the function is over.
| | 00:42 |
But when this condition fails, the logic
goes after the 2000, and you could say
| | 00:46 |
it's waiting right there.
And so what we're about to do now is to
| | 00:51 |
say, let's check and see if the job
rating is 3.
| | 00:55 |
And so we're putting in a second if,
called a nested IF.
| | 00:58 |
If this job rating equals 3 comma, when
that's true, we're going to provide an
| | 01:05 |
answer of $750 comma.
And when it's not true and that means the
| | 01:11 |
job rating would be 1 or 2, the answer is
blank.
| | 01:15 |
So, this is an if inside of an IF and we
do have to put in the final parenthesis.
| | 01:20 |
The total number of left and right
parentheses must always match in these
| | 01:23 |
cases, they must be typed.
So in English, we're saying the
| | 01:27 |
following: if your job rating is 4 or 5,
you get $2,000.
| | 01:31 |
If it's not, we'll check to see if it's
equal to 3.
| | 01:34 |
if it is, you get $750, but if it's not,
nothing.
| | 01:37 |
So, as I press Control + Enter here, and
then double click to recopy.
| | 01:42 |
We'll see a slightly different result.
For example in row five, we have an
| | 01:46 |
answer of seven 50.
The function, a use of a nested if, now
| | 01:50 |
provides three possible answers.
We could take this a step further, you
| | 01:54 |
might question the wisdom is to why they
would be giving a bonus to those with a
| | 01:57 |
job rating of two.
But they still might want to do that.
| | 02:01 |
And so here too, extending this logic
even further, we would, after the 750,
| | 02:05 |
and the comma, put in another IF, to see
if the job rating.
| | 02:10 |
And this time sense I can't click on it,
the editing is extending into cell J2, I
| | 02:14 |
simply type the J2.
If J2 equals 2, comma, and this company's
| | 02:20 |
decided to provide them with a token
bonus of $100.
| | 02:25 |
If that's not true, in other words, if
it's not a 2, comma, the answer is blank.
| | 02:30 |
So, now I have an IF inside of an IF
inside of an IF and we need one more
| | 02:34 |
closing parentheses.
This, by the way, is referred to as two
| | 02:39 |
nested ifs.
And in older versions of Excel, 2003 and
| | 02:43 |
prior, the maximum number of nested IFs
was seven.
| | 02:46 |
And, believe it or not, as of Excel 2000,
you can have up to 64 nested ifs.
| | 02:53 |
And I think you can see how unwieldy this
is becoming.
| | 02:56 |
Now, if you're familiar with the data,
this maybe isn't that big of a stretch.
| | 03:00 |
But the more ifs you add, the more
opportunity you have for making a typing
| | 03:04 |
mistake, misplaced comma.
You forgot a parenthesis here or there,
| | 03:08 |
you typed minus instead of equal, that
sort of thing.
| | 03:11 |
But I would strongly suggest if you're
using functions like this, if they
| | 03:15 |
somehow Become necessary use a large zoom
factor make this large and clear on your screen.
| | 03:22 |
So, as I press Ctrl+ Enter to complete
this and then we've copied all these we
| | 03:25 |
see different answers now.
And of course here's what happens when
| | 03:30 |
its a two.
There's the logic and just explain the
| | 03:32 |
function there you can see it too.
So, in all these examples here, we're
| | 03:37 |
providing additional answers by way of a
nested IF.
| | 03:41 |
Remember, maximum is now 64, and as they
say sometimes, don't even think about it.
| | 03:45 |
You're not going to see too many more
than three or four.
| | 03:48 |
But here and there with certain kinds of
more complex situations at least you have
| | 03:52 |
the possibility of using these extended
IFs.
| | 03:56 |
If we wanted to display this ultimately
we could just drag it out to here and
| | 03:59 |
then see the entire function played out
in the cell here with the answer to the
| | 04:02 |
right a bit more clearly.
Ultimately if this is all we wanted to do
| | 04:07 |
with a particular function of course.
We'd just make column I by double
| | 04:11 |
clicking its rightmost edge just wide
enough to display the answer.
| | 04:15 |
So, we've seen an example here of using a
nested IF, and in the final example we've
| | 04:19 |
shown two nested IFs.
| | 04:22 |
| | Collapse this transcript |
| Using the AND, OR, and NOT functions with IF to create compound logical tests| 00:00 |
Sometimes it's necessary to use the IF
function in a compound way in other
| | 00:04 |
words, to check for multiple criteria.
This is different than a nested IF.
| | 00:09 |
In column I, we're using the IF function
to come up with either an answer of 2,000
| | 00:13 |
or blank, depending upon the job rating.
This company has decided to only provide
| | 00:19 |
bonuses for full-time people.
Then you can see in column D, the various
| | 00:24 |
kinds of status there, not everybody's
full time.
| | 00:26 |
And so, what they'd like to be able to do
now is say the following in English.
| | 00:32 |
" If you're job rating is four or five,
and your status is full time, you'll get
| | 00:36 |
the $2,000".
But only if both of those are true,
| | 00:40 |
otherwise, no bonus.
So, I'm going to type the word "And" here
| | 00:44 |
in front of the J2.
And that seems a little strange, maybe,
| | 00:48 |
at first.
The And function can stand alone, it's
| | 00:51 |
not uncommon to see it in an If function.
And is followed by two or more
| | 00:56 |
conditions, we've got one condition in
here already.
| | 01:00 |
And that is that the Job rating must be 4
or 5.
| | 01:04 |
But along with that, we want to also
provide the requirement that the status
| | 01:09 |
entry that's in D2 is equal to full time.
And we put this within double quotes and
| | 01:15 |
the upper lower case isn't critical.
But why not type it the same way?
| | 01:19 |
The spacing certainly is.
And a comma, so the AND function, which
| | 01:23 |
can stand alone, is followed by two or
more conditions separated by commas.
| | 01:30 |
And a lot of times people say, why can't
we put the AND or why isn't the AND
| | 01:33 |
between the two conditions?
Well, there certainly can be more than
| | 01:37 |
two conditions.
There could be three, four, five, up to
| | 01:40 |
31, and if we were to use the word and
over and over and over again every time
| | 01:43 |
we had new conditions.
It certainly would make the function
| | 01:47 |
much, much longer.
So, And appears once here, followed by a
| | 01:51 |
set of parentheses with two or more
criteria.
| | 01:55 |
So, when both of these are true, 2,000 is
the answer.
| | 01:59 |
So, if I were to complete this with
Ctrl+Enter, in the first case of course
| | 02:03 |
no bonus because the job rating is low
even though the status is full time.
| | 02:08 |
So, even though one of the two criteria
is met, not both of them are.
| | 02:12 |
So, as we double click the lower right
hand corner here to copy this down the
| | 02:15 |
column I think you can see pretty
readily.
| | 02:18 |
And I'll press F2 to display the function
in its entirety, we can see what's happening.
| | 02:22 |
In row 4, the status is full time, the
job rating is 5.
| | 02:28 |
Both criteria are true therefore, the
answer's 2000.
| | 02:31 |
Same thing is true in row six and you can
see in certain other examples.
| | 02:35 |
For example, in row 9, good job rating,
but wrong status, and so on.
| | 02:39 |
And so sometimes you'll see the AND
function being used in this way.
| | 02:43 |
Now, its companion, but certainly with a
different meaning, is the word OR and, in
| | 02:48 |
this case, if we were to use OR, we're
saying if either condition is true.
| | 02:54 |
And that's certainly a more popular
decision by management because a lot more
| | 02:57 |
people are getting the bonus now.
Even the person in row two, now, for the
| | 03:01 |
moment, we can't see the job rating, let
me make column I substantially wider, and
| | 03:05 |
then press F2 to see this again.
There is a bonus in, for the very first
| | 03:10 |
entry, there even though the job rating
is 1, the status is full-time.
| | 03:15 |
And you can also see the same kind of
thing happening in row 10 here, bad job
| | 03:18 |
rating, but the person is full-time.
And there will be times when you see a
| | 03:23 |
mix of ANDS and OR and it starts to get a
little tricky.
| | 03:26 |
What if, once again, this company changes
its mind and says the following.
| | 03:31 |
" we're going to give you a bonus if your
job rating is 4 or 5, flat-out no matter
| | 03:34 |
what else is true we'll do that".
But if that's not true, we will give you
| | 03:40 |
a bonus if you've got a combination of
being full-time and having, for example,
| | 03:44 |
more than ten years of service.
So we'll put in an And here an And inside
| | 03:50 |
of an if, and the AND requirement is that
you be full-time comma.
| | 03:56 |
And your years of service, that would be
F2 in cell F2 is greater than 9 it's 10
| | 04:01 |
or more of course.
So, I've got an and inside of an OR.
| | 04:06 |
I've gotta be careful of these
parentheses we need another right
| | 04:09 |
parenthesis right there and as I complete
the entries here.
| | 04:12 |
Not a whole lot has changed until we
start to scroll.
| | 04:15 |
But let's look at the function again.
I'll make the column even wider and what
| | 04:18 |
are we saying now?
If either your job rating is four or five
| | 04:21 |
OR you've got a combination of being
full-time and having more than nine years
| | 04:25 |
of service.
You'll get the 2,000 dollars.
| | 04:29 |
As we look at some of the entries here,
we can see, for example, in row four.
| | 04:33 |
That person gets the bonus just on the
basis of the job rating only.
| | 04:37 |
Now, a bit later here, in some of these
entries for example, the entry in row ten
| | 04:41 |
down here.
In row ten, the job rating is poor, it's
| | 04:45 |
only a 1, but that person does have that
combination of being full-time.
| | 04:51 |
And having more than nine years of
service, therefore that person gets the bonus.
| | 04:56 |
Now when this is your data and you'd been
working with it a lot, even though this
| | 05:00 |
logic here is a bit tricky.
These tend to fall into place a little
| | 05:04 |
more readily than you might expect.
Still, there are times when these can get
| | 05:08 |
quite lengthy and expansive.
And again, pure logic is at work here and
| | 05:12 |
based on the numbers that you're working
with here, these do make sense.
| | 05:17 |
You've got to be very careful with the
parentheses, it's very easy to make a
| | 05:20 |
typing mistake.
But I think you can see there's a
| | 05:23 |
programming like aspect to these as we
work with more complex situations.
| | 05:28 |
And here's a tip, too, when you encounter
one of these on a different worksheet
| | 05:32 |
here called locate formulas, there's a
formula in cell R 1.
| | 05:36 |
Now we're not really going to be worrying
about the answer here, but as I double
| | 05:39 |
click this, imagine encountering this and
trying to figure out what's going on.
| | 05:44 |
As a little tip for seeing these a bit
better and that is the following you may
| | 05:47 |
know and I'll do this in a different cell
just for an example.
| | 05:51 |
If you're typing an entry and you'd like
to put an entry on a second line within
| | 05:55 |
the same cell suppose for example you're
typing 2014.
| | 06:00 |
And you want the word salary to appear
under this you can press Alt + Enter and
| | 06:04 |
then type Salary.
And then Enter, and it keeps the two
| | 06:08 |
items in the same cell.
Now, it doesn't seem like it's exactly
| | 06:13 |
pertinent here, but in cell R1, if you
were trying to figure out this formula,
| | 06:16 |
they were having a tough time with it
while editing it.
| | 06:20 |
And I just double clicked to do editing,
you can also do this in the formula bar.
| | 06:24 |
But I'm going to press Alt + Enter right
in front of the second IF and I'll do
| | 06:28 |
this in front of the next IF and the next
IF.
| | 06:32 |
And all the IFs ultimately, Alt + Enter.
All I'm doing really here is entering a
| | 06:37 |
line break into the function.
I'm not changing what the function is doing.
| | 06:41 |
The logic might be faulty, it could be
better no question about that.
| | 06:46 |
But a key idea here is we have a much
better chance of understanding and
| | 06:49 |
picking apart this particular use of the
IF function.
| | 06:53 |
This multiple nested IFs here, four
nested IFs, we're going to have a better
| | 06:57 |
chance of understanding it if we can view
it this way.
| | 07:01 |
In other words, we've giving this
structure simply by pressing Alt + Enter.
| | 07:05 |
Notice the color coded parentheses, that
helps a bit, but you've got your work cut
| | 07:09 |
out for you.
These functions, when used like this are
| | 07:12 |
sometimes called job security functions.
Because only one person seems to know how
| | 07:16 |
to fix it and maybe that's a person that
wrote it.
| | 07:19 |
Nevertheless, by pressing enter here,
we've not changed the result, we haven't
| | 07:22 |
really changed the function.
But when we come back to it and double
| | 07:26 |
click (no period) And we're prepared at
some point to pick this apart and make it
| | 07:29 |
work properly.
We can work with it much more easily when
| | 07:33 |
it's displayed in this structure.
So, in this movie we've seen a number of
| | 07:38 |
different examples of using the AND, the
OR.
| | 07:41 |
And sometimes in combination functions
along with IF, for more complex situations.
| | 07:46 |
| | Collapse this transcript |
|
|
4. Lookup and Reference FunctionsLooking up information with VLOOKUP and HLOOKUP| 00:00 |
Comparing data in Exel is a frequent
need.
| | 00:02 |
And on the Formulas tab in the ribbon
you'll see a categories function called
| | 00:06 |
Look up and Reference.
The two most important functions in this
| | 00:10 |
category are called V Lookup, you see it
at the bottom, V means vertical.
| | 00:15 |
It's companion function H lookup, H means
horizontal.
| | 00:20 |
When you're looking up information, it's
not uncommon to want to compare data with
| | 00:23 |
a table.
And tables sometimes are in the same
| | 00:26 |
worksheet as the data you're trying to
compare them with.
| | 00:29 |
Or sometimes, in different worksheets
even in different workbooks.
| | 00:33 |
In this workbook called Lookups, we want
to come up with a tax rate in column K
| | 00:38 |
for the salaries in column j.
If you didn't know about lookup functions
| | 00:43 |
you'd be tempted to try an it function
but it would become very unwieldy very fast.
| | 00:49 |
We'd have to have multiple nested ifs it
would take quite a long time.
| | 00:52 |
When you're looking up information in a
table a table could be structured
| | 00:55 |
vertically like what we see here.
In which case we will use a v lookup function.
| | 01:02 |
A table could be structured horizontally,
like the one to the right.
| | 01:06 |
If you look at these two tables side by
side, you see that they do contain
| | 01:09 |
exactly the same information.
So if you were designing a table to look
| | 01:14 |
up tax rates, would you use the one on
the left, or the one on the right?
| | 01:19 |
I think most people would use the one on
the left because it's just more compact
| | 01:22 |
on the Excel screen, just fits on the
screen better.
| | 01:26 |
There might be cases where you inherit a
worksheet from someone else.
| | 01:29 |
Some look up functions, are already being
used, and maybe they are already using
| | 01:33 |
this table.
We'll probably go with the flow, and
| | 01:35 |
continue to use that table.
But if you're designing it on your own,
| | 01:39 |
you're probably more than likely to use a
vertical table.
| | 01:43 |
Based on the two examples, and with no
other knowledge about tables, you might
| | 01:46 |
think that they are always either two
columns or two rows.
| | 01:50 |
But off to the right here is a different
situation, one that we'll see a bit later
| | 01:54 |
in a different worksheet, where the table
has many columns and many rows.
| | 01:59 |
So there are quite a few answers in this
particular table, at least potential answers.
| | 02:04 |
So tables can be of varying sizes.
And wherever possible, when you're
| | 02:08 |
setting up tables.
It's likely to be easier if the table's
| | 02:11 |
in the same worksheet.
Now, sometimes, you might want to move
| | 02:15 |
them later, that's fine.
And sometimes you must use tables in
| | 02:18 |
different workbooks, worksheets.
And that's just the way it's going to be.
| | 02:22 |
So, in column k here.
Whether we use VLOOKUP or HLOOKUP, we'll
| | 02:27 |
essentially be using the same kind of
mechanism.
| | 02:29 |
The other thing that we need to say about
these two look up functions is that
| | 02:33 |
sometimes they're based on looking up
information in an approximate way.
| | 02:38 |
In other words, here we're trying to find
this value, 61,760, in the left column of
| | 02:43 |
this table or possibly the top row of the
other table.
| | 02:48 |
But do we really expect to find that
value here?
| | 02:51 |
Well, theoretically it's possible but
this list only contains breakpoint type numbers.
| | 02:58 |
So when you're looking up values of a
certain type, like here, we use a
| | 03:01 |
V-lookup in a manner for whats
appropriate for an approximate match.
| | 03:07 |
At other times, if we're trying to
compare an ID number or someone's name
| | 03:11 |
with the list, it has to be an exact
match.
| | 03:16 |
Can you imagine somebody, for example,
looking up a social security number and
| | 03:19 |
say, well, close enough is good enough.
That's not going to be good enough.
| | 03:23 |
So sometimes when we use to look up
function.
| | 03:26 |
We're concerned with them being an exact
match and sometimes not.
| | 03:30 |
But as we see in this particular
worksheet here, we might be using a
| | 03:33 |
vertical table or a horizontal table.
Or in other cases possibly much larger
| | 03:39 |
tables to look up information from.
And these V look-up functions and H
| | 03:43 |
lookup functions certainly are going to
be a much better result.
| | 03:48 |
And these lookup functions, both
horizontal and vertical are going to get
| | 03:51 |
the job done much, much faster than using
unwieldy IF functions.
| | 03:56 |
| | Collapse this transcript |
| Finding approximate matches with VLOOKUP| 00:00 |
In this worksheet called Approximate
Match, we need to have a function in
| | 00:04 |
column I that's going to look up the
salary from column H.
| | 00:08 |
And then either using the vertical table
in columns M and N, or the horizontal
| | 00:12 |
table to it's right, we need to return
the percent.
| | 00:16 |
In other words, the tax rate for that
appropriate salary.
| | 00:20 |
The first thought might be what will
Excel do or what will these functions do
| | 00:24 |
in looking at this value.
I think the way most people would
| | 00:29 |
understand this thinking outside of Excel
for the moment if you were looking up
| | 00:33 |
61760 in a list of this type you would
say in effect that the 65000 and the 10%
| | 00:37 |
is too high because the value hasn't
reached that level.
| | 00:44 |
And so your answer would be 8%.
And what's the way the VLOOKUP function
| | 00:48 |
and the way the HLOOKUP function will
provide answers here.
| | 00:52 |
Now, we want to contrast the two
functions.
| | 00:54 |
VLOOKUP is likely to be the better choice
because it fits on the screen better,
| | 00:58 |
it's easier to read.
Keep in mind, these tables could be in
| | 01:02 |
different worksheets, even in different
workbooks.
| | 01:05 |
It's certainly going to be easier to set
up if they are nearby.
| | 01:08 |
So, let's make the column wider, also, so
that we can actually see the function better.
| | 01:13 |
And let's begin by using the vertical
table in columns M and N, as we use VLOOKUP.
| | 01:21 |
We begin by selecting the value that
we're trying to compare with the table.
| | 01:24 |
It's in H2 comma, then the location of
the table itself.
| | 01:30 |
It'll be these cells right here comma.
And then we put in the column number of
| | 01:34 |
the table that has the answer.
Note that I said column number and the
| | 01:39 |
prompt below that says column index
number.
| | 01:42 |
So although it's literally in column N,
it's the second column of the table.
| | 01:48 |
If we were using VLOOKUP to find an exact
match, we would use a fourth argument.
| | 01:54 |
And the term Range Look-up probably
doesn't mean a whole lot, but that's
| | 01:57 |
necessary if we were trying to match-up
the data exactly.
| | 02:01 |
We're not trying to do that, so we're
finished here.
| | 02:04 |
And we can press Enter.
And we do get our 8%.
| | 02:07 |
Now, what's going to happen if we copy
this formula down into the next few cells?
| | 02:12 |
The reference to the table will drift
away from it, so we want to make sure
| | 02:15 |
that our reference here is absolute.
So we highlight these cells and press F4
| | 02:20 |
to make than an absolute address.
Now there are two other solutions here
| | 02:26 |
that could be better but this is
certainly viable and we can then double
| | 02:29 |
click and copy this down the entire
column and check out a few answers.
| | 02:34 |
They all makes sense.
The reference to the table stays
| | 02:37 |
constant, stays absolute because we put
in the dollar signs by selecting the
| | 02:41 |
table location and pressing F4.
Now, one different way to do this is to
| | 02:47 |
give the table a name.
We can highlight the cells and give it a
| | 02:52 |
range name by pointing to the name box,
which is to the left of the formula bar.
| | 02:57 |
Click the drop arrow to see if there are
any other range names, because we don't
| | 02:59 |
want any conflicts there.
And use a name that does not contain
| | 03:04 |
spaces, cannot begin with a number.
You can use upper and lowercase,
| | 03:08 |
something like this too you can use that.
Something like we see here or possibly
| | 03:12 |
use an underscore.
So we're naming the yellow cells, Tax Table.
| | 03:17 |
Then we can come back to our formula and
instead of using this we'll use Tax Table.
| | 03:22 |
Now, we could either type it, or we could
go highlight the yellow cells, or we
| | 03:26 |
could press the F3 key to get a list of
range names.
| | 03:30 |
We have only one, there it is there, and
we'll simply click OK, pop it into place.
| | 03:35 |
By definition, that is automatically an
absolute address, so we'll complete that,
| | 03:39 |
and double-click the lower right-hand
corner.
| | 03:42 |
And then all of these entries have
TaxTable in them.
| | 03:45 |
Slight downside here is, if you're not
the one that created the range name, when
| | 03:49 |
you first encounter this, you're not sure
what it refers to.
| | 03:52 |
And what you do in those cases is go to
the left of the formula bar into the name
| | 03:57 |
box, click the Drop arrow.
Highlight the name in question, and then
| | 04:02 |
Excel jumps over and highlights those
cells.
| | 04:05 |
Even if they happen to be on a different
worksheet.
| | 04:07 |
A third approach to this also has merit.
It has an additional value over a range
| | 04:13 |
name if over time, maybe this list will
grow a bit.
| | 04:17 |
Might put in different break points.
Maybe it's going to take up a few more
| | 04:20 |
cells down below.
So that we don't have to redefine that,
| | 04:23 |
we could use column references here
instead of a range name.
| | 04:28 |
So instead of Tax Table, we could use
M:N, just click and drag across it.
| | 04:33 |
Now that, too, is a variation on the
concept of an absolute address.
| | 04:37 |
If we copy this function downward, it's
always going to say M:N.
| | 04:42 |
We don't have to worry about an absolute
address.
| | 04:44 |
As long as we put nothing else in columns
M and N, except the kinds of data related
| | 04:48 |
to this table, this is going to work
indefinitely.
| | 04:52 |
So that has some merit, too.
And it's a clean look, also.
| | 04:56 |
Had we been using the other table, we
would use not VLOOKUP but HLOOKUP, and
| | 05:00 |
we'd simply change the V to an H.
And of course, we were looking at a
| | 05:04 |
different table.
In this example here, we'd be
| | 05:07 |
highlighting that, and changing it to the
cells over here.
| | 05:11 |
Now, I'm not going to give a range name
to these, but we certainly could.
| | 05:14 |
I'll just highlight the cells.
And you can see, as I scroll back
| | 05:17 |
leftwards here, as we're looking at this
here, if we were going to copy this, we'd
| | 05:20 |
want to make this be an absolute address.
So we'd press F4.
| | 05:24 |
When this was a VLOOKUP, two stood for
the second column of the table.
| | 05:30 |
And in the HLOOKUP the two would stand
for, and does stand for the second row of
| | 05:34 |
the table.
So even though we don't change it, it has
| | 05:37 |
a different meaning here.
So we're going to be getting the same
| | 05:40 |
answer here.
So whether we use an HLOOKUP, like we've
| | 05:43 |
just seen here, or in the previous
examples of a VLOOKUP, we can quickly
| | 05:47 |
come up with the tax rates here, much,
much more simply and directly than we
| | 05:50 |
would if we were using an IF function or
some other complex construction.
| | 05:57 |
And one other aspect of these tables that
needs to be observed before we conclude
| | 06:00 |
this discussion, is that the entries in
the left column of a vertical table.
| | 06:06 |
Or, in the case of a horizontal table,
the entries in the top row must be in
| | 06:10 |
ascending order.
Now, when they're not, strangely enough,
| | 06:15 |
you still.
Might get a lot of correct answers, but
| | 06:18 |
it's going to be inconsistent.
And so if for example here, if I go back
| | 06:21 |
to this list here, I just pressed a few
control Zs here to go back and make this
| | 06:25 |
be a VLOOKUP again.
What happens if a mistake is made here?
| | 06:31 |
I'm typing this, making a correction or
something, and I type 85,000.
| | 06:35 |
Of course, I'm doing it on purpose here.
Now, watch the answers off to the left.
| | 06:38 |
A lot of them are going to stay the same.
Couple of them change, but you could
| | 06:43 |
easily be fooled into that, and so you
want to make sure that these entries are
| | 06:46 |
in ascending order.
They don't have to be equally spaced.
| | 06:50 |
The other thing you want to concern
yourself with, also, is that, make sure
| | 06:53 |
that the lowest possible entry is
covered.
| | 06:56 |
And it certainly is in this case.
If somehow this table started at 25,000,
| | 07:00 |
and you had a salary that was less that
that, you would get a distinctly
| | 07:03 |
incorrect answer, for sure.
Any value of 95,000 in the list of
| | 07:09 |
salaries in column H would automatically
revert to 13%.
| | 07:13 |
But do keep an eye on the order of these.
And so to re-correct this, I'll simply
| | 07:17 |
make that be a 35,000 again as it should
be.
| | 07:20 |
So, we've seen the value here of using a
VLOOKUP up or an HLOOKUP function to look
| | 07:24 |
up information from a table.
| | 07:26 |
| | Collapse this transcript |
| Finding exact matches with VLOOKUP| 00:00 |
In this worksheet called ExactMatch,
we're trying to get the ratings in column
| | 00:04 |
E to be translated into a numerical
score.
| | 00:08 |
The table in columns A and B, gives us
the lookup information that we need.
| | 00:12 |
And so there's a function in cell F2 that
appears not to be giving us the answer we
| | 00:16 |
would want.
Fair, as we look at the table, should be
| | 00:20 |
a 71.
So let's take a look at the function in F2.
| | 00:24 |
It's a V lookup, in other examples where
we were trying to match numerical
| | 00:28 |
information in an approximate way.
We simply would put in three arguments
| | 00:33 |
using V lookup.
But here's a little bit different, we
| | 00:36 |
need an exact match.
We have to find the word fair exactly in
| | 00:40 |
that table.
It's in columns A and B.
| | 00:44 |
When we do find it, we want our answers
to come out of second column.
| | 00:47 |
So far this function has everything in
order.
| | 00:50 |
We're looking at cell E2.
We've got a table over on columns A and B.
| | 00:55 |
We want to get our answers from the
second column of that table.
| | 00:59 |
However, for an exact match, we need a
fourth argument.
| | 01:02 |
And as soon as we enter a comma here, the
popup tip gives us two choices, True for
| | 01:07 |
Approximate match.
Now, that's called the default, and you
| | 01:12 |
don't need to use it in those situations,
you can just ignore it.
| | 01:16 |
But if you want an exact match, you use
False.
| | 01:19 |
Now there's an option here for using 0 as
well.
| | 01:22 |
You can click on this and press Tab, or
you can type it either way.
| | 01:26 |
Now, do you think you would instinctively
know that false means exact match?
| | 01:31 |
I don't think so, but that's the way it
works.
| | 01:34 |
We use False or 0, and I'll use false at
first, because it's more commonly seen.
| | 01:39 |
So anytime you're looking up information,
and the information that you're looking
| | 01:43 |
up, if it has to match exactly with
information in the left column of a table.
| | 01:50 |
Then, following the column that has the
answers, you put in the word, false, to
| | 01:54 |
make sure, it's got to be an exact match.
So when we press Enter here, we're
| | 01:59 |
expecting to get a 71.
And that's exactly what we get.
| | 02:03 |
And by double-clicking the lower
right-hand corner here, we should get
| | 02:06 |
correct answers for the others as well.
Check out a few, seems to make sense.
| | 02:11 |
As an option, or as an alternative to
false, you can use 0.
| | 02:15 |
Now, I'm not saying that that's any more
logically accurate, or you wouldn't
| | 02:18 |
instinctively use 0 either.
But there is another look up function
| | 02:22 |
that we will see a bit later called
Match.
| | 02:25 |
That does use 0 for an exact match.
So with that in mind why not use 0 here also.
| | 02:30 |
It is less typing too, and a third thing
is that false seems to suggest that maybe
| | 02:34 |
something didn't work, even though it
means exact match.
| | 02:39 |
So you could just as easily use 0 as well
as false in these example here.
| | 02:43 |
A couple of issues come up when you're
making comparisons for exact match.
| | 02:47 |
First of all, if somebody had just typed
something different here, a completely
| | 02:51 |
different, if I type in mediocre, that's
not in the list.
| | 02:55 |
And this is an exact match kind of, kind
of, kind of V look up, and so there is no
| | 02:58 |
mediocre found in the table.
So what else can Excel do here, but
| | 03:02 |
provide an answer like this.
So obviously that's not going to work.
| | 03:06 |
But here's what's more insidious.
I'm going to put a trailing space behind
| | 03:10 |
Fair and George Babbitt, right there.
I'm double-clicking to add it, they'll
| | 03:14 |
put space behind it, and then Enter.
And you see what's happened.
| | 03:18 |
And down here, under Sebastian Cabot, I'm
going to put multiple spaces between very
| | 03:21 |
and good, and that doesn't work either.
And sure enough, a leading space
| | 03:25 |
somewhere, in front of Norman Bates.
Those are all failing, so a quick
| | 03:30 |
workaround here using another function.
And not uncommon when it comes to using V
| | 03:35 |
lookups with exact match, is to use in
effect a cleaned up version of what's in
| | 03:39 |
column E.
And the function to use here is called Trim.
| | 03:45 |
Now, Trim removes leading spaces,
trailing spaces, and multiple consecutive
| | 03:50 |
inner spaces get reduced to one.
So as we use Trim on the first entry
| | 03:54 |
here, it will solve the trailing space
problem there and cause our mass to work.
| | 04:00 |
And as I recopy this downward, all these
except for the entry under mediocre will
| | 04:04 |
get corrected.
So we've got the multiple spaces that are
| | 04:08 |
dealt with there, and this always using
the trim function to clean out the data.
| | 04:13 |
In the leading space that we have down
here, that's also dealt with properly
| | 04:16 |
here as well.
For an exact match, you need a fourth
| | 04:20 |
argument of using 0 or false to mean
exact match.
| | 04:24 |
The fourth argument is needed.
This is always going to be the case when
| | 04:27 |
you're looking at text entries, and it's
also going to be the case if you're
| | 04:30 |
looking up ID type numbers.
So sometimes V lookop needs to have an
| | 04:35 |
exact match.
If you're using H lookup on, on a
| | 04:38 |
horizontal table the same thing is true,
you'd be using that same fourth argument
| | 04:42 |
of 0 or false for exact matches.
| | 04:46 |
| | Collapse this transcript |
| Nesting lookup functions| 00:00 |
In this worksheet called NestedVlookup,
we're trying to come up with the regional
| | 00:04 |
tax rate for each of the entries here.
The data off to the left, presumably each
| | 00:08 |
one is for a different person.
We're trying to come up with this
| | 00:12 |
regional tax rate based on the state
where the person resides.
| | 00:16 |
Sometimes we need to use VLOOKUP twice,
and a VLOOKUP within a VLOOKUP, a nested
| | 00:20 |
VLOOKUP, is even going to make some
sense, as it will here.
| | 00:25 |
What we need to do, first of all, as we
look at the two tables off to the right,
| | 00:29 |
is recognize that the tax rates come out
of the table identified by regions and
| | 00:34 |
number of dependents.
In the first example, looking at the data
| | 00:39 |
off to the left here, we've got somebody
who lives in Florida.
| | 00:42 |
And so we have to find out which region
Florida is in.
| | 00:45 |
You can see by the list on columns J and
K that Florida is in SE, the Southeast Region.
| | 00:51 |
Once we find that it's Southeast, then we
can use Southeast to look up data in the
| | 00:56 |
table in columns M through U over here,
to find out based on the number of
| | 01:00 |
dependents also what the rate is.
So we begin by using a VLOOKUP here, to
| | 01:07 |
look up Florida, in the list that's in
the columns J and K.
| | 01:13 |
And once again using the entire column
reference will make sense here.
| | 01:17 |
Comma.
The answers will come out of the second
| | 01:20 |
column, that's two, comma, and this needs
to be an exact match.
| | 01:25 |
We've got to find Florida exactly.
So we'll either type in zero or false,
| | 01:30 |
makes no difference, and for the moment,
we'll have the identification for Floria
| | 01:35 |
its region is SE.
But now we want to use that as a way to
| | 01:40 |
look up information in the table off to
the right.
| | 01:43 |
Think of that as the first component of
another VLOOKUP.
| | 01:47 |
The first argument.
The outer VLOOKUP begins with this data
| | 01:52 |
right here.
Now remember this is equal to SE.
| | 01:56 |
We're looking up SE in effect.
Remember, think of this as being SE,
| | 01:59 |
that's what we just found.
We're going to say, by way of VLOOKUP.
| | 02:03 |
Take SE comma, and look it up in the
table to the right.
| | 02:07 |
That's in columns M through U, right over
there, comma, which column of that table
| | 02:12 |
is going to have our answer.
Off to the left in our data here and I'll
| | 02:17 |
scroll leftward, we see the number of
dependents.
| | 02:21 |
It's 3.
If you look in the table here, if it's 3
| | 02:24 |
dependents, it's the fourth column.
If it's 4 dependents it's the fifth
| | 02:29 |
column and so on.
So we need to take the number of
| | 02:32 |
dependents here plus 1.
And that's going to give us the column
| | 02:36 |
that has the answer here.
Now, when we're looking up here, remember
| | 02:40 |
this is SE, we've got to find SC exactly.
That's got to be an exact match.
| | 02:45 |
So in the outer VLOOKUP, here's the value
we're looking up, right here.
| | 02:50 |
Here's the location of the table, here's
the column of the table that's going to
| | 02:54 |
have the answer.
And because we want this to be an exact
| | 02:58 |
match also, we put in a comma and then
zero or false, as needed, and a final
| | 03:01 |
parentheses, because we've got multiple
parentheses here.
| | 03:07 |
Now, looking ahead here as we're looking
at this; Florida, three dependents.
| | 03:11 |
Remember, Florida's in the southeast
region.
| | 03:14 |
As we look at the table to the right,
it's going to be in row three here.
| | 03:17 |
We should be coming up with an answer
here of 0.6%.
| | 03:21 |
As we press Enter, that's the answer we
get.
| | 03:24 |
So it is working properly.
And we should be able to double-click and
| | 03:27 |
copy this down the column.
Because all the table references here are
| | 03:31 |
column references, we don't have to worry
about absolute addresses.
| | 03:35 |
So we'll simply double click from the
corner.
| | 03:37 |
Look at the series of other answers.
So, checking out another one here, here's Washington.
| | 03:41 |
Let's pick one that's higher in the
alphabet so we don't have to scroll.
| | 03:44 |
Well, here's Delaware right here.
We can see in our list that it's in the
| | 03:47 |
MA, presumably Middle Atlantic region.
So, Middle Atlantic region with two
| | 03:51 |
dependents, we look at our list over here
to the right.
| | 03:54 |
That should be a 1.1%, and that's what it
is.
| | 03:57 |
So you can see at different times,
sometimes just like with If functions,
| | 04:02 |
you sometimes need to use VLOOKUP
functions in a nested way, a VLOOKUP
| | 04:05 |
function within a VLOOKUP function.
| | 04:10 |
| | Collapse this transcript |
| Using VLOOKUP with large tables| 00:00 |
In this worksheet called Large table V
lookup, we're trying to look up a tax
| | 00:03 |
rate from a table that's quite large by
most people's estimation.
| | 00:08 |
The table is from column F, over through
column M and goes all the way down to row 18.
| | 00:14 |
Got well over 100 different answers
there.
| | 00:16 |
And what we're trying to do is to look up
the appropriate tax rate for peoples
| | 00:20 |
whose salaries are in column B, and their
dependents are listed in column C.
| | 00:27 |
So, we're using a v look up here, and
we're first comparing the salary.
| | 00:33 |
Now this will not be an exact match,
it'll be an approximate match.
| | 00:37 |
The salary's in cell B2, comma.
And the table in question extends from
| | 00:42 |
column F through column M.
And once again, as in previous examples,
| | 00:47 |
if there's no other data in the columns,
it's going to be simpler to use the
| | 00:50 |
column references in their entirety.
It's a simple display, it's easy to read,
| | 00:56 |
you don't have to worry about absolute
addresses.
| | 01:00 |
The tricky part comes in to the idea of
which column will have the answers.
| | 01:04 |
And as we look at a person with one
dependent, if we look at the table, it's
| | 01:08 |
going to come out of column H.
Looking into the next record in row
| | 01:13 |
three, if you've got three dependents,
the answers are going to come out of
| | 01:16 |
column J.
But what we need to be thinking here is
| | 01:20 |
which column number of the table do we
need?
| | 01:24 |
If a person has one dependent, the column
H entries are going to be the source of
| | 01:28 |
the answer, but which column is that in
the table?
| | 01:32 |
If the table begins in column F, then
column H is the third column.
| | 01:39 |
So if someone has one dependent, then we
need to get data from the third column.
| | 01:45 |
How about the next person who has three
dependents?
| | 01:48 |
Which column of the table are we using?
Column J.
| | 01:51 |
Which numbered column is that, as we read
from the left?
| | 01:54 |
1, 2, 3, 4, 5.
So, it looks as if every time we need a
| | 01:58 |
column, it's two greater than the actual
number of dependents.
| | 02:03 |
If it's one dependent, we get data from
the third column.
| | 02:06 |
If it's three dependents we get data from
the fifth column.
| | 02:11 |
And so what we need to do here to pick up
the appropriate column, is to take the
| | 02:15 |
dependent entry, in this case C2, plus 2.
And in all other cases as we look
| | 02:20 |
downward and start comparing this list
with a number of dependents, the column
| | 02:24 |
we need is always two greater than the
actual number of dependents.
| | 02:30 |
And so if this is all going to be working
properly as we look at this 46000 here,
| | 02:34 |
we would be looking in row nine for our
answers.
| | 02:39 |
And because this is one dependent, we
should be getting 10.4% here, and that's
| | 02:43 |
exactly what we're getting.
And looking ahead into the next entry for
| | 02:48 |
56,000 and three dependents, we'd be
looking in row 11, three dependents, 8.7%.
| | 02:55 |
So we'll double-click and sure enough
we're getting that answer as well.
| | 02:58 |
So you can see in these examples, if
you're using the large tables, you
| | 03:01 |
sometimes need additional methods to come
up with the answers.
| | 03:05 |
And depending on the nature of the data,
sometimes these will be exact matches,
| | 03:08 |
sometimes not.
But in this case here, we want to point
| | 03:11 |
out the unusual aspect of a particularly
large table.
| | 03:15 |
And also perhaps an unusual way of coming
up with the appropriate column reference
| | 03:19 |
for the v look up.
| | 03:22 |
| | Collapse this transcript |
| Finding table-like information within a function with CHOOSE| 00:00 |
Sometimes in Lookup kinds of situations,
its going to be more appropiate to not
| | 00:04 |
have an external table, but have the
answers actually embedded into a function.
| | 00:09 |
We're talking about the Choose function.
In this example here in column B in this
| | 00:14 |
worksheet called Choose, we'd like to
come up with the Quarter information
| | 00:17 |
based on what we're seeing in column A.
A key function that we will be using here
| | 00:23 |
inside of choose is the Month function.
And I'll use it just independently at
| | 00:28 |
first here.
The Month function will tell us which
| | 00:31 |
month of the year this is.
So, this is September, we get an answer
| | 00:35 |
of 9, and we see that.
September's in the ninth month, but
| | 00:40 |
that's the third quarter of the year,
using standard chronological quarters.
| | 00:45 |
So what we want to do here, instead of
having a table look up this information.
| | 00:49 |
We use the choose function here.
Now, a mathametician might come up with a
| | 00:53 |
better way to do this.
It might not be clear to others
| | 00:56 |
necessarily, but you could certainly use
other techniques to come up with an
| | 00:59 |
answer here.
The Choose function begins with a concept
| | 01:04 |
that we have a value somewhere, either by
way of a function or another cell.
| | 01:09 |
In this case, that happens to be a 9.
But what we're going to do following this
| | 01:14 |
instead of an external table, is have all
possible answers.
| | 01:18 |
We have only 12 possible answers here as
we look at different dates, only 12
| | 01:23 |
possible months.
When that answer is 1, that would be
| | 01:27 |
January, we put in the answer for
January.
| | 01:30 |
That's going to be in the first quarter.
If this answer here is 2, meaning
| | 01:34 |
February, then that too is going to be in
the first quarter, so we'll put a 1 out
| | 01:38 |
here, too.
And the next one of course would be March
| | 01:42 |
and we have another 1.
So if these entries are 1, 2 or 3,
| | 01:46 |
meaning January, February, March, our
answers are going to be 1, meaning first quarter.
| | 01:52 |
And I think you can quickly see how we
can fill this out by putting in three 2s
| | 01:57 |
and then three 3s and then three 4s.
Right parenthesis.
| | 02:03 |
We're done.
We'll double click to copy this down the
| | 02:06 |
column, and I think you can see that in
all cases here we do have correct answers.
| | 02:11 |
In some organizations and certainly in
the federal government, the quarters work
| | 02:14 |
a little differently.
In the federal government, their fiscal
| | 02:17 |
year begins in October.
And so January, February, and March are
| | 02:21 |
in the second quarter.
So, if we come up with a month that's
| | 02:25 |
1,2, or 3, our answer's not going to be 1
for first quarter, it's going to be 2 for
| | 02:29 |
second quarter.
So, all we'll do in this case is take out
| | 02:34 |
the three leading 1s and put them at the
end, after the 4s.
| | 02:40 |
Make that correction, change, readjust,
and now we've got the appropriate
| | 02:43 |
quarters, if we use a quarter system the
way the federal government does.
| | 02:48 |
So, if September's in the fourth quarter,
remember, month of A2, and this example
| | 02:53 |
is actually 9.
So, the ninth entry that we see over
| | 02:57 |
here, 1, 2, 3, 4, 5, 6, 7, 8, 9.
It's in the fourth quarter, so we see
| | 03:01 |
that example up there.
October begins the first quarter of the
| | 03:06 |
fiscal year, so you can see how with
certain kinds of look-up situations if
| | 03:10 |
the numbers are relatively compact in
their variation.
| | 03:15 |
This might be a better way to go than
having an external table.
| | 03:19 |
Everything is embedded within the
function itself.
| | 03:22 |
Ultimately, of course, this column only
needs to be that wide, too.
| | 03:25 |
So, using the Choose function as an
alternate to a V Lookup or an H Lookup.
| | 03:30 |
Both of which require external tables.
This doesn't.
| | 03:33 |
| | Collapse this transcript |
| Locating data with MATCH| 00:01 |
Sometimes you need to look up information
simply to know if it exists.
| | 00:05 |
And so we don't always need a VLOOKUP or
an HLOOKUP to come up with data from
| | 00:09 |
nearby locations.
Let's imagine that this social security
| | 00:13 |
number that we see in cell C2 on this
worksheet called match.
| | 00:17 |
Maybe this is in a different worksheet,
different workbook.
| | 00:20 |
We're trying to see if the social
security number exists in column A.
| | 00:25 |
I think you can see clearly that it does,
it's right here.
| | 00:28 |
But imagine that this is located
elsewhere, and we might have a whole
| | 00:31 |
series of numbers that we're trying to
match up here.
| | 00:35 |
The function we're about to use is called
match, and here's the value we're looking
| | 00:40 |
up, comma.
The location of the data that we're
| | 00:44 |
looking through is in column A in this
example, so we'll just click column A.
| | 00:48 |
There's nothing else in column A except
that the label and a bunch of different
| | 00:51 |
numbers there.
Comma.
| | 00:54 |
And notice the entries that we see here.
If we want an exact match we'll use zero.
| | 00:59 |
Now, in certain other kinds of data, but
certainly not this kind of data,
| | 01:02 |
sometimes it's more appropriate to find
less than.
| | 01:06 |
And you can see here, find the largest
value that's less than or equal to the
| | 01:10 |
lookup value.
The array must be placed in ascending order.
| | 01:14 |
Another situation could be greater than,
that's a minus one, finds the smallest
| | 01:18 |
value that's greater than or equal to the
look up value.
| | 01:22 |
The look up array must be placed in
descending order.
| | 01:26 |
So in different kinds of other
situations, those are appropriate.
| | 01:29 |
But if we're trying to find an exact
match, we choose Zero.
| | 01:32 |
Now, you can type it of course, or tab it
in either way.
| | 01:35 |
And then, when we complete the entry, if
this is found, in other words, if we get
| | 01:40 |
an exact match, it tells us the location.
Doesn't give us any other information, if
| | 01:46 |
there's information in adjacent columns,
we really can't do anything with that by
| | 01:50 |
way of match.
This simply confirms by giving us a value
| | 01:54 |
as an answer, it tells us where it's
found in this location.
| | 01:59 |
It's in the seventh position of column A.
Sure enough, it's right here.
| | 02:03 |
If we somehow had used exact cell
references, in other words if we had done
| | 02:07 |
this, our answer would be six, because
it's in within the sixth position of
| | 02:11 |
those entries right there.
We get that answer.
| | 02:16 |
So the previous example probably is
easier to set up.
| | 02:19 |
And once again, using an entire columnj
reference makes good sense here.
| | 02:23 |
If you wanted to have an answer here that
says if it's found, then it's found or
| | 02:26 |
it's not found.
We could simply make an alteration here
| | 02:30 |
using other functions to say, for
example, if error.
| | 02:34 |
In other words, if this comes up with an
error and doesn't find our answer comma,
| | 02:38 |
what is it that we want to do?
If that is an error then maybe we will,
| | 02:44 |
we want to say double quote not found.
This is certainly one approach.
| | 02:50 |
And what happens if we do find it?
It'll simply come up with a number, like
| | 02:54 |
the number seven we saw here.
So for the moment that hasn't changed,
| | 02:57 |
but if this is a different number, and
I'll just change one character in it
| | 03:00 |
here, change that to a four, that's the
kind of answer we'll get.
| | 03:04 |
So you could imagine using other
functions along with Match, possibly
| | 03:07 |
giving you answers in a clear way.
But the main purpose of Match many times,
| | 03:12 |
certainly not always, but many times, as
we saw it in its previous state, was
| | 03:16 |
simply to see if we have a match or not.
In both of these cases here too, the
| | 03:21 |
formatting for social security numbers do
be aware of the fact that this looks like
| | 03:25 |
here, like they're hyphens.
But in the formula bar, if you double
| | 03:30 |
click here.
This is one of those special kinds of
| | 03:32 |
formatting that exists strictly for
social security numbers.
| | 03:36 |
The hyphens are in the format not on the
content.
| | 03:39 |
And so whenever you are comparing social
security numbers, make sure that the item
| | 03:44 |
you're comparing and the table that has
the comparison list has the same formatting.
| | 03:50 |
An the example over in column A.
Both of these have the same format, the
| | 03:54 |
column A entries and these here.
And that's important when you're
| | 03:58 |
comparing certain kinds of entries.
Phone numbers are another situation.
| | 04:01 |
When you're comparing phone numbers
sometimes, they don't match-up when you
| | 04:04 |
know they should.
Possibly you're using different
| | 04:07 |
formatting there.
And as a quick reminder, if you do have
| | 04:10 |
social security numbers, take out the
actual hyphens that might be there.
| | 04:14 |
Right-click the entries in question, go
right into Format cells, then choose
| | 04:18 |
Social Security Number right here.
The format that displays the hyphens for
| | 04:22 |
those entries.
So we can see here how Match could be
| | 04:26 |
used by itself, or possibly in
combination with the if error function,
| | 04:30 |
to let us know if we actually found data
elsewhere.
| | 04:34 |
| | Collapse this transcript |
| Retrieving information by location with INDEX| 00:00 |
In this worksheet called Index, we've got
a table over in columns B through J that
| | 00:05 |
represent costs for packages based on
their size.
| | 00:09 |
And the shipping zone that they're being
sent to.
| | 00:13 |
And in column S, we're trying to look up
the shipping cost for various items based
| | 00:17 |
on their size in column Q.
And their shipping zone in column R.
| | 00:22 |
And we could do this probably with a
combination of V lookups and H lookups.
| | 00:26 |
But it's going to be much more direct if
we use a function called Index.
| | 00:31 |
Which allows us to pull information out
of a table based on a row and column reference.
| | 00:37 |
Recognize here that the size 5 as we're
looking as we're looking at this first
| | 00:40 |
entry, will actually come out of the
fifth row of this table.
| | 00:45 |
And the shipping zone will come out of
the fourth column of the table.
| | 00:49 |
And so these are the actual numbers that
we will using as we create this index function.
| | 00:55 |
Equal index begins with the location of
the table.
| | 00:59 |
And we don't use the headings in the
table, we just use these cells right here.
| | 01:02 |
Comma.
Any function that uses row and column
| | 01:05 |
references, always uses the row reference
first.
| | 01:09 |
So the row reference as we look at the
table relates to size.
| | 01:12 |
So we get our entry from Q2 right here.
So, we'll be looking at the fifth row of
| | 01:17 |
the table, which is actually the seventh
row in the worksheet.
| | 01:21 |
Comma, the column reference from that
table is going to be the fourth column
| | 01:25 |
because the shipping zone is 4 right
here, there it is.
| | 01:30 |
So we're expecting an answer as we look
at the table over there, it's in the
| | 01:34 |
fifth row of the table fourth column.
The answer should be 31.49 and it is.
| | 01:40 |
And as we copy these down the column,
what do we have to first worry about?
| | 01:44 |
The reference here, to the actual table
needs to be absolute.
| | 01:50 |
So, we select this data, press F4.
An alternate, of course, is to give it a
| | 01:54 |
range name.
So, as we check out a few of these, we
| | 01:57 |
say how these are working as well.
Here's an example here, size 2, shipping
| | 02:01 |
zone 2.
We look at the table over to the left,
| | 02:04 |
row 4, column D, 1,469, that's the answer
that we're seeing right here.
| | 02:09 |
The range name will make it look slightly
cleaner, so a quick change there possibly.
| | 02:14 |
We highlight the table here and maybe
just give it a name.
| | 02:18 |
As we click the drop arrow here, we'll
call it rate table.
| | 02:23 |
Then we can use this in the reference and
perhaps that's slightly cleaner looking,
| | 02:26 |
easier to use, and a bit more relevant
here.
| | 02:29 |
Remember we can press F3, add the name
that way, click OK.
| | 02:34 |
Complete the entry and recopy it.
Still getting the same answers of course.
| | 02:38 |
So the Index function allows us to pull
data out of a table based on a row and
| | 02:42 |
column reference respectively.
| | 02:45 |
| | Collapse this transcript |
| Using MATCH and INDEX together| 00:00 |
In this worksheet called index mass we're
going to show you how you sometimes need
| | 00:04 |
to use match and index together to come
up with answers.
| | 00:07 |
We could imagine this table on a
different worksheet maybe even a
| | 00:11 |
different workbook.
What we'd like to be able to do here is
| | 00:14 |
type in any month here or any product
here based on the ones that are available.
| | 00:20 |
And then come up with an answer as to how
many of those items were sold for that
| | 00:25 |
particular combination of a month and a
particular item.
| | 00:30 |
We can begin by focusing first of all on
the month.
| | 00:33 |
And in the example here we have March set
up as the month, cd drives is the item in question.
| | 00:39 |
You can see both of those respectively in
column E and in row 1.
| | 00:43 |
So we can build this slowly or possibly
come together ultimately in a single
| | 00:47 |
formula using match and index.
First of all let's figure out which month
| | 00:53 |
is going to be appropriate here.
We want to use this later to come up with
| | 00:57 |
appropriate row number.
So that's March there of course it could
| | 01:01 |
be any of the 11 other months.
We use the match function here to match
| | 01:06 |
whatever that entry is in this case is
March, with the entries that we see here.
| | 01:13 |
And let's say that we also might want to
use total from time to time, so we'll
| | 01:16 |
include it as well too.
So actually 13 possible entries, and we
| | 01:21 |
want that to be an exact match.
So what will we learn from this?
| | 01:26 |
The relative location of March within the
list.
| | 01:29 |
Of course, that should be three, once we
put our 0 in place here and press Enter.
| | 01:35 |
So it's three.
Now, with products we want to be looking
| | 01:38 |
across the top here and here too we
want to be using the Match function.
| | 01:42 |
This time we're gathering the data from
cell B2, right there, and the range that
| | 01:49 |
contains the different entries of that
type are from F1 over to J1 and here too,
| | 01:55 |
we're looking for an exact match 0 and
Enter.
| | 02:02 |
So that's in the second column.
So what we've identified here are two
| | 02:07 |
numbers that we're ready to now use in
the index function.
| | 02:11 |
Remember index allows us to pull data out
of a table.
| | 02:16 |
So we've got a table consisting of data
here.
| | 02:19 |
All these yellow cells, and if we want to
pull data out of the third row, that's
| | 02:23 |
our month offset right here, we use this
cell reference, and the appropriate
| | 02:28 |
column, which is the second column out of
that list comes from right here.
| | 02:36 |
Looking ahead here before we actually see
the answer, if we were looking at March
| | 02:40 |
CD drives.
Then we should be expecting to see the
| | 02:44 |
number 3358 as we press Enter.
And we do, it's right there.
| | 02:48 |
Now, as I pres Ctrl-~ here to display all
worksheet formulas, recognize that we
| | 02:53 |
could have built as a single formula an
index function that pulls together the
| | 02:58 |
two different matches.
Let me press Ctrl-~ again.
| | 03:04 |
So we can set that up relatively easily
here simply by taking this data here in
| | 03:08 |
the sales entry, copying all this except
for the equal.
| | 03:13 |
So highlight this, press Ctrl+C, Escape.
Go into cell B8 and for the moment here
| | 03:19 |
we'll type equal Ctrl+V to paste that in.
For the moment we haven't done anything additional.
| | 03:25 |
But now we want to plug in the entries
from B4 and B5.
| | 03:29 |
So we'll first press Enter, go back to
cell B4 pick this data right here not the
| | 03:33 |
equal sign but everything else.
Highlight this press Ctrl+C and Escape.
| | 03:40 |
Come back to our formula in B8 and put it
in right here in place of B4.
| | 03:45 |
Highlight this, press Ctrl+V.
So the function is definitely going to be
| | 03:49 |
longer and it isn't always necessarily
better to have a function like this put
| | 03:53 |
together into a single formula but seeing
it like this sometimes has merit as well.
| | 04:00 |
We haven't taken care of the B5 yet, so
let's go to cell B5, double-click then
| | 04:04 |
highlight that data right there.
Press Ctrl+C to copy and Escape.
| | 04:11 |
Then come to our single formula entry in
B8.
| | 04:13 |
And now plug-in the B5 entry right here
based on what we just copied there, so
| | 04:18 |
now a Ctrl+V to paste.
So, this pulls together the two uses of
| | 04:23 |
match along with index to come up with
the answer there.
| | 04:27 |
So, a little bit involved and not
necessarily saying a single formula
| | 04:31 |
answer is the best way to do this.
Maybe building it in pieces is going to
| | 04:35 |
work better.
Now you could enhance this even further
| | 04:38 |
by providing Drop-down lists in Cell B1
and B2 and you can do that by way of data
| | 04:42 |
validation and in a later movie in this
course you'll see how to do that.
| | 04:48 |
That's probably a bit much for the
example here and do imagine these
| | 04:51 |
situations possibly where the table
information is on a different worksheet.
| | 04:57 |
But there's no questions that sometimes
using the index and the match functions
| | 05:01 |
together will make sense.
Another example could be out here in
| | 05:05 |
columns M and N, where we've got, for
example in column P, a social security
| | 05:08 |
number and we're trying to look up the
name.
| | 05:12 |
Now, right away a lot of us would say
well why don't we just move the name to
| | 05:15 |
the left of the social security column.
You certainly could do that in a lot of
| | 05:20 |
cases but what if what we're looking up
is in one location, this is in a
| | 05:23 |
different worksheet and there are a lot
of formulas working off of it already and
| | 05:27 |
you just don't have the luxury of
changing the layout?
| | 05:32 |
How could we find someone's name here?
We begin by using the match function to
| | 05:36 |
find the relative location of that social
security number.
| | 05:41 |
For the moment we're looking at this
value, in column M and we're looking for
| | 05:47 |
an exact match, 0 we press Enter.
It tells us it's in the seventh position.
| | 05:54 |
Now that's going to be handy when we use
the index function.
| | 05:57 |
'Cuz when we're using Index, let's say
we're only looking at column N, and we're
| | 06:03 |
trying to get data out of which row?
The row that we just got out of here, row 7.
| | 06:10 |
Click it there.
Now if the index function is looking at a
| | 06:13 |
table that's only in a single column, we
don't need to provide a column reference.
| | 06:18 |
It's automatic.
Who is associated with that social
| | 06:21 |
security number?
That 560?
| | 06:24 |
It's going to be Quinn Collins.
And there it is.
| | 06:27 |
So here we're using index and the result
of a match and here to, it might be
| | 06:30 |
appropriate to go back to the use of
match right here.
| | 06:34 |
Copy this data, Ctrl+C and escape.
Plug it into the index and in the example
| | 06:41 |
here we use it for Q2 and Ctrl+V to
paste.
| | 06:44 |
So this function by itself, the index
that's looking up data in column M based
| | 06:48 |
on our example getting the row number by
way of match function gives us the answer
| | 06:53 |
we want.
So ultimately we wouldn't need this anymore.
| | 06:57 |
We've simply got this here.
So we can look up in effect it's like
| | 07:01 |
using a VLOOKUP but looking leftward in
the example.
| | 07:04 |
And as for those cases where we don't
have the luxury or the possibility or
| | 07:08 |
maybe the time to restructure the source
data.
| | 07:12 |
But using match and index together quite
common occurrence as we work with Excel functions.
| | 07:17 |
| | Collapse this transcript |
|
|
5. Power FunctionsTabulating information using a single criterion with COUNTIF, SUMIF, and AVERAGEIF| 00:00 |
If you're trying to tabulate data,
particularly from large lists, you want
| | 00:04 |
to take advantage of a family of
functions called CountIF, SumIF, and AverageIF.
| | 00:10 |
In this worksheet, we might want to know
how many full time people work here.
| | 00:14 |
We could do this by way of a pivot table
or possibly a more complex formula.
| | 00:18 |
But CountIF works quickly and easily.
Equal Count IF.
| | 00:23 |
I'm using this in cell K2, and we're
looking in column D for these entries, comma.
| | 00:29 |
And what are we looking for?
Full time.
| | 00:31 |
Now, if we don't have this in a nearby
cell, I do, in cell L2, but if we don't,
| | 00:36 |
we would type "full time" press Enter, we
get an answer.
| | 00:43 |
Since it's in a nearby cell, we'll just
refer to that, enter, we have our answer.
| | 00:48 |
And we can double-click here to copy this
down into the next three cells, as well, too.
| | 00:52 |
So, in all cases here, we have an account
of how many hourly people we have, how
| | 00:55 |
many contract people, half-time and
full-time, quickly and easily.
| | 00:59 |
Occasionally you might want to use this
feature with wild cards.
| | 01:04 |
Probably unlikely you'd want to total the
full-time and half-time people.
| | 01:08 |
You can see what that total is right
there, it's 489, but if we were doing
| | 01:12 |
this in an isolated case, we could type
equal Count IF left parentheses.
| | 01:19 |
We'd be looking in column D, comma, and
then double quote, asterisk, time.
| | 01:25 |
And asterisk is a wildcard meaning any
number of characters preceding the word
| | 01:29 |
time and then a double quote.
And there's our total, 489.
| | 01:34 |
By highlighting these two cells we see
the total at the bottom, that's 489, so
| | 01:37 |
in a fact we're doing the same kind of
thing here, but in a different way.
| | 01:41 |
A similar use might be, we're looking at
our list over there, we're just kind of curious.
| | 01:46 |
How many of these entries contain the
letters?
| | 01:48 |
Tim, like in Timothy here.
Maybe there are some Tims, we've got a
| | 01:52 |
few Timothys perhaps popping up.
How many of those do we have?
| | 01:56 |
In that case, Tim is preceded by text is
also followed by text.
| | 02:01 |
So in this example here, if we're doing a
quick Count IF.
| | 02:05 |
We're looking in column A, and then
within double quotes it's asterisk t i m
| | 02:10 |
asterisk double quote, and then we're
done.
| | 02:16 |
There are nine of them.
And we could verify that with a quick use
| | 02:18 |
of filter.
Just clicking within the data, use a
| | 02:21 |
filter, and then jumping into column A
simply in the Search panel here, type tim
| | 02:25 |
and press Enter.
And there's our list of all the Tims.
| | 02:30 |
There's actually one single Tim, and a
lot of Timothys.
| | 02:32 |
But we've got nine entries there, and
that's exactly what we found in our
| | 02:35 |
previous example.
So, getting rid of the filter, going back
| | 02:39 |
to normal here.
And viewing this once again.
| | 02:42 |
The asterisk on either side means ten
preceded by and or followed by any number
| | 02:46 |
of different characters.
So, you can also use this function in a
| | 02:50 |
more expansive way using Wildcard type
symbol.
| | 02:54 |
Now the companion to Count IF is called
Sum IF.
| | 02:59 |
The idea with Sum IF is we might start
off in the same way, in other words,
| | 03:02 |
we're looking for people who are
full-time.
| | 03:06 |
But Sum IF has an additional argument, a
third argument that allows us to say, in effect.
| | 03:11 |
Once we've found the full-time people,
comma, let's go get their salaries and
| | 03:15 |
add them.
In other words What are we spending on
| | 03:18 |
salaries for full-time people?
We're looking in column D to see how many
| | 03:23 |
of those entries are full-time.
It comes out of cell L2 here and when we
| | 03:27 |
do find an entry that's full-time, we go
to column H, take that value, let's add
| | 03:31 |
up the full-time salaries.
There they are.
| | 03:36 |
And we'll simply double-click to copy it
down there.
| | 03:38 |
There are the salaries.
Look at the bottom of the screen in the
| | 03:42 |
status bar, 41,653,876 then we should see
the same number if we click column H.
| | 03:50 |
And there it is, identical.
Keep in mind the status bar will vary if
| | 03:54 |
you right-click it and possibly check or
uncheck some of the options found in this
| | 03:58 |
section here.
I tend to leave them all checked.
| | 04:02 |
I don't always need them all.
But any time you highlight two or more cells.
| | 04:06 |
And that includes the view highlighted
column.
| | 04:08 |
You will get totals at the bottom.
And it's real handy, at times, to do
| | 04:11 |
cross verification.
So, getting back to SumIF.
| | 04:15 |
For years in prior versions, there was a
SumIF.
| | 04:18 |
There was a Count IF.
But no AverageIF.
| | 04:21 |
And a lot of users kept saying, give us
AverageIF.
| | 04:24 |
Finally they have.
If you don't have an AverageIF, you've
| | 04:26 |
gotta take SumIF and divide it by
CountIF.
| | 04:29 |
But it certainly is a lot more
straightforward here to say, and in fact,
| | 04:33 |
let's get the average of salaries for
full-time people.
| | 04:37 |
And there it is.
And here too, double clicking will get
| | 04:40 |
the average salary for our other kinds of
entries as well.
| | 04:43 |
And so, the example here in column K,
right here, AverageIF.
| | 04:47 |
Remember, cell L2 has the text full time.
If the entry in column D is full time,
| | 04:52 |
then let's go to column H.
And what are we going to do?
| | 04:56 |
Average all of those salaries.
So, we can see how CountIF, SumIF, and
| | 05:00 |
AverageIF give us easy ways to tabulate
data from lists like this without having
| | 05:04 |
to sort the data or rearrange it in any
way.
| | 05:08 |
| | Collapse this transcript |
| Tabulating information using multiple criteria with COUNTIFS, SUMIFS, and AVERAGEIFS| 00:00 |
Although the sumif, countif, and
averageif functions give us a lot of
| | 00:03 |
capability in tabulating information,
they don't allow us to use multiple criteria.
| | 00:09 |
And sometimes that's what we want.
For example, we might want to know the
| | 00:13 |
average salary of the full time people
who have a job rating of five.
| | 00:19 |
Or maybe we want to know the average job
rating of those people who have been here
| | 00:23 |
more than so many years.
Or we might want to know the average
| | 00:27 |
salary of those people who have been so
many years and have a job rating.
| | 00:32 |
In other words using multiple criteria
from different aspects of data in a list
| | 00:36 |
like this.
So the three functions in question that
| | 00:40 |
we will be using all end in the letter S
and they correspond with the other three functions.
| | 00:45 |
So we're about to talk about count ifs,
sum ifs and average ifs.
| | 00:50 |
Let's start with the idea here that we
might want to tabulate data regarding
| | 00:54 |
full time employees and those who have
job ratings.
| | 00:59 |
I'm going to put this in column K and to
make it a bit simpler I got lined up in
| | 01:02 |
column L, some of the criteria that we're
going to use not all of them but some of them.
| | 01:08 |
So let's start with the idea of counting
how many people in our list here are
| | 01:12 |
full-time with the job rating of 5?
Equal countifs, now the popup below this
| | 01:18 |
shows criteria range one and we can't see
the rest of it.
| | 01:23 |
But think of these as happening in pairs.
The first pair is a combination of these
| | 01:28 |
two locations.
The status right here, and the fact that
| | 01:33 |
it's full time.
Now we could type double quote, full
| | 01:37 |
time, double quote or since it is over in
cell L2, that makes it a little easier,
| | 01:39 |
we'll just click there.
So that's one criteria pair, we might
| | 01:45 |
have another.
And we can have up to 31 of these so
| | 01:48 |
quite a few.
The next criteria pair will be job rating
| | 01:53 |
that's in column I, and we're looking for
those that have a 5 in there.
| | 01:59 |
That's a numeric entry so you don't have
to put it in quotes.
| | 02:02 |
So how many full time people have a job
rating of 5?
| | 02:06 |
102 of them.
And we could possibly imagine having a
| | 02:10 |
list of those that have a job rating of 4
and 3 and 2 and so on.
| | 02:14 |
But in the example here, we're simply
looking for two sets of criteria together.
| | 02:19 |
When this is true in other words when the
entry is full time and when the job
| | 02:23 |
performance the job rating is 5, let's
keep a count of only those situations
| | 02:27 |
where both are true and we could add a
third argument here.
| | 02:33 |
Those who have been here so many years,
I'll click column F, and if we want to
| | 02:38 |
say, greater than 9 or greater than 10
something like that, we use double quote
| | 02:43 |
and I'll use greater than 9 double quote.
So a third criteria set.
| | 02:51 |
Think of these as pairs.
The first pair is about the status being
| | 02:54 |
full time.
The second pair is the job rating being 5.
| | 02:59 |
The third pair is the years of service
being greater than 9.
| | 03:04 |
So we press enter and we've got 32
people.
| | 03:06 |
Remember our previous answer as I pressed
Ctrl+Z was 102.
| | 03:11 |
Pressing Ctrl+Y reverse order here and
once again displaying the function, we
| | 03:15 |
see COUNTIFS used with multiple criteria.
We might want to perform something
| | 03:21 |
similar using SUMIFS.
You might want to tabulate the salaries.
| | 03:25 |
But if we change this to sum, watch the
pump up tip below this change also.
| | 03:31 |
Sumifs begins with the range that we're
trying to tabulate.
| | 03:35 |
So if we're trying to tabulate salaries
here, we would first put in the entry for
| | 03:40 |
column H, then we've got our criteria
pair.
| | 03:45 |
Here's a pair right here and I'm
essentially using the same ones that I
| | 03:48 |
had used with the countifs.
But we tabulate the totals.
| | 03:53 |
We're going to be adding the salaries
from column H based on this criteria set
| | 03:57 |
being true.
This being true and this being true, Enter.
| | 04:02 |
And if we wanted to do that for the
others right here, we'll simply double
| | 04:06 |
click, copy downward to see what those
are.
| | 04:09 |
And a quick format there off the home tab
would probably be appropriate too.
| | 04:12 |
A comma and hide the decimals.
So we see what's happening there, too.
| | 04:16 |
So, sumifs unlike countifs begins with
what we're trying to tabulate.
| | 04:22 |
And the averageifs follows this same
basic structure.
| | 04:24 |
What's the average salary, followed by
ifs, averageifs.
| | 04:31 |
So we're getting the salary of column h
for these three criteria pairs.
| | 04:35 |
In other words once again.
We're looking at the status is full-time,
| | 04:39 |
job rating is five and years of service
greater than nine.
| | 04:43 |
And as we complete these, we have another
answer here.
| | 04:46 |
These are the average salaries.
And again double-click if you want to
| | 04:49 |
copy the others here as well.
So these are quite powerful.
| | 04:53 |
And we can have up to 31 pairs here.
And we only used three in these examples here.
| | 04:58 |
But it gives us much more power in
tabulating information like this.
| | 05:02 |
We see an average ifs here and this is
preceded by a sumifs and a countifs.
| | 05:06 |
They allow multiple criteria when working
with database type lists to come up with totals.
| | 05:12 |
| | Collapse this transcript |
|
|
6. Statistical FunctionsFinding the middle value with MEDIAN| 00:00 |
Common statistical measure is called a
Median.
| | 00:03 |
It's the middle value in a range of
values.
| | 00:05 |
If we click column G here for the Salary
column, we do see in the status bar at
| | 00:09 |
the bottom of the screen, an average
account, perhaps some others as well.
| | 00:15 |
Keep in mind you can change what's being
displayed here if you right-click.
| | 00:19 |
And then consider checking or unchecking
the boxes, in this area right here.
| | 00:23 |
And if we wanted to write a formula, we
could certainly do that as well,
| | 00:26 |
reinforce this.
But median isn't found there.
| | 00:28 |
Recognize also, if you go to the autosum
button, click the drop arrow, we don't
| | 00:32 |
see it there either.
And yet, some people need this frequently.
| | 00:37 |
And I often use this with data to compare
it with an average.
| | 00:40 |
So let's simply type equal median.
And because we're concerned with the data
| | 00:46 |
in column G and nothing is there but
salaries, we can simply click column G
| | 00:49 |
and quickly get an answer, that's the
median.
| | 00:52 |
Now what's happening behind the scenes
and we don't need to see it happening is
| | 00:56 |
that all the salary values in column G
are sorted.
| | 01:00 |
And the middle one is our answer.
Now if there's an even number of them
| | 01:03 |
here, the two middle values are then
averaged, and that's how we get our median.
| | 01:08 |
It's valuable, at times, to compare it
with an average.
| | 01:11 |
Because sometimes an average is skewed by
the fact that you've got an extremely
| | 01:14 |
high number or low number that pulls it
one way or the other.
| | 01:19 |
So not that we necessarily need to use it
here, but if we did, we could simply
| | 01:22 |
click the drop arrow next to Autosum,
choose Average, click column G and
| | 01:26 |
possibly contrast the two.
Sometimes we've got numbers across the
| | 01:31 |
range of months and locations.
For example here, simple median here,
| | 01:36 |
same general idea, equal median, left
parenthesis, highlight the data in
| | 01:41 |
question and Enter.
And so, we have our median there too.
| | 01:46 |
And we don't always have to contrast it
with average.
| | 01:49 |
Now, another function, not exactly
related to these two, but it comes into
| | 01:52 |
play commonly when we're talking about
basic statistical measures.
| | 01:56 |
It's called Mode.
And it simply tells us which value occurs
| | 02:00 |
most often within a given range.
What's are most common job rating?
| | 02:06 |
Equal mode, left parenthesis, we'll
simply click column H, there it is, 5 is
| | 02:11 |
the most common rating.
Now that may or may not be a fair
| | 02:15 |
assessment of the data.
But it gives us some information.
| | 02:18 |
What's the most common number of
dependents that our staff has here?
| | 02:22 |
We've got quite a few people here.
