Excel 2000 Level 4 Vicon

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Microsoft Excel 2000

Level 4


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Vicon Learning Systems Page i

ABOUT VICON

Vicon Learning Systems (VLS), the parent company of JaxWorks.com, provides computertraining products and services with a focus on helping its customers improve productivity through

the successful implementation of technology.

The training materials are for the students' use both during the self-administered course and as areference guide.

For more information and a list of other available products, please visit us at our web site atwww.jaxworks.com.

COPYRIGHT &TRADEMARKS

Copyright 2004 by Vicon Learning Systems. All rights reserved. Information in this documentis subject to change without notice and does not represent a commitment on the part of ViconLearning Systems.

Trademarked names appear throughout this book. Rather than list the names and entities that ownthe trademarks or insert a trademark symbol with each mention of the trademark name, ViconLearning Systems states that it is using the names for editorial purposes and to the benefit of thetrademark owner with no intention of infringing upon the trademark.

DISCLAIMER

Vicon Learning Systems made every effort to ensure the accuracy of this manual. If you shoulddiscover any discrepancies, please notify us immediately at:

www.jaxworks.com/feedback


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Page iv Vicon Learning Systems

Using Nested IF Functions .....................................................................................47

Using the ISERROR Function................................................................................50

Using an AND Condition with IF...........................................................................53

Using an OR Condition with IF..............................................................................55

Using the ROUND Function ..................................................................................57Limiting the Precision of Numbers ........................................................................59

Exercise ..................................................................................................................61

Using Advanced Functions ................................................................................61

LESSON 4 - USING DATA TABLES....................................................................63

Using Data Tables ..................................................................................................64

Placing Formulas in Data Tables............................................................................64

Creating a One-Variable Table...............................................................................65

Creating a Two-Variable Table ..............................................................................67

Exercise ..................................................................................................................70

Using Data Tables ..............................................................................................70

LESSON 5 - USING MACROS..............................................................................71

Defining Macros.....................................................................................................72

Opening a Workbook Containing Macros..............................................................72

Running a Macro ....................................................................................................74

Using a Shortcut Key..............................................................................................76

Using the Visual Basic Toolbar..............................................................................77

Opening the Visual Basic Editor Window .............................................................78

Using the Visual Basic Editor Window..................................................................80

Exercise ..................................................................................................................83

Using Macros .....................................................................................................83

LESSON 6 - RECORDING MACROS..................................................................85

Recording a Macro .................................................................................................86

Assigning a Shortcut Key.......................................................................................88

Using Relative References......................................................................................90

Assigning a Macro to a Menu ................................................................................91

Deleting a Macro from a Menu ..............................................................................94

Deleting a Macro ....................................................................................................95

Exercise ..................................................................................................................97

Recording Macros ..............................................................................................97


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LESSON 7 - EDITING MACROS .........................................................................99

Writing a New Macro...........................................................................................100

Entering Macro Comments...................................................................................101

Copying Macro Commands..................................................................................102

Editing Macro Commands....................................................................................105Typing Macro Commands....................................................................................107

Running a Macro from the Code Window ...........................................................109

Exercise ................................................................................................................111

Editing Macros .................................................................................................111

LESSON 8 - USING CUSTOM TOOLBARS AND BUTTONS .......................113

Creating a Custom Toolbar ..................................................................................114

Adding a Button to a Toolbar...............................................................................115

Adding a Custom Button......................................................................................117

Assigning a Macro to a Button.............................................................................118

Changing a Button Image.....................................................................................119

Displaying Button Text and Images .....................................................................121

Attaching a Custom Toolbar ................................................................................122

Deleting a Custom Toolbar ..................................................................................124

Exercise ................................................................................................................126

Using Custom Toolbars and Buttons................................................................126

LESSON 9 - CREATING A MACRO BUTTON................................................127

Using a Macro Button ..........................................................................................128

Creating a Macro Button ......................................................................................128

Copying a Macro Button ......................................................................................130

Formatting a Macro Button ..................................................................................132

Moving/Sizing a Macro Button............................................................................133

Deleting a Macro Button ......................................................................................135

Exercise ................................................................................................................137

Creating a Macro Button..................................................................................137

LESSON 10 - USING WORKSHEET PROTECTION......................................139

Unlocking Cells in a Worksheet...........................................................................140

Protecting a Worksheet.........................................................................................141

Unprotecting a Worksheet....................................................................................143

Protecting Workbook Windows ...........................................................................144


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Page vi Vicon Learning Systems

Unprotecting Workbook Windows.......................................................................146

Assigning a Password...........................................................................................147

Opening a Protected File ......................................................................................149

Removing a Password ..........................................................................................150

Setting Manual Calculation ..................................................................................151Setting Automatic Calculation..............................................................................153

Exercise ................................................................................................................155

Using Worksheet Protection.............................................................................155

INDEX......................................................................................................................157


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LESSON 1 -

USING OTHER FUNCTIONS

In this lesson, you will learn how to:

Use function arguments

Use financial functions

Use logical functions

Use date functions

Format dates

Revise formulas


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Lesson 1 - Using Other Functions Microsoft Excel Level 4

Page 2 Vicon Learning Systems

USING FUNCTIONARGUMENTS

DiscussionExcel functions serve as shortcuts for worksheet computations. A function is aprewritten formula that takes a value or set of values, performs some operation onthem, and returns a value. Functions simplify and shorten formula creation byperforming lengthy or complex calculations with a single command.

The values that a function uses to perform a calculation are called arguments.Arguments can consist of cell addresses, values, text, cell names, or a combination ofthese items. Other functions can also be used as arguments, which is known as nestingfunctions. Functions may include a single set of parentheses containing the functionarguments, or arguments may appear in several sets of parentheses.

The syntax of a function is the procedure needed to create the calculation. The syntaxincludes the function name and the arguments needed, in their proper order. The PasteFunction dialog box provