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Excel 2007 Essential Training

Lookup


From:

Excel 2007 Essential Training

with Lorna Daly

Video: Lookup

Let's say you wanted to look up the current cost of an item based on the Item# in our inventory list. You can look up the data quickly and efficiently, find a specific data in a list, and automatically verify that you're using the correct data by using the Lookup feature. After you've looked up the data, you can perform calculations or display the results with the values that are returned. Now there's several ways to look up values in a list of data and display the results. Since this is an essential basics video, we're going to learn about the easiest type of lookups.
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  1. 36s
    1. Welcome
      36s
  2. 10m 57s
    1. Why use a spreadsheet?
      1m 44s
    2. What's changed in Excel 2007?
      5m 37s
    3. The Ribbon
      2m 9s
    4. The Microsoft Office Button
      1m 27s
  3. 12m 10s
    1. What's on the Ribbon?
      1m 56s
    2. Making your way around the Ribbon
      2m 12s
    3. Customizing the Ribbon
      3m 8s
    4. Customizing the Microsoft Office Button
      4m 54s
  4. 16m 15s
    1. Opening old worksheets
      2m 24s
    2. Adding and deleting worksheets
      3m 18s
    3. Inserting and deleting cells
      6m 53s
    4. Freezing areas of a worksheet
      3m 40s
  5. 20m 51s
    1. Width and height
      7m 25s
    2. Numeric formats
      2m 21s
    3. Alignment of data
      3m 19s
    4. Playing with fonts
      2m 58s
    5. AutoFilter
      2m 21s
    6. Formatting as a table
      2m 27s
  6. 21m 31s
    1. Removing duplicates
      6m 1s
    2. What is Conditional Formatting?
      2m 21s
    3. Working with Conditional Formatting
      2m 14s
    4. Managing Conditional Formatting rule preferences
      2m 39s
    5. Converting text to columns
      4m 35s
    6. Data validation
      3m 41s
  7. 10m 56s
    1. Templates
      3m 45s
    2. Styles
      3m 35s
    3. AutoFormat
      3m 36s
  8. 12m 16s
    1. Excel lists have now become tables
      2m 34s
    2. Converting text to columns
      3m 11s
    3. Sorting and Grouping
      5m 9s
    4. Creating a summary report
      1m 22s
  9. 6m 44s
    1. Proofing your work
      3m 31s
    2. Providing comments on worksheets
      3m 13s
  10. 11m 43s
    1. Protecting and sharing a worksheet
      3m 57s
    2. Allowing others to edit ranges
      4m 3s
    3. Track Changes
      3m 43s
  11. 22m 43s
    1. Preparing to print
      2m 31s
    2. Print Preview
      3m 33s
    3. The Page Layout Tab
      3m 56s
    4. Page Breaks
      4m 36s
    5. The Page Layout View
      3m 54s
    6. Headers and Footers
      4m 13s
  12. 22m 34s
    1. Adding themes to your worksheet
      2m 53s
    2. Page setup options
      8m 0s
    3. Scale to Fit
      2m 26s
    4. Worksheet options
      5m 29s
    5. Inserting images
      3m 46s
  13. 3m 50s
    1. Using templates
      3m 50s
  14. 17m 48s
    1. Workbook Views
      2m 53s
    2. Hiding and Zooming
      3m 44s
    3. Window Panes
      5m 31s
    4. More screen options
      5m 40s
  15. 8m 16s
    1. Importing from Access
      2m 24s
    2. Using the Import Wizard for text files
      5m 52s
  16. 11m 23s
    1. The Find and Select button
      4m 34s
    2. Find and Replace
      2m 48s
    3. Removing duplicates
      4m 1s
  17. 17m 3s
    1. What are formulas?
      3m 20s
    2. Order of Operations
      2m 50s
    3. Relative and absolute referencing
      4m 54s
    4. The new Formula Tab
      5m 59s
  18. 17m 29s
    1. What are Functions?
      2m 57s
    2. AutoSum
      2m 47s
    3. Minimum
      3m 55s
    4. Trim
      5m 2s
    5. Left
      2m 48s
  19. 19m 51s
    1. Concatenation
      4m 10s
    2. SumIf
      4m 23s
    3. Lookup
      7m 25s
    4. What-If Analysis
      3m 53s
  20. 16m 44s
    1. Why create a chart?
      2m 12s
    2. Creating your chart
      3m 37s
    3. Modifying your chart
      6m 46s
    4. Laying out your chart
      4m 9s
  21. 17m 23s
    1. What are PivotTable reports and PivotChart reports?
      2m 32s
    2. Creating a PivotTable
      4m 47s
    3. Laying out your PivotTable
      2m 30s
    4. Designing your PivotTable
      4m 9s
    5. Creating a PivotChart
      3m 25s
  22. 8m 57s
    1. Why use macros?
      2m 14s
    2. Creating a macro
      4m 31s
    3. Macro security
      2m 12s
  23. 5m 36s
    1. Reviewing a workflow in Excel
      5m 36s
  24. 22s
    1. Conclusion
      22s

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Excel 2007 Essential Training
5h 13m Beginner Jan 31, 2007

Viewers: in countries Watching now:

Like the other applications in Microsoft Office 2007, Excel 2007 boasts upgraded features and a brand-new look. In Excel 2007 Essential Training , instructor Lorna A. Daly introduces the new version in detail. The training begins with the essentials of using the program, including how and why to use a spreadsheet, how to set up and modify worksheets, and how to import and export data. Lorna then moves on to teach more advanced features, such as working with functions and macros. Exercise files accompany the tutorials.