So we could simply take this and redirect
| | 02:26 |
it instead of column H, we'll just click
on column C.
| | 02:29 |
And that's common number dependence,
based on our employee list here is 2.
| | 02:34 |
So viable functions to be sure, median
perhaps are a lot more important for most
| | 02:37 |
people than mode.
But nevertheless, these are functions
| | 02:41 |
that are easy to get to and are
frequently used in Excel worksheets.
| | 02:45 |
| | Collapse this transcript |
| Ranking data without sorting with RANK| 00:00 |
In this worksheet called, Rank, we've got
a list of employees in column A, and
| | 00:03 |
there salaries in column B.
And we want to know how the salaries rank
| | 00:07 |
compared with the others.
And we can certainly do this by sorting
| | 00:10 |
the data, then simply putting in a number
there, and copying it down the column.
| | 00:15 |
But we don't want to sort the data.
And furthermore, the salaries will change
| | 00:18 |
from time to time.
We want this to always be accurate, and
| | 00:21 |
so, we're going to use a function called
Rank.
| | 00:25 |
But, like a number of functions in Excel,
we also have a new capability, and we'll
| | 00:28 |
see this as soon as we start to type the
word, rank right here.
| | 00:33 |
As we're typing, already you can see
below that there are three functions there.
| | 00:38 |
As I slide the mouse over the lower entry
here, right here, rank, this function is
| | 00:42 |
available for compatibility with Excel
2007 and earlier.
| | 00:47 |
And it returns the rank of a number in a
list and so on.
| | 00:50 |
So this is the function we need although
it seems to be saying that this is going
| | 00:54 |
to disappear and eventually it will
probably.
| | 00:58 |
Rank EQ does exactly the same thing.
So we can use either one here.
| | 01:01 |
So I'll simply use Rank, then put in the
left parenthesis.
| | 01:06 |
Rank begins with the number that we're
interested in, in this case B2, comma,
| | 01:09 |
and then the range of cells we're
comparing it with.
| | 01:13 |
Now there's nothing else in Column B
except salaries, and that text entry in B1.
| | 01:18 |
So we can simply use Column B.
And as we press Enter, this is the 71st
| | 01:22 |
highest entry.
We'll double-click, copy this down the column.
| | 01:27 |
Now, what if there's a tie, and we do
have that here.
| | 01:30 |
Those two salaries will share the same
ranking.
| | 01:33 |
Here are two salaries exactly the same.
They share the second rank.
| | 01:37 |
Now, you won't find any 3 in this list.
There's 1 right there.
| | 01:42 |
Later, we'll see a 4.
There's a 6, but there's no 3 here.
| | 01:46 |
And so, you could say that these two
cells occupy the second and third
| | 01:49 |
positions, so they share the same
ranking.
| | 01:53 |
Let's do something similar with a
different set of data.
| | 01:58 |
Over in column H, let me zoom in so I can
see it better.
| | 02:03 |
As we start to type rank, this time use
Rank EQ.
| | 02:06 |
Now it will give us our same answer as if
we were using Rank, to have it into place here.
| | 02:10 |
We want to point out its contrast with
Rank average.
| | 02:15 |
So here too, we're comparing an entry,
it's in G2 comma, with all the entries in
| | 02:19 |
column G.
Click there.
| | 02:22 |
You get an answer, just as if you'd used
Rank.
| | 02:25 |
Copy this down the column.
Now, let's contrast this with Rank average.
| | 02:30 |
Once again, so we start to type this, we
see it right away.
| | 02:32 |
Soon as you see it, by the way, you can
click it and tab it into place if you wish.
| | 02:37 |
There it is.
And again, we'll be comparing that entry
| | 02:40 |
in G2, with all the entries in column G.
And the first answer we get no surprises.
| | 02:46 |
But as we double-click here and look at
the others, there's some big surprises.
| | 02:51 |
Let me zoom back a little bit, too.
And look at some of these that share the
| | 02:54 |
same ranking.
And that's where things are different.
| | 02:56 |
Here's a nine here, there's a nine.
And that's what happens when we use Rank
| | 03:01 |
or Rank EQ.
Over here, we've got 9.5.
| | 03:04 |
And down here, we've got 9.5.
So what are we saying here?
| | 03:07 |
One way to describe this, is that we've
got two values that share the 9th position.
| | 03:13 |
Or a different way of saying it, they
share the 9th and 10th positions.
| | 03:18 |
Now, the average of those two is 9 and a
half.
| | 03:20 |
In other words, they add up to 19,
divided by 2, we've got 9 and a half.
| | 03:25 |
Now I think most people, most of the
time, don't need to know that information.
| | 03:28 |
I think Rank or Rank EQ will work just
fine.
| | 03:32 |
And we'll bring this out a little more
clearly simply by sorting the data.
| | 03:36 |
I'm going to sort this in descending
order.
| | 03:38 |
We don't need to do this, but I think
it'll clarify it a bit more.
| | 03:41 |
Now we get perhaps a better handle on
what's going on here.
| | 03:43 |
And so here are two 16s, they share the
second rank using Rank or Rank EQ, but
| | 03:48 |
under Rank average, remember, they, they
are the second and third positions.
| | 03:55 |
That adds up to 5.
Therefore we get two 2.5s.
| | 03:59 |
And here we've got a situation, three of
them have 11.
| | 04:02 |
And so the average of those, and imagine
they occupy the 11th, 12th, and 13th
| | 04:06 |
positions, and so what is the average of
those three numbers?
| | 04:10 |
12.
That's why we get 3 12ths.
| | 04:13 |
Now, with some analyses of data,
sometimes knowing these differences is important.
| | 04:19 |
I think for most people the simple use of
Rank or Rank EQ will work just fine.
| | 04:23 |
| | Collapse this transcript |
| Finding the largest and smallest values with LARGE and SMALL| 00:00 |
If you need to extract the largest value
from a list, or the smallest value of a
| | 00:03 |
list, both of those are fairly
straightforward using the two functions,
| | 00:07 |
Max and Min.
And to make it even simpler, we can use,
| | 00:11 |
either from the formulas tab, the drop
arrow associated with auto sum, or on the
| | 00:15 |
home tab, just click the drop arrow, and
if you want to get the maximum value.
| | 00:21 |
Simply choose Max and in the example
here, if we're looking for salaries,
| | 00:25 |
we'll simply redirect this by clicking
Column F to come up with the highest salary.
| | 00:31 |
And similarly with lowest, same general
idea, use the drop arrow, there's Min,
| | 00:35 |
and then we can click Column F and find
the minimum salary in this list.
| | 00:41 |
Fairly straightforward in both cases.
But sometimes you need to know the second
| | 00:45 |
highest salary.
Certainly one way to get there would be
| | 00:49 |
to sort the data, but there is a function
called large.
| | 00:54 |
Large simply says, I'm looking at some
data.
| | 00:57 |
For example, in column F, and I want to
know the second-highest entry, or the
| | 01:01 |
third, or the fourth, or the fifth.
Any number you want here.
| | 01:05 |
Type it in, or if it's nearby, and I put
the numbers here in Column J ahead of time.
| | 01:10 |
I'll simply refer to that location, so
this will give us the second-highest salary.
| | 01:16 |
And simply because we are using an entire
column reference, we can simply double
| | 01:20 |
click to copy this down here.
And then get the second, third, fourth
| | 01:24 |
and fifth if that's what we need.
And similarly with lowest and you can
| | 01:28 |
almost guess the name of the function.
If it's large, to find the second,third,
| | 01:33 |
and fourth, et cetera, largest number,
then it's going to be equal small.
| | 01:39 |
So if we're looking for the
second-smallest entry, then here, too, we
| | 01:42 |
could click a column F, comma, and I can
either type in a 2, but since it's to the
| | 01:46 |
right, I'll simply use the value that's
over there.
| | 01:51 |
And we'll put in the second smallest
entry.
| | 01:54 |
And then double clicking, we'll get the
others as well.
| | 01:56 |
So, large and small.
Occasionally handy.
| | 01:59 |
For years, I never saw them, didn't know
they existed.
| | 02:02 |
And then, one day, needed them.
And, they came in really handy.
| | 02:06 |
Can't say I've used them a whole lot
since.
| | 02:07 |
But, it gives us one more tool and one
quick way to get a hold of data.
| | 02:12 |
We don't have to sort the data as we use
these functions.
| | 02:15 |
So they're very valuable in certain
contexts.
| | 02:18 |
| | Collapse this transcript |
| Tabulating blank cells with COUNTBLANK| 00:00 |
In this list of employees here, we've got
a column G, where there are some blank cells.
| | 00:05 |
Not everybody has benefits, and we might
want to know how many do not.
| | 00:10 |
And that would mean counting the number
of blank cells here, and there's a
| | 00:13 |
function for that equal Countblank.
As you're typing longer functionings by
| | 00:18 |
the way, as soon as you see it on the
list here you can click it and then tab
| | 00:20 |
it into place if you wish.
So we're looking in column g to count the
| | 00:25 |
blank cells.
And as I complete the entry here, we see
| | 00:28 |
that, that's obviously not right.
We're looking in the entire column there.
| | 00:32 |
That's why we get such a large number.
Remember there are well over a million
| | 00:35 |
rows in Excel.
So that's not very helpful.
| | 00:38 |
And what we need to do here for this to
be accurate, at least for the moment, is
| | 00:42 |
to select these cells right here in
column G, down to the bottom of our list,
| | 00:46 |
right there.
As we complete the entry, we will have an
| | 00:50 |
answer and it will make sense.
It's 28, there are 28 people who do not
| | 00:54 |
have benefits in this list.
We can actually come up with a different
| | 00:58 |
way of calculating this.
We also want to show you how if this list
| | 01:02 |
is a table, it's likely to be more
direct.
| | 01:05 |
Here's a bit of information that at first
may not seem that useful.
| | 01:09 |
If this list grows and shrinks, our total
here is going to have to be readjusted.
| | 01:14 |
Our formula has to be different, because
we'll have a different number of rows.
| | 01:18 |
If we count the number of entries in
column A, let's say we will always have
| | 01:22 |
entries in column A for every new row, we
can do that simply now with equal count A.
| | 01:28 |
And A of course, doesn't necessarily mean
column A, it does in this case but we can
| | 01:32 |
do this for any column, count A.
How many cells have data?
| | 01:37 |
Count A is sometimes described as let's
do a count of the cells that are not empty.
| | 01:42 |
So there's 100 of them okay that's a
valuable bit of information.
| | 01:47 |
How many cells do we actually have in a
column?
| | 01:49 |
We can do that with equal Countblank once
again we'll tab it into place and let's
| | 01:53 |
just focus on an empty column like column
J.
| | 01:57 |
That's the total number of cells so we
can put this together in the appropriate
| | 02:01 |
way simply by writing a formula.
Let's being with this equal count a.
| | 02:06 |
Now we could type the count A but why
don't I just use already.
| | 02:09 |
It's right there.
Minus, and then we want to put in, the
| | 02:12 |
calculation of the total number of cells,
that's right here, and then subtract the
| | 02:17 |
number of blank cells that we get in
column G.
| | 02:23 |
Another Countblank.
As we press Enter here, it's not quite
| | 02:33 |
there and all we really need to do here
is put in parentheses correctly and we
| | 02:37 |
should have a correct answer, and that of
course reverses the calculation.
| | 02:43 |
And there's our answer of 28.
So, I think you could say that wasn't
| | 02:46 |
exactly as straightforward as we might
want it to be, but it is dynamic.
| | 02:50 |
And if this list grows or shrinks, we
will always have a correct answer with
| | 02:53 |
that combination there.
A more direct way could be if we wish to
| | 02:58 |
change this data into a table.
Not everybody is familiar with this
| | 03:02 |
concept, it was introduced in Excel 2007.
If you convert data to a table, it has
| | 03:07 |
some very obvious visual advantages, and
it also has some formula advantages, as
| | 03:11 |
we'll see here.
So I'll click with inside the data, we
| | 03:16 |
can either press Ctrl + L, think of L for
list, or Ctrl + T, T for table.
| | 03:21 |
You can get to this on the Home tab, by
way of the Format is table option, or
| | 03:26 |
Insert Tab, there's table as well.
Click OK.
| | 03:30 |
It's now a table.
When you get a table, you also get field
| | 03:34 |
names automatically.
And this time, we'll start with
| | 03:37 |
Countblank again.
Tab it into place.
| | 03:42 |
And now somewhat differently than before,
I'm going to be typing T for table.
| | 03:46 |
When you create a table, if you don't
give it a special name it's going to have
| | 03:49 |
a name like table 1, table 2 etc.
And when I type T right here, we see on
| | 03:54 |
the list there's table 1, the only table
we've got in this workbook.
| | 03:58 |
So we can click that and tab it into
place.
| | 04:01 |
Now, tables have field names, and they
are delineated by brackets.
| | 04:06 |
I'll type a left bracket and look what we
see.
| | 04:09 |
The different field names here.
I'm interested in the benefits column
| | 04:11 |
right there, tab it into place.
A right bracket and simply press Enter
| | 04:16 |
here, and I've got an answer.
Much more direct than what we saw before.
| | 04:20 |
This doesn't mean that you always want to
work with a table concept, but it does
| | 04:23 |
point out an additional benefit of it.
This is a much simpler, direct, more
| | 04:27 |
readable and more understandable formula
than the earlier one that we saw.
| | 04:31 |
Keep in mind, Countblank can be used in a
variety of other situations.
| | 04:35 |
In the list over here, in columns M
through R, we're simply showing how many
| | 04:39 |
sales were made on any given day by our
various salespersons.
| | 04:44 |
Imagine they sell large equipment, so
they don't sell a whole lot on any given day.
| | 04:48 |
We want to know how many days there were
no sales for the employees here.
| | 04:51 |
And not one by one, although we could do
it that way.
| | 04:54 |
We just want to simply know how many
person no sale days were there.
| | 04:58 |
Equal Countblank.
Once again, tab it place possibly.
| | 05:02 |
Select this data and we quickly get a
count of the blank cells.
| | 05:08 |
If you wanted to do this for each person
of course.
| | 05:11 |
Possibly move this up here, for the
moment.
| | 05:13 |
We could of course, then do equal
Countblank, and then do it for each person.
| | 05:18 |
Simply highlighting this data here.
Press Ctrl + Enter, double-click the
| | 05:22 |
corner and do it per person as well.
So, you can see, there are any number of
| | 05:26 |
different situations where Countblank is
ideal for counting blank cells.
| | 05:31 |
It does exactly what it says it's going
to do.
| | 05:33 |
And we saw in an earlier example how
valuable it could be for a different kind
| | 05:36 |
of list and how potentially valuable
using table data might be with this function.
| | 05:42 |
| | Collapse this transcript |
| Using COUNT, COUNTA, and the status bar| 00:00 |
There's a function called COUNT and also
a companion function called COUNTA and
| | 00:04 |
both are valuable.
But there can be some confusion that
| | 00:08 |
arises when we contrast that with what we
see in the status bar.
| | 00:12 |
For example, if we click column D here,
the information at the bottom of the
| | 00:15 |
screen, which might include all or some
of these.
| | 00:19 |
And remember you can right click here and
adjust which of these statistical
| | 00:22 |
measures appear.
We see a count of 93 and that means there
| | 00:28 |
are 93 entries in column D that contain
text of any kind.
| | 00:35 |
You'll also see the entry here numerical
count 92, mean 92 of the cells have
| | 00:39 |
numbers and so the top entry of course is
the difference of 1 and we see that when
| | 00:43 |
we click column D.
We see those two entries.
| | 00:48 |
So we get used to the idea here that
COUNT means what?
| | 00:52 |
Counting cells that have data.
And so if we were about to use a
| | 00:56 |
function, and we did a quick look at our
list of functions, we might go to the
| | 01:00 |
Formulas tab maybe go to Math & Trig.
Where do we find these?
| | 01:05 |
COUNT and COUNTIF, it's not there.
Where is it likely to be?
| | 01:09 |
We've got some other functions out here,
more functions.
| | 01:12 |
How about statistical?
And there we've got a Count.
| | 01:16 |
Count's the number of cells in a range
that contain numbers.
| | 01:19 |
COUNTA counts the number of cells in a
range that are not empty.
| | 01:23 |
Different way of saying it.
If we didn't know any better we'd say,
| | 01:27 |
well let's do a count.
How many entries in column d or a
| | 01:30 |
different way of saying it, how many of
our people had sales over the last 14 days?
| | 01:36 |
Let's do a count.
Count here means count numbers, so if we
| | 01:40 |
click column D and press Enter.
92 of these have numbers.
| | 01:45 |
Now, if we select column D and we seek
count at the bottom, the 93 there means
| | 01:49 |
count the number of cells that have data.
That's where the confusion might arise.
| | 01:55 |
I think if you try to not make it
confusing and I'm trying not to when we
| | 01:58 |
use count this way, it's counting cells
that have values in them.
| | 02:04 |
Numerical entries.
And if we use COUNTA, that's the same as
| | 02:07 |
saying how many of the cells here are not
empty?
| | 02:11 |
Or a different way of saying it, how many
of the cells have any content whatsoever?
| | 02:16 |
So COUNTand COUNTA, they both have a role
to play and depending on the kind of data
| | 02:19 |
we're looking at here, they're valuable
in tabulating information.
| | 02:24 |
Recognize something else here, if this
data is centered and I wouldn't say
| | 02:27 |
that's a good idea although it's not
horrible in this example.
| | 02:31 |
But if the data were centered and if
somewhere in the list here and let's
| | 02:35 |
actually do this, you notice that with
values you can't center them unless you
| | 02:38 |
use, for example, a format like general
format it does allow you to center them.
| | 02:44 |
I just pressed Ctrl-Shift-~ to get there.
So this is general format.
| | 02:49 |
What if one of these in here was an L?
Which looks like a one unless you have
| | 02:54 |
others ones around.
Now if you see another one out here you
| | 02:56 |
recognize the difference for sure.
But now recognize what we've done here.
| | 03:00 |
And occasionally you might use the count
function to find oddities like what we've
| | 03:05 |
seen here.
This is truly accurate.
| | 03:08 |
It's saying that 91 cells have values in
them and of course that is not a value.
| | 03:12 |
That's the letter L.
You run into the same issue with a
| | 03:15 |
capital I too.
Capital I looks just like a lower case l.
| | 03:20 |
And normally, you don't see those, of
course, in numerical columns.
| | 03:23 |
But you might occasionally.
Again, using the count function to count values.
| | 03:27 |
Using COUNTA to count the number of cells
that have entries for those that are not
| | 03:31 |
blank are both valuable.
But recognize that when we are using the
| | 03:35 |
status bar, we have to think that count
means something a little different there.
| | 03:40 |
Take that into account, pardon the pun in
using these capabilities.
| | 03:44 |
| | Collapse this transcript |
|
|
7. Math FunctionsWorking with ROUND, ROUNDUP, and ROUNDDOWN| 00:00 |
Excel has any number of different
rounding functions.
| | 00:03 |
And it's really important to use them in
situations where you're coming up with
| | 00:06 |
answers where it's important o have your
answers accurate to the penny.
| | 00:11 |
In this worksheet, we've got a formula in
cell E2 and it's showing an increase on
| | 00:16 |
the price that's in cell D2.
And eventually, all the entries in column
| | 00:21 |
E that we're going to put in, are
going to be based on a 2.34% increase.
| | 00:26 |
That's in cell G1, so the formula's all
set up, and it's given us an answer of $9.
| | 00:31 |
A simple test of this might reveal
something a little different.
| | 00:34 |
Suppose somebody orders 10,000 of these
items, or is about to.
| | 00:38 |
We're going to write a formula here.
Equal 10,000 times this 9.
| | 00:44 |
And of course, our answer's going to be
90,000.
| | 00:48 |
Except that it isn't, back to our $43.14
short here.
| | 00:52 |
Is that 10,000?
Well, you can look in the formula bar, it
| | 00:55 |
surely is.
Is this $9.00?
| | 00:59 |
Can't really tell by looking in the
formula bar.
| | 01:01 |
But, on the Home tab, in the number group
of the ribbon, let's click the button for
| | 01:06 |
Increase Decimal.
Now, as I do this, watch cell E2 and also
| | 01:11 |
keep and eye on F2.
Cell F2 is not changing.
| | 01:15 |
So, when we increase the decimals here,
all we're doing is showing more decimals.
| | 01:21 |
We're not changing the value at all.
And whether we increase or decrease, we
| | 01:25 |
are not changing the value and it's a
common mistake with Excel novices.
| | 01:30 |
To somehow assume, that using these
buttons changes values.
| | 01:34 |
It doesn't, not at all.
So we've got a bit of a problem on our hands.
| | 01:37 |
Now, in a different context with real
simple numbers, the problem jumps out immediately.
| | 01:42 |
We've got data over in column A with a
total below it, right here.
| | 01:46 |
And right now it makes perfect sense,
4.6, five different times adds up to 23.
| | 01:51 |
What if we displayed these with no
decimals?
| | 01:53 |
I'm going to use the button here for
decreasing decimals.
| | 01:57 |
It's pretty obvious we wouldn't accept
this.
| | 01:59 |
Those are five 5s, aren't they?
Why does it add up to 23?
| | 02:03 |
Well, they aren't really 5s, and we can
click here, and look in the formula bar,
| | 02:06 |
these are 4.6s.
Changing the display of the decimals does
| | 02:11 |
not change the content.
Those are 4.6s no matter what.
| | 02:15 |
So, the issue here, then, is that we need
to change this calculation so that we
| | 02:19 |
truly round it to the nearest penny.
There are other ways to round, as well, too.
| | 02:25 |
We'll use the Round function, left
parenthesis, round is based on decimal
| | 02:29 |
places, comma, 2, means round this to the
nearest two decimal places to the right
| | 02:34 |
of the decimal.
Therefore meaning pennies.
| | 02:39 |
Now, as I click Enter here, watch the
formula in cell F2 react immediately to
| | 02:44 |
our $9 price, and there it is.
Now we've truly changed this to be $9.
| | 02:51 |
And we're not going to keep our display
looking this way.
| | 02:53 |
We'll simply decrease the display of the
decimals, and that's the way to say it too.
| | 02:59 |
Now, similarly we've got data over in
column K for Salaries.
| | 03:03 |
We want to calculate new salary in the
same kind of way that we did these price increases.
| | 03:08 |
We'll give you a couple of other
perspectives of how you might do this.
| | 03:11 |
This time we'll start with out basic
formula of the existing salary, times
| | 03:16 |
this percent.
And because we're going to be copying it,
| | 03:20 |
we use the function key F4, make that an
absolute address, and then plus the K2,
| | 03:24 |
existing salary, and there's an answer.
Now, with yearly salaries, we could
| | 03:29 |
certainly keep the pennies, but is that
accurate as we see it?
| | 03:33 |
Once again, we might increase the
decimals.
| | 03:35 |
It's not, and we see, finally, what's
happening here.
| | 03:39 |
Its not uncommon to see yearly salaries
expressed as whole numbers.
| | 03:43 |
So what I'm going to do here is use
Round, this time slightly differently
| | 03:47 |
than before.
Let's round these to the nearest whole
| | 03:51 |
dollar and that's not two decimal places
its zero decimal places.
| | 03:56 |
So we'll be rounding these to the nearest
dollar.
| | 03:59 |
And regardless of how many displays here
we have decimalized, we have an answer
| | 04:03 |
here, and we'll just Drag this down a few
cells just to check it out.
| | 04:07 |
So all these are now to the nearest whole
dollar, and we might leave it that way.
| | 04:11 |
However, it's also not uncommon to see
yearly salaries as multiples of 100.
| | 04:17 |
I've seen that from time to time.
I don't know how widespread it is, but,
| | 04:20 |
what if we want to change our calculation
and make sure that we round our new
| | 04:24 |
salaries to the nearest $100.
Instead of zero here, we use minus two.
| | 04:30 |
And I'll press Ctrl+Enter for just the
first one here.
| | 04:33 |
And remember that was 36,444.
And if we drag this out into the next cell.
| | 04:40 |
It's going to go down to 68,000.
Next one down, 78,300 and so on.
| | 04:45 |
Where's the next one going to go?
We don't see the raw number underneath so
| | 04:48 |
we don't necessarily know it went up
here.
| | 04:50 |
Next one's going to go up to 500 and so
on.
| | 04:53 |
We have the possibility of saying we want
this to go up to the next hundred, no
| | 04:57 |
matter what.
And so a variation on Round is a function
| | 05:02 |
called Round Up.
So as I press F2 here, to Edit, I'll use
| | 05:06 |
Round Up.
Now, this is going to take us upward to
| | 05:09 |
the next 100, even if we're $99.99 away.
So as we make a change here, remember
| | 05:16 |
this had been 36,444.
We had taken it down to 36,400, now, by
| | 05:22 |
using round up, we're going to the next
100 upward.
| | 05:27 |
So, sometimes you want to use that
function, and round down, of course, the
| | 05:30 |
opposite of it, all we need to think of
here is what we do with our ages.
| | 05:35 |
If you are 39 years and 11 months old,
well you're 39 but we can certainly use
| | 05:39 |
that here as well, too.
So 3 different functions, round being the
| | 05:43 |
most important ways to make sure that the
calculations that we create truly are accurate.
| | 05:49 |
And many times when we use these
functions we want to emphasise the
| | 05:53 |
display of the decimals and eventually
decrease to get these in a more sensible display.
| | 06:00 |
So no question.
Round, Round Up and Round Down, valuable
| | 06:02 |
functions for controlling our data.
| | 06:04 |
| | Collapse this transcript |
| Working with MROUND, CEILING, and FLOOR for specialized rounding| 00:00 |
When you use the Round function,
typically you're dealing with rounding
| | 00:03 |
numbers based on decimal placement.
For example, in this worksheet called
| | 00:08 |
SpecializedRounding, in column C, we've
got formulas, and in C2 we see the
| | 00:12 |
formula here that's rounding a
calculation to the nearest two decimal places.
| | 00:18 |
In other words, to the nearest penny.
Now, we also could round this if we
| | 00:21 |
wanted to to the nearest dollar.
We probably wouldn't do that with pricing
| | 00:25 |
items like the ones in column B but we
could do that.
| | 00:28 |
But the numbers that we use here in the
final portion of the Round function to
| | 00:31 |
the number of decimal places.
What if we wanted to found this to a
| | 00:36 |
multiple or a different number not
related to decimals.
| | 00:40 |
What if we wanted to round all of our
prices to the nearest nickel, for example?
| | 00:44 |
We can't just plug in a 0.05 there.
We need to use a different function
| | 00:51 |
called MROUND.
We now want to round this to the nearest
| | 00:55 |
5 cents, the nearest nickel, you might
say, 0.05.
| | 01:00 |
Now, the example in our first case here,
since the price was $9, it's going to
| | 01:04 |
stay $9.
But we haven't dragged that into the next
| | 01:07 |
cell below.
You can probably foresee or predict
| | 01:10 |
what's going to happen here.
If we use MROUND, the way it's used here,
| | 01:14 |
to round our calculation to the nearest
nickel, that is, we drag this into the
| | 01:18 |
next cell.
You can be sure it's going to be 3.25.
| | 01:24 |
And the next one down 4.25.
The next one's going to stay at 7.95, and
| | 01:29 |
the next one after this would be 6.45 and
so on.
| | 01:33 |
And so you can try these one by one or
just take out a few of them to see what's
| | 01:36 |
happening here.
In some cases what you want to do is to
| | 01:39 |
make sure that these goes up no matter
what.
| | 01:43 |
Now in all cases here we're providing an
increase but as I press Ctrl + Z slowly
| | 01:47 |
to move backward here maybe in some cases
here what we might want to do is to
| | 01:50 |
always go up to the next nickel.
And MROUND doesn't do that necessarily it
| | 01:56 |
goes to the nearest nickel.
So, if we want this to go up and if
| | 02:00 |
you've seen other round functions, you
would probably make the guess, well,
| | 02:03 |
we've got round, and there was a round up
and a round down.
| | 02:07 |
So, it's probably Mroundup and
Mrounddown?
| | 02:11 |
But, that's not the case.
The companion functions here will be
| | 02:15 |
ceiling and floor.
See them listed out there to the right in
| | 02:18 |
column F.
So if we want to go up to the next 5
| | 02:21 |
cents, we put in CEILING.
And that stays the same here because the
| | 02:25 |
actual calculation comes out to be 8.999
something or other like that, so this
| | 02:29 |
goes up to the next nickel, but in the
next case downward that's going to go to 3.30.
| | 02:36 |
And the next case downward, 4.30.
Next case is probably going to be the same.
| | 02:40 |
No, actually, that one up too, so that
was slightly over 7.95 earlier, although
| | 02:44 |
we didn't actually see that amount.
So the companion function is for MROUND
| | 02:49 |
to go upwards, in other words, override
its standard ruling techniques is called Ceiling.
| | 02:54 |
And of course, if we wanted to go
downward it would be floor.
| | 02:57 |
Now as we look at the data over in column
H, similar kind of setup obviously with
| | 03:01 |
bigger values.
Then there's a formula already in place
| | 03:05 |
in cell H2 and doesn't have any rounding
just yet.
| | 03:08 |
And let's imagine here that we might want
to round these.
| | 03:11 |
So, a standard way to round these would
be to round these to the nearest dollar
| | 03:13 |
for example.
In a yearly salary that's not uncommon.
| | 03:17 |
So comma 0 certainly would be one thing
to do here.
| | 03:20 |
Now I've seen situations, perhaps you
have too where people get paid 26 times a
| | 03:24 |
year, that's every 2 weeks or maybe 24
times a year, that's twice a month.
| | 03:31 |
Is this evenly divisible by 26 or
possibly 24?
| | 03:35 |
Suppose we have a biweekly pay period,
get paid every 2 weeks and we want that
| | 03:38 |
amount to be a whole number.
Right now, if we take this value and
| | 03:43 |
divide it by 26, it's not a whole number.
In other words, it's got pennies there.
| | 03:49 |
So, could we do something with our
calculation here for our new salaries to
| | 03:52 |
make sure that they're evenly divisible
by 26?
| | 03:55 |
Let's leave the formula there and use
MROUND to round this to the nearest $26,
| | 04:00 |
in other words, multiples of 26.
So instead of zero here, we'll use 26.
| | 04:07 |
And when I press Enter, we'll have a new
calculation, a new result, and over here,
| | 04:11 |
we left in the formula that divides this
by 26.
| | 04:15 |
It does come out even, so the gross pay
for each pay period will be, in this
| | 04:19 |
case, 2187.
Then here's our formula again, we get the
| | 04:23 |
number that way.
So, how much did this really change?
| | 04:26 |
We're looking at 56862.
I'll go back with Ctrl + Z a few times.
| | 04:31 |
Looks like I'm going down about $8.00.
So that's the difference there.
| | 04:35 |
And similarly, if we wanted to make sure
these are even.
| | 04:38 |
If there are 24 pay periods a year, we
want that to be easily divisible by 24.
| | 04:43 |
A simple fix here, we would simply use in
our example here, 24 here and that of
| | 04:47 |
course, will be a m round as well too.
If we go to the nearest multiple of 24.
| | 04:54 |
So now that evenly divisible by 24, and
here's our check on it.
| | 04:58 |
So I think you can see how, if you need
to calculate numbers, and have them
| | 05:01 |
easily divisible, you could be using
MROUND, possibly as two companions,
| | 05:05 |
either one Ceiling to always round upward
no matter what, Floor to always round
| | 05:08 |
downward, no matter what.
But the main point is that you can use
| | 05:14 |
these with, in a way that isn't
restricted to decimal type settings.
| | 05:18 |
MROUND, Celing and Floor.
| | 05:21 |
| | Collapse this transcript |
| Using the INT and TRUNC functions to extract integer data| 00:00 |
When your working with certain kinds of
data you don't need or want to keep the
| | 00:03 |
values to the right of the decimal, just
drop the pennies.
| | 00:07 |
And although they're rounding functions,
they're also two functions that
| | 00:10 |
essentially let you throw away the
pennies, simply drop them.
| | 00:14 |
One of the functions is called TRUNC, I
think it's the word truncate.
| | 00:18 |
The other one is INT, think of the word
integer.
| | 00:21 |
And much of the time, they work
identically.
| | 00:23 |
We've got some data here in column C.
And we don't really care about the pennies.
| | 00:28 |
We want to throw them away, in effect.
And so, in column D, we're using the
| | 00:31 |
function called TRUNC.
There it is, pretty straightforward.
| | 00:35 |
Whatever's to the right of the decimal
just gets thrown away.
| | 00:39 |
Same thing with INT.
It's happening right here and all these
| | 00:42 |
examples here, same thing.
The two functions are identical.
| | 00:47 |
A different way of describing these is to
say that these functions both lower the
| | 00:51 |
value, they drop the pennies.
But look what happens when we've got
| | 00:55 |
negative data.
Talking about the data now in column C.
| | 00:59 |
TRUNC does, as we might expect, based on
our previous examples, it simply drops
| | 01:03 |
everything to the right of the decimal.
These are all examples of trunc right here.
| | 01:10 |
But look at what happens with INT.
Now, if we phrase this a different way,
| | 01:13 |
we could say INT's really consistent,
because If we say that this function
| | 01:17 |
always gives us a lower value, well, it
does.
| | 01:22 |
In other words, if we're looking at
15.58, the next lower value downward if
| | 01:27 |
we get rid of the pennies, is minus 16.
That's lower than this value.
| | 01:35 |
Truncate actually raises the value,
whereas if it's a positive number it
| | 01:39 |
lowers the value.
So regardless of how you think of this,
| | 01:42 |
do recognize that many, many times TRUNC
and INT do the same.
| | 01:46 |
But when the numbers are negative you get
different kinds of results.
| | 01:50 |
And you just have to assess the situation
to decide which is going to work best for you.
| | 01:54 |
Now there are two other functions called
Odd and Even.
| | 01:58 |
They're not nearly as widely used but
they are being used in column H here and
| | 02:01 |
also in column K.
And you can begin to see what happens as
| | 02:04 |
we expose the function here.
Odd simply says I've got a value in a
| | 02:08 |
different location, give me the next odd
number upward from 0.
| | 02:15 |
And if we've got decimals here, the next
odd number moving away from 0 is 21,
| | 02:18 |
we'll see it this way.
If we go below, if we're looking
| | 02:22 |
negative, what's the next negative number
after minus 3.4?
| | 02:27 |
Moving away from 0, it's minus 5.
And similarly with Even, works in the
| | 02:32 |
same way.
That's already even at 22, and there are
| | 02:35 |
no decimal values to the right of it.
So Even simply stays the same.
| | 02:39 |
Here's a 19.3.
The next even number moving away from 0
| | 02:44 |
is 20.
And we can assess the others just by
| | 02:47 |
looking at the answers here.
So although less widely used, it's
| | 02:51 |
another variation on how we can control
and adjust values by using functions.
| | 02:57 |
Odd and Even and then prior to that TRUNC
and INT functions.
| | 03:02 |
| | Collapse this transcript |
| Finding the remainder with MOD and using MOD with conditional formatting| 00:00 |
If were exploring some of excel's many
functions and you went to the Formula tab
| | 00:03 |
and were looking at some of the math and
trig functions your eye probably wouldn't
| | 00:07 |
drift toward the MOD function.
And if it did you might look at its
| | 00:12 |
description and say return the remainder
after a number is divided by a divisor.
| | 00:18 |
Why would I ever use that.
Well, there are at least two situations
| | 00:21 |
where you might.
In this current worksheet, we've got a
| | 00:24 |
list of our items.
Say, we're about to move our warehouse,
| | 00:28 |
we've got a number of items in stock here
and in order to move these we have to put
| | 00:31 |
them in the appropriate containers that
they were originally produced for.
| | 00:36 |
So we've got 162 items in row 2 here for
this particular item number.
| | 00:42 |
And if we put these in boxes, the boxes
that we use for this item holds 16, how
| | 00:46 |
many will we have leftover if we put all
these in the boxes?
| | 00:52 |
And you can probably do the math in your
head for some of these divide this by 16,
| | 00:55 |
what do we get.
It's going to be 10 but we'll have a
| | 00:58 |
remainder of 2.
So, we want to know for each of these
| | 01:01 |
items if we put them in their appropriate
containers and all these different items
| | 01:04 |
here have a different storage amount.
And certainly some of them are the same
| | 01:09 |
as each other but we see the differences
there.
| | 01:11 |
We use the MOD function to in effect say
take this value here, divide it by this
| | 01:16 |
and don't give us the answer of the
division but give us the remainder.
| | 01:23 |
For example here, it's going to be 2.
