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Using IF functions and relational operators

From: Excel 2013 Essential Training

Video: Using IF functions and relational operators

One of Excel's most powerful functions is the IF function. It's almost programming-like in nature. It gives us the ability to come up with alternate answers depending upon the content of certain cells or calculations that we're comparing it with. In column G, we want to establish a shipping cost that's going to be 2% of the total cost except in cases when the total cost reaches 1500. We see in cell C4 a description, "No shipping charge for orders over $1500" so to make this clear, I'm going to make column G wider and also use the Zoom slider bar so that we can see this a bit better.

Using IF functions and relational operators

One of Excel's most powerful functions is the IF function. It's almost programming-like in nature. It gives us the ability to come up with alternate answers depending upon the content of certain cells or calculations that we're comparing it with. In column G, we want to establish a shipping cost that's going to be 2% of the total cost except in cases when the total cost reaches 1500. We see in cell C4 a description, "No shipping charge for orders over $1500" so to make this clear, I'm going to make column G wider and also use the Zoom slider bar so that we can see this a bit better.

Ultimately, column G doesn't have to be this wide. The IF function allows us to test a condition and then come up with two different answers in its basic form; "=if", we simply want to check that entry in F7 to see if it's greater than 1500. Greater than 1500, this does not mean if it's equal to 1500, it means greater than and if the person who's designing this says, well, I want 1500 to be the breakpoint, then we want to make sure if it's equal to 1500, that that doesn't get the charge also.

So you have to be clear on what it is you mean, so depending upon on what it is the designer means here, sometimes you'll use this construction, meaning greater than or equal to 1500, sometimes it's simply greater than 1500. Now as soon as we put in the, notice that the wording below this right now logical_test is in bold print, as soon as we put in the comma, the focus shifts to value_if_true, when this is true, we have an answer and it's going to be zero or blank. Let's put in zero here.

If the order's over 1500, there's no shipping charge. When that test fails, in other words when the cost is not over 1500, we're going to put into calculation 2% times the cost. Now, it might seem like a small matter here but 2% of some of these costs is likely to give us portions of pennies as our answer and what we need to do sometimes is round this right at the spot of creation. So the Round function, which is often used by itself, is here used inside of an IF function and it's not always used in the IF function, but here it's going to make some sense.

We want to take this calculation and round it to the nearest two decimal places, comma two. If we were dealing with larger numbers and wanted to round this to the nearest whole dollar, we'd use comma, zero. So here we're using the Round function as one of the answers in our IF function and so that needs to be embedded in parentheses as does the IF function itself, one more, out of parenthesis there. We should be seeing in our example here, 2% of that $1449, almost $30.

And there's our answer, $29. Check this out by dragging it across a few cells, making sure it works okay and we've got some sensible answers. Drag it into cells where we go over 1500. We should expect to see an answer of zero there or a blank as we see it here. Depending upon the number format this might display as a blank or a hyphen, dash as we see it here or possibly a zero but the answer, as we see it, is correct. The formulas in column H that I didn't refer to you earlier are simply taking the total cost and then adding the shipping cost on to it, to get the grand total.

Eventually, we'll just make column G wide enough, Double-Click. So we've seen how to use the IF function here in a very simple straightforward way. If a condition is true, there's one answer, if it's false, there's another answer.

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This video is part of

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Excel 2013 Essential Training

82 video lessons · 73900 viewers

Dennis Taylor
Author

 
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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