Subjects:
Business Spreadsheets
Software:
Excel
Author:
Lorna Daly

Lookup

Let's say you wanted to look up the current cost of an item based on the Item# in our inventory list. You can look up the data quickly and efficiently, find a specific data in a list, and automatically verify that you're using the correct data by using the Lookup feature. After you've looked up the data, you can perform calculations or display the results with the values that are returned. Now there's several ways to look up values in a list of data and display the results. Since this is an essential basics video, we're going to learn about the easiest type of lookups.

And this is the VLookup. What we're going to be doing here is we're going to be looking up information in columns. Open up Inventory list 19. And this is the end result that we're heading for, so that we can see what we want to come up with. We now have a new sub table on the worksheet, that identifies the item number and its current cost. Right now, the item number is 14 and the current cost is $7.00. Change the item number to 17, hit your Enter key, and see what happens to your current cost.

The current cost now changes to $2.25. Let's see if that's right. We'll go over to our table, go to item number 17, look across the row to the current cost column, and we see that it is $2.25. Cool isn't it? Imagine how quick it will be to find the current cost of items in a large piece of data with this kind functionality? Let's learn how to create this table. So we're working in list number 19. To begin, if you haven't already opened it, please do so.

You'll notice that I've moved the Item# to be in column A, and this is important because the VLookup function searches on the first column in the range of items you're looking for. And since I want to look up an item number, I wanted that to be the first column in my list. Let's select cell J8. Go up to your Function Library from your Formulas tab, and this one is under the Lookup & References category. Select that. And you're VLookup function is at the very bottom. It's down at the very last function you can select.

So if we look for the definition of what VLookup is all about, it actually looks up values in the leftmost column of the table, and then returns the value in the same row from a column that you specify. So it's going to look up information in the first column, you're going to specify what you're looking for, in this case our Item#, and then you're going to say, "Go to a particular column and grab out the value that's sitting there, based on what I'm putting in." So let's look at the Function Arguments that can be created for this particular function and see how we set this up.

The Lookup value is the value to be found in the first column of your table. And it can be a value, a reference, or a text string. Now in this case, I want to be able to change up the number that I in here. I don't want to say, "Always show me what's in Item# 7." I want to be able to have the power to change my numbers here like we did in our example, and get a different current costs. So I'm going to put in a reference. So the reference that I'm putting in is going to be the cell that's right beside cell J8, and it's going to be cell I8.

We're going to start putting our item numbers just in the cell that I'm hovering over here in the future, and its going to allow us to change and find different current costs for different Item#'s. Next, the table array. This is a table of text numbers or logical values in which the data is retrieved. So this is now the area that we want Excel to go and look the information up in. in this case, it's going to be our whole table. We're going to look up and input the cell addresses for the table that we're working in. So we're going to put in cell A2 to be the very beginning table.

Address, a colon like we did in the last example, and F25 as our final cell that we want it to go look for. The next item we're going to identify is the column index number. And this is the column number in the table from which the matching value should be returned. In this time, we're not looking at A, B, C, D to identify, we're looking at a column number. So that we're starting off with 1, 2, 3, 4, 5, 6. We want to come back with the current cost, and the current cost is in 1, 2, 3, the fourth column.

So I put in the number 4, to identify I want it to go into column D. The final identifier is the range lookup, it's a logical value so by this we mean it's either true or false. And we want to identify whether or not we want it to match exactly, or if we just want to find the closest match. In this case, we want it to match exactly. So we want it to go and look for exactly item number 19. In order to do that, to find an exact match, we have to put in the value of false. Now this may have seemed a little bit confusing to you, but you are talking to a machine, so this is what the machine will understand; to make sure that you are going to find an exact match. Should you forget this when you are working with this particular function, that is also reminded to you down here, in this little dialog box.

So we now have our formula in place, let's see if it's bringing back the values that we're expecting. When we first add in the formula, we get an N/A over here that looks like we might have created an error in our formula, but basically the problem is, is that we have no value here in this particular cell, and it's looking for something to go search on. It can't look of nothing. So let's remedy this by clicking on cell I8, and putting in a number. Let's look up Item# 21.

Enter it by using your check mark. And now we have a value here in our cell, where we were putting our formula previously. So it's telling us that for item 21, that the current cost is $6.25. Let's see if that's right. We'll go down to our Item# column, we'll search for item 21, we'll use our arrow key to move across to our current cost, and we see that our current cost is indeed $6.25.

Let's do that one more time, because this is a pretty cool concept we're learning here. We'll go back up to our Item# cell, we'll lookup item number 13 this time, click our check box to enter the information. It shows us that it's $5.25. we'll verify that that's correct. And indeed it is. You should feel very proud of yourself. If you've made it through this movie and got this function to work, this is pretty advanced stuff. Now you're ready for more challenges.

Let's look at What-If analyses.

Find answers to the most frequently asked questions about Excel 2007 Essential Training.


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Q: When trying to apply the techniques from the “Relative and absolute referencing” video to a worksheet other than the exercise file included with the title, the formulas did not work for the entire worksheet. The formulas would only work when going through the worksheet row by row. What could be causing this to happen?
A: When trying to apply formulas to a whole workshee, here is a tip to try:

If you want to always refer to the same cell then use an absolute reference. For example, always pulling the value from cell A3 would be referenced as $A$3. This will never change no matter where you copy it to in the spreadsheet.

 If you want to reuse the same formula, but with values in different cells,  use the relative reference, A3. This way formula =A3*B3 will become =A4*B4 as you copy it down a column.
Q: In the chapter 7 video "Sorting and Grouping" at approximately 4:05, the author says to go to cell 5 on the worksheet and click on Subtotal to subtotal the grouping. My screen will not allow me to click on the Subtotal option at the top of the page. Is this an issue with my version of Excel?
A: It seems that there is an error in the instructions in this video. The video should have instructed users to do the subtotaling first, then create the table.
Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
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