As we do this for the rest of these,
| | 01:27 |
we'll simply double click.
So now we have a list of how many items
| | 01:30 |
we will have remaining.
And of course, in some cases may be done
| | 01:34 |
because we've got just the right number
here.
| | 01:37 |
This example, we've got 168 items in
stock.
| | 01:41 |
The boxes hold 24 each.
Well, that's times 7 so, we have nothing
| | 01:45 |
left over.
But we see all the other items.
| | 01:48 |
So all we're doing is calculating the
remainder in a division.
| | 01:51 |
Now, another use of Mod is that a more
creative use perhaps and it involves
| | 01:55 |
using conditional formatting.
Suppose this list is going to grow or
| | 02:00 |
imagine in any different worksheet that
you're working with it might be better if
| | 02:04 |
every 5th row or yellow every 10th row,
every 3rd row.
| | 02:08 |
Make your own choices there.
Now if you've turned this into a table
| | 02:12 |
you will get that so called bandit look
of every other row.
| | 02:15 |
But you might not want to use the table
feature and furthermore you want your own
| | 02:18 |
color scheme and you want it to be every
five rows or six rows or something like that.
| | 02:23 |
Now we could do this for the entire
worksheet or just for columns A through D.
| | 02:28 |
It doesn't make any difference.
If we want to do this for the entire worksheet.
| | 02:31 |
Will simply click in the right hand
corner, selecting the entire sheet and
| | 02:35 |
then go to the home tab and use
conditional formatting.
| | 02:40 |
And what we use here is not one of the
standard features but a new rule, which
| | 02:44 |
will actually be a formula.
And the new formatting rule, the rule
| | 02:49 |
type will be use a formula to determine
which cells to format.
| | 02:53 |
What we're about to do in English is to
say, if the row number is evenly
| | 02:57 |
divisible by five.
We're going to make it be, for example, yellow.
| | 03:03 |
So the function is equal mod.
And how do we refer to the row number,
| | 03:08 |
there's a function called row.
And if we follow up by simply open and
| | 03:13 |
closed parenthesis, it refers to the
current cell, 5.
| | 03:19 |
So for every given cell in this
worksheet, as we consider it and divide
| | 03:23 |
this row entry by 5, when that
calculation leaves us with a remainder of
| | 03:27 |
0, then we want that row to be yellow.
So that only happens when the row is 5,
| | 03:34 |
10, 15, 20, etcetera.
That'd be evenly divisible by 5 when
| | 03:38 |
there's no remainder.
I'm going to highlight this, press Ctrl+C
| | 03:42 |
so we can display it larger in a minute.
We're going to use the format here, any
| | 03:48 |
format we want of course.
I'll simply use a bright yellow here and
| | 03:50 |
we could use other techniques, border
techniques too if we wanted to.
| | 03:53 |
But we'll simply click OK and OK again.
And there's what we see.
| | 03:59 |
Now the formula in place and I'll put it
up here temporarily is what we see right there.
| | 04:04 |
And if we wanted to make this every
fourth row.
| | 04:06 |
Of course, we'd change the 5 to a 4.
Every fourth row could be yellow or
| | 04:09 |
green, or whatever it is we want it to
be.
| | 04:12 |
As long as this in in place and typically
you wouldn't put the formula there.
| | 04:15 |
But that's just a reminder as to what we
used.
| | 04:17 |
In a real life situation what happens if
I delete a row here.
| | 04:20 |
I'm going to delete row four, we don't
need that data there, we don't the row or
| | 04:23 |
anything in it.
I'm going to delete it, and automatically
| | 04:27 |
the display readjust, so that every fifth
row is now yellow.
| | 04:31 |
So that the data moved up, the color was
not associated with the data, it was
| | 04:34 |
associated with the actual row number.
Throughout this entire work sheet no
| | 04:38 |
matter how big or small it gets.
Every fifth row is yellow.
| | 04:42 |
And if we wanted to make a quick
adjustment here and say every fourth row, fine.
| | 04:46 |
We'll click in the upper left corner then
back to conditional formatting, manage
| | 04:50 |
the rules and here's our rule.
We'll edit the rule, change the 5 there
| | 04:55 |
to a 4.
Click OK.
| | 04:57 |
And OK.
And now every fourth row has the highlighting.
| | 05:01 |
We changed the 5 to a 4 and if we were
doing it right here we'd emphasize that
| | 05:05 |
by making that be a 4 to represent the
current conditional formatting formula
| | 05:09 |
that's in place.
So the MOD function does have its uses.
| | 05:15 |
Earlier we saw a day-to-day example of
how you might want to calculate the
| | 05:18 |
number of items left over in packing and
then we saw here this conditional
| | 05:21 |
formatting technique both using the MOD
function.
| | 05:25 |
| | Collapse this transcript |
| Practical uses for the random number functions RAND and RANDBETWEEN| 00:00 |
The mathematical function RAND, which
generates a random number between zero
| | 00:03 |
and one.
Doesn't sound like the kind of function
| | 00:06 |
that a lot of us would be using.
Certainly mathematicians, scientists,
| | 00:10 |
engineers would have use for this.
But, how about the rest of us?
| | 00:14 |
Well here's a list of data here.
Looks like it's sorted by Social Security number.
| | 00:17 |
It's about 400 records or so.
Maybe from time to time we review these
| | 00:22 |
entries here, it's our form of quality
control.
| | 00:25 |
We want to pull out 6 of these at random.
How do we sort this list in a random order?
| | 00:30 |
And it could be any kind of list of
course that you want to review from time
| | 00:33 |
to time.
Pick the next available column to the
| | 00:37 |
right, equal rand, left parenthesis is
all you need to type.
| | 00:41 |
All rand does is generate a value between
zero and one.
| | 00:44 |
And you'll necessarily have to adjust the
display or anything.
| | 00:49 |
And by double clicking the lower
right-hand corner, we see a series of
| | 00:52 |
random numbers.
Now, depending on how this was formatted
| | 00:55 |
possibly your seeing random numbers like
that.
| | 00:58 |
I just used general format on that
Ctrl+Shift+Tilde, but whether its this
| | 01:01 |
display or the other one makes no
difference.
| | 01:05 |
To make this slightly more appropriate
let's just give it a dummy heading RR or
| | 01:08 |
something like that anything.
Notice how all the entries change, and
| | 01:13 |
every time you do a recalculation or make
any change to a cell, these random
| | 01:17 |
numbers get regenerated.
But if we base our sort simply on this
| | 01:22 |
data, and all we've got to do is make
sure the active cell is within the column.
| | 01:27 |
If we've got an empty column to the
right, any other data to the right of
| | 01:29 |
that gets ignored.
We're going to sort this list quickly.
| | 01:33 |
Based on the random numbers as we now see
them.
| | 01:36 |
So on the data tab, we could click AZ or
ZA, makes no difference.
| | 01:41 |
And we've ordered the list based on the
random numbers.
| | 01:44 |
In the meantime, they all got changed.
Now, we don't have to worry about the
| | 01:48 |
nature of random numbers, how they got
generated, anything like that.
| | 01:52 |
As we look at this list, it is in no
particular order.
| | 01:55 |
And because the brand of numbers got
regenerated, we don't even has a paper
| | 01:58 |
trail of how it sorted them.
But we don't care.
| | 02:01 |
Our purpose was simply to put this in a
random order, and then maybe we'll Copy
| | 02:05 |
this data here, maybe for the first ten
records or so, Paste them somewhere out.
| | 02:10 |
Review the contents and that's it.
We simply wanted to get a random list
| | 02:14 |
here based on this entire entry.
So we added a temporary new column and
| | 02:18 |
used the rand function.
Don't need this data anymore, we'll
| | 02:22 |
Delete it.
Now, if you work with sample data, and I
| | 02:25 |
tend to do that a lot, you might not
necessarily have that need.
| | 02:29 |
But here's another example.
I need to generate some random numbers here.
| | 02:33 |
But they all need to fall within a
certain range.
| | 02:36 |
So I could select all these cells at
once.
| | 02:38 |
A companion function to rand is called
randbetween.
| | 02:42 |
Equal randbetween, left parenthesis.
I want all these numbers to fall between
| | 02:50 |
100 and 10,000.
And because I've selected all these cells
| | 02:58 |
at once, I'll simply press Ctrl+Enter,
and we'll have a random number in every
| | 03:02 |
case here.
A whole number between 100 and 10,000.
| | 03:07 |
That's inclusive, so possibly those two
numbers could turn up in our list.
| | 03:11 |
And there we are, columns get readjusted.
Now, remember, they are dynamic, and so,
| | 03:15 |
for example, if I go to another cell, and
just type in a number or something, or
| | 03:18 |
make a change, as soon as I press Enter.
All of these numbers will change.
| | 03:24 |
So at some point here, if you say, well,
I want them to, to freeze, in other
| | 03:27 |
words, let's not allow them to change
anymore.
| | 03:30 |
A quick way to adjust this, and you may
have seen this In an earlier movie is
| | 03:33 |
highlight this data.
And then with the right mouse button,
| | 03:37 |
simply Drag this temporarily elsewhere
and then right back on top of itself.
| | 03:41 |
So, I'm going to slide this into column S
and then slide it right back on top of
| | 03:45 |
the data.
But I'm using the right mouse button
| | 03:48 |
here, dragging the data rightward, then
leftward, letting go of the right mouse button.
| | 03:53 |
Copy Here as Values Only.
So, if we've taking those random numbers
| | 03:56 |
that were generated by the RAND between
function and simply turn them into pure values.
| | 04:02 |
So, that's a set of random numbers for
these entries.
| | 04:05 |
Now, similarly, if you need to set up
some random dates, I want some dates in here.
| | 04:10 |
I'm setting up some sample data.
It might be quite a few, too.
| | 04:12 |
I want them to all fall within this date
range, right here.
| | 04:17 |
And so, you haven't necessarily formatted
this just yet, but you could have, certainly.
| | 04:21 |
But, let's say we got a chunk of numbers
here, and here too.
| | 04:24 |
And by the way, this example we could be
doing this across multiple columns.
| | 04:28 |
It's not restricted to a single column.
Equal randbetween, in this example we
| | 04:33 |
want all of our results to fall between
the range represented by January 1st,
| | 04:38 |
2012, and also the other date.
Now, we want all these functions to be
| | 04:44 |
referring to U2, so we want that to be an
absolute address, so we'll press the
| | 04:48 |
function key, F4, Comma.
And the top entry or the highest entry,
| | 04:52 |
will be the entry from cell U3.
We'll press F4 to make that an absolute address.
| | 04:58 |
And we can simply press Ctrl+Enter here.
And we've got a bunch of random dates
| | 05:02 |
that fall within this range.
Now, once again, these are still active,
| | 05:07 |
meaning they will change, if we made
changes to the worksheet.
| | 05:11 |
So, if they pair to fit your needs, now,
some people might say, well, gee, there's
| | 05:14 |
a bunch of Aprils there, can we somehow
change this?
| | 05:17 |
Well, you can press F9 to regenerate them
all, that's one way.
| | 05:20 |
Or go to an empty cell and type Space and
Enter, something like that.
| | 05:24 |
As we do this now, we got a different
set.
| | 05:26 |
Sometimes, you don't like the results of
these random calculations, you want
| | 05:30 |
something a little different.
So, just press F9, if that looks
| | 05:33 |
reasonable to you, highlight the data and
once again, with the right mouse button.
| | 05:38 |
This time we'll drag it rightward and
then right back on top of itself using
| | 05:41 |
the right mouse button.
Copy Here as Values Only.
| | 05:46 |
So we've generated a bunch of random
dates that fall between these two dates,
| | 05:49 |
and we don't need to keep those there
anymore.
| | 05:52 |
We could get rid of them if we wished.
So we've seen the RAND function and then
| | 05:56 |
RANDBETWEEN allow us to generate random
numbers, and maybe more important, and
| | 06:00 |
more common use might be.
Simply to use as a vehicle for sorting
| | 06:05 |
data, to put it in random order.
| | 06:07 |
| | Collapse this transcript |
| Converting a value between measurement systems with CONVERT| 00:00 |
If you worksheet data from different
countries, or you're simply working with
| | 00:03 |
data and you need to convert between
different measuring systems.
| | 00:08 |
The function you want to be using is
Convert.
| | 00:10 |
It's actually not a math function if
you're looking in the Formulas tab in the
| | 00:14 |
ribbon for this.
You'll find it under the heading, More
| | 00:18 |
functions, and then under Engineering,
and there it is called Convert.
| | 00:22 |
The description converts a number from
one measurement system to another, and
| | 00:26 |
it's quite extensive.
A few simple examples we'll start with
| | 00:30 |
here, 190 kilometers.
How many miles is that?
| | 00:34 |
Equal convert.
Here's the value in question comma, note
| | 00:38 |
the popup tip below from unit and to
unit.
| | 00:42 |
Two different entries following this.
And the popup list here is huge, its over
| | 00:46 |
102 different choices here.
Though oddly enough if you look through
| | 00:51 |
this, you will not find kilometer.
But you will find and this would not be
| | 00:55 |
the fastest way to do this but you do see
in the list here, for example, meter.
| | 01:01 |
We could certainly type this faster.
But we could Tab this into place, then
| | 01:05 |
put a K in front of it.
So, second time around, you'll probably
| | 01:08 |
just type km, comm, miles, we could pick
it out of the list, or simply type it,
| | 01:12 |
you'll see it in there as well, too.
Notice that the popups here are now limited.
| | 01:18 |
In other words, we don't see the complete
list of 102 of them.
| | 01:22 |
But we do see miles, so, there's a
certain amount of context sensitivity
| | 01:26 |
about what the first unit is, the from
unit.
| | 01:30 |
Because it alerts us to the possible
entries we might want.
| | 01:33 |
We could certainly override this and type
in something different if we knew what it was.
| | 01:36 |
But in this case, maybe we'll just click
Statute Mile here, and press Tab.
| | 01:41 |
And find out how many miles that 190
kilometers is, and it's 118.1.
| | 01:47 |
And similarly, going the opposite
direction, we could do this here.
| | 01:50 |
What I might do here is just use the Ctrl
key.
| | 01:53 |
Drag this down to here, Copy it.
Obviously, it's not the correct answer
| | 01:57 |
yet, but just reverse the order of these.
So I'll make this one be mi, and this one
| | 02:02 |
to the right to be km.
Get rid of the I, and we will have a
| | 02:06 |
number of kilometers that, that 95 miles
represents.
| | 02:12 |
And, similar here with Celsius, and here
too, as you're typing these you might
| | 02:15 |
forget unless you use these frequently as
to what code to use.
| | 02:20 |
So, for example, for Celsius, are you
going to type cel, or is it found in here somewhere?
| | 02:24 |
You won't find it easily, necessarily,
but there it is.
| | 02:27 |
It's simply the letter C, we can use
there.
| | 02:30 |
Now, you can tab it in or type it, comma,
and you can of course guess the other one
| | 02:34 |
would be F, and it is case sensitive.
So you want to be careful with the upper
| | 02:38 |
and lower case.
Some of these will work either way, some
| | 02:41 |
will not.
So 37 degrees Celsius, perhaps a lot of
| | 02:45 |
you know is 98.6 Fahrenheit, body
temperature.
| | 02:48 |
Now, if I make this a small f will this
work?
| | 02:51 |
It could stand for something else.
And it doesn't apply at, at all here.
| | 02:55 |
Off to the right in columns G and H and
then J and K, I've indicated just a few
| | 02:59 |
of these but this is by no means
extensive and not the complete list.
| | 03:04 |
The ones you'll find yourself using
frequently you'll probably remember but
| | 03:08 |
here are a few of em to use.
So this is very handy when you're working
| | 03:11 |
with different measuring systems and you
need to make conversions by way of this
| | 03:14 |
Convert function.
| | 03:16 |
| | Collapse this transcript |
| Using the powerful AGGREGATE function to bypass errors and hidden data| 00:00 |
When you're trying to get summary
information out of large amounts of data,
| | 00:04 |
sometimes a single cell problem can cause
formulas not to work.
| | 00:08 |
In this worksheet, we're interested in
the sales for column B for 2012.
| | 00:13 |
And we click column B.
We're not even using formulas, but we are
| | 00:16 |
getting some good information down here
at the bottom of the screen, that's handy.
| | 00:20 |
We're interested in the total maybe,
almost 8.9 million.
| | 00:24 |
And you have control over what's
displayed here, simply by right clicking
| | 00:27 |
you can check or uncheck some of these
choices in this section right here.
| | 00:32 |
But we're also in sales for 2013.
So we'll click column C, and be
| | 00:37 |
disappointed in contrast because we're
not seeing nearly as much information here.
| | 00:42 |
So, why is this?
As we scroll down column C here,
| | 00:45 |
eventually we encounter an error.
Now, how many other errors are there like
| | 00:50 |
this in here?
Different kinds of errors too, possibly.
| | 00:53 |
Maybe division by zero, some others, that
sort of thing.
| | 00:56 |
We might have tens of thousands of rows.
It sure will be great if we could ignore
| | 01:00 |
those cells and come up with some totals.
And as we write a formula here, we can
| | 01:04 |
certainly write a formula for column B
using the Home tab, for example, the
| | 01:08 |
AutoSum button.
We can easily come up with totals for
| | 01:12 |
column B, that's great.
We'll try this on column C.
| | 01:16 |
There's AutoSum, put column C.
But it doesn't work, in the same way that
| | 01:20 |
it didn't work from the (UNKNOWN) Status
bar either.
| | 01:22 |
But fortunately, there is a function
called Aggregate.
| | 01:26 |
Now, if you had heard about this function
or heard it's name, or maybe you clicked
| | 01:29 |
the Formulas tab and happened to discover
it in the Math and Trig group, here.
| | 01:34 |
Aggregate, look at the description,
returns an Aggregate in a list or database.
| | 01:38 |
That really doesn't tell us a whole lot,
does it.
| | 01:40 |
But it's just the function we need right
here, equal AG immediately we see it.
| | 01:45 |
We can just press Tab to pop it into
place, then we see a list of 19 numbers
| | 01:49 |
followed by various statistical measures.
Certainly for many people the most common
| | 01:55 |
ones will be sum, that's number nine, one
or average.
| | 01:59 |
So if we want a sum in this case, we'll
simply put in a 9, then a comma, and then
| | 02:03 |
we get another list of seven entries
here.
| | 02:07 |
And recognize that the sixth one, ignore
error values, is exactly what we want here.
| | 02:13 |
There's also one for ignoring hidden
rows, not for hidden columns though, and
| | 02:17 |
number seven here covers both hidden rows
and error values.
| | 02:21 |
We only need in this case six.
So we could use six or seven.
| | 02:24 |
I'll just use six here to ignore the
error values.
| | 02:27 |
Comma, and then the range that we're
looking at, in this case column C.
| | 02:32 |
There it is right there.
Enter, and so that's the total for column C.
| | 02:37 |
We'd probably format it like this up
here.
| | 02:39 |
Simple, drag with the right mouse button
down here, copy the format.
| | 02:43 |
So that really takes care of what we need
here.
| | 02:45 |
Now, ultimately of course, we do need to
clean up Column C, but it does allow us
| | 02:48 |
to come up with totals and ignores the
empty cells.
| | 02:52 |
Now, let's do something a little bit
different in columns I and J, and let's
| | 02:55 |
also pretend for the moment, that we're
in a totally different workbook.
| | 03:00 |
So, I'll simply hide the columns to the
left by dragging across, then right-click
| | 03:04 |
and hide.
And now we're simply looking at this data.
| | 03:08 |
In J17, there's a total for the moment
it's accurate.
| | 03:13 |
But, what if before printing this list,
we want to hide a couple of the rows.
| | 03:18 |
We just don't want to show the data for
Larry Wood and James Abbott.
| | 03:21 |
Maybe they just left.
But their names are still on the list,
| | 03:23 |
something like that.
So we'll drag across these two rows and
| | 03:26 |
I'm going to right-click and hide.
And as I do, keep an eye on that total,
| | 03:31 |
the 577,000 that we see below the list,
it stays the same.
| | 03:36 |
And so, if we were making a presentation
or if we printed this, some sharp-eyed
| | 03:40 |
observer might say, you know, I don't
think those numbers add up to 577,000.
| | 03:45 |
What's going on here?
Well, we do want it to add up to the
| | 03:47 |
appropriate amount.
Oddly enough, if you drag across these,
| | 03:51 |
you will see a correct total in the
Status bar, it's 489,800.
| | 03:56 |
That's the number we really want to see
here, and the sum function is not giving
| | 04:00 |
us that total.
But of course, Aggregate will.
| | 04:04 |
Once again, type equal AG, that's good
enough.
| | 04:06 |
You can tab in a remainder here.
This time, we want to do a sum, it's a
| | 04:10 |
nine, then comma, we want to ignore the
hidden rows.
| | 04:15 |
That's Option five.
Five comma, and the data we're looking
| | 04:19 |
at, the data right here.
And as I press Enter, we're not going to
| | 04:25 |
be seeing 577,000 anymore.
We will see the correct total, 489,800,
| | 04:29 |
that we had seen previously when we
highlighted these cells, down in the
| | 04:33 |
status bar.
So the aggregate function has at least
| | 04:37 |
two great tools, one we just saw here for
not counting the data in hidden rows.
| | 04:43 |
And previously and perhaps more powerful,
the idea we want to add up or tabulate
| | 04:47 |
data and ignore the errors that exist
there.
| | 04:51 |
So the aggregate function covers both of
those capabilities.
| | 04:54 |
| | Collapse this transcript |
| Using the ROMAN and ARABIC functions to display different numeral systems| 00:00 |
A function that has been around for a
while in Excel is called Roman, and it
| | 00:03 |
simply translate Arabic type numerals.
For example, like the ones we've seen in
| | 00:08 |
column A, also in column C, we're
converting these into Roman numerals.
| | 00:13 |
So in cell D2, we see how this is working
equal Roman.
| | 00:17 |
I have accentuated this by making the
entries here in Times New Roman font, to
| | 00:21 |
suggest ancient Roman days, but that's
not critical.
| | 00:25 |
And for the most part this feature isn't
critical, but it does come in handy at
| | 00:28 |
times for special kinds of titles.
You want to display things this way,
| | 00:33 |
Super Bowls, that sort of thing.
And for years we've had this roman
| | 00:37 |
function, but occasionally perhaps user
community is saying give us a function
| | 00:41 |
that translates these into arabic
numbers.
| | 00:45 |
And by the way, if you are working with
roman numerals, here's a 3999.
| | 00:49 |
That's the highest value that can be
handled by way of this technique.
| | 00:54 |
If we drag this down into the next cell,
we get an error.
| | 00:58 |
So Roman can only the numbers 1 through
3999.
| | 01:03 |
Let's take the case of some numbers here.
Now, I just typed these in, somewhat
| | 01:07 |
randomly and I know that if I were really
putting a number here.
| | 01:12 |
I'm trying to type in, for example a 46,
a 47, something like this.
| | 01:16 |
I think a lot of you know, this would not
be the correct way to do it.
| | 01:19 |
But let's take a look at this function
called Arabic.
| | 01:21 |
The new function in Excel 2013 looking at
this value right here and what do I get.
| | 01:27 |
It comes up with a 46 now.
If you had a 46 and you asked Excel to
| | 01:31 |
come up with a roman numeral equivalent
of this, it would come up with a concise
| | 01:35 |
answer, not the one that you see in
column F.
| | 01:41 |
So oddly enough, it takes all most any
combinations of Xs, Ls, Is, Vs, Cs, Ds,
| | 01:44 |
all the Roman numerals you may or may not
be familiar with.
| | 01:49 |
And it makes an attempt to translate
them.
| | 01:51 |
So even though these are not the standard
way, I'll copy these down, and then just
| | 01:54 |
for comparison, let's see what the Roman
numeral equivalent of those will be.
| | 01:59 |
And in all these cases here it's somewhat
more concise.
| | 02:02 |
actually those are different, but we come
up with the same answer.
| | 02:05 |
If you type in a number like this, that
represents 5,000.
| | 02:10 |
Now we saw earlier how we have a limit of
399, what does the Arabic function do here?
| | 02:16 |
It actually gives us an answer.
On the other hand, if we were trying to
| | 02:19 |
convert this into Roman numeral display,
here's the Roman function and we see
| | 02:22 |
what's happening there.
It's a little bit strange on how it
| | 02:26 |
handles those borders, but not a heavy
duty function and most people don't use
| | 02:30 |
it for anything too sophisticated.
Mostly for titles, but it does come in
| | 02:35 |
handy and we do have a new function in
Excel 2013 called Arabic that allows us
| | 02:39 |
to translate those Roman numerals into
Arabic type numbers.
| | 02:44 |
| | Collapse this transcript |
|
|
8. Date and Time FunctionsUnderstanding Excel date/time capabilities in formulas| 00:00 |
One of Excel's most powerful features is
it's ability to handle date and time arithmetic.
| | 00:05 |
When you're working with date data, it's
important to know how much time has
| | 00:09 |
elapsed between certain dates.
And sometimes it's a question of actual
| | 00:13 |
days elapsed, sometimes it's a question
of hours, minutes, and seconds.
| | 00:18 |
Excel can handle nearly all of those
situations beautifully.
| | 00:21 |
Behind the scenes is something you should
know just a little bit about.
| | 00:24 |
Is the fact that every date from 1900
onward, until the year 10,000 has a value
| | 00:29 |
associated with it.
Here's a date here in cell D1, do we
| | 00:34 |
really care what the date value behind
the scenes is?
| | 00:38 |
Probably not most of the time.
If you do click the Comma button on the
| | 00:41 |
Home tab, you can see what that date
number is, but that's not really
| | 00:45 |
something we need to do very often.
But it does set the stage for
| | 00:49 |
understanding what's happening here when
we're working with date and time math.
| | 00:55 |
And so if we're tracking, for example,
the starting date and the ending date of
| | 00:58 |
a piece of equipment that's been around
for awhile.
| | 01:02 |
We want to know how many days it was in
operation.
| | 01:05 |
So, we'll subtract the two dates.
Now we don't really care what the values
| | 01:09 |
are in the background, we care that they
are there, but that allows this math to
| | 01:12 |
work properly.
Equal This cell, which has some value
| | 01:16 |
like 39,000, 40,000, something like that.
We don't know.
| | 01:21 |
Minus the value of this cell.
How many days was this piece of equipment
| | 01:25 |
in operation?
And press Enter, 2321 days.
| | 01:29 |
A different kind of scenario here.
We installed a piece of equipment on May
| | 01:32 |
15th, 2013.
It's got a lifespan of 1500 days.
| | 01:37 |
When will be its last day in operation if
this is typical?
| | 01:40 |
Equal our starting date, plus 1,500 and
there's our answer.
| | 01:46 |
June 23rd of 2017.
Here's another date here.
| | 01:50 |
We simply want to know the date 90 days
before and 90 days after.
| | 01:54 |
Simple subtraction in the first case
equal, the date in question minus 90.
| | 02:01 |
And so that was February 12 of 2013, 90
days later than our date equal that date
| | 02:07 |
plus 90.
Something else you need to know about
| | 02:12 |
datse is that there is an arbitrary
split.
| | 02:14 |
And you wouldn't necessarily encounter
this unless you happen to be using dates
| | 02:18 |
in the 20s and 30s.
Give an example here.
| | 02:21 |
Maybe you're dealing with the age of
retirees or social security recipients,
| | 02:24 |
something like that, maybe it's the age
of a building.
| | 02:28 |
So, I'm going to type in an entry here of
December 13, 1930.
| | 02:32 |
I'm typing a 30 and that's the way it
gets displayed.
| | 02:35 |
I typed a 30, now, how about one year
before that?
| | 02:38 |
December 13th 1929, I'd probably type it
this way.
| | 02:43 |
But that's 2029.
So what's going on here?
| | 02:46 |
For the last few versions of Excel and
perhaps maybe one more, the split is at
| | 02:52 |
30 and 29.
And that means anytime you type a two
| | 02:56 |
digit year from 30 through 99.
Excel automatically assumes that it's in
| | 03:01 |
the previous century, in the 20th
century, like this number here.
| | 03:06 |
If you use a year from 0 through 29,
Excel assumes you mean this century.
| | 03:12 |
Now, if you're working with any kind of
data where there's a potential source of
| | 03:16 |
confusion, type four-digit years.
And usually that eliminates any potential
| | 03:20 |
problem that you might have.
Either in the next version of Excel or
| | 03:25 |
the one after that, Microsoft is likely
to move this split line to be at 39 and 40.
| | 03:31 |
And for the most part, it's not a big
issue, but just be alert to that concept.
| | 03:35 |
Now, we can also work with time
arithmetic and time is about the unit 1
| | 03:38 |
refers to a day.
And within that, we've got decimal
| | 03:42 |
equivalents for different hours in the
day.
| | 03:45 |
If we were to look at this in it's pure
number form, it's almost 8:00, that's
| | 03:49 |
about a third of the day, if we were
trying to see the number behind the scenes.
| | 03:54 |
And I would emphasize, we almost never
really need to do this, but just for the
| | 03:58 |
record, that's going to be about .31,
.32, maybe something of that nature.
| | 04:04 |
I'll click the comma button up here
temporarily to display it differently and
| | 04:07 |
you see it that way.
So, that's almost a third of a day that
| | 04:10 |
would be eight am to be exactly on the
money there 0.3333.
| | 04:14 |
Let me undo that and emphasize the idea
here that we want to track the amount of
| | 04:19 |
time elapsed between someone who checked
in at 7:53 A.M.
| | 04:24 |
and checked out at 4:47 p.m..
In both of these cases, we could have put
| | 04:30 |
in the time differently, simply by typing
just the pure numbers in the so called,
| | 04:34 |
24 hours style.
So, for the AM entry nothing unusual, 7
| | 04:39 |
colon 53 for the PM entry we'll use 16
colon 47.
| | 04:45 |
Now all these entries are equally
acceptable.
| | 04:47 |
But the key idea now is to track the time
elapsed, equal the later time minus the
| | 04:52 |
earlier time.
And we get an answer like this.
| | 04:57 |
Now, there will be times when you
subtract the two where you actually do
| | 05:00 |
see an AM or a PM in there.
And you want to change the format.
| | 05:05 |
Are we going to get the same thing over
here?
| | 05:07 |
Probably the same.
If you do see an AM or a PM., and you
| | 05:09 |
wouldn't want that in this case, simple
right click, go to format cells, you can
| | 05:13 |
also get here by way of Ctrl +1.
Sometimes you'll make the change to be 13:30.
| | 05:21 |
If it is displaying AM/PM and it's
inappropriate, you'll make that second choice.
| | 05:26 |
And sometimes that pops up a little bit
unexpectedly.
| | 05:29 |
So, we see how much time is elapsed here.
Now, what if you say, well, this person
| | 05:33 |
took 45 minutes for lunch,we want to
track the actual working time.
| | 05:37 |
How would we make a change here?
I think a lot of you would find this surprising.
| | 05:41 |
To subtract 45 minutes, we put in minus
and then in double quotes 0 colon 45,
| | 05:46 |
double quote.
So, now we're likely to see 8 hours and 9 minutes.
| | 05:52 |
That's exactly what we get here.
Once again, here's what the formula looks like.
| | 05:56 |
So, we can work with dates and times in a
variety of different ways.
| | 06:00 |
And look at the entry below this.
We've got a piece of computer and control
| | 06:03 |
equipment that went down at 6 PM on
November 17th.
| | 06:07 |
It went back up an operation again at
3:40 PM, a few days later.
| | 06:12 |
How much time has elapsed?
Well these are not in date-time format so
| | 06:15 |
let's make the enter here.
And we can make these together.
| | 06:19 |
In other words, we can put in date and
time together.
| | 06:22 |
So, in cell G5 here I'm typing 11 slash
17 slash 13 that's the date, then a space.
| | 06:31 |
And I would either type now 18 colon 00,
6 colon 00 space PM.
| | 06:38 |
Or to make it even faster, how about 6
space P?
| | 06:41 |
That does work.
And for this entry here, we put in the
| | 06:44 |
date first just like we did previously.
11/20/13 space, we can either type 3:40
| | 06:51 |
space p, or possibly 15:40, either way.
Now we have two times here, that we can subtract.
| | 06:59 |
Now they do cross multiple days and
without knowing exactly what the answer is.
| | 07:04 |
It looks like it's almost three days so
We're expecting to see a number perhaps
| | 07:09 |
near 72, something like that.
Equal the later time minus the earlier
| | 07:13 |
time, and unfortunately we get an answer
like this.
| | 07:17 |
Now, even if we saw a time, it might be
of an issue.
| | 07:20 |
Is that an acceptable answer?
It actually is okay, in one sense it's
| | 07:24 |
2.9 days,but we probably would want to
display this as a time.
| | 07:29 |
How many hours is that?
About 70 hours or so, something like that.
| | 07:32 |
Pressing Ctrl+1 or doing a right-click
Format Cells, we'll go to the Time
| | 07:37 |
category on the Number tab and choose
13:30.
| | 07:42 |
And when we do this we're likely to be
disappointed, that is not the correct answer.
| | 07:46 |
When you are dealing with times that
extend over a 24-hour period, you have to
| | 07:50 |
make a formatting adjustment here.
This isn't one of Excel's finer moments,
| | 07:55 |
although it is easy to correct.
This time we'll do a right-click, go
| | 07:59 |
right into Format Cells, and on the
Number tab here, we choose Time.
| | 08:04 |
But who would ever guess that we choose
the option here that has the 37 in it.
| | 08:08 |
Now when you do click that and you've got
the appropriate cell highlighted.
| | 08:13 |
There's the preview up above that shows
the answer that we're about to see 69
| | 08:17 |
hours and 40 minutes.
Now, in this display also it might have
| | 08:22 |
seconds in there that we don't really
need.
| | 08:24 |
So, if you don't want that, jump over to
custom take out the seconds and all the
| | 08:28 |
remaining character out there.
So, this is a bit of a runaround to get
| | 08:33 |
here, but at least we have this
capability.
| | 08:35 |
And when you see the H within brackets,
that means that it can handle hours over 24.
| | 08:41 |
Every time I see this I think there
should be a better way to do this, but
| | 08:44 |
nevertheless it does work, and that's the
answer that we would want.
| | 08:49 |
The key idea of course is we are able to
subtract times across multiple days.
| | 08:54 |
And you saw in these previous examples
different ways to handle date and time
| | 08:59 |
issues in Excel.
| | 09:01 |
| | Collapse this transcript |
| Using TODAY and NOW functions for dynamic date/time entry| 00:00 |
When you're working with dates and times,
it's not uncommon to want to have the
| | 00:03 |
current date and the current time.
And they're two different ways to use
| | 00:07 |
these capabilities.
If you simply want to type today's date,
| | 00:11 |
you don't have to really type anything.
Use the keystroke shortcut, Ctrl + semicolon.
| | 00:17 |
Now, at the time of this recording, it's
April 17th in 2013, so that's what we get.
| | 00:22 |
Now, if I close this file open it a few
days later, that date is going to stay
| | 00:25 |
the same, it will not change, unless we
type something different in that cell.
| | 00:30 |
If we want the current time, it's Ctrl +
shift + semicolon.
| | 00:35 |
So these two shortcuts are simply
shortcuts for typing in the complete
| | 00:39 |
entry, and they're really handy at times.
Now, sometimes you want today's date to
| | 00:44 |
be like a moving target, or you might
want to use it as a date time stamp.
| | 00:50 |
To put in the current date simply type
equal today, left parenthesis, and Enter.
| | 00:55 |
Now for the moment those two look
identical, but if we Save this file and
| | 00:59 |
open it tomorrow, it will pick up the
date off the system clock and read 4/18/2013.
| | 01:07 |
If we want to put in time as a dynamic
entry, we type =NOW(.
| | 01:11 |
This gives us more than time, it gives us
date and time, and certainly, nothing
| | 01:16 |
wrong with that.
If you did want to display just the time
| | 01:21 |
here, I take advantage of the keystroke
shortcut, Ctrl + Shift @ sign will
| | 01:25 |
display it in a.m., p.m., style.
You can certainly explore other ways to
| | 01:30 |
display this, too.
