Microsoft Excel

-Prof. Chandan
Singhavi

K J Somaiya Institute of Management, India

Relative references

Suppose I enter that cell b2 is equal

to a1.

If I copy cell b2 to b3, the relative

reference automatically adjusts to be
the next cell relative to a1 – a2!

This is the default in Excel

K J Somaiya Institute of Management, India

Absolute references

If I put in an absolute cell

reference, the cell reference
does not change when copied
to other cells

K J Somaiya Institute of Management, India

Mixed references

What happens if I copy a

relative column, absolute
row reference to the c3
cell?

The relative column

reference adjusts, but the
absolute column reference
does not

K J Somaiya Institute of Management, India

Excel IF Statement

• The IF statement is a function, with three arguments

• The first argument is the logical test (the condition). For our example, the
logical test will be that the value of the number considered is less than zero

• The second argument is the action to be taken if the condition is true (take
the negative of the number)

• The third argument is the action to be taken if the condition is false (report
the input number unchanged)

K J Somaiya Institute of Management, India

Excel Formula

Consider this first IF statement:

If true, “A” is entered into cell B1
If false, then another IF statement is encountered

Note the use of “>=” for greater than or equal to:

If just “>” (greater than) is used, then a grade of exactly
90 would be a B.

K J Somaiya Institute of Management, India

COUNTIF FUNCTION
Counts the number of items in a range that meet a specific criteria

=COUNTIF(range, criteria)

 Range: A continuous range

Criteria
Criteria: Determines what cells to count
Criteria Syntax Example
Number Type in number =COUNTIF(C1:C10,5)
Text Surround text in quotes =COUNTIF(E1:E10,”USA”)
Cell Reference Type in cell reference =COUNTIF(G1:G10,A2)
“Hard Coded” Surround Boolean expression in quotes =COUNTIF(I1:I10,”>=5”)
Boolean Expression

Cell Reference Surround Boolean expression in quotes =COUNTIF(K1:K10, “>=” &A5)

Boolean Expression and type & before the cell reference

Wild Card Use Asterisk =COUNTIF(M1:M10,”USA*”)

K J Somaiya Institute of Management, India

SUMIF FUNCTION

Sums the number of items in a range that meet a

specific criteria

=SUMIF(criteria_range, criteria,[sum_range])

 Criteria_Range: A continuous range

 Criteria: Determines what cells to sum
 Sum_Range: If criteria is met, the computer will sum
the corresponding entry in this range
 Same criteria syntax as COUNTIF
 If a sum_range argument is not used, the sum_range
will be the same as the criteria_range
K J Somaiya Institute of Management, India
COUNTIFS FUNCTION

Counts the number of items in a range (using multiple

criteria and multiple ranges) that meet a specific criteria

 All criterion must be true in order for the cell to be

counted

=COUNTIFS(criteria_range1, criteria1,
[criteria_range2,criteria2], …)

 Criteria_range1: A continuous range

 Criteria1: Determines what cells to count
 Syntax rules the same as COUNTIF

K J Somaiya Institute of Management, India

SUMIFS FUNCTION

Sums a range (using multiple criteria and multiple ranges)

that meet a specific criteria

 All criterion must be true in order for the cell to be

summed

=SUMIFS(sum_range, criteria_range1,criteria1,
[criteria_range2,criteria2], …)

 Sum_Range: Range to sum if criterion are met

 Criteria_Range1: Range of first criteria
 Criteria1: Criteria for range1
 Criteria syntax rules the same as COUNTIF

K J Somaiya Institute of Management, India

Apply Conditional Formatting

 Conditional formatting is used to apply specific formats automatically

to cells that contain
particular values or content
 Use to highlight interesting cells or ranges of cells, emphasize unusual or
duplicate values, or
visualize data
Apply Conditional Formatting

 Conditional formatting options include:

 Highlight Cell Rules
 Top/Bottom Rules
 Data Bars
 Color Scales
 Icon Sets
Goal seeking helps you

 Find a specific value for a target cell by adjusting the value of one other cell whose
value is allowed to vary.