But, in this example here, with the
| | 01:34 |
function called NOW, and in the example
up above, in the function called TODAY,
| | 01:38 |
these two functions always get updated
when you open and close these files.
| | 01:45 |
And as you're working with a file, this
time actually will change, provided
| | 01:48 |
you're making data entries and changes in
other cells.
| | 01:51 |
In a few minutes from now, we might check
back and see that, that number will have changed.
| | 01:56 |
That's not the real purpose for why we're
using this, but sometimes we do need this
| | 02:00 |
in calculations.
In column C, we've got some due dates,
| | 02:05 |
not further identified but we need to
know how much time exists between today's
| | 02:10 |
date and these due dates.
And right now it's April 17th for me, but
| | 02:15 |
I want to be able to open this file in a
few days or next week, and have this
| | 02:20 |
number always be accurate.
And so I want today's date to be stored
| | 02:26 |
in here, and used in this formula in a
way that's dynamic.
| | 02:30 |
Equal this due date, which is right here,
minus today.
| | 02:33 |
In this case, we do need to type both
parentheses.
| | 02:37 |
So, right now, from my vantage point of
April 17th, and we do get answers like
| | 02:41 |
this sometimes and it does throw us.
What we need to do is quickly turn this
| | 02:46 |
into a value.
And you can use the comma button here,
| | 02:49 |
that's one way to do it.
You don't need the decimals, really.
| | 02:52 |
Another way is to use general format,
that's Control + Shift + Tilde.
| | 02:57 |
Perhaps that's a faster way, maybe better
way.
| | 03:00 |
And so this is the number of days between
my today, right now, April 17th, and July 22nd.
| | 03:07 |
When I Save this file, if I open it a
week from now, that's going to be 89 days.
| | 03:13 |
In other words, we're using today as a
moving target.
| | 03:16 |
And we can do the same thing when
necessary with times as well.
| | 03:19 |
And by the way, that now reads 1:14.
This adjusts as we work with the worksheet.
| | 03:25 |
But both of these can be used, and you'll
see examples in later movies, how we
| | 03:29 |
actually use today as part of a
calculation for calculating an
| | 03:32 |
anniversary date.
You can also do those with birthdays.
| | 03:37 |
And so it's important sometimes to enter
dates in a dynamic way using either the
| | 03:41 |
TODAY function for dates only, or
possibly the NOW function, which gives us
| | 03:45 |
the capability of displaying these as
dates or times.
| | 03:51 |
And they're both handy tools in working
with dynamic data.
| | 03:54 |
| | Collapse this transcript |
| Identifying the day of the week with WEEKDAY| 00:00 |
It's important when working with some
kinds of data to know day of the week.
| | 00:04 |
You're analyzing sales or orders or
shipments.
| | 00:08 |
Why do we get more orders on Wednesdays?
Or why are we doing more shipping on Fridays?
| | 00:13 |
Sometimes we want to know these things.
And pulling out the day of the week from
| | 00:17 |
a day, is done with the Weekday function,
Equal Weekday.
| | 00:21 |
So in column B here in this worksheet
called weekday, we're looking for the
| | 00:25 |
weekday of this first sale date and then
eventually all the entries in column A.
| | 00:31 |
The answer we get here first is not
exactly the one we would have expected or
| | 00:34 |
hoped for.
Its certainly not wrong, in fact it tells
| | 00:38 |
us indirectly that that's Monday.
1 is Sunday, 2 is Monday and so on.
| | 00:44 |
We'd probably like to display this
though, so that it says Monday or Mon,
| | 00:47 |
either way.
If we right click and go into format
| | 00:51 |
cells here, we can simply on the Number
tab in Format Cells dialog box go to the
| | 00:56 |
category, Custom and either put in three
D's.
| | 01:02 |
Now, if I type this right here, you'll
see immediately how it will be displayed.
| | 01:06 |
See up above, Mon.
That could be fine.
| | 01:08 |
If you want a full day spelling, use four
D's.
| | 01:11 |
There we see the Monday in the preview.
So we could do that.
| | 01:15 |
Then double-click to copy this down the
column, and we see all the different days
| | 01:18 |
of the week when these items were sold.
Now, sometimes you want to extend this a
| | 01:23 |
bit further and make some controls.
Possibly one approach to this would be
| | 01:27 |
data validation, and that's not a bad
idea for column G here.
| | 01:32 |
But we're making sure here, that the
shipping dates that were sometimes put in
| | 01:36 |
in an arbitrary way, do not include
Saturdays and Sundays.
| | 01:41 |
We don't do shipping on those days.
So, let's use the same function here, and
| | 01:45 |
since this is immediately adjacent to our
data, we could simply copy this formula
| | 01:49 |
to the right using Ctrl+C.
Pop over here, Ctrl+V that's one way to
| | 01:54 |
do it.
We've got an answer.
| | 01:56 |
That's a Wednesday.
Double-click, whoops, we got a Sunday, we
| | 01:59 |
got a Saturday, we got a Saturday.
We'd like to screen those out, and what
| | 02:03 |
we ultimately want to see here in column
G is and adjusted date wherever appropriate.
| | 02:09 |
So, we can use if function here to check
for the weekday.
| | 02:12 |
So, I'll start off by simply saying, if
the weekday of F2 equals 1.
| | 02:19 |
That means if it's a Sunday.
What do we want to do with that day?
| | 02:24 |
We want to take this date and add one to
it.
| | 02:27 |
Comma.
Now, if that's not true, then we want to
| | 02:31 |
check to see if the weekday of that cell,
F2 is equal to 7, that's Saturday.
| | 02:39 |
And if it is, comma, we want to subtract
1 from that day, in other words, we'll
| | 02:43 |
bump it back to the previous Friday.
So, in that case, we want to do a subtraction.
| | 02:49 |
Now, when that's not true, the only
weekdays that we have left are the valid ones.
| | 02:53 |
And so in those cases, we'll use the same
date that we actually see there, the one
| | 02:57 |
in F2.
So, right parenthesis to close the second
| | 03:01 |
if, another right parenthesis for the
first one.
| | 03:04 |
This should get adjusted.
Our adjusted shipping date in the first
| | 03:07 |
example will not change because it was a
Wednesday.
| | 03:10 |
Now, what we really want to do here
though is display the new date.
| | 03:14 |
So next thing to do would be to copy this
format over here.
| | 03:17 |
One of a number of different ways to do
this is using the Right Mouse button,
| | 03:21 |
drag any edge of this cell rightward and
copy here as format only.
| | 03:27 |
So that's the valid date, it's going to
stay the same.
| | 03:29 |
The next one should jump to the 25th and
that's what happens.
| | 03:34 |
The next one's okay.
This one here is going to go back to
| | 03:36 |
March first, as we said on the Saturday
entries we take them back one.
| | 03:41 |
And so you can see how that's playing
out, then I'll double click to copy it downward.
| | 03:45 |
The weekday function used along with the
if function allows us to make a check,
| | 03:49 |
and take any of those Sunday dates, turn
them into Monday dates, and turn the
| | 03:52 |
Saturday dates into Friday dates to make
these adjustments.
| | 03:58 |
There we are.
And so, the weekday function is a
| | 04:01 |
powerful tool for letting us analyze day
of the week type information in calculations.
| | 04:08 |
| | Collapse this transcript |
| Counting working days with NETWORKDAYS| 00:00 |
When you're tabulating differences
between dates, sometimes you want to not
| | 00:04 |
include weekends.
For example, we've got some projects
| | 00:07 |
listed in column A, their starting dates,
and their ending dates in column B.
| | 00:12 |
A simple subtraction of these two does
give us a date difference, but it's
| | 00:16 |
counting all days.
And so, as we zoom in on this, and write
| | 00:20 |
a formula in cell C2.
If we want to know the number of days
| | 00:24 |
between these two, it's equal the later
date minus the earlier date.
| | 00:28 |
It's 126 days.
But we don't want to count the weekends,
| | 00:32 |
let's say.
Maybe it's a 5-day week operation, we
| | 00:34 |
don't work weekends.
What we really want to do here is
| | 00:37 |
calculate the number of working days.
And the function is Networkdays.
| | 00:42 |
And since that is a long entry, let's
choose this.
| | 00:45 |
And by the way, recognize that there is
an option a related function called
| | 00:49 |
International that allows us to have
different weekend days in question.
| | 00:55 |
Maybe they're not, throughout the world,
Saturdays and Sundays only.
| | 00:58 |
And they aren't.
So that gives us some capability there.
| | 01:00 |
But we'll use Networkdays, and as soon as
we find it, we can just tab it into place.
| | 01:05 |
The starting date, we put in first.
That's in A3 comma, the ending date here.
| | 01:09 |
We're not counting Saturdays and Sundays.
It's only 91 working days.
| | 01:14 |
Now, over in column E, we've got our
holidays listed throughout this time
| | 01:18 |
frame, too.
I'm simply going to copy this formula downward.
| | 01:23 |
For the moment it's the same, but let's
say we don't want to count those holidays.
| | 01:27 |
There is an option to follow the end date
comma to put in the holidays.
| | 01:31 |
Now we can either highlight the
appropriate holidays but it doesn't hurt
| | 01:33 |
to highlight more than are necessary.
So we'll just do that, that's fine.
| | 01:37 |
It covers the dates in question.
So instead of 91 days, looks like we got
| | 01:41 |
3 holidays in there.
So it's 88 days instead.
| | 01:45 |
You've gotta have this list nearby in
order to refer to it.
| | 01:48 |
We've got some similar examples down here
that extend across the next year, and
| | 01:51 |
that's fine as long as your holidays are
covered there as well too.
| | 01:56 |
So in the example here, we'll copy this
downward, then make an adjustment to the
| | 01:59 |
holiday reference instead of those cells
here.
| | 02:03 |
Again, we could possibly highlight them
all or just the relevant ones and that
| | 02:06 |
would be these right down here as we
slide across, there we go.
| | 02:10 |
And we do the same kind of thing here.
Something I want to point out though what
| | 02:15 |
if we are looking at data within the same
week and we will see how this is done.
| | 02:22 |
So let's, for example, and we could
actually use this date here.
| | 02:25 |
I'll pull it down here using the Ctrl
key, and that's a Monday.
| | 02:28 |
So over here I'll put in the Friday
entry.
| | 02:31 |
First, we'll just drag it to the right,
make it a little bit simpler.
| | 02:34 |
That's actually the Tuesday.
And so the 10th is Friday.
| | 02:39 |
So what's the number of working days
there?
| | 02:41 |
And we can just drag this function
downward.
| | 02:43 |
That's 5, now if you subtract the dates
and sometimes we do that equal the later
| | 02:49 |
date minus the earlier date it's 4.
So sometimes you want to be thinking
| | 02:55 |
about if you're calculating date
differences.
| | 02:58 |
If the project started at mid day on the
6th and ended at mid day on the 10th, 5
| | 03:01 |
really should be 4.
And so you have to think out those
| | 03:05 |
situations sometimes.
Network days does count the first date
| | 03:09 |
and the last date.
And many times that's appropriate and not
| | 03:12 |
a problem.
Now if you simply subtract them, though,
| | 03:15 |
sometimes you'll get one less.
And be thinking about that when you're
| | 03:18 |
using formulas that are calculating date
and time differences.
| | 03:22 |
And if you do need to use this for
international situations where the
| | 03:25 |
weekends are different, there is that
other capability that other function
| | 03:28 |
called Network Days International.
| | 03:31 |
| | Collapse this transcript |
| Determining a completion date with WORKDAY| 00:00 |
When you try to calculate a final date,
perhaps working with projects.
| | 00:04 |
You need to use the function called
Workday if you want to be able to account
| | 00:07 |
for weekends and possibly holidays.
And like it's companion Network days, we
| | 00:12 |
also have a capability here of adjusting
this to different cultures in the world.
| | 00:16 |
Where the weekends might not be Saturdays
and Sundays, it could be Fridays and
| | 00:20 |
Saturdays and some other combinations as
well.
| | 00:23 |
So simple example here of a project that
begins on May 6th 2013 at 60 days.
| | 00:30 |
If we just do simple math here, a
starting date plus a 60 day length will
| | 00:34 |
give us a completion date of July 5th.
But let's say we don't work weekends, so
| | 00:41 |
we'll use the function called Workday.
And I'll first use it in it's standard way.
| | 00:46 |
Notice that it's companion is called
Workday international, so Workday simply
| | 00:51 |
uses standard American type, English type
weekends left parentheses here.
| | 00:57 |
Here's our starting date comma, here's
the number of days and for the moment
| | 01:00 |
we're ignoring the holidays.
But we get an answer of July 29th.
| | 01:05 |
And if we do an on count for the
holidays.
| | 01:08 |
I'll simply copy this function down here,
then make an adjustment here to include
| | 01:12 |
or better yet, to not include the
holidays.
| | 01:15 |
So, we either highlight the relevant
cells or enough cells around them to get
| | 01:19 |
the idea across.
It's going to be somewhere in those.
| | 01:22 |
Enter.
And so the actual project ending date
| | 01:25 |
will be the 31st.
Because we do have a couple holidays
| | 01:29 |
within that time frame.
If we use the example here, we can
| | 01:32 |
essentially just copy this downward.
We'll get an answer here.
| | 01:36 |
Now, we would have to make an adjustment
possibly, nope, we're all set here as
| | 01:39 |
well too.
Now, what if we wanted to account for
| | 01:42 |
different weekend settings or different
days of the week kinds of settings?
| | 01:47 |
Built into Excel, but by a different
function called Workday International, we
| | 01:51 |
possibly will include a different weekend
set.
| | 01:54 |
So, let's take a look at that, Equal
Workday.
| | 01:57 |
As we start to type it immediately we see
the other choice.
| | 02:00 |
Workday international.
Tab that into place.
| | 02:03 |
Here's our starting date comma here's the
number of days comma.
| | 02:08 |
But what kind of weekend do we have, and
you'll see all that the two day
| | 02:11 |
consecutive combinations listed here.
Some parts of the world it's Friday and
| | 02:15 |
Saturday that's the weekend.
It may be based on the working
| | 02:18 |
environment here and you're not
necessarily thinking international but.
| | 02:22 |
Maybe you've got one day only.
So each day of the week is represented
| | 02:25 |
here as an option as well too.
So 17 different choices there.
| | 02:30 |
And this doesn't necessarily mean we'll
get a different answer as we, if we're to
| | 02:33 |
compare this with the simple workday
function.
| | 02:36 |
But sometimes of course, we would.
So if we're using this option right here,
| | 02:40 |
Friday, Saturday.
We can either type the seven or just tab
| | 02:42 |
that into place.
And if we don't want to include the
| | 02:45 |
holiday of course we'll highlight what we
believe to be the relevant cells that's
| | 02:48 |
probably good enough.
And enter and we get an answer there.
| | 02:52 |
But a different set of weekends if we use
the regular work day function here we
| | 02:56 |
might or might not get the same answer.
This time we've got this date, comma, the
| | 03:03 |
number of working days, comma, and the
relevant holidays.
| | 03:07 |
So we might come up with the same answer,
or we might not.
| | 03:09 |
It depends upon how the comparison
between a standard American-type weekend,
| | 03:13 |
which is Saturday, Sunday.
Versus the international setting that I
| | 03:18 |
used here For Friday, Saturday.
So, with the workday function and also
| | 03:22 |
it's companion network days.
We do have the option in these
| | 03:25 |
calculations to include different kinds
of weekends.
| | 03:29 |
But both functions are viable in the
sense that we do need to count days
| | 03:32 |
across multiple weeks and months and not
include holidays and/or weekends.
| | 03:37 |
| | Collapse this transcript |
| Tabulating date differences with DATEDIF| 00:00 |
Excel has a very viable function that
helps you calculate date differences.
| | 00:04 |
It's called DATEDIF, but there's
something very strange about it.
| | 00:08 |
If you go to the Formulas tab and take a
look at the date and time functions, you
| | 00:12 |
will not find DATEDIF.
It's not there.
| | 00:16 |
If you press the FX button which is
another way to track down functions.
| | 00:20 |
If you go into the date and time
category, you do not find date div.
| | 00:24 |
Oddly enough, if you're using the Mac
version of Excel, you will find this
| | 00:28 |
function with documentation.
So it's a bit strange.
| | 00:33 |
You'll also notice something different if
you type this function, unlike most other
| | 00:36 |
functions, and here, too, note you don't
see it in the list.
| | 00:40 |
But as we type this, if it's a normal
function, at this point, as soon as we
| | 00:44 |
put in the (.
We'll get those pop-up tips below this
| | 00:48 |
that give us some clue as to what to put
in next.
| | 00:52 |
All this does for us is confirm, in a
slightly vague way that the function
| | 00:55 |
appears to be valid, so what do we put in
here?
| | 00:59 |
We're trying to calculate the difference
between these two dates.
| | 01:03 |
If its simply a number of days difference
we can subtract the two cells and get
| | 01:06 |
there pretty fast without Datedif.
But lets show some of variations we can
| | 01:11 |
be using here.
Datedif begins by putting in the starting
| | 01:15 |
date comma and the ending date, right
here, comma.
| | 01:19 |
And then one of six different entries are
displayed over here in column E.
| | 01:23 |
Whichever one of these we use, it must be
within double quotes.
| | 01:27 |
Now, as you look at the dates there, it
represents about a three-year period.
| | 01:31 |
Not quite three years, but almost three.
If we want to display years here, double
| | 01:35 |
quote Y, double quote, Enter.
Now, it's not three years yet, so this
| | 01:40 |
calculation is just like sort of an
anniversary date.
| | 01:43 |
We could do it that way.
We actually haven't reached the date.
| | 01:46 |
We're only a few days away, about a week
away, but sometimes we want to know that.
| | 01:50 |
How many months has it been here?
We'll change that to an m and it's 35
| | 01:54 |
months, almost 36, but not quite.
It's 35 months.
| | 01:59 |
Now, the remaining three entries are all
a little bit different and they allow us
| | 02:03 |
to, in different ways, calculate the
amount of time beyond a boundary.
| | 02:08 |
So, if someone were to say, how many
months has it been since the last yearly
| | 02:13 |
anniversary, We put in YM.
How many months has it been since the
| | 02:17 |
last yearly anniversary?
Probably going ot be 11.
| | 02:21 |
Almost that third anniversary, but it's
11 months after the last anniversary.
| | 02:26 |
How many days has it been since the last
anniversary?
| | 02:30 |
That's going to be about 358 or something
like that.
| | 02:33 |
Because we're almost at that third year
mark.
| | 02:35 |
It's 357.
So there we are.
| | 02:38 |
How many days has it been since the last
year?
| | 02:41 |
And the last example there.
How many days has it been since the last
| | 02:45 |
monthly anniversary?
And it's 23 days.
| | 02:49 |
So you can see, in different ways, how
this is likely to be used.
| | 02:52 |
A better use of this might be over in
column h here.
| | 02:56 |
And we need to know the number of service
years, and this also would apply for a
| | 02:59 |
situation where you're trying to
calculate someone's age.
| | 03:03 |
You probably know that putting an age in
a column should never be pure numbers.
| | 03:08 |
It should always be a formula.
We want this to be accurate all the time.
| | 03:12 |
So we can use the Datedif function in
combination with the Today function to
| | 03:16 |
make sure that this entry is always
accurate.
| | 03:20 |
We want to count service years here.
Equal datedif, left parenthesis.
| | 03:26 |
Here's our starting date, comma, we
want to compare it with today.
| | 03:29 |
And as I'm typing this, it's April 17th
of 2013, so today is followed by two
| | 03:34 |
parentheses, comma, and if we want to
track years, double-quote y double-quote.
| | 03:42 |
Right parenthesis, Ctrl+Enter is 17
years.
| | 03:47 |
Double clicking here, we've got the other
entries as well.
| | 03:50 |
If we have quite a few entries here,
every time we open this file.
| | 03:54 |
Some of these possibly will have changed,
because we're always using today's date
| | 03:58 |
to make the comparison.
And let's say this is always up-to-date.
| | 04:03 |
And, again, imagine if this said
Birthdate and this said Age, you would
| | 04:07 |
always have the accurate age here, to the
day, with these kinds of calculations.
| | 04:13 |
Now, there's one bug in Datedif.
If you don't use MD, you're probably
| | 04:16 |
never going to encounter it.
Here it is in the list down here.
| | 04:20 |
Here's a series of dates: January 29th of
2013 then the following three days, the
| | 04:25 |
30th, 31st and the 1st.
And we're going to be comparing these
| | 04:31 |
dates with March 2nd.
So, in this example here, what are are we doing?
| | 04:36 |
Here's our starting date, of January
29th, here's our ending date.
| | 04:39 |
How many days has it been since the last
monthly anniversary?
| | 04:43 |
And, the reason this happens is because
of the February issue.
| | 04:47 |
There is no February 29th of this year,
so when was that first monthly anniversary?
| | 04:53 |
Well, I guess you can say it's March 1st,
which is the first day after the missing
| | 04:58 |
February 29th.
So, we get a 1 there.
| | 05:02 |
But, here we get a 0 and then suddenly we
get a minus 1.
| | 05:05 |
Now, I've only seen this happen with the
md option, so I tend not to use that anyway.
| | 05:11 |
I think it only happens in the February
time frame here too.
| | 05:14 |
But all other uses of Datedif seem to
work beautifully and it's particularly
| | 05:18 |
handy not only in the examples that we
saw here.
| | 05:22 |
But perhaps better, and I use this in a
number of different workbooks to
| | 05:25 |
calculate service years or birth dates.
Simply by comparing a date with today's
| | 05:30 |
date and then using the Y entry.
But it's a very viable tool, but you
| | 05:35 |
won't find documentation within the Excel
help system at all, unless you're using
| | 05:39 |
Excel for the Mac.
| | 05:42 |
| | Collapse this transcript |
| Calculating end-of-month and future/past dates with EDATE and EOMONTH| 00:00 |
When you're trying to calculate monthly
differences, sometimes you run into the
| | 00:04 |
issue that we have different numbers of
days in different months.
| | 00:08 |
And calculating those is not a question
of adding days, but of adding months.
| | 00:12 |
And there are two potential functions you
might consider using here: EDATE and EOMONTH.
| | 00:16 |
As we look at the data in columns B and
C, each of these employees has a
| | 00:21 |
probationary period.
And it varies, as we can see.
| | 00:25 |
We've got our starting dates in column B.
The probationary period, in the first
| | 00:29 |
case, is three months later.
We want to know this ending date.
| | 00:33 |
So we simply want to come up with an
answer of September 4th.
| | 00:37 |
Now, do we add 90 days or 91 days, 92
days, 89 days?
| | 00:42 |
We simply don't have a number that stands
for all the months.
| | 00:45 |
But the function EDATE allows us to come
up with a calculation here to come up
| | 00:50 |
with the same day in the appropriate
month.
| | 00:54 |
So here's our starting date, comma,
here's the number of months, and as we
| | 00:58 |
press Enter, it's September 4th.
And as we double-click and copy this down
| | 01:03 |
the column, we can see what else is
happening.
| | 01:06 |
Do recognize though, we might have a
situation like we have in row 8 here.
| | 01:10 |
This is October 31st, four month
probationary period.
| | 01:15 |
If you add four months, of course, there
is no, and there never will be any
| | 01:18 |
February 31st, so it's simply reversed to
the closest day in those examples.
| | 01:24 |
We don't have any other one quite like
that, but you can imagine that happening
| | 01:27 |
from time to time.
Now, what if this is calculated differently?
| | 01:33 |
In other words, this company says, okay,
when your probationary period starts,
| | 01:36 |
your probationary period will end on the
last day of that third month.
| | 01:41 |
Instead of coming up with an answer like
September 4th, we'd like to see.
| | 01:45 |
September 30 and the function we're using
here is EOMONTH meaning end of month.
| | 01:51 |
We got our starting date which is B2, our
probationary period 3.
| | 01:59 |
Now, we get the answer that's the last
day of the month.
| | 02:02 |
Double-click here and we see what's
happening in all the other cases.
| | 02:06 |
We're adding the five months, the three
months, the four months, whatever, and
| | 02:09 |
then extending the probationary period
until the end of the month.
| | 02:13 |
Now, the permanent status, let's say,
after the probationary period, which
| | 02:17 |
starts a day later.
So if we did have column D in place here,
| | 02:21 |
we'd simply write a function that takes
this entry plus 1.
| | 02:26 |
We could certainly do that, do it that
way, and that's just fine.
| | 02:29 |
But, if we didn't have column D there,
what we would do is simply make a change,
| | 02:32 |
or use this same kind of a function here.
Let's just start over with this.
| | 02:38 |
How about EOMONTH.
Left parenthesis.
| | 02:42 |
Here's our starting date, comma.
Here are the months, right parenthesis.
| | 02:47 |
Now, that would give us September 30th,
but we'll simply add 1.
| | 02:51 |
This is for those situations where maybe
we don't have the column D.
| | 02:55 |
So there's our entry that way, and by
double-clicking, we'll get the same kinds
| | 02:57 |
of answers we got previously.
But it's a different use and a different
| | 03:01 |
approach to how we handle this.
There could be times too, when we want to
| | 03:06 |
move backward, using either of these
functions, so we've got an end date right
| | 03:10 |
here, of our project perhaps, or
probationary period.
| | 03:14 |
We don't know necessarily.
But we've got an end date.
| | 03:17 |
This is how long the program was.
What was the starting date?
| | 03:20 |
equal EDATE, left parenthesis.
He's our starting date, comma, minus here.
| | 03:27 |
So what are we expecting to see here?
The 7th of October of 2012.
| | 03:32 |
And that's the answer that we get.
So we can move backward with these as well.
| | 03:36 |
Now in certain worksheets, dynamic type
worksheets you might always need to have
| | 03:41 |
certain dates displayed.
The last day of the current month
| | 03:46 |
remember it's EOMONTH that give us the
last day of the month.
| | 03:50 |
And the current month I'll just use the
function Today.
| | 03:54 |
Now as I'm typing this it's April 17 of
2013, but how many months forward or
| | 03:58 |
backward do I want to go, none, so its
zero.
| | 04:02 |
Right parenthesis, Enter.
So that's the last day of the current
| | 04:05 |
month as I work with this now as I open
and close this file and as I move into
| | 04:09 |
may at that point this will read May 31st
without changing the function at all.
| | 04:15 |
It works for today's date and since we're
not moving forward into any different
| | 04:19 |
month It finds the last day of the month.
Now, maybe you do billing on the last day
| | 04:25 |
of the previous month.
So, sometimes you might want to move backward.
| | 04:30 |
Equal EMONTH left parenthesis, today's
date.
| | 04:36 |
Again, as I'm typing this, it's April
17th of 2013.
| | 04:39 |
So, what's the last day of the last
month, minus 1, right parenthesis.
| | 04:45 |
And throughout the month of April, this
is the entry that will appear here.
| | 04:47 |
So, at different times, you do need to be
able to calculate these different month
| | 04:52 |
differences, moving forward and or
backward, using potentially either the e
| | 04:56 |
date or the EOMONTH functions.
| | 05:00 |
| | Collapse this transcript |
| Converting text entries into dates and times with DATEVALUE and TIMEVALUE| 00:00 |
When you're getting data from other
sources, sometimes you have issues with
| | 00:03 |
date and time type entries.
In column A in this list, this data
| | 00:07 |
appears to be entered as text.
We don't know how it happened
| | 00:11 |
necessarily, but it's a problem.
And if we were to try to sort, for
| | 00:14 |
example, this data here, I'm going to use
the AZ or the ZA buttons on the Data tab
| | 00:18 |
in the ribbon.
I'll use AZ here.
| | 00:22 |
That certainly doesn't do anything with
the data.
| | 00:23 |
Does it reverse sort here, does it help?
There's 2014, there's September out of
| | 00:28 |
2011, and then, a date out of 2010, then
a date out of 2011.
| | 00:33 |
Our date's all messed up here.
So, there are a couple of ways around this.
| | 00:36 |
If the information looks like a date,
then you might have tons of entries.
| | 00:40 |
They're probably not mixed up like this,
but they might be one or the other.
| | 00:45 |
One fix is to use the function called
DATEVALUE.
| | 00:52 |
We use it on this cell, see what happens.
Looks like it's displaying a different
| | 00:56 |
variation on it.
We'll double-click to Copy this down here.
| | 00:59 |
So we make the column wider just to make
sure it's right-aligned, that's all
| | 01:02 |
looking good.
Looks like those are real dates and now
| | 01:05 |
we have something to work with.
Similarly with times, we might try
| | 01:09 |
sorting these or doing other things with
them.
| | 01:12 |
Occasionally you do get correct answers
if you apply math to these.
| | 01:17 |
If, for example somebody says, well I
know that's text, but I still want to see
| | 01:22 |
what would happen if I add 15 minutes to
it equal this plus.
| | 01:27 |
Then you could put in within double
quotes 0 colon 15, double quote and you
| | 01:32 |
get an answer that initially doesn't look
very correct.
| | 01:37 |
But if we were to right-click and format
this, with Format Cells, and use the Time
| | 01:42 |
category of 13 colon 30 or the 1:30 PM,
that puts in the AM/PM.
| | 01:48 |
We see we actually do have a correct
answer.
| | 01:50 |
So sometimes simply applying formulas
will make this work.
| | 01:54 |
But a better approach here and one that
you don't have to experiment with too
| | 01:58 |
much, is likely to be to use the
TIMEVALUE function.
| | 02:02 |
I've highlighted both cells here, so as I
type this, I'm referring to this cell but
| | 02:06 |
I'll press Ctrl+Enter here.
Then we'll have answers for both of these
| | 02:10 |
that now make sense.
But the display here, we'd probably
| | 02:14 |
want to use this kind of a display.
So a quick short cut for copying a
| | 02:17 |
formula is to use the right mouse button
and Drag the cell entry downward.
| | 02:23 |
And then, after letting go of the right
mouse button, we'll Copy here as Formats Only.
| | 02:28 |
So those are a couple of different
approaches to cleaning up data.
| | 02:31 |
And here's another one, too.
I'm going to move these aside, now,
| | 02:34 |
recognize that they do represent entries
that we can work with.
| | 02:38 |
Now, another approach to cleaning up data
like this is simply to apply math to them.
| | 02:43 |
I'm going to pick an empty cell here.
And simply press Ctrl+C for copying an
| | 02:48 |
empty cell.
Then I'm going to select the data here,
| | 02:52 |
right-click and Paste Special and simply
Add.
| | 02:56 |
I'm adding zero to these.
And simply by applying math it's done
| | 03:00 |
something that initially looks really
weird.
| | 03:04 |
But these are date-type entries, and a
quick keystroke shortcut that you might
| | 03:07 |
want to use to make them look like dates,
Ctrl+Shift+#.
| | 03:11 |
It's the only keystroke shortcut for
dates.
| | 03:15 |
That confirms that those are accurate.
Now, if you didn't know the shortcut,
| | 03:19 |
what you would do here is press Ctrl+1 or
Right click Format Cells, pick a date
| | 03:23 |
format that makes sense to you.
So one of the common ones is the first
| | 03:28 |
one there.
We could use that, and that confirms,
| | 03:30 |
too, that we've cleaned up the data.
Remember, all we did is we added zeroes
| | 03:34 |
to these.
That, too, is not always foolproof, but
| | 03:37 |
sometimes it does work.
Now these don't look like they're active
| | 03:41 |
least at first, but they too represent
portions of the day and they can be
| | 03:45 |
displayed as time.
The one keystroke shortcut you might want
| | 03:50 |
to use, the only one that exists for time
entries, Ctrl+Shift+@.
| | 03:55 |
And we see those entries that way.
If you didn't know the shortcut then let
| | 03:59 |
me Undo this.
Right click, go to Format Cells, and one
| | 04:02 |
of the Time categories here, and one of
the time formats here.
| | 04:07 |
Either the 24 hour style, 13 colon 30, or
the one below it that shows AM/PM.
| | 04:13 |
I used the first one, and so we see our
numbers displayed that way.
| | 04:18 |
Meanwhile, these numbers here, that are
working off the correct data in column A
| | 04:21 |
no longer have any purpose.
And so we wouldn't use them in that context.
| | 04:27 |
But I think you can see when your getting
data and when I press Ctrl+Z here a few times.
| | 04:32 |
We'll be moving backward here when
confronted with data like we see in
| | 04:35 |
column A there we sometimes have to take
steps to clean it up.
| | 04:39 |
And many times its the DATEVALUE or the
TIMEVALUE function that's going to help
| | 04:43 |
us clean up that data.
| | 04:45 |
| | Collapse this transcript |
|
|
9. Array Formulas and FunctionsExtending formula capabilities with arrays| 00:00 |
In Excel, there's a category of formulas
sometimes referred to as array formulas
| | 00:04 |
and there're also some special functions
that fall under the heading of array functions.
| | 00:11 |
However if you're on the Formula's tab
and your checking out some of the many
| | 00:15 |
functions, it's highly unlikely you'll
encounter this term.
| | 00:19 |
Now you may encounter a particular
function.
| | 00:22 |
And it is described as an array function
but you probably are not looking for
| | 00:26 |
functions based on that concept or that
word or phrase.
| | 00:31 |
An array formula is extremely powerful
and so are the array functions.
| | 00:35 |
And they're difficult to describe except
by way of example.
| | 00:39 |
And what they typically involve is the
ability to handle large amounts of
| | 00:42 |
information across parallel sets of data,
maybe a parallel set of rows, a parallel
| | 00:46 |
of columns.
That's not exactly a definition.
| | 00:51 |
But let's start with a simple example
here in this worksheet where in columns B
| | 00:55 |
and columns C, we've got some items being
sold.
| | 00:59 |
Here's the units sold, the unit price and
simple little formula here to calculate
| | 01:04 |
the total.
And at the bottom we're adding up all these.
| | 01:08 |
Now we probably want that information.
But there certainly can be times when and
| | 01:12 |
it could be with a larger list, smaller
list doesn't make any difference.
| | 01:17 |
What if we simply wanted to take all of
these data here times all of this data
| | 01:20 |
and come up with the answer without those
interim totals.
| | 01:24 |
We might need that at different times
interim I'm going to write a formula here
| | 01:27 |
that looks as if it might work.
But as we try this and notice that what
| | 01:31 |
I'm about to do here is a little bit
unusual.
| | 01:34 |
I'm going to be highlighting all these
cells here that's the units sold times
| | 01:38 |
the unit price.
>> And I'll press Enter and be
| | 01:41 |
disappointed because it doesnt work.
And you wouldnt expect that to work based
| | 01:46 |
on the way you learn how to use formulas
in Excel.
| | 01:49 |
Excel can't really do that sort of thing.
But it can if and this sounds like I'm
| | 01:54 |
making it up, if you press
Ctrl+Shift+Enter.
| | 01:58 |
It's as if you're sending a signal to
Excel to say, let's do multiply B2 by C2
| | 02:03 |
and then B3 times C3.
Keep doing that all the way down the two
| | 02:08 |
columns and then add them all up.
So I'm going to press Ctrl+Shift+Enter.
| | 02:12 |
And there's an answer.
And you'll recognize that it's the same
| | 02:15 |
answer that we got here by adding up the
interim totals.
| | 02:18 |
The difference of course is a formatting
difference and with the Right Mouse
| | 02:21 |
button, I could simply drag this down
here.
| | 02:24 |
With the Right Mouse button and copy here
as Formats Only.
| | 02:27 |
Now something else about this.
With this being the active cell.
| | 02:31 |
Look in the formula bar.
I didn't type any braces.
| | 02:34 |
How did they get there?
They are there.
| | 02:36 |
If you click there to edit the cell, they
disappear.
| | 02:38 |
Similarly if you double click as I'm
about to do in cell D13.
| | 02:44 |
You don't see the braces either.
So what's going on here?
| | 02:46 |
It sounds like I'm making this up
practically doesn't it?
| | 02:50 |
I will press Ctrl+Shift+Enter, which you
could say triggers the capability of
| | 02:54 |
doing what we want to do here.
Now again we're not quite defining this
| | 02:59 |
because it's hard to do that but now the
action is complete and it does work.
| | 03:04 |
The more of these you see, the more you
begin to understand how they work.
| | 03:08 |
Let's take a look at another situation in
columns F, G, and |H.
| | 03:12 |
We've got a bunch of order dates and
maybe the product that this company
| | 03:15 |
provides requires a substantial amount of
assembly and then packaging before shipping.
| | 03:20 |
And it takes a number of days.
We've got formulas in column H that
| | 03:25 |
simply subtract the two dates to indicate
how much time has elapsed between
| | 03:29 |
ordering and shipping.
And we'd like to know what the average
| | 03:33 |
amount of the time is.
Now I could write a simple average
| | 03:36 |
function right here, make a little bit
faster on the Home tab I'll use the Drop
| | 03:40 |
arrow to the right of AutoSum, choose
Average and it looks like it's all set there.
| | 03:46 |
And I'll press Enter and it's 17.67, 17
and 2 3rds.
| | 03:51 |
Now, what if we really don't need the
interim information?
| | 03:53 |
We simply want to know the average
elapsed time.
| | 03:57 |
So, like our previous example, we're
going to typing here, = average left parenthesis.
| | 04:03 |
And we want to take all of the shipping
dates minus all of the order dates.
| | 04:07 |
Similar to what we have done with columns
B and C.
| | 04:12 |
And here too, if we simply press enter,
we do not get an answer that makes any
| | 04:16 |
sense, in fact it's incorrect.
But as I double click, as we look at this
| | 04:20 |
again, everything will change if I press
Ctrl+Shift+Enter.
| | 04:25 |
And we do have a correct answer.
And as you look in the formula bar you
| | 04:28 |
see those braces again which I did not
type remember all I did was press control
| | 04:31 |
shift enter.
So we're seeing some examples here of how
| | 04:35 |
we're handling data in what you might
call a parallel fashion.
| | 04:39 |
And that's often the case with these
kinds of formulas.
| | 04:43 |
Here's another example over here where
we've got some data and we've got some
| | 04:46 |
duplicates in this list.
There are two Brian Lyons there and
| | 04:50 |
perhaps some others in this list.
Two Jessica Wilsons.
| | 04:55 |
Now, if we've got duplicates here, not
just the names, let's look to the right here.
| | 04:58 |
It looks like we've got what?
The same kind of building?
| | 05:01 |
They're in the same building?
Same social security number, same phone number.
| | 05:03 |
Those are duplicates.
Now we might have people with the same
| | 05:06 |
name here but we need to be checking
this.
| | 05:09 |
Now Excel does have a great tool for
getting rid of these.
| | 05:12 |
In fact the data doesn't even have to be
sorted as it could be here it might not be.
| | 05:16 |
But we don't even have the data in any
particular order.
| | 05:19 |
We could get rid of the duplicates by way
of the data tab, a feature that was
| | 05:23 |
introduced in 2007 called Remove
Duplicates.
| | 05:27 |
And that's all well and good but what if
you want to identify which records have
| | 05:31 |
been sorted?
Let's just click here in column K and do
| | 05:34 |
an AZ sort to make sure we've got any of
those double names when they occur, that
| | 05:37 |
they're together.
So, we see a Thomas Allen, right there too.
| | 05:42 |
Okay.
Now, here's what we might want to do.
| | 05:44 |
If we'd like to identify where these are
the same we can use the if function along
| | 05:48 |
with and to start comparing these.
And if we start this, equal if, we use
| | 05:54 |
the And function and say the following.
When this cell is equal to the cell above
| | 06:00 |
it and this cell is equal to the cell
above it, and this cell is equal to the
| | 06:04 |
cell above it, one more time here and
this is equal to this.
| | 06:11 |
For this to be foolproof ideally we'd do
this all the way over into column T in
| | 06:15 |
this example here.
But we really don't want to finish this.
| | 06:19 |
What I will do here is say let's imagine
that we did and had we done that, we'd
| | 06:23 |
have a right parenthesis in here and then
we would put in for example if all those
| | 06:27 |
are the same then this is a duplicate.
Put in dup and if not then its a unique
| | 06:34 |
record that sort of thing.
And that would have worked just fine but
| | 06:38 |
image how large that would really be if
we had to extend that all the way across
| | 06:42 |
into column T.
Now I'm going to do it a different way.
| | 06:46 |
And to get started I'll just copy this
and make a change to it.
| | 06:49 |
What if we were to say and we already
identified as we scroll rightward here
| | 06:53 |
that we need to do this up to column T if
we're truly going to check every single cell.
| | 06:58 |
Let's make a change here and say if K4:T4
equals K3:T3.
| | 07:09 |
And then let's get rid of all the rest of
this here.
| | 07:11 |
And it looks like I made one tiny mistake
over here K3 there we go.
| | 07:15 |
If K4, there it is.
If K4:T4, in other words, let's look at
| | 07:20 |
all the entries in row 4 comparing them
with all the entries in row 3.
| | 07:26 |
Now, if I press Ctrl first of all if I
press Enter, we don't get a sensible answer.
| | 07:31 |
But double-clicking to reedit and simply
pressing Ctrl+Shift+Enter, we will get an
| | 07:36 |
answer and as we double-click, copy this
downward, it found for example a
| | 07:40 |
duplicate right here.
Now when we press Ctrl-~ we can see these
| | 07:45 |
functions being displayed side-by-side as
we look in rows three and four here.
| | 07:50 |
And I didn't even complete the entry in
J3 here.
| | 07:52 |
So you could imagine how wide that would
be if we went all the way out to column T.
| | 07:57 |
But the array formula here gets the job
done in a much more compact way.
| | 08:02 |
And it does help us identify those
duplicate entries that we have here.
| | 08:06 |
So you can begin to see as you look at
some of these examples, here, how these
| | 08:09 |
array formulas work.
The more examples you see, the more these
| | 08:13 |
start to fall into place but they're
tremendously powerful.
| | 08:16 |
And as we'll see in upcoming movies,
there are other ways to use these
| | 08:20 |
features to get to capabilities that we
can't get to with other kinds of formulas
| | 08:24 |
and functions.
| | 08:27 |
| | Collapse this transcript |
| Counting unique entries in a range with an array formula| 00:00 |
In Excel, there is no function called
Unique.
| | 00:03 |
And yet the need to count the number of
unique entries within a column or within
| | 00:07 |
a range can be really important.
In this particular worksheet here, we've
| | 00:12 |
got a number of different departments
here.
| | 00:14 |
In this worksheet here, and I'll
double-click the bottom edge of one of
| | 00:17 |
these cells to show that it goes down to
row 687.
| | 00:20 |
We've got a lot different departments in
column B.
| | 00:23 |
If we sort the date it'll pull all the
data together by department but that
| | 00:26 |
doesn't give us a count of how many
different departments we have.
| | 00:30 |
And so in this list, the need for
counting the number unique entries in
| | 00:34 |
column B Is apparent.
And this list might grow, it might shrink.
| | 00:38 |
We're going to show you two different
ways to do this.
| | 00:40 |
One will require us converting the list
into the table.
| | 00:43 |
We'll get to that after first showing you
how to work with the data using a very
| | 00:47 |
unusual function that's an array formula.
We will first show you how to get this
| | 00:52 |
unique count using an array formula
that's very unusual.
| | 00:56 |
The formula is as follows.
Now I saw this first about 15 years ago,
| | 01:00 |
I didn't truly understand it but I did
realize that it worked every time I tried it.
| | 01:07 |
So lets show what it is =sum(1 divided by
and then we're going to use the function
| | 01:13 |
after a left parenthesis countIF, left
parenthesis.
| | 01:18 |
We can't use the entire column reference,
so I have to put in the address.
| | 01:22 |
It's B2, and I'm simply highlighting a
portion of this.
| | 01:25 |
Save a little bit of typing time down to
687, and we need to use this all over again.
| | 01:31 |
Now, you might be familiar with the
countIF function but the way it's being
| | 01:33 |
used here is a little bit different.
So I'm simply copying this part of the
| | 01:37 |
address and pasting it here.
Right parenthesis, right parenthesis.
| | 01:41 |
Notice the color coding of the
parentheses.
| | 01:43 |
Another right parenthesis and we're done.
It works.
| | 01:45 |
There are 24 different entries there.
If we do this with a smaller list,
| | 01:51 |
perhaps the logic of it becomes a little
more apparent.
| | 01:54 |
Here's a much smaller list containing
different states.
| | 01:57 |
And if you look at that this is a much
smaller list, simply containing a number
| | 01:59 |
of different states.
Colorado, Kentucky, California, and Ohio.
| | 02:04 |
Those are the only ones.
If we use the counting of function in its
| | 02:07 |
basic form here simply to tell us how
often for example Colorado appears we can
| | 02:11 |
simply refer to column K here there's
nothing else in the column comma.
| | 02:17 |
And then click this cell to see how often
Colorado appears in the list four times.
| | 02:22 |
And if we copy this down the column by
double clicking well we haven't really
| | 02:25 |
achieved a whole lot.
But if the question were to somehow come
| | 02:30 |
up, what does this entry represent as a
portion of all the Colorado entries?
| | 02:35 |
Well, it's 1 4th.
So if we alter this formula that we have
| | 02:39 |
here and put in 1 divided by countIF,
complete that and recopy it, we're not
| | 02:43 |
seeing the actual percentages but that of
course means 25%.
| | 02:49 |
If we were to highlight our various
Colorado entries here, we would in effect
| | 02:53 |
be saying each one is a quarter therefore
they add up to one.
| | 02:57 |
Similarly with Kentucky but California
has five entries here.
| | 03:01 |
So each one of these is 20% of the
California entries.
| | 03:04 |
Only three Ohio entries.
Each one of these is a third.
| | 03:08 |
So what happens when we highlight all of
these?
| | 03:10 |
What are we getting?
A sum of four.
| | 03:13 |
Of course, that tells us there are four
different states.
| | 03:15 |
So in a much larger example that we first
saw, the same kind of logic is being used.
| | 03:21 |
And it's not exactly apparent at first
but you saw what happened over here
| | 03:24 |
comparing that formula with the formula
we saw over here.
| | 03:28 |
Here we're comparing a set of countIFs as
well and then dividing by one.
| | 03:32 |
But, we cannot achieve this without
pressing Ctrl+Shift+Enter.
| | 03:37 |
Now if our original data is in a table
it's just a little bit simpler and it has
| | 03:40 |
the added advantage of, if the table
grows we will always have a correct answer.
| | 03:46 |
So, let's convert this data into a table.
A quick way to do this is Ctrl+T, you can
| | 03:51 |
also press Ctrl+L or go to the Insert tab
or the Home tab.
| | 03:56 |
This is reasonably fast, click OK.
And there it is.
| | 04:00 |
Now, since this is a table we'll start
our formula over again pretty much the
| | 04:03 |
same as we did before.
And to make this formula visible, I'll
| | 04:08 |
use a new function in Excel 2013 equal
formulatext.
| | 04:13 |
It simply allows us to display the text
of a formula located elsewhere.
| | 04:17 |
There it is right there.
So let's keep that in mind.
| | 04:20 |
And we'll start off typing equalsum,
pretty much the same as the previous use
| | 04:24 |
of the formula 1 divided by left
parenthesis countif.
| | 04:28 |
Now, I just created a table.
If I type the letter t, not only does
| | 04:34 |
this expose formulas but it exposes any
tables that we might have created.
| | 04:39 |
And there it is right there.
I'll just click it and Tab into place.
| | 04:43 |
And a characteristic of tables is that we
automatically have field names so I'll
| | 04:46 |
press left bracket and we see the field
names in the table.
| | 04:50 |
The one we're interested in is Dept we'll
just click that right there, Tab it into
| | 04:53 |
place and then a right bracket, and then
we do this all over again.
| | 04:56 |
So we could either type it or copy it.
I'll simply highlight this data here.
| | 05:03 |
Press Ctrl+C, click over here, press
Ctrl+V some more right parentheses again
| | 05:08 |
and Ctrll+Shift+Enter and that gives us
the 24.
| | 05:12 |
And let me display that I'll simply
double click it for a moment, compare to
| | 05:15 |
that with a previous use.
Its little bit longer though only
| | 05:19 |
slightly but it does have the added
advantage since it is now a table.
| | 05:24 |
But being able to account for new entries
and so if we add new records and that
| | 05:27 |
entails some new departments, this use of
the function will automatically adjust,
| | 05:31 |
whereas the previous use of our array
formula will not.
| | 05:37 |
So I think you can see the real power of
this and one of these years I do expect
| | 05:39 |
to see a function in Excel called
"Unique" which will allow us to get to
| | 05:42 |
this answer more easily.
| | 05:45 |
| | Collapse this transcript |
| Determining frequency distributions with FREQUENCY| 00:00 |
Excel's Frequency function is an array
function.
| | 00:03 |
It's different than other functions.
You must press Ctrl+Shift+Enter for it to
| | 00:07 |
work, and it gives us a frequency
distribution count.
| | 00:11 |
In this list on the worksheet called
frequency, we've got social security
| | 00:14 |
numbers in column A, salaries in column
B.
| | 00:17 |
This goes all the way down to row 621.
So, we got 620 different salaries here.
| | 00:23 |
Now, in arbitrary fashion, I've put in
some data in column D.
| | 00:28 |
Every 10,000, I could have used 15,000,
20,000.
| | 00:32 |
Just, what I'd like to be able to come up
with here, is how many of these entries
| | 00:36 |
here are between zero and 10,000, between
10 and 20,000 and so on.
| | 00:41 |
With the frequency function, we highlight
the cells ahead of time that will contain
| | 00:46 |
the results.
What I've also set up here is a chart to
| | 00:50 |
the right that will be reflecting the
data that's about to emerge in column E.
| | 00:55 |
That's certainly not a requirement, but
it will reinforce the fact that we're
| | 00:58 |
doing a frequency distribution.
With these cells highlighted, I'm typing
| | 01:03 |
equal frequency.
Left parenthesis.
| | 01:07 |
What we first need is the category called
Data Array.
| | 01:11 |
Where are these salaries?
They're coming out of column B.
| | 01:14 |
I'll simply click Column B.
The next term is called Bins Array.
| | 01:19 |
This is the arbitrary set of cells right
here.
| | 01:22 |
Now, when you are using the frequency
function, it's common to have the data
| | 01:26 |
right next to these.
They don't have to be right to them, but
| | 01:29 |
it's commonly done and it makes sense
here too.
| | 01:32 |
And if I press Enter, I'll get an answer
but not one that makes much sense.
| | 01:37 |
So what I really want to do here as I
backtrack, is once again equal frequency,
| | 01:43 |
; left parenthesis.
Here are the salaries in question, here's
| | 01:49 |
the bins array right here, I'll press
Ctrl+Shift+Enter.
| | 01:54 |
And so not only do we have data here in
column E, but we also have a nice chart
| | 01:57 |
to reflect what's going on.
And so as we look at the data here, we
| | 02:01 |
see the number 5 next to 10,000.
If you're not sure what that means and if
| | 02:05 |
it's not an issue about sorting the data,
let's sort the data over to the left in
| | 02:09 |
column B and of course the column A
entries will go with it.
| | 02:13 |
We'll go the Data tab and simply click
A-Z.
| | 02:17 |
And what are we seeing here?
We've got five salaries here that are
| | 02:20 |
10,000 or below.
Notice that one of them is exactly 10,000.
| | 02:24 |
So, that's where the 5 comes from.
And so, we could possibly put additional
| | 02:27 |
labeling on the chart to bring this out.
The 5 means there are five records here
| | 02:32 |
between zero and 10,000 inclusive.
There are 31 records above 10,000 up to
| | 02:38 |
including 20,000 and so on.
And we see the breakout here.
| | 02:43 |
If the data gets adjusted, maybe some of
these salaries are going to be changed.
| | 02:47 |
I'll simply change this to 10,001, and as
I press Enter, watch the five become a
| | 02:52 |
four over here.
So we've made a change to the data.
| | 02:57 |
So this is reflective.
Another aspect of this that's a little
| | 03:00 |
unusual is, if you attempt to delete any
of these, you can't delete any one of
| | 03:04 |
these, although you can delete them all.
So if I press delete here, you get a message.
| | 03:10 |
You cannot change any part of an array,
and yet if I wanted to redesign this and
| | 03:14 |
put in break points every 5,000 for
example, I would want to get rid of these
| | 03:17 |
altogether delete.
And then possibly do these over again
| | 03:22 |
with a different set of intervals here.
So frequency is an array function and we
| | 03:27 |
must press Ctrl+Shift+Enter, I will
simply press Ctrl+Z to bring it back into
| | 03:30 |
display and emphasizing the function
again.
| | 03:34 |
We can see it in the Formula bar or as I
zoom in here, we can also see it right here.
| | 03:39 |
That's how it appears.
Remember, we don't see the braces until
| | 03:43 |
we press Ctrl+Shift+Enter, and we don't
see them when entering as well.
| | 03:47 |
But it's a powerful tool for coming up
with a frequency distribution, the array
| | 03:51 |
function frequency.
| | 03:53 |
| | Collapse this transcript |
| Flipping row/column orientation with TRANSPOSE| 00:00 |
With some worksheets, it occurs to you
that maybe the layout you have would be
| | 00:04 |
better if you could somehow change the,
row column layout into, column row.
| | 00:09 |
In other words, the example here, what if
we had started this worksheet and then
| | 00:13 |
maybe decided that it might look better
if we put the months in column A.
| | 00:18 |
And then sales, expenses, profits across
a row.
| | 00:21 |
I think we are going to be adding six
more months here.
| | 00:23 |
So certainly one approach here that has
nothing to do with formulas is simply to
| | 00:28 |
Copy this data and Transpose it by way of
command.
| | 00:33 |
Right-click under Pay Special >
Transpose.
| | 00:37 |
And that could be just fine.
Notice when you do this that formulas,
| | 00:40 |
for example, the formula in H4, which
adds up data from the six cells to its left.
| | 00:45 |
Gets transformed into a formula here that
adds up six cells from above, and that's
| | 00:49 |
all well and good, but you might have an
additional need.
| | 00:54 |
What if you wanted to have this kind of a
layout somewhere else, not necessarily on
| | 00:57 |
this sheet, although you could.
Maybe in a different worksheet, but you
| | 01:02 |
want it to always reflect the data.
In other words, you want to have 2
| | 01:06 |
separate layouts in different locations
and when you phrase the data in the
| | 01:09 |
original location.
You want it to occur in the other one as well.
| | 01:13 |
So, let's get rid of transposed data
here.
| | 01:17 |
And actually approach this by way of a
function called Transpose.
| | 01:21 |
As we do this we want to first look at
how many rows and columns we have here.
| | 01:26 |
That is the one you slide across rows and
columns, to the left of the formula bar
| | 01:31 |
you see, for example, 4R x 9C, meaning
what?
| | 01:36 |
Four rows by nine columns.
And when you're dragging a bigger list
| | 01:39 |
you'll sometimes actually see this on the
worksheet too, as we get well beyond here.
| | 01:44 |
So now we're seeing in the lower right
hand corner of the highlighted range, now
| | 01:48 |
it's 38 rows by 11 columns, just to point
that out.
| | 01:51 |
Now let's go back to the data itself
here.
| | 01:53 |
What we want to do is essentially
remember this layout, possibly write it down.
| | 01:57 |
So as we're doing this here its four rows
by nine columns.
| | 02:01 |
Let's say we setup a shadow of this, or a
duplicate of it but going in a reverse
| | 02:06 |
set of rows and columns layout.
So this time, and for the moment we'll do
| | 02:11 |
it right on this worksheet, but we could
be elsewhere completely.
| | 02:15 |
So, we want to do what?
Four columns by nine rows, and there's
| | 02:19 |
that layout.
Now we're going to type equal TRANSPOSE,
| | 02:23 |
left parenthesis.
Here's our source data, right here, and
| | 02:28 |
we'll simply press Ctrl+Shift+Enter.
This is an array function, Ctrl+Shift+Enter.
| | 02:35 |
And now we've got the data displayed here
like we saw it before, but each of these
| | 02:39 |
is an array formula.
And we'd get rid of this cell but you
| | 02:43 |
cannot change part of an array.
Certainly change the format of that, though.
| | 02:48 |
Now, here's the idea, this could be, we
could have copied it elsewhere by way of transpose.
| | 02:53 |
Could have put it off to the right, or
possibly even in a different worksheet.
| | 02:57 |
But, if we want this to always be
reflective of the other data, it will be.
| | 03:01 |
And so if we're adjusting this January
entry and we're making it 160.
| | 03:05 |
We press Enter.
And what's happening in the lower list?
| | 03:08 |
It's 160, and all the totals are
adjusting as well.
| | 03:11 |
So it's a specialized use of a function.
The transpose function allows us to take
| | 03:16 |
data from elsewhere, transpose it into a
different row, column, layout.
| | 03:21 |
And have it always be dependent upon that
original data.
| | 03:25 |
The Transpose function.
| | 03:26 |
| | Collapse this transcript |
| Building analysis via regression techniques with TREND and GROWTH| 00:00 |
In this worksheet called Trend, we're
tracking data from December of 2010, well
| | 00:05 |
into 2013.
Tracking sales.
| | 00:07 |
And as I zoom back a little bit here,
notice we've got a chart to the right.
| | 00:12 |
And as I click on the chart, recognize
that the chart is getting data from
| | 00:16 |
columns A and B, and also columns C and
D, which are currently empty.
| | 00:21 |
And what we want to do is to calculate a
linear trend line in column C, using an
| | 00:26 |
array function called Trend.
And then a function in Column D called
| | 00:33 |
Growth, which will display an
exponentially calculated line.
| | 00:37 |
And you may or may not be familiar with
those terms, if you have used the trend
| | 00:40 |
line capability.
If you are familiar with regression
| | 00:44 |
analysis, you probably also are familiar
with these terms.
| | 00:48 |
So, we are about to put in, in column C,
an array formula called Trend.
| | 00:53 |
Unlike with the frequency function that
you might have seen in a previous movie,
| | 00:57 |
we highlight the cells ahead of time.
All these entries in column C.
| | 01:02 |
And, let me Zoom in so we can see this
clearly.
| | 01:05 |
We type Equal Trend left parenthesis, and
then simply highlight the sales entries
| | 01:12 |
right here, all the way downward.
This is an array function.
| | 01:18 |
I'll press Ctrl+Shift+Enter.
And not only have we made the entries
| | 01:23 |
here, but, as I zoom back, the chart is
now reflective of the data that went into
| | 01:27 |
column C, a linear regression line.
Similarly, in column D, we'll do the same
| | 01:33 |
kind of thing, highlight all these cells
ahead of time, and this time Equal Growth
| | 01:37 |
left parenthesis, and again we'll be
highlighting the sales data from column B.
| | 01:44 |
Down to there, Ctrl+Shift+Enter.
And so, the example we're seeing here,
| | 01:50 |
we're using the trend function in column
C, the growth function in column D.
| | 01:55 |
Both of them based on the data in column
B, to introduce these trend lines into
| | 01:59 |
the work sheet with actual values.
If you're familiar with the concept of
| | 02:04 |
using trend lines, using Excel charts,
you know that you can add the lines, but
| | 02:08 |
you don't get the values behind them.
And sometimes that's necessary.
| | 02:13 |
And so the trend in growth functions
actually produce values that are then
| | 02:17 |
depicted in a chart, if you've chosen to
use the chart.
| | 02:21 |
So the chart isn't really necessary here,
although it does bring out the data nicely.
| | 02:25 |
And it reinforces the value of these two
functions, trend and growth.
| | 02:30 |
| | Collapse this transcript |
| Using array formula techniques with the MATCH function for complex lookups| 00:00 |
If you've worked with the various LookUp
functions in Excel, you know how
| | 00:03 |
difficult it is sometimes to match up
data.
| | 00:06 |
We've got two different lists here and
they could easily be, and might well be
| | 00:09 |
on different worksheets, possibly even
different workbooks.
| | 00:13 |
And in the list on the left we're trying
to match up data.
| | 00:16 |
It's already been done, we don't need
array Formulas here.
| | 00:19 |
But let's take a look at it.
We've got a situation where we've got
| | 00:22 |
last names and first names in separate
columns.
| | 00:25 |
We're trying to match them up with the
data that we currently see over in column G.
| | 00:29 |
And so, the formula in cell D2 is doing
something that you might have seen.
| | 00:35 |
We're actually combining the data.
For example, in the first case here,
| | 00:39 |
we're taking the last name, which is
Randall, then putting in a comma and a
| | 00:42 |
space and combining with the first name,
Yvonne.
| | 00:47 |
And in effect, this data here is equal to
Randall, comma, space, Yvonne.
| | 00:52 |
Then we're using that to look up data in
column G.
| | 00:55 |
And once we find it, then we're going
into column H to pick up the ID.
| | 01:00 |
Sure enough, it's working here.
891 is Yvonne Randall.
| | 01:05 |
We see this name over in the list here
down at the bottom right there.
| | 01:09 |
So, we put together Randall and Yvonne to
match up with the entries here.
| | 01:13 |
Now, imagine the reverse kind of
situation.
| | 01:16 |
We've got data in column G here, we need
to get the sales numbers from another list.
| | 01:23 |
We see it over here in column A.
Remember, it might be in a different
| | 01:25 |
workbook completely.
We somehow need to take Margarita Roy,
| | 01:29 |
and match up the names.
But here, it's going to be a bit trickier.
| | 01:32 |
Could we somehow use a VLOOKUP?
If we start down that path, then you
| | 01:36 |
might or may not be familiar with
VLOOKUP.
| | 01:39 |
But if we start down this path, we need
to take Margarita Roy, whose name is put
| | 01:44 |
in in this order and somehow compare it
with a combination of columns A and B.
| | 01:52 |
And there's no real way to do that
directly here.
| | 01:54 |
How do we somehow introduce the comma
into the data over in A and B when it's
| | 01:58 |
not there?
And that's not going to work.
| | 02:02 |
And what we need to use here is the MATCH
function.
| | 02:05 |
I'm going to make the column wider so we
can see this even better.
| | 02:08 |
We start with the MATCH function.
And with the MATCH function, what we're
| | 02:13 |
trying to do here, is to take this name
here, Roy comma Margarita comma and match
| | 02:19 |
it up with the combination of the data
from column A and double quote, comma,
| | 02:24 |
space, double quote and the data in
column b.
| | 02:31 |
Comma, and the match function allows us
to search for an exact match.
| | 02:35 |
In this case, I'm putting in a zero.
And if I were to press Enter here, we get
| | 02:40 |
no answer.
We can't do that with standard Excel techniques.
| | 02:45 |
However, if we press Ctrl+Shift+Enter, we
at least find out that we have a match,
| | 02:50 |
it's in the third position of that
column, A and B.
| | 02:55 |
We see it right over here.
So, we're partially there.
| | 02:58 |
The MATCH function often requires the
INDEX function to go further here.
| | 03:03 |
We want to use the INDEX function now to
simply say, we're looking at data in
| | 03:08 |
column C only.
The INDEX function allows us to look in a table.
| | 03:14 |
We're looking in a table that has only
one column.
| | 03:17 |
We need to get the data from a certain
row in that column, and the MATCH
| | 03:21 |
function here that was entered as an
array formula, gave us that information.
| | 03:27 |
We need a right parenthesis here and if
we press Enter, we're not going to get an
| | 03:30 |
answer that we really want.
But, if we press Ctrl+Shift+Enter, we
| | 03:34 |
will get the correct answer.
Now, we're expecting here to see 77,945.
| | 03:42 |
And that's what we get.
And as we double-click and copy this down
| | 03:45 |
the column, we're going to get these
other entries as well.
| | 03:48 |
Notice that it's taking a little bit of
time.
| | 03:50 |
And I sometimes have used these
functions, they do take some time.
| | 03:53 |
Let's again, re-display the formula here
and we see what's happening.
| | 03:58 |
So, the Match portion of this has to be
an array formula, we don't type the
| | 04:01 |
braces there.
We include that portion of the formula in
| | 04:05 |
this example here inside the INDEX
function, but we must press
| | 04:09 |
Ctrl+Shift+Enter for this work.
So this is a somewhat creative use of a
| | 04:14 |
combination of using two different
functions, one of which is an array
| | 04:18 |
function, one of which isn't, but, as I
said, we do press Ctrl+Shift+Enter to
| | 04:21 |
make these work.
And this is the best way to come up with
| | 04:26 |
the answer within this context here.
| | 04:28 |
| | Collapse this transcript |
|
|
10. Reference FunctionsGetting data from remote cells with OFFSET| 00:00 |
If you're trying to write a formula that
refers to dynamic data that keeps getting
| | 00:04 |
added to or subtracted from.
There could be times when you're trying
| | 00:08 |
to say, I want to get the last entry out
of a column or a group of cells.
| | 00:13 |
In this worksheet here called Offset, we
got some reporting data information in
| | 00:16 |
column A, and a closing rate, perhaps a
stock market rate in column B.
| | 00:21 |
And we want to have, in cell D2, the last
reporting date.
| | 00:26 |
The list is going to grow in column A,
maybe quite large eventually.
| | 00:29 |
Also, in column B.
We always want to see the last reporting date.
| | 00:33 |
And so, looking at the data right now, in
D2, we would like to see 5/15/2013.
| | 00:40 |
And over in E2, we want to see 256.
We're going to be using a function called Offset.
| | 00:46 |
If you haven't heard about it, and you
might not have encountered the need to
| | 00:49 |
use it.
You will find it under Lookup and
| | 00:52 |
Reference functions.
And as we slide over the description
| | 00:55 |
here, Offset returns a reference to a
range that is a given number of rows and
| | 00:59 |
columns from a given reference.
Perhaps a longer explanation might be
| | 01:04 |
better there, but at least it captures
the essence Of what it is we're trying to do.
| | 01:08 |
We've got a dynamic situation here.
Before using Offset, I want to introduce
| | 01:12 |
another function that you might have
encountered, and it's going to be helpful
| | 01:15 |
as we use Offset.
We need to know how much information is
| | 01:20 |
in column A, and right now you can see
that nine cells have data.
| | 01:24 |
And the function called CountA simply
counts non-blank cells.
| | 01:28 |
And it doesn't have anything to do with
column A necessarily, it does in this case.
| | 01:33 |
But CountA means count entries.
And so the answer here will be, as we
| | 01:37 |
look at the data there, 9.
That's going to help us as we use the
| | 01:42 |
Offset function, Equal Offset.
We begin with a starting location, that's
| | 01:48 |
what the term reference means here.
Our starting location is cell A1,.
| | 01:54 |
Now how many cells downward do we want to
move?
| | 01:57 |
We want to go grab the data out of A9.
That happens to be eight cells downward.
| | 02:02 |
Now, earlier we saw how CountA gave us
the value 9.
| | 02:05 |
Let's put in our CountA right now for
column A minus 1.
| | 02:09 |
So that's going to be 8.
We want to move eight cells downward.
| | 02:14 |
Comma.
Do we want to move any columns leftward
| | 02:17 |
or rightward?
No, we don't.
| | 02:19 |
We put in 0.
The other two arguments here are
| | 02:22 |
optional, we don't need them now.
So we'll put in our right parentheses and
| | 02:27 |
if this is working smoothly, we should
get the answer 5/15/2013.
| | 02:33 |
And there it is.
And if I put in a new day here, either by
| | 02:35 |
dragging or typing, it should change.
And it has.
| | 02:40 |
Now, we want to do a similar thing in
column E, but w want to do it for the
| | 02:44 |
column B entries.
And we can just copy this rightward.
| | 02:48 |
Now the format will need to be changed.
At first it will look a little bit strange.
| | 02:52 |
But as we look at the function here, the
offset has been counted, now we're
| | 02:55 |
looking in column B.
And that's just fine, although we could
| | 02:58 |
use column A here as well, it doesn't
make any difference.
| | 03:00 |
But, what we want to do here is just
change the format.
| | 03:04 |
And a quick format change off the Home
tab would work just fine here.
| | 03:08 |
The comma button.
And we're expecting to see, right now,
| | 03:11 |
256 because we haven't put in a new
closing rate yet.
| | 03:15 |
Maybe the closing rate for May 16th here
is 259.
| | 03:19 |
You put that in place, and that's what we
see right here.
| | 03:21 |
Now, if you're familiar how to use array
formulas, we can use these in combination
| | 03:25 |
with Offset, to come up with an average
of the last three days.
| | 03:30 |
If we highlight these three cells.
We'll see that in the status bar at the
| | 03:34 |
bottom of the screen.
256.27.
| | 03:38 |
How can we come up with an average here
using average and offset?
| | 03:42 |
Equal average left parenthesis, we'll use
offset.
| | 03:45 |
And now what we're about to do is use B1
as our starting reference point, comma,
| | 03:51 |
and like before, we'll use a countA, this
time on column B minus 3.
| | 03:58 |
In other words, we don't want to go all
the way to the bottom, we want to go all
| | 04:00 |
to the bottom, but up 3 cells, comma.
We don't want to move any columns, right,
| | 04:05 |
we're, that's the 0.
And now, we will be putting in a value
| | 04:08 |
for the height.
And that's going to be three cells,
| | 04:11 |
because we want to do an average of the
last three cells.
| | 04:14 |
Right parenthesis, right parenthesis, and
since this is an array formula, in other
| | 04:19 |
words it won't work unless we make it an
array formula.
| | 04:23 |
We need to press Ctrl+Shift+Enter.
And there's our answer, 256.27.
| | 04:29 |
I'll highlight the last three cells again
in the closing rates here.
| | 04:33 |
And you see the average at the bottom,
256.27.
| | 04:37 |
To do this for five days, a simple switch
here.
| | 04:39 |
I'll simply take this data right here,
highlight it, Ctrl+C and Escape.
| | 04:44 |
Let's just plug it in over here and make
a couple of quick changes.
| | 04:48 |
Ctrl+V and we'll change both of those 3s
to be a 5.
| | 04:54 |
Ctrl+Shift+Enter, and there's our average
for the last five days.
| | 04:58 |
251.06.
Once again, we can verify it by
| | 05:01 |
highlighting those five cells we see at
the bottom of the screen that the average
| | 05:05 |
is 251.06.
Now eventually what you might want to do
| | 05:09 |
is just have a different number here, and
have a formula work off whatever number
| | 05:12 |
is here.
So I'll put in a 6 here, and what might
| | 05:16 |
that be?
Once again, I'll simply paste what I
| | 05:20 |
copied before, and then make some
changes.
| | 05:22 |
So I had this kind of an entry.
This time, instead of minus 3 here, we
| | 05:26 |
want to actually refer to the data in H1.
Right there, and we want this three also
| | 05:32 |
to refer to H1.
So now we'll be getting an average as I
| | 05:36 |
press Ctrl+Shift+Enter, an average of the
last six, 250.33.
| | 05:41 |
So I can go highlight those last six
cells to verify that.
| | 05:44 |
It looks like we're on the right track.
Same answer there.
| | 05:46 |
So we could change that to a 4 or a 2,
whatever we want.
| | 05:50 |
So you can imagine different ways of
using this.
| | 05:52 |
So I've seen a number of different
examples of how the offset function
| | 05:55 |
allows us to pull data from different
locations.
| | 06:00 |
And even when that location is going to
be changing as we've seen in these examples.
| | 06:04 |
We can take advantage of this technique,
possibly using array formulas, as we did
| | 06:08 |
in columns F, G, and H.
Or in the earlier simple examples in
| | 06:12 |
column D and E, the direct use of the
Offset function.
| | 06:15 |
| | Collapse this transcript |
| Returning references with INDIRECT| 00:00 |
If you see a description of the function
called INDIRECT, it's unlikely that
| | 00:03 |
you'll find it very useful.
It's one of those lookup in reference functions.
| | 00:08 |
As we slide over it here from the
Formulas tab in the Ribbon, INDIRECT is
| | 00:12 |
described as returns the reference
specified by a text string.
| | 00:18 |
Many examples use something like this.
In a certain cell, you've got a cell
| | 00:22 |
address displayed and you want to be able
to get the content of that cell.
| | 00:28 |
Maybe this is set up in such a way that
it's dynamic.
| | 00:31 |
If we type the function INDIRECT, and
then refer to that cell, we won't get a
| | 00:35 |
C3, we'll get the contents of cells C3.
So, how useful is this likely to be?
| | 00:41 |
In this particular workbook, this
worksheet called Indirect one has
| | 00:45 |
formulas in these cells here that gather
data from four other sheets.
| | 00:51 |
East, south, mid-west and west, they're
all in the same workbook.
| | 00:55 |
As we take a look at one of these
formulas in cell B3, we see that we're
| | 00:59 |
adding up data from each of the B3 cells,
in the east through west sheets.
| | 01:05 |
East, south, mid-west and west, is the
notation style that we're using there to
| | 01:08 |
refer to all of those sheets.