K J Somaiya Institute of Management, India

Create and Delete PivotTables and
Pivot Charts
 A PivotTable is a way to quickly summarize large amounts of data
by:
 Querying large amounts of data in user-friendly ways
 Subtotaling numeric data, summarizing data, and creating custom
calculations
 Expanding and collapsing levels of data to facilitate focusing
 Pivoting or moving rows to columns or columns to rows to see different
summaries of data
Create and Delete PivotTables
and PivotCharts
 A PivotChart is a graphical representation of data in a PivotTable
 enables you to visually present the data in a report
 always has an associated PivotTable that has a corresponding layout
Create and Delete PivotTables
and PivotCharts
Create and delete PivotTables
and PivotCharts
 First, think about the design of the table itself
 Use meaningful column headings, accurate data, and most important do
not leave any blank rows in your table
 One column must have duplicate values to create categories for
organizing and summarizing data
 Another column must have numeric values
Create and delete PivotTables
and PivotCharts
 The PivotTable Field List window is used to add, remove or rearrange
fields to a PivotTable or a PivotChart
 Displays two sections:
 A field section at the top shows fields from an external data source and is
used to add or remove fields
 A layout section at the bottom is used to arrange and reposition fields
Create and Delete PivotTables
and PivotCharts
 To design the PivotTable:
 Drag a field to the Report Filter area in the Field List
or right-click a field name and choose Add to Report
Filter
 Drag a field to the Column Labels or right-click a field
and choose Add to Column Labels to organize data
into columns
 Drag a field to the Row Labels area of the Field List or
right-click a field and choose Add to Row Labels to
organize data into groups on rows
 Drag a field to the Values area in the Field List or
right-click a field and choose Add to Values
Format, sort, filter, subtotal and
refresh a PivotTable
 Add formatting to a PivotTable to enhance its information value
 Sort and filter your table to best analyze the data
 Most PivotTables subtotal and total the values
 PivotTables and PivotCharts are NOT dynamic; you must refresh the
reports
VLOOKUP() Function

Suppose letter grades for exam scores are

assigned as follows:
A – 90 or above
B – 80 or above, but less than 90
C – 70 or above, but less than 80
D – 60 or above, but less than 70
F – less than 60
Use VLOOKUP() function to assigning letter
grade to a score, buy looking up a table.

K J Somaiya Institute of Management, India

Grade Table Lookup

A B C D E F G H
1 Name Exam Grade
2 Adams 87 B
3 Benson 92 A
4 Carson 68 D
5 Danson 78 C
6 Criteria
7 0 F
8 60 D
9 70 C
10 80 B
11 90 A

K J Somaiya Institute of Management, India

HLOOKUP
(Horizontal Lookup Table)

A B C D E F G H
1 Name Exa Grade
m
2 Adams 87 B
3 Benson 92 A
4 Carson 68 D
5 Danson 78 C
6
7
8 Criteria
9 0 60 70 80 90
10 F D C B A
11
K J Somaiya Institute of Management, India
HLOOKUP()

 Format
 =HLOOKUP( Value to look up,
The range of the table,
The row number containing
the grade)

 For example,
 In the preceding case
=HLOOKUP(B2, $B$(:$F$10,2)

K J Somaiya Institute of Management, India

With Vlookup()/HLOOKUP(),
Remember…

 In the HLOOKUP(), the 2nd argument, the range for the lookup table, should be in
absolute address.
 In the lookup table, values to be looked up should be in ascending order (from small
to larger) from left to right.

K J Somaiya Institute of Management, India

A Note About Lookup Tables

 Lookup tables will not interpolate values!

 When looking up a numerical value, if an exact match is not found (and the “TRUE”
option allows for an approximate match), then the value searched for is rounded
down to the next tabulated value.

K J Somaiya Institute of Management, India

Thank you

K J Somaiya Institute of Management, India