Now, what we also want to have here is
| | 01:13 |
the total found on each of the sheets.
For example, on the East sheet we've got
| | 01:18 |
a grand total there in cell G6 and we'd
like to have that be displayed right
| | 01:22 |
here, and we have the same situation for
South and Midwest and West.
| | 01:28 |
Now, imagine if this structure were set
up for 50 different states.
| | 01:32 |
Putting in one of these formulas isn't so
bad, putting in four of them maybe isn't
| | 01:35 |
so bad.
But there should be a way to write this
| | 01:38 |
formula in such a way that we could just
copy it down the column.
| | 01:41 |
So let's begin with a simple idea, we're
only writing one formula for the moment.
| | 01:45 |
And we want to get the total out of the
East sheet.
| | 01:48 |
Type equal, click on the East sheet, then
click the cell in question, G6 and press Enter.
| | 01:55 |
And we have an answer.
Now, that's gathering data from another sheet.
| | 02:00 |
If we drag this downward, we're not
going to be getting data from the South
| | 02:03 |
or Midwest sheets.
We'll be getting data from other cells on
| | 02:07 |
the east sheet.
So there ought to be a way to do this.
| | 02:10 |
So, it would be great if there were a way
to do this and the INDIRECT function will
| | 02:13 |
give us that capability.
What I'm going to do first is
| | 02:17 |
double-click this cell and highlight this
portion of it, press Ctrl+C+Esc, and
| | 02:21 |
Paste it over here as simply text.
I'll put in a leading space and then a
| | 02:27 |
Ctrl V, keep it there for reference.
We don't need the C3 here anywhere.
| | 02:32 |
We'd like to be able to create the same
kind of structure here that we see in
| | 02:36 |
cell F9.
So I'm going to use the function INDIRECT.
| | 02:42 |
And in order to mimic that construction
that we're seeing for the moment sitting
| | 02:45 |
over there in cell F9, I'm going to grab
the data from A9.
| | 02:49 |
Of course, that's the word East.
And we want to combine this with the
| | 02:53 |
remainder of that formula, which would be
and, and that means gather other data to
| | 02:58 |
put next to the East, double quote
exclamation point G6.
| | 03:05 |
On all the other sheets, the grand total
we need is in cell G6.
| | 03:09 |
And as we put in the double quote, then
right parenthesis and Enter.
| | 03:13 |
We have an answer.
As we drag this downward, we have answers
| | 03:17 |
for the other sheets as well.
Now, when you look at the form itself,
| | 03:20 |
here's the one for the midwest, for
example.
| | 03:22 |
We don't know necessarily whether that's
accurate.
| | 03:25 |
And just a quick look will verify that.
We don't see the word Midwest in here,
| | 03:28 |
but that is exactly what's occurring.
And if we jump over to Midwest, the
| | 03:33 |
total, 17930, there it is.
So you can see how the function works
| | 03:37 |
particularly well in this situation, and
imagine how powerful it would be If we
| | 03:41 |
had a model here based on either 12
months or 50 states.
| | 03:46 |
This is the way to get it done quickly
with the INDIRECT function.
| | 03:50 |
| | Collapse this transcript |
| Using INDIRECT with data validation for two-tiered pick list scenarios| 00:00 |
When you're setting up worksheets that
require data entry.
| | 00:03 |
You can save time and provide a lot of
accuracy if you give people the
| | 00:06 |
opportunity to choose from a pick list.
In the worksheet that we're setting up here.
| | 00:12 |
Let's say we, we'll be manually putting
in the sales dates.
| | 00:15 |
The order numbers.
But for states we only have sales in
| | 00:18 |
certain states.
And you can see there in column F, we got
| | 00:21 |
a table off to the right.
This table ultimately that we're seeing
| | 00:25 |
here could be in a different worksheet
might be better there could be in even in
| | 00:28 |
a different workbook.
What we'd like to provide here is a pick
| | 00:32 |
list in column C that allows us to pick
just from those states.
| | 00:36 |
We also have sales but only in certain
cities and we've got a complete list of
| | 00:40 |
our cities to the right here as I scroll
right ward for each state.
| | 00:45 |
And here too, we don't want anybody
typing anything.
| | 00:48 |
It's going to be a lot faster and nobody
will misspell anything if they pick from
| | 00:52 |
a list.
If someone enters the state here from a
| | 00:56 |
pick list of California, when they click
in Column D we want them to be able to
| | 00:59 |
see only the California cities to pick
from.
| | 01:04 |
And so what we're actually trying to get
at here the idea of a two-tiered pick list.
| | 01:09 |
It's going to involve the data validation
concept which you may or may not be
| | 01:13 |
familiar with but also a use of the
indirect function and in a very powerful way.
| | 01:18 |
And again, I would emphasize the idea
that ultimately this table might be
| | 01:22 |
placed on another sheet, possibly in
another workbook.
| | 01:26 |
Let's begin the process here by simply
providing by way of data validation, a
| | 01:30 |
way to get the state names in place
automatically.
| | 01:34 |
Nothing else will go into column C as
except these states.
| | 01:36 |
So let's just pick column C.
And on the Data tab use this feature
| | 01:40 |
called Data validation.
There is it right there.
| | 01:44 |
Click it and under Allow we want to
choose List.
| | 01:49 |
Every time I see Allow I want it to say
require because that's what it really
| | 01:51 |
means here, the source of the list.
We can move this over and then simply
| | 01:55 |
slide across the cells that have our
state names.
| | 01:58 |
Right there, down to Wisconsin.
Click OK.
| | 02:02 |
So what we've set up so far here and not
requiring any functions is simply a pick
| | 02:06 |
list here that allows us to pick a state
as we needed to.
| | 02:10 |
We can scroll up and down or alphabetize.
That's usually the way you'd want to do it.
| | 02:14 |
And now we'll just pick a state here,
maybe California for the moment.
| | 02:18 |
Now what we'd like to be able to have set
up here is a similar pick list but based
| | 02:22 |
on what we see in column C.
So we want a pick list here that only
| | 02:28 |
shows the California cities.
So the next thing we need to do is to
| | 02:32 |
create range names.
And so we want every one of these state
| | 02:36 |
codes here to serve as a range name for
the data to the right of it.
| | 02:41 |
So we want to highlight this and drag
rightward.
| | 02:44 |
There we are.
And just to make sure here we'll scroll
| | 02:46 |
up and down, looks like we got all of our
states.
| | 02:49 |
Actually, I went a column too far, so
I'll go back in, just into column Q just
| | 02:54 |
to make sure.
Now we're going to use a technique here
| | 02:57 |
that allows us to pick the names out of
the left column here.
| | 03:01 |
So we've got this data highlighted.
Then we go to the Formulas tab and use
| | 03:05 |
the feature called Create from Selection.
Automatically generate names from the
| | 03:11 |
selected cells.
And we're not getting names out of the
| | 03:14 |
top row but we are getting them out of
the left column of the highlighted data.
| | 03:18 |
Click OK.
Now with that in place we can set up a
| | 03:22 |
pick list in column D here.
Once again by way of the Data tab and
| | 03:26 |
Data validation.
And we need a list but the source of the
| | 03:32 |
list is going to be the data in column C.
Even though we will never really be using
| | 03:38 |
C1, right now the active cell is D1.
What we're about to say in effect is,
| | 03:44 |
let's use the function indirect to get
data out of cell C1.
| | 03:50 |
What this really means is get data in the
adjacent cell to the left.
| | 03:55 |
And so if we are actually about to put
data in cell D2, we would refer to cell C2.
| | 04:00 |
So we click OK.
Now this throws people at first when you
| | 04:05 |
see this and all it literally means is
that C1 and D1 don't really fit.
| | 04:09 |
Do we want to continue?
Yes.
| | 04:11 |
That may not be an obvious thing to say
but it is in this case that's exactly
| | 04:14 |
what we want to do.
So now we've got our pick list set up for
| | 04:18 |
column D.
We're going to click the Drop arrow here
| | 04:21 |
and see only California cities.
There they are.
| | 04:25 |
So we'll pick Los Angeles and there it
is.
| | 04:28 |
Pick another state over here, maybe it
will be Ohio this time.
| | 04:31 |
There's our list.
There's Ohio.
| | 04:32 |
Click here.
Which Ohio cities do we see?
| | 04:35 |
Well here we have to kind of scroll up
and down, so this is a little bit awkward maybe.
| | 04:38 |
And there's a fix for that as well too.
In other words, why didn't we see Akron
| | 04:42 |
and Cincinnati on top as we went in
there?
| | 04:45 |
So here's the other thought and I'll zoom
back a little here see this a little bit better.
| | 04:49 |
It's pretty apparent that the states have
different numbers of cities in them here.
| | 04:56 |
The blank cells are not serving us well
at all, so let's select them.
| | 05:00 |
How can we select the blank cells?
What we'd like to do is actually delete
| | 05:03 |
them from our definition.
On the Home tab, the extreme right button
| | 05:07 |
find and select gives us the opportunity
to by way of go to special to select the
| | 05:12 |
blank cells.
Click OK.
| | 05:17 |
We've got our blank cells highlighted or
simply right click and Delete the blank
| | 05:22 |
cells shifting all the data leftward.
Shift cells left.
| | 05:27 |
Click OK.
Now the difference will be and it wasn't
| | 05:30 |
a huge difference and it wasn't exactly
required but now, for example, in Ohio
| | 05:34 |
when we're clicking this, we just see the
cities in question.
| | 05:38 |
If there are eight or fewer we don't see
a scroll bar.
| | 05:41 |
So we'll pick Cincinnati.
And again as we look at some of the other
| | 05:44 |
states similar say that have fewer than
eight, we'll see all of our entries.
| | 05:48 |
That's Nebraska.
See them that way.
| | 05:50 |
So that cleans it up.
So this two-way pick list idea is a
| | 05:53 |
pretty powerful tool.
Think of how it eliminates a lot of
| | 05:56 |
typing, a lot of mistyping, a lot of
mistaken state codes possibly, a
| | 05:59 |
misspelled city, that sort of thing.
And again eventually you probably would
| | 06:04 |
want to put this list elsewhere, maybe on
a different sheet and this will continue
| | 06:08 |
to work properly.
When you set up the pick list too as I
| | 06:11 |
did here I used the entire column
entries.
| | 06:14 |
The arrows are still here in effect on
the top two cells.
| | 06:17 |
You could simply highlight those and get
rid of data validation for those two cells.
| | 06:22 |
But I think you can see the value here of
this two tiered pick list.
| | 06:25 |
And it all pulls together by the way of
the indirect function in setting up these
| | 06:29 |
city entries.
| | 06:31 |
| | Collapse this transcript |
|
|
11. Text FunctionsLocating and extracting data with FIND, SEARCH, and MID| 00:00 |
As we look at the part numbers in column
A in this worksheet called Find Mid, it's
| | 00:04 |
possible that these numbers have a scheme
to them.
| | 00:08 |
Maybe the first two characters refer to
the location where the product was made.
| | 00:12 |
Maybe some of the characters refer to the
color.
| | 00:15 |
Possibly the time that Windows made,
something like that.
| | 00:18 |
There are times when we want to work with
data at the character level.
| | 00:22 |
There are a number of functions
categorized as text functions.
| | 00:27 |
So, on the Formulas tab, we'll click the
drop arrow, here.
| | 00:30 |
And the one we're about to use here, is
one called Find.
| | 00:34 |
Here's the description of it.
Returns the starting position of 1 text
| | 00:37 |
string within another text string.
Find is case sensitive.
| | 00:42 |
Sounds a little arcane, perhaps.
Let's say that what we'd like to do in
| | 00:45 |
this example, here.
Is to see if the letter G exists.
| | 00:50 |
Now, we can obviously see that in some of
the cases, but imagine the list is huge.
| | 00:55 |
Now maybe we're going to be changing
that.
| | 00:57 |
Maybe we want to pull out the G, make it,
make a difference here.
| | 01:01 |
Let's just start with the simple idea,
we're trying to find out if exists.
| | 01:05 |
Equal Find Left paranthesis.
We're looking for what?
| | 01:09 |
Within double quotes, G.
Now, the Find function is case sensitive,
| | 01:14 |
so this will find a capital G if it's
there.
| | 01:17 |
But if you look in row six for example,
that's a lower case g, we'll not find
| | 01:20 |
that one.
Where are we looking for this?
| | 01:24 |
We're looking within cell A2.
Now, there could be times in more complex
| | 01:29 |
situations where you don't necessarily
want to start looking from the left edge.
| | 01:34 |
You might want to start from the third
character or the fourth character.
| | 01:37 |
So there's a lot of flexibility in this
function.
| | 01:39 |
In this example here, we simply want to
start on the left edge.
| | 01:43 |
So we don't need to put in a third
argument.
| | 01:46 |
And the answer we're going to get here if
found will be the character position if
| | 01:50 |
not we'll get an answer like we're about
to get here, value.
| | 01:54 |
But by double clicking the lower right
hand corner we do see where the g is
| | 01:57 |
found and it's found in the second
position there and the second position there.
| | 02:03 |
Note that it isn't found here, nor
anywhere else.
| | 02:06 |
Now, based on that information, sometimes
what you would want to say is well, once
| | 02:10 |
we've found it, once we know that
location.
| | 02:13 |
We might want to pull data out of there
starting at that location.
| | 02:18 |
And so a variation on this could be to
use the MID function, think of middle.
| | 02:23 |
Before we do that, though, let's point
out a variation on Find.
| | 02:26 |
If we want to be able to find a G,
whether it's upper or lowercase, we can
| | 02:30 |
use a different function called Search.
And I'll make the change there, and then
| | 02:36 |
re-copy it.
And the difference, of course, is now
| | 02:39 |
we'll see something different in row 6.
We found the G there.
| | 02:42 |
Now again, whether we put in upper or
lower case makes no difference if we use
| | 02:46 |
the search function.
Because it'll find either variation net/g.
| | 02:50 |
So, sometimes, that's the more relevant
function.
| | 02:53 |
Now, if we go back to the idea that when
we do find the G, we want to pull out
| | 02:56 |
some data from there, we could use the
Mid function.
| | 03:00 |
I think that's maybe a little bit
obscure.
| | 03:03 |
But as we look at column C, what if we
wanted to pull out the state code?
| | 03:07 |
Now the state, of course, appears in
different locations here depending upon
| | 03:11 |
the city name.
What we do know is that the city names
| | 03:14 |
are terminated by a comma.
Just for a moment here, let me mention.
| | 03:18 |
For those of you who have worked with
data like this, if you really want to
| | 03:21 |
split the data, into city, state, zip.
There's a great tool in the Data tab,
| | 03:25 |
where you can use the feature, Text to
Columns.
| | 03:28 |
We don't really need that here, although
it certainly would be an appropriate feature.
| | 03:32 |
Let's just pull out the state.
Now, we're going to do this based on the
| | 03:36 |
fact that we can find where the comma's
located.
| | 03:39 |
Remember Find, what are we looking for?
Within double quotes, a comma.
| | 03:44 |
And where are we looking?
We're looking in cell C2.
| | 03:47 |
And we'll simply complete that function.
It's in the 8th position.
| | 03:52 |
You can see that.
Now the state name starts two characters later.
| | 03:56 |
So, let's introduce the function called
Mid.
| | 03:59 |
Think of the word middle, although not
necessarily literally.
| | 04:02 |
Mid allows us to look inside of a cell,
say C2 comma, and then start at a certain position.
| | 04:12 |
Remember, Find told us that the comma was
in the eigth position.
| | 04:16 |
So we want to use that information plus
2.
| | 04:19 |
In other words, we want to start at the
tenth position.
| | 04:21 |
And if you count the characters from the
left.
| | 04:24 |
B O U L D E R, comma, space.
That's nine characters.
| | 04:28 |
We want to start in the tenth position,
comma.
| | 04:31 |
And how many characters do we want to
pull out here?
| | 04:33 |
Just the state code, that's two
characters.
| | 04:36 |
So we're using Find along with Mid, and
then Enter.
| | 04:39 |
And we get our answer here.
And this should work for all the other
| | 04:42 |
entries as well.
Double click.
| | 04:44 |
So, it's not uncommon to use these
functions together.
| | 04:47 |
Although certainly you can use them
independently of each other as well.
| | 04:50 |
The Mid function, the Find function.
And you can begin to see how, with
| | 04:54 |
certain kinds of data.
For extracting Portions of the data or
| | 04:57 |
locating portions of the data, these two
functions work together beautifully.
| | 05:03 |
| | Collapse this transcript |
| Extracting specific data with LEFT and RIGHT| 00:00 |
Two Excel functions that have long been
helpful in extracting data are called
| | 00:04 |
left and right and the terms almost
define themselves.
| | 00:08 |
Sometimes we want to pull data from the
left side of a cell, sometimes from the right.
| | 00:12 |
And the new flash fill feature in Excel
2013 in some cases will negate the need
| | 00:16 |
for these.
But let's look at some of the data we see
| | 00:20 |
here, for example in column A.
If you haven't seen flashfill, here's a
| | 00:24 |
quick example of it.
I only want to get the last names out of here.
| | 00:27 |
So I'll type Baker and press Enter.
And now I'll type the H for Hanson and
| | 00:32 |
look what happens.
Flash fill automatically sense what I'm
| | 00:36 |
trying to get at here and I'll simply
press Enter.
| | 00:40 |
And we've got all the last names.
Now, we could've used the function called
| | 00:44 |
Left in combination with a function
called Find.
| | 00:48 |
Find would tell us where the comma is and
then based on that we could pull data out
| | 00:51 |
of the left-hand side.
But we don't need the left function
| | 00:54 |
anymore because of this new capability.
You can't always use it though and for
| | 00:58 |
example, the data in column D even though
it says code numbers, those might be real
| | 01:01 |
values too.
It looks like they're put as numbers.
| | 01:06 |
If I type a 26 here and I'm hoping to
pull out two characters from the left
| | 01:09 |
hand side.
Now, I'll type 26 again for the next cell
| | 01:13 |
and it's not because it's the same but
that just doesn't work, in other words,
| | 01:16 |
it's not picking up what I'm trying to do
and that is pick up two characters from
| | 01:19 |
the left edge.
Maybe these code numbers were constructed
| | 01:24 |
in such a way that the two left most
characters are meaningful and I need to
| | 01:27 |
get to them.
So, I'll simply use the function Equal Left.
| | 01:33 |
Looking in cell D2, 2.
I want two characters from the left hand side.
| | 01:38 |
Of course there could be three or four or
any other relevant number.
| | 01:42 |
And we'll simply copy this down the
column here and it takes care of all the
| | 01:45 |
entries that we've got there.
We're pulling up the two left most
| | 01:49 |
characters by the using the function
called Left.
| | 01:53 |
And similarly we could do the same thing
with right.
| | 01:56 |
Ideally the data in column F should be in
three separate columns, city state zip.
| | 02:01 |
But let's say we don't really need that
but we do need the zip code.
| | 02:04 |
And you can see they're in all cases here
it's the five rightmost characters equal right.
| | 02:09 |
Left parenthesis here from cell F2, 5.
We simply want to extract the zip code.
| | 02:16 |
There it is.
Double-click, they've got the zip codes
| | 02:18 |
for all the others as well.
So pulling data from the left side of the
| | 02:22 |
cell or the right side of the cell is
easily achieved with these two functions
| | 02:26 |
called Left and Right.
| | 02:28 |
| | Collapse this transcript |
| Removing extra spaces with TRIM and removing hidden characters with CLEAN| 00:00 |
A frequent problem in Excel and a major
clean up issue is the presence of
| | 00:04 |
unwanted spaces.
As you look at the data in column A, you
| | 00:07 |
can surely see some leading spaces in
some cases.
| | 00:11 |
And notice that there are multiple spaces
between the last and first name and there
| | 00:15 |
might even be some trailing spaces,
although they're not obvious.
| | 00:19 |
And many times, these issues come to the
forefront when you sort the data.
| | 00:24 |
If you've got a huge list and issues like
these are occurring 50 rows away, you
| | 00:28 |
don't always see them ahead of time, but
if we sort this list quickly.
| | 00:32 |
I'll click the AZ button on the Data tab
up above.
| | 00:35 |
We see what's happening.
Those with leading spaces occur at the
| | 00:39 |
top of the list.
Looks like there are a few spaces in
| | 00:42 |
front of the W and Cathy Watanuki there,
and also Harvey here and Eric Hendricks
| | 00:46 |
and so on.
And the multiple spaces just don't look good.
| | 00:50 |
How do we clean these up.
The function called trim, equal trim.
| | 00:53 |
Now typically you'll set up an extra
column if you don't have it already to
| | 00:57 |
handle this.
Trim, there we go, that looks good, we'll
| | 01:00 |
double-click and I jumped back and forth.
First of all, you can't tell about the
| | 01:05 |
trailing spaces, unless you go to each
cell individually.
| | 01:09 |
But they've been taken care of too, as
we'll see.
| | 01:11 |
But the key idea is that the leading
spaces are no longer there.
| | 01:15 |
If we were to sort the list eventually
now.
| | 01:17 |
Cathy Watanuki would be near the bottom,
of course.
| | 01:19 |
But, look what happens to multiple
consecutive interspaces.
| | 01:23 |
Like, the multiple spaces between
Hendricks and Eric.
| | 01:27 |
They get reduced to 1.
Also between Baker and Mark, and Catalano
| | 01:30 |
and Robert, as we see over here.
So, this takes care of the spaces.
| | 01:34 |
The other issue that we sometimes run
into, is when we're trying to match data.
| | 01:39 |
You can see clearly Fitzgerald there is
at some leading spaces.
| | 01:41 |
But let's imagine we're trying to match
up these names.
| | 01:44 |
Maybe we're on a different worksheet.
We're trying to see if these names exist
| | 01:48 |
in column A.
Equal match left parenthesis, there's the
| | 01:52 |
name we're trying to match comma.
We'll click column A comma and in the
| | 01:57 |
match function zero means exact match.
We're trying to see if there's an exact match.
| | 02:04 |
Here we are.
Not applicable.
| | 02:06 |
So what might we do?
Looks like Jackie Fitzgerald is okay over
| | 02:09 |
there in column A.
Don't see any leading spaces.
| | 02:12 |
But we do have leading spaces to the
right.
| | 02:14 |
So, we can use the Trim function to say
let's look at the trim version of D2.
| | 02:20 |
So.
Trim remember, removes leading spaces,
| | 02:23 |
trailing spaces, and it reduces multiple
consecutive interspaces to a single space.
| | 02:29 |
Now we're going to take the trim version
of cell D2 and see if there's a match.
| | 02:34 |
And there is, it's in the tenth position,
since we we used the row reference.
| | 02:38 |
Of course, that means in the tenth row.
Now, let's just copy this down, work for
| | 02:42 |
Don Nichols, see what's going on there.
Looks like there's a couple spaces
| | 02:46 |
between the comma and Don.
There is so, let's clean that up, get rid
| | 02:50 |
of that.
Maybe that's all it takes.
| | 02:52 |
And by the way, when you're editing if
you clicked on the right edge of the
| | 02:55 |
cell, if there is a trailing space, you
would see it.
| | 02:58 |
We don't in this case, so that entry
looks good, click enter, and this
| | 03:01 |
function still isn't working properly.
So, what's going on here, we got trimming
| | 03:06 |
place here, and there's nothing wrong
with Don Nichols anyway, so what's
| | 03:09 |
happening here.
Let's go check column A.
| | 03:13 |
Down Don Nichols here.
Now, I'm going to double-click on the
| | 03:15 |
right edge of the cell, somewhere beyond
the name.
| | 03:18 |
And immediately you see that the blinking
cursor is a space after Don.
| | 03:23 |
When we don't know that, is there a way
to work around this?
| | 03:26 |
It's not working here with the Trim
function, but one thing you could do, it
| | 03:30 |
does require an array formula.
We could say, let's compare our trimmed
| | 03:35 |
version of Don Nichols here, with the
trimmed version of all the data in column A.
| | 03:41 |
And because this is now an array, we're
trying to look in the entire column at
| | 03:45 |
once, we'll press Control, Shift, Enter.
And we do find Don Nichols in row 15.
| | 03:51 |
So, that's probably a little unusual to
do that, but that's another way to help
| | 03:55 |
match up data.
Now, getting back to the data in column A
| | 03:59 |
and the fact that column B does show our
data in a way we would want.
| | 04:04 |
Eventually why not keep this data and
throw away the data in column B.
| | 04:08 |
So, ideally what we want to do now, and
there's a very quick way to do this.
| | 04:12 |
And you may have seen this in other
movies.
| | 04:14 |
We will simply drag this data using the
right mouse button on top of the old data.
| | 04:20 |
And as we drag this, because we're using
the right mouse button.
| | 04:24 |
We will get a shortcut menu, but we don't
see it until we let go of the right mouse button.
| | 04:29 |
And there it is.
Copy here as values only.
| | 04:33 |
So then, the data in column A will be
clean.
| | 04:35 |
The formulas in column B we don't need
anymore.
| | 04:38 |
The data in column A looks just great.
And we've got our data back in place.
| | 04:42 |
So, all this happened because of the use
of the trim function to get rid of those
| | 04:46 |
unnecessary spaces.
Remember, it's the leading spaces that
| | 04:50 |
cause the biggest problems.
Not only in sorting, but also in matching.
| | 04:54 |
But it's also those trailing spaces that
give us issues and concerns when we're
| | 04:58 |
matching data.
So, there's no question the Trim
| | 05:01 |
function's a great help in cleaning up
data.
| | 05:04 |
| | Collapse this transcript |
| Using ampersands and CONCATENATE to combine data from different cells| 00:00 |
If you need to pull data together from
different locations, Excel has a function
| | 00:04 |
called Concatenate, also a capability
referred to by the same name.
| | 00:09 |
But the new feature in Excel 2013, Flash
Fill, may often negate the need for this functions.
| | 00:15 |
Let's talk about, first of all, this new
capability.
| | 00:18 |
I'd like to pull together in column D the
names that we're seeing columns A, B and C.
| | 00:24 |
In this style, for example, Baker, Mark S
and as I type this, and I'll simply type
| | 00:31 |
the last name, Baker, Mark S.
Enter.
| | 00:37 |
I'm not going to type all these.
Look what happens with the Flash Fill feature.
| | 00:41 |
I'll type "H," the beginning letter for
"Hansen," the next name, and immediately
| | 00:44 |
Excel picks up on what I want to do.
And I'll simply press Enter, and we're
| | 00:49 |
all done.
If that's all I want to do, we don't need
| | 00:51 |
to use any other kind of function or
capability here.
| | 00:55 |
But let me undo this, and say that we
maybe we want a period behind that.
| | 00:58 |
And recognize, of course, we don't have
middle initials in all cases here.
| | 01:02 |
So, if I type a period here behind the S,
and then press Enter, and now type H for Hansen.
| | 01:08 |
Excel again picks up on what I want to
do, but it's doing things that I don't
| | 01:12 |
want when there's no middle initial
involved.
| | 01:15 |
You see what's happening there.
So, when I complete this, you can see
| | 01:18 |
we've got some unusual characters there
that we really don't want.
| | 01:22 |
So, a different way to do this is to pull
together data from other cells by using
| | 01:26 |
the technique referred to as
concatenation.
| | 01:31 |
And we'll simply start here by typing
equal.
| | 01:33 |
And then getting the data from the last
name cell, right there.
| | 01:37 |
Using the ampersand symbol which means
and.
| | 01:40 |
So, following Baker what do we want to
see here, a comma and a space.
| | 01:44 |
So, we use double quote comma space
double quote.
| | 01:48 |
We'd like to see Baker than comma space,
and then we want to get the first name.
| | 01:53 |
That's in cell A2.
And after that what do we want to see?
| | 01:57 |
We either want to see a middle initial or
we want to see nothing.
| | 02:01 |
So, let's introduce an IF function here.
And what we're about to say is if this
| | 02:05 |
cell here is empty and one way to say
this is equal double quote, double quote.
| | 02:12 |
So, if cell C2 is empty here, what do we
really want to put in place here?
| | 02:17 |
We could say, well, countdown of C2,
which is blank, or we could put in a
| | 02:20 |
couple of double quotes.
I think C2 reads a little more easily
| | 02:24 |
here, so we'll put that in place.
Now, what if C2 is not blank, in other
| | 02:28 |
words, it has a middle initial?
What we need to put in now is a space,
| | 02:33 |
double quote, space, double quote, and
following that.
| | 02:37 |
We do want to gather the data from C2,
the actual middle initial.
| | 02:41 |
And following that we want to put in
within double quotes, a period and then a
| | 02:45 |
double quote to complete that.
Right parenthesis and we have our construction.
| | 02:52 |
Admittedly, and I don't want to insult
anybody, a little geeky as we look at
| | 02:55 |
this, but it gets the job done.
The feature's referred to as concatenation.
| | 03:01 |
Now, there's a function called
concatenate.
| | 03:03 |
And we could pretty much go the same way.
But I'll just use the simpler version
| | 03:07 |
that we actually don't need anymore.
I'll actually type it in, though, to show
| | 03:10 |
how it works.
I won't use the IF function in this
| | 03:13 |
example, but we could.
Let's just pull together the three names.
| | 03:18 |
Concatenate.
Let's go get Baker, comma.
| | 03:21 |
Then we want.
After Baker, a comma and a space.
| | 03:24 |
So, double quote, comma, space, double
quote, we'll put that in there.
| | 03:28 |
In other words, we're not using the
ampersand symbol.
| | 03:31 |
We're pulling together data by way of
this concatenate function.
| | 03:34 |
So we want to get Baker, then a comma
space, comma.
| | 03:38 |
Next thing we want to get is that first
name right there.
| | 03:40 |
That's what we want to get next.
And then another space, double quote,
| | 03:45 |
space, double quote and then that middle
initial following the double quotes
| | 03:49 |
comma, we get that from C2.
There we are.
| | 03:54 |
Now, what we will have here, and it's not
horrible, but we will have some trailing
| | 03:58 |
spaces here.
We don't really see that until we turn
| | 04:01 |
these into values, but that's the
concatenate function.
| | 04:04 |
Now when you've got data in rows, and
this is less likely than commas.
| | 04:09 |
If you try and pull together this way,
flashfill just doesn't work.
| | 04:12 |
In other words, we might want to pull
together the ID for example, if I type
| | 04:17 |
1608 hyphen and then put in Baker.
Maybe I'll just use the last name here.
| | 04:22 |
That's all well and good but as I go to
the right here and put in 1607 cell's not
| | 04:26 |
picking up on that, or sensing that I'm
trying to establish a pattern here.
| | 04:32 |
So, if I type 1607-Hanson, it's not
sensing anything and is not helping me here.
| | 04:38 |
So in this case, too, if we had this kind
of a situation where we wanted to create
| | 04:41 |
names like this.
We would certainly use either concatenate
| | 04:45 |
or the concatenation capability, either
way.
| | 04:48 |
So, another way to do this would be pick
up the data from here ampersand and then
| | 04:52 |
we want a hyphen after that.
Double quote, hyphen, double quote and
| | 04:57 |
getting the data from here, may we use
the whole name that way.
| | 05:02 |
So, we see that, make the column a bit
wider to see it, and then drag this
| | 05:05 |
across that way.
Admittedly, a little bit unusual in this
| | 05:08 |
kind of a layout and an unusual kind of
combination and also have to adjust our
| | 05:11 |
column width too.
That's easily done, but we've seen how we
| | 05:16 |
can pull together data.
There's no question that this feature
| | 05:19 |
will not be needed as much, because of
flash fill, and the way we use that in columns.
| | 05:24 |
But there certainly will be times when
you're trying to pull data together from
| | 05:27 |
different sources.
Where you use either the concatenate function.
| | 05:31 |
Or perhaps a little bit better,
concatenation capability as we see it
| | 05:34 |
here and in our previous example.
| | 05:37 |
| | Collapse this transcript |
| Adjusting the case within cells with PROPER, UPPER, and LOWER| 00:00 |
Some times you get data from other
resources, and it looks like what we see
| | 00:03 |
in column A.
Now, nothing truly wrong with that, but
| | 00:06 |
it's all upper case.
And it does't really have to be.
| | 00:10 |
And you could make a case for saying,
well that takes up more horizonal space
| | 00:13 |
than we really want.
So, a name like DNNA O'BRIEN as we see in A2.
| | 00:19 |
A lot of us would want it to look the way
we see it in B2.
| | 00:22 |
And it's easily handled with a function
called Proper.
| | 00:25 |
Proper will capitalize any letter that
begins the entry or follows space or punctuation.
| | 00:33 |
We'd like to see see the B in O'Brien
capitalized.
| | 00:36 |
We'd like to see, for example, in row 8,
the J in Jones to be capitalized, also
| | 00:40 |
the M in Morgan, of course, and the E in
Eric.
| | 00:44 |
Just the first letters.
The function is called Proper.
| | 00:47 |
As we focus on cell A2, Ctrl+Enter here,
and we'll simply double-click, and you
| | 00:51 |
see what happens to all of them.
Nicely cleaned up quickly.
| | 00:56 |
Notice what it does not do.
The first D in MacDonald is not
| | 00:59 |
capitalized, however, if you wanted that
to happen and of course you probably
| | 01:02 |
would have retyped it anyway.
But if you put a space after Mac and
| | 01:06 |
that's typically not how we see the name,
although occasionally it is.
| | 01:11 |
That will cause the D in McDonald to be
capitalized.
| | 01:13 |
But how many of those would you really
have?
| | 01:15 |
But you see what it's doing in other
cases, and it does exactly what would, we
| | 01:18 |
would want it to do.
Now, sometimes you have case issues of a
| | 01:22 |
different nature.
in column H, we've got part numbers here.
| | 01:26 |
And maybe whoever was typing these just
wasn't paying attention.
| | 01:28 |
And thought, well, it doesn't really make
any difference whether the letters are
| | 01:31 |
upper or lower case.
So, nothing was done special there.
| | 01:35 |
And, in a certain sense, maybe it's not
truly wrong.
| | 01:37 |
But, it generally, looks better if those
letters are capitalized.
| | 01:41 |
So as we Zoom in a little bit, we can it
a bit better.
| | 01:44 |
In an adjacent column, we will simply use
the function called Upper, meaning upper case.
| | 01:50 |
This will do nothing to the numbers, but
it will make the letters upper case.
| | 01:54 |
And that tends to look a lot better by
most people's estimation.
| | 01:57 |
Once again a double-click.
In all these examples where we're using
| | 02:01 |
an additional column to clean up the
data.
| | 02:04 |
Eventually what we want to do in most
cases is simply to take these results and
| | 02:07 |
paste them on top of the old data.
And the fast, easy way to do this is,
| | 02:13 |
with the data selected, Drag any edge.
Maybe the top edge, drag it on top of the
| | 02:17 |
old data using the right mouse button.
And when you let go, the popup menu gives
| | 02:23 |
you the option, Copy Here as Values Only.
And those are all cleaned up, and we
| | 02:28 |
don't need column I anymore, get rid of
it.
| | 02:31 |
And that looks much better, I think most
people would agree.
| | 02:34 |
There is another function called Lower.
We wouldn't use it in this case.
| | 02:37 |
And it's not needed nearly as often.
But it allows letters to be converted to
| | 02:40 |
all lower case.
So Proper, Lower and Upper have their
| | 02:43 |
roles to play in cleaning up the data,
making it look the way you want to.
| | 02:48 |
And back in column D here, in our entries
here.
| | 02:52 |
Surely, here, we probably want to Copy
that into column A.
| | 02:55 |
Once again, selecting the data and with
the right mouse button, Dragging it into
| | 02:58 |
column A.
Letting go with the right mouse button,
| | 03:01 |
Copy Here as Values Only, and then we
don't need this data anymore either.
| | 03:05 |
| | Collapse this transcript |
| Adjusting character content with REPLACE and SUBSTITUTE| 00:00 |
Excel has two text functions that are
similar in nature, they're called Replace
| | 00:04 |
and Substitute.
Both of them allow us to replace information.
| | 00:09 |
Replace is based on the concept of
replacing information by position,
| | 00:13 |
Substitute is based on the concept of
replacing information by content.
| | 00:19 |
In column A, we've got four entries here,
in cells A2 through A5.
| | 00:23 |
We'd like to replace the fifth character
with an X.
| | 00:27 |
Now, we can replace multiple characters,
we can replace one character with many.
| | 00:31 |
Few different variations here equal
Replace.
| | 00:36 |
Left parentheses.
Old text.
| | 00:39 |
We see the popup below this.
Refers to the location of the cell at A2 comma.
| | 00:45 |
The starting position here.
In other words, the character position
| | 00:48 |
that we're looking at is the fifth
position.
| | 00:51 |
Now, we can replace two characters, three
characters, four characters.
| | 00:54 |
We want to replace the dash there.
If we wanted to replace the dash and the
| | 00:59 |
q, we will put in the number 2 right now.
If we simply want to replace one of those
| | 01:03 |
characters, and we do, it's the dash we
want to replace, we'll put in 1, comma.
| | 01:08 |
And what do we want to replace that with?
Within double quotes or capital x.
| | 01:15 |
And as we press Enter, we're about to
see.
| | 01:17 |
5979XQE-36.
And there it is.
| | 01:20 |
And similarly, with the other information
here, we'll just double-click.
| | 01:27 |
And we're replacing the fifth character.
Now the fifth character isn't always a dash.
| | 01:32 |
In this second example there, it's a
zero, so the zero's gone.
| | 01:36 |
And the x is in its place.
So, replace has to do with character position.
| | 01:40 |
Over here in column E we've got a similar
situation, equal replace.
| | 01:44 |
But here, we want to get rid of that
eighth character and replace it with USA.
| | 01:49 |
And it might or might not be a dash.
That's not the issue.
| | 01:53 |
The issue is the position there.
So, here's our old text.
| | 01:57 |
Comma, we want to go to the eighth
position, wherever that might be in here.
| | 02:02 |
And we're only going to be replacing one
of the characters.
| | 02:05 |
So, comma, one and what are we, replacing
it with, the three characters USA.
| | 02:11 |
And we put that within double quotes.
And we're all set.
| | 02:16 |
We replace the eighth character which
happens to have been a dash the one
| | 02:19 |
between the h and the 87 we replace that
with USA as we're doing over here too.
| | 02:25 |
Now the Substitute function which is
similar replaces data on the basis of
| | 02:30 |
content not location.
And oddly enough it's analogous to the
| | 02:36 |
command sequence on the home tab.
Under Find and Select called Replace.
| | 02:41 |
So, strangely enough, the Substitute
function is more like the Replace feature.
| | 02:48 |
It's more so than the Replace function.
A little bit of confusion there potentially.
| | 02:52 |
Alright, we want to remove, as the
suggestion says here, only the first dash.
| | 02:57 |
Now, we can replace it with something if
we wanted to.
| | 03:00 |
Or simply replace it with nothing.
That's what we want to do here.
| | 03:03 |
Equal Substitute.
Here's the text we're looking at comma
| | 03:09 |
the old text, and we don't care where it
is in there, within double quote dash
| | 03:13 |
double quote with the new text.
Now it could be something or it could be nothing.
| | 03:18 |
If it's nothing, double quote, double
quote.
| | 03:20 |
Now if we only want to get rid of the
first ones in here.
| | 03:23 |
We put in comma 1.
That's only the first one so the second
| | 03:27 |
one will stay.
There it is you'll see what's happening
| | 03:30 |
if we like remove all dashes why not just
copy this down here using the Ctrl key.
| | 03:36 |
Not quite there yet but if its all of
these we don't need to put in any
| | 03:40 |
argument here at the end in other words.
By leaving that empty, we're saying, take
| | 03:46 |
all dashes there and replace them with
nothing.
| | 03:50 |
And see what happens.
Now, we could have done that with the
| | 03:53 |
Replace command, I'll show you how.
Highlight this and so we wouldn't
| | 03:57 |
necessarily needed to have done this,
although it certainly wasn't wrong.
| | 04:01 |
On the Home tab, we can go to find and
select, choose Replace and in this case,
| | 04:05 |
I've done it recently.
That's why that's still there.
| | 04:08 |
But there's that dash.
And what do we have in the next panel
| | 04:11 |
below this?
Nothing.
| | 04:12 |
So, we'll do a Replace All and as you
look at the numbers over there that are
| | 04:15 |
highlighted, one, two, three, four, five,
six, seven.
| | 04:19 |
Looks like there are nine different
dashes.
| | 04:22 |
That's what we should get as we click
Replace All.
| | 04:25 |
Nine replacements.
So, in some cases, you might not need to
| | 04:28 |
use the Substitute function.
You might want to use the Replace command.
| | 04:33 |
Recognize here a different use of
Substitute and once again, I'll copy this
| | 04:36 |
to the right.
Make it a bit faster to set this up.
| | 04:40 |
What we want to do here, and we haven't
done it yet, is to get rid of just the
| | 04:44 |
second dash.
In other words, we want XXX in its place,
| | 04:49 |
so we are replacing the dash here with,
in this case, XXX.
| | 04:55 |
But we don't want to do it for the first
occurrence, we want to do it for the
| | 04:58 |
second occurrence of dash in there.
Play that and see what's happened.
| | 05:03 |
The second dash is gone and as we double
click.
| | 05:06 |
That's going to be true in all these
cases here.
| | 05:08 |
Now, notice on the third one here, we've
got 3 dashes in there and there the
| | 05:12 |
triple X appears between the DJ and the
59.
| | 05:16 |
This is the second X and sometimes, and
once again, copy this downward and make
| | 05:20 |
some changes here.
In this case here, let's say what we want
| | 05:25 |
to do is we want to replace the dashes
there.
| | 05:28 |
With underscore, and we want to do that
for all of them, so we don't need any
| | 05:31 |
final argument here.
We'll just get rid of the two.
| | 05:35 |
That's going to replace all of the dashes
there with underscore no matter how many
| | 05:38 |
there might be.
So, with these various uses of Substitute
| | 05:42 |
and Replace, you can see how you can
control the cleaning up, the alteration
| | 05:46 |
of data.
By either using replace, which allows us
| | 05:50 |
to remove information by location.
Or substitute based on content.
| | 05:55 |
| | Collapse this transcript |
| Using other utility text functions: LEN, REPT, VALUE, TEXT| 00:00 |
Among the many cleanup issues needed in
Excel, are ways to standardize the
| | 00:04 |
display of entries.
If you look at the data in column B,
| | 00:07 |
these are all numbers.
But we want them to be displayed as six
| | 00:11 |
character entries with leading zeros.
If you were setting up the data, here's
| | 00:15 |
what you might consider doing.
Suppose you were going to put this data
| | 00:18 |
in column A.
You could simply right-click, and go to
| | 00:22 |
Format cells, or press Ctrl+1, either
way, and simply use a custom format of
| | 00:28 |
six zeros.
And then as you make your entries, for
| | 00:32 |
example here, I'll type 757, what happens
when I press Enter?
| | 00:36 |
And 4622.
And that's going to happen all the way
| | 00:40 |
down the column if you were to use these
kinds of numbers.
| | 00:43 |
And so, that would take care of the issue
from the start, however, we've got data
| | 00:47 |
here, and we want it to look like this.
Now, by the way, the green triangles that
| | 00:52 |
you see here are not critical in this
example, but you will see them unless
| | 00:55 |
you've turned off some of the settings.
If you click the button to the left it
| | 01:00 |
will explain why it's there.
The number in this cell is formatted this
| | 01:04 |
text or preceded by an apostrophe.
That doesn't really bother us now, nor
| | 01:08 |
should it concern us.
If you were to print the data, you won't
| | 01:10 |
see these either.
If you'd like to Not show these, If you
| | 01:13 |
find them annoying.
Then go to the File menu, choose Options,
| | 01:17 |
and then this this dialogue box, choose
Formulas.
| | 01:21 |
And then consider unchecking the boxes
that Might have caused those green
| | 01:25 |
triangles to appear.
And so over time, you might want to
| | 01:29 |
revisit this particular group of error
checking rules.
| | 01:33 |
A lot of them are not really errors, just
warnings to you.
| | 01:37 |
So, for example here, if we don't want to
see inconsistent calculated column
| | 01:40 |
formulas in a table, that's usually not a
big issue.
| | 01:44 |
We can uncheck that box.
The one we just saw, numbers formatted as
| | 01:48 |
text or preceded by an apostrophe.
It isn't necessarily wrong, but if we
| | 01:52 |
don't want to see the indicator, we can
turn that off.
| | 01:55 |
So you can make changes to the display
there.
| | 01:56 |
Now, column B is all numerical entries,
so one way to clean this up.
| | 02:00 |
And let's say we get rid of these and use
a function that's going to allow us to do
| | 02:04 |
this, it's called Text.
I'll make the column a bit wider, so we
| | 02:09 |
can see it more clearly.
Equal text.
| | 02:12 |
We click a cell that has a value right
here, comma.
| | 02:15 |
Then we provide a format for it.
We want all the entries, not only in cell B2.
| | 02:20 |
But all the other ones, because we're
going to be copying this, to be six characters.
| | 02:24 |
So the format we use, not exactly
obvious.
| | 02:27 |
Six zeros.
We'll complete that.
| | 02:31 |
You see how that's being displayed.
Double click.
| | 02:33 |
We see how the others are.
Now, the column might or might not be centered.
| | 02:37 |
That's not the issue.
We can certainly change that if we wish,
| | 02:39 |
and then readjust it that way.
The function question Text.
| | 02:43 |
Simply pulls in the information from an
adjacent cell and then formats it as a
| | 02:48 |
six character number with leading zeros,
and that's easily handled.
| | 02:53 |
Now, if you look at the data in column E,
it looks like we're looking at similar
| | 02:56 |
numbers, however some of these have
letters in them.
| | 02:59 |
And if we were to take that formula, in
fact we could take all these formulas.
| | 03:03 |
And simply, using the Ctrl key, copy them
over here into column F.
| | 03:07 |
And that means these formulas will deal
with column E.
| | 03:09 |
But look what happens, it doesn't handle
these when we've got text in them.
| | 03:14 |
In other words, we're trying to convert
these numbers into a different kind of
| | 03:17 |
display this way.
So, there's a different approach here,
| | 03:21 |
and it involves the use of another
function that you might or might not have seen.
| | 03:26 |
It's called R E P T, meaning repeat.
Now, when I show you this first example,
| | 03:30 |
you might be saying, why would I ever use
that one?
| | 03:32 |
That doesn't seem to be appropriate here.
Supposed you wanted to put text, you
| | 03:36 |
know, it could be any character on the
keyboard, of course.
| | 03:39 |
Maybe it's this X out here.
Suppose you'd like to repeat that a
| | 03:42 |
number of times in this cell.
And we've got values over there in column K.
| | 03:47 |
So let's just use that.
If we're going to be copying this down
| | 03:50 |
the column, let's make our K1 reference
here be absolute by pressing F4.
| | 03:54 |
What are going to get now?
Five X's.
| | 03:56 |
And if we copy this down the column here,
and see what we get.
| | 04:00 |
And we can use any symbol, and you can
use multiple symbols, too, sometimes just
| | 04:03 |
for special effect.
So, if I put in a less than arrow
| | 04:06 |
followed by a greater than arrow, and
press Enter Watch what we see in column H.
| | 04:10 |
Again, sort of fun and games, and
seemingly not exactly relevant.
| | 04:14 |
But ultimately, it is.
This allows us to repeat any character we want.
| | 04:19 |
So, leaving column F the way it is, but
now working in column G and looking at
| | 04:23 |
the column E data.
Let's first begin by introducing another
| | 04:28 |
function called LEN, =LEN, meaning
length.
| | 04:32 |
What's the length of the content of that
cell?
| | 04:34 |
It's three characters, and as we copy
this down, you see the others as well.
| | 04:39 |
Now that's vital information.
Let's say that we want to have leading
| | 04:42 |
zeros here, and the problem remember is
that we've got numbers and a mixture of
| | 04:46 |
text and numbers here.
And remember, this text doesn't work,
| | 04:51 |
except in the case of numbers.
So we want to cover all bases here.
| | 04:55 |
Now, what we need to do is, calculate the
difference between six, and how many
| | 04:59 |
characters we have here.
So, for example, in this cell right here,
| | 05:04 |
it's got a length of four.
So we want two leading zeroes.
| | 05:07 |
So we're going to take 6 minus this Len.
So let's start by kind of building the
| | 05:12 |
formula this way.
If we put in 6 minus the length, this is
| | 05:16 |
how many leading zeroes we need.
And I'll do this all the way down the column.
| | 05:20 |
This is the number of leading zeroes that
we need.
| | 05:23 |
Now, let's plug that into the REPT
function.
| | 05:26 |
Remember, the repeat function says I
want to put in a character.
| | 05:31 |
What is it?
0 double quote 0 double quote.
| | 05:35 |
How many times do we want to put it in
there?
| | 05:37 |
You want to put it in based on how many
zeros's we need, and we want to pick up
| | 05:42 |
the actual data from E2.
So what we should be seeing here is three
| | 05:48 |
leading zeros and then 757.
And that's what we get.
| | 05:52 |
And as we double-click to copy this down
the column See what's happening there.
| | 05:57 |
Now, I'm not suggesting in any way that
this is extremely common, what we're
| | 05:59 |
doing here,.
But on the other hand it gives us more
| | 06:02 |
insight into how some of these functions
that seemingly come out of nowhere do
| | 06:05 |
have some relevance.
And we can use them in a variety of
| | 06:09 |
different ways.
Again as we look at this, we're using the
| | 06:12 |
REPT function, think of repeat.
To repeat 0 here, so that we always are
| | 06:17 |
filling in the number of leading zeroes
that we need.
| | 06:22 |
We're taking 6 minus the number of
characters that are already there.
| | 06:27 |
And so this puts in the leading zeros and
then we put in the actual content of the
| | 06:31 |
cell over in column E from the data
there.
| | 06:34 |
And you see how this is being built.
So using these different functions we've
| | 06:39 |
just seen how to use text and REPT and
also the len function to clean up some data.
| | 06:44 |
| | Collapse this transcript |
|
|
12. Information FunctionsExtracting information with the CELL and INFO functions| 00:00 |
Excel has a number of functions under the
category Information functions.
| | 00:04 |
If you're on the Formulas tab on the
ribbon under More functions, you'll see
| | 00:07 |
the category Information.
Quite a few of them.
| | 00:11 |
The two that we're going to look at in
this movie are Cell and Info.
| | 00:15 |
Both of them give us information about
the worksheet, the working environment
| | 00:19 |
and potentially of cells themselves.
Just imagine that we might want to
| | 00:24 |
display the current file name and its
location, equal cell left parenthesis and
| | 00:29 |
look at the choices we have here.
As you look at some of these here,
| | 00:34 |
they're not exactly obvious what they all
do but I'm going to use the one here for
| | 00:38 |
a file name right here.
And we just tab it into place.
| | 00:43 |
And as I press Enter, I might be getting
a lot more than I expected, what it's
| | 00:47 |
telling me is the name of the current
file.
| | 00:51 |
Now, some people might say, well, of
course I know that, I know which one it
| | 00:54 |
is and everything.
But it shows us on the right side, the
| | 00:57 |
sheet name then the file then the folder
that it's in and the folder that, that's
| | 01:00 |
in and so on and son one.
The complete hierarchy.
| | 01:04 |
And sometimes that information is viable
not only for display reasons but for
| | 01:08 |
actual use within a worksheet.
Suppose we always want to have the file
| | 01:13 |
name actually displayed here.
Now that's giving us a lot more than the filename.
| | 01:18 |
But if we're familiar with other
techniques we could possibly pull out the
| | 01:22 |
name of the file itself.
If we just wanted the sheet name, we
| | 01:25 |
could pull out the information from the
right hand side based on this concept,
| | 01:29 |
what are we looking for?
What delineates or what tells us that
| | 01:34 |
we've got a sheet name out there.
As soon as we find the right bracket, so
| | 01:38 |
you could use the function called Find
and we're looking for within double
| | 01:42 |
quotes, a right bracket.
Now, If we're only looking for that, that
| | 01:46 |
bit of information is helpful.
It tells us the following.
| | 01:50 |
What?
It's in the 77 position.
| | 01:53 |
We want everything after that.
So, we'll use that along with the Mid function.
| | 01:59 |
The Mid function allows us to look at
this data comma.
| | 02:03 |
Now we don't want to start at the
seventy-second position.
| | 02:05 |
We want to start one character later.
So plus one.
| | 02:09 |
Now that sheet name might be a different
length and so let's just use a large
| | 02:12 |
enough number here, 32 would cover it
good enough because 31 is the maximum
| | 02:16 |
anyway, right parenthesis and we've got
the current sheet name here.
| | 02:21 |
And again sometimes that's useful in
certain kinds of worksheets.
| | 02:25 |
If we wanted to pull out or extract from
here, the file name you need to look for
| | 02:29 |
two things, the Left bracket and then the
Right bracket.
| | 02:33 |
So earlier we had done this.
We'll do something very similar.
| | 02:36 |
This time we're looking for the Left
bracket.
| | 02:38 |
Double quote Left bracket, double quote
comma in this location.
| | 02:42 |
It's in the 52nd position and almost the
same and actually we had done this
| | 02:47 |
earlier, equal find.
We want to look for the right bracket
| | 02:51 |
because that terminates the end of the
file name.
| | 02:55 |
Double quote, Right bracket, double quote
comma as we look here.
| | 02:58 |
So given that bit of information we can
now use the mid function again to say.
| | 03:04 |
Let's go here comma and we'll use the 52,
that's the starting point, that's where
| | 03:08 |
the left bracket is but we need to go one
character beyond that, plus 1 comma and
| | 03:12 |
how many characters do we want to pick up
here.
| | 03:18 |
Well we need to subtract these two and
then subtract one, so the 72 minus the
| | 03:22 |
52, that's 20 but the, but actually needs
subtract one from that.
| | 03:28 |
So this should gives the actual file
name, it's 12-information.xlsx and there
| | 03:32 |
it is.
So using these techniques we can along
| | 03:37 |
with the cell function pull out
information from the information line
| | 03:41 |
we're seeing in cell D one.
Another use of the cell function is to
| | 03:46 |
tell us what type of date we've got in
the cell and sometimes we need this for
| | 03:49 |
documentation purposes.
So right here, I've got some numbers just
| | 03:54 |
to left of it, that's got text.
This is blank.
| | 03:58 |
This is a number.
This is a formula.
| | 04:00 |
Let's again use the cell function.
This time we'll use type and just tab
| | 04:05 |
into place, sales and we're going to get
one of three answers.
| | 04:11 |
L means label that's an l, as we drag it
down here.
| | 04:15 |
B means blank, v means value and that
covers both raw numbers like this and
| | 04:19 |
formulas like this.
So that is potentially useful information also.
| | 04:25 |
You might think of possibly using these
with conditional formatting to highlight
| | 04:29 |
different cells in the worksheet based on
whether they are blank or labels or values.
| | 04:35 |
Different ways of using that.
The info function gives us a different set.
| | 04:40 |
You might want to have displayed or you
might need to know at different times,
| | 04:43 |
which version of the software you're
using, which directory is in use.
| | 04:47 |
Equal info Left parenthesis.
And here are the choices that we see here.
| | 04:53 |
So the operating system version, OS
version is right there.
| | 04:56 |
We could tab that into place and simply
press enter.
| | 04:59 |
And it tells us the current operating
system.
| | 05:02 |
Similarly with directory here and again
these are all info as we use them here.
| | 05:07 |
Directory, the current directory or
folder.
| | 05:09 |
Tab that into place and finally system.
Once again, info.
| | 05:14 |
The operating environment.
Tab that into place and Enter.
| | 05:19 |
Now, it's pretty apparent that you don't
need these all the time and maybe only occasionally.
| | 05:23 |
But it's a good bit of information.
And at different times too you will want
| | 05:27 |
to refresh these by pressing the F9 key.
Now these are not going to change but
| | 05:32 |
sometimes when you save a file in a
different location you would expect these
| | 05:34 |
to change immediately.
They don't always press F9 to update them.
| | 05:41 |
So, some utility type functions in the
information category, Cell and Info.
| | 05:46 |
| | Collapse this transcript |
| Using ISBLANK, ISODD, ISEVEN, ISTEXT, and ISNUMBER| 00:00 |
Excel has a category of functions called
IS functions.
| | 00:03 |
That's not their formal name but on the
Formulas tab, if you go to More Functions
| | 00:07 |
under Information, you'll see a number of
functions beginning here that begin with IS.
| | 00:13 |
And some of these are really handy at
times.
| | 00:16 |
A few years ago I had a list of numbers
and I was tabulating a total.
| | 00:20 |
For example, in column A here, I'm
going to go to the Home tab right now and
| | 00:23 |
click Autosum off to the right there and
redirect this so that it adds up the data here.
| | 00:30 |
Then I pressed Enter and I knew that
something was wrong here.
| | 00:34 |
You look at these numbers, they're
between two and three thousand mostly, so
| | 00:36 |
there's about ten of them.
That should be about 20 or 30 thousand or
| | 00:40 |
something, it's way off.
I think a lot of you can probably see
| | 00:43 |
what the issue is here, particularly when
you see similar numbers side by side,
| | 00:47 |
there's a 0 in here or are there any 0?
Well, those are Os.
| | 00:53 |
Those are capital Os.
This one has an l or a capital i in it,
| | 00:56 |
we're not sure what, that's an O also
without any real 0 nearby.
| | 01:01 |
Actually, you might see one over in cell
G10 but when you see them side by side,
| | 01:04 |
you recognize what's going on.
Now, one approach to this is to clean
| | 01:09 |
these up is to ask the question are these
text?
| | 01:14 |
By the way in the example that I gave
here too, let me take out that sum and
| | 01:17 |
see what would happen if we tried the sum
at the bottom.
| | 01:22 |
Here we would've found our problem
perhaps a bit sooner, we press auto-sum
| | 01:25 |
here and Excel does what?
It looks upward for numbers but stops
| | 01:30 |
when it sees a non-number.
And so had we put the total down there,
| | 01:34 |
we would've perhaps found this problem a
bit sooner or understood it a bit better maybe.
| | 01:40 |
Now, we can check these numbers here to
see if they truly are numbers by possibly
| | 01:43 |
using ISTEXT, ISNUMBER or ISNONTEXT.
These are very similar in nature and they
| | 01:49 |
almost explain themselves.
Let's just highlight all these cells
| | 01:54 |
together and we're going to, going to
type here equal ISTEXT.
| | 01:58 |
And we're asking the question in effect,
are these text?
| | 02:01 |
Now by definition in Excel if an entry
has at least one non-numeric character,
| | 02:07 |
it's text.
And the answers that we're going to see
| | 02:10 |
here will be true or false.
I'll press Ctrl+Enter.
| | 02:15 |
And we can readily see that these are not
texts, they're pure numbers because we
| | 02:19 |
get the answer false.
These are all texts, that's an 02902,
| | 02:25 |
340L or OI, we're not sure 25I6, 25IL6
again, you get the idea here.
| | 02:35 |
Now we could just have easily have used
ISNUMBER of course we're going to get
| | 02:38 |
reverse answers here.
Equal isnumber left parenthesis.
| | 02:44 |
We'll click on cell A2 and then press
Ctrl+Enter.
| | 02:46 |
And so, the numbers are true.
We see this here and we see it here.
| | 02:52 |
Those two cases and in the last two as
well.
| | 02:56 |
Now is non text almost sounds like the
same thing as saying is it a number?
| | 03:00 |
There's only one difference here and this
is the least likely to be used of the
| | 03:03 |
three but we'll show you the difference
in a second.
| | 03:06 |
Equal is non text.
Well, doesn't that mean numbers?
| | 03:11 |
Well, almost, if that's the term to use
here.
| | 03:13 |
Isnontext.
Again refer the cells, this time we'll
| | 03:18 |
press Ctrl+Enter and then recopy.
And it looks like we're getting the same
| | 03:21 |
answers as we're getting in column C.
And many of the times that's going to be
| | 03:25 |
the case.
But what if the cell's blank, I'll just
| | 03:28 |
delete this cell.
There's where we see a difference, is
| | 03:31 |
that a number, no it's not.
Is it non-text?
| | 03:33 |
Yes.
It's not text, is it?
| | 03:35 |
It's empty.
Now, I emptied out a cell that had a
| | 03:38 |
number in it.
Let's take one that has text in it.
| | 03:41 |
This one right here, we'll delete that.
And as you might expect, again we see a
| | 03:45 |
difference in the two.
But most of the time these two are going
| | 03:48 |
to be identical.
Now, sometimes we want to check for blanks.
| | 03:52 |
And many times we might be using an IF
function.
| | 03:54 |
Let's say we're going to adjust these
scores.
| | 03:57 |
But if the score is blank, let's say that
maybe what we want to do is just put in a
| | 04:01 |
default 99.
So, we want to check if these are blank.
| | 04:05 |
And we work with positive numbers or
negative numbers but we're going to say
| | 04:08 |
the following equal if.
We want to test to see if that cell is blank.
| | 04:14 |
Now you can do this with standard
techniques such as.
| | 04:17 |
Check this cell, see if it's equal to
double quote, double quote.
| | 04:21 |
Now that works and you might well
understand that.
| | 04:23 |
But it's not nearly as clear as saying
isblank.
| | 04:28 |
Right parenthesis, much more readable,
much more understandable.
| | 04:35 |
Is that cell blank?
If it is blank comma, we're going to put
| | 04:38 |
in a default score of 99, if it's not,
we'll simply put in the existing score,
| | 04:42 |
something like that.
And a right parentheses there, Ctrl+Enter
| | 04:47 |
and we'll simply copy this down the
column and you see what's happening.
| | 04:51 |
Any time there's a blank cell we'll come
up with a score of 99 otherwise we just
| | 04:54 |
use the existing score.
And again displaying this isblank.
| | 04:59 |
Even though it's sort of a reverse
English as you read it, it makes perfect
| | 05:03 |
sense and it's more understandable to a
wider audience than G2 equals double
| | 05:07 |
quote, double quote.
So we've seen how to use not only,
| | 05:11 |
isblank here but also three other is
functions, istext, isnumber, isnon-text
| | 05:15 |
to evaluate data within a worksheet.
| | 05:19 |
| | Collapse this transcript |
| Using error-checking functions ISERR, ISERROR, IFERROR, ISNA, and IFNA| 00:00 |
Excel has a number of error checking
functions.
| | 00:03 |
However, they're strangely organized.
If you go to the Formulas tab in the
| | 00:07 |
Ribbon and choose More Functions, you
will see in the information category
| | 00:12 |
functions such as is error, is error and
is logical, is non text.
| | 00:18 |
Quite a few here relating to error
checking, but you also find them in the
| | 00:22 |
category called Logical.
There's an if error and a new function
| | 00:26 |
called if NA.
We don't always need these, but in some
| | 00:29 |
situations, it's an ideal way to check
errors and display different information.
| | 00:35 |
In this worksheet here, where we're
tabulating sale and expenses, and then
| | 00:38 |
quite a few variations on different
statistics based on those.
| | 00:43 |
Look what happens if we have a month
where the sales and expenses are the same.
| | 00:48 |
I'm going to change this to 240.
The profits are zero.
| | 00:52 |
And then we've got a calculation in row
9, and potentially others too,that are
| | 00:56 |
coming up with this error of division by
zero.
| | 01:00 |
And that's exactly what this formula is
trying to do.
| | 01:03 |
And that's a distinct error.
And we certainly don't want this to be
| | 01:06 |
displayed here; we don't want to have to
explain it.
| | 01:08 |
We might want to display nothing, or
display NA.
| | 01:11 |
And so, one approach to this is to do the
following.
| | 01:15 |
I'm going to make the column wider so we
can see the function.
| | 01:18 |
And then double-click in here, and
introduce the function, ISERROR.
| | 01:23 |
Now, this is usually found within an IF
function.
| | 01:26 |
We're going to check to see if this
calculation, it creates an error.
| | 01:31 |
So, ISERROR, left parenthesis and a right
parenthesis.
| | 01:37 |
If this formula's going to create an
error comma we want to display something different.
| | 01:42 |
If it's simply empty, we'll put in double
quote, double quote.
| | 01:45 |
If we want to display NA, we can put that
in there.
| | 01:48 |
Any number of different things we might
want to put in there.
| | 01:50 |
But this is what we want to have appear
in the cell when that calculation causes
| | 01:55 |
an error.
If it doesn't comma, what is it we
| | 01:59 |
want to do?
The actual calculation, so let's just
| | 02:02 |
highlight that and press Ctrl+C and put
it out here, Ctrl+V, then a final parenthesis.
| | 02:08 |
So it's a bit lengthy here, but once
again, it's saying, if this calculation
| | 02:12 |
will cause an error, display NA.
If it doesn't, perform the calculation.
| | 02:18 |
So, as we press Enter here, we should see
NA.
| | 02:21 |
Now, I'm going to leave this here but put
a space in front of it for display
| | 02:25 |
purposes, and compare this approach with
a newer version, first available in Excel
| | 02:30 |
2007, a new function called IFERROR.
And before I do that, I'm going back into
| | 02:37 |
here to copy this formula again, with
Ctrl+C then Esc.
| | 02:42 |
So, equal IFERROR.
This is going to be much shorter.
| | 02:46 |
What is it that we're checking to see is
an error?
| | 02:49 |
This formula that I just copied and
pasted in.
| | 02:52 |
When that is an error, we want to
display, just like we did before, double
| | 02:56 |
quote NA.
But when it's not we don't have to say anything.
| | 03:00 |
This calculation will be performed.
We put in the right parenthesis, we will
| | 03:04 |
get the same answer we got before.
Let me re-display with a leading space so
| | 03:09 |
we can see this side by side.
It's pretty apparent that these two
| | 03:16 |
functions are quite a bit different in
length, and the second one is much easier
| | 03:19 |
to read.
So we don't have to repeat the formula in
| | 03:22 |
there twice.
So that's quite an improvement.
| | 03:25 |
And it does solve our need here of
displaying information instead of
| | 03:29 |
displaying a division by 0 error.
You can also put in an NA in a different way.
| | 03:35 |
You can put it in as a function, and a
lot of times it doesn't make any
| | 03:38 |
difference, but let's say we go back to
this version here.
| | 03:41 |
If you want to display this as an actual
function, you type NA, left parenthesis,
| | 03:45 |
right parenthesis, and it gets displayed
this way.
| | 03:49 |
A different look for sure and you might
or might not prefer it, but it has
| | 03:52 |
another advantage, which I'll show in a
second.
| | 03:55 |
And it'll also would work here of course,
same general idea.
| | 03:58 |
So right here, if we went to display that
as a function, we'd type NA, left
| | 04:02 |
parenthesis, right parenthesis and get
the same kind of an answer.
| | 04:06 |
The reason we bring this up is that
there's a function called, and we're
| | 04:10 |
testing it right here, here's, first of
all, is a VLOOKUP that isn't working.
| | 04:15 |
Isn't giving us the word sale.
It can't find it, so we end up with an NA.
| | 04:19 |
And here's a function.
Here's the use of the IF function along
| | 04:23 |
with a function called ISNA.
Is that an NA?
| | 04:28 |
It surely is.
Therefore we put in Fail.
| | 04:30 |
Now that too, has a new function.
It's analogous to our ISERROR and IFERROR
| | 04:36 |
.
And it's called IFNA, so I'll leave this
| | 04:39 |
here again with a leading space, so we
can see it.
| | 04:42 |
And possibly just copy this downward and
then make some changes, and we'll, for
| | 04:46 |
the moment get rid of the leading space
and the new function is IFNA.
| | 04:50 |
If that cell is causing an error, let's
display fail.
| | 04:54 |
Otherwise, let's display nothing.
So, that's a bit shorter.
| | 05:02 |
Not nearly as short as our other
comparison.
| | 05:04 |
Now, there's one other bit of confusion
as we use some of these functions.
| | 05:08 |
Suppose we're checking to see if this
cell is an error.
| | 05:12 |
One way to do this is use that older
function.
| | 05:14 |
I say older in the sense that it's been
around in Excel longer.
| | 05:17 |
We want to check to see if this is an
error.
| | 05:20 |
ISERROR.
There is another function called ISERR,
| | 05:25 |
and the only difference in the two is
that Is error, checks for all error conditions.
| | 05:31 |
Is this an error?
It surely is.
| | 05:34 |
So what are we going to display here?
Now, anything we want, but let's say not found.
| | 05:38 |
Otherwise it's okay.
Like we found it.
| | 05:42 |
Is error, and that's what we get.
The function ISERR doesn't have the OR
| | 05:48 |
portion in it, checks for all error
conditions except for NA type errors.
| | 05:54 |
And so this time, we're going to hit the
answer OK.
| | 05:57 |
So, as we've seen here and in prior
examples in this movie, there are quite a
| | 06:01 |
few different techniques for checking for
errors using these functions.
| | 06:06 |
And remember, you'll find some of them,
if you're doing research on them or
| | 06:09 |
trying to look for them, on the Formulas
tab by way of the Information functions,
| | 06:13 |
and you'll find others under Logical
functions.
| | 06:17 |
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| Using the ISFORMULA function with conditional formatting| 00:00 |
There's a new function in Excel 2013, and
at first, it looks like it doesn't give
| | 00:03 |
us a whole lot of capability.
It's called Is Formula.
| | 00:08 |
It allows us to check to see if a cell
has a formula in it or not.
| | 00:12 |
I'm going to use it right here in column
H, to simply check the cells to the left,
| | 00:16 |
equal ISFORMULA.
(SOUND).
| | 00:19 |
Clicking cell G2, then pressing
Ctrl+Enter, since the cells were selected
| | 00:24 |
ahead of time.
So, in these two cases, these are not formulas.
| | 00:29 |
They're just pure numbers.
This is a formula.
| | 00:31 |
This is a formula.
You can see it in the formula bar.
| | 00:35 |
And all we're doing is getting that
information here.
| | 00:37 |
So not of huge value perhaps, but what if
it's a much larger worksheet and will
| | 00:41 |
continue to grow?
We might want to know at a glance where
| | 00:46 |
the formulas are.
If we use Conditional Formatting perhaps
| | 00:50 |
for the entire worksheet.
No matter when we add a formula or get
| | 00:54 |
rid of a formula, we will know which
cells this worksheet have formulas and
| | 00:57 |
which ones don't.
So we might as well select the entire worksheet.
| | 01:03 |
Click in the upper left corner, then go
to the Home tab and choose Conditional Formatting.
| | 01:08 |
And we want to create a New Rule.
And amongst the rule types here is the
| | 01:14 |
last one, Use a formula to determine
which cells to format, click there.
| | 01:21 |
Format values where this formula is true.
Now, although we've selected the entire
| | 01:25 |
worksheet, the active cell is in cell A1.
So we can type, equal isformula right
| | 01:32 |
parenthesis a1 right parenthesis.
And then click Format, and decide whether
| | 01:39 |
we want to use the n=Numeric format, a
Font change, a Border, or a Fill color,
| | 01:43 |
or any combination of those.
The most obvious difference might be a
| | 01:48 |
Fill color.
So I'll simply use yellow here.
| | 01:51 |
Click OK, and OK, and all the cells that
have formulas are yellow.
| | 01:56 |
If I write a new formula out here, maybe
I'll use the Autosum button and choose
| | 01:59 |
Average and average those cells.
As soon as I press Enter, it turns yellow.
| | 02:04 |
If, at a later time, if I don't need
that, if I Delete the content of this
| | 02:07 |
cell, it no longer will have a formula in
it.
| | 02:11 |
It no longer is yellow.
So I think you can see the value of that
| | 02:14 |
in certain kinds of worksheets.
Particularly one that you use once a
| | 02:17 |
month or occasionally and every time you
come back to it, you want to remind
| | 02:20 |
yourself where the formulas are.
This would be an ideal way to achieve
| | 02:25 |
that objective, using this new function
called ISFORMULA.
| | 02:30 |
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|
|
ConclusionGoodbye| 00:00 |
I've enjoyed presenting this course and I
hope it's been beneficial to you.
| | 00:03 |
If you want to know more about Excel
2013, don't forget to check out the
| | 00:08 |
website, lynda.com.
There you'll find a number of different
| | 00:12 |
courses on Excel 2013, and also courses
on the other versions of Excel, many of
| | 00:16 |
which are still relevant.
Visit this site often, because from time
| | 00:21 |
to time you will see new offerings on
Excel.
| | 00:24 |
Thank you for watching.
| | 00:25 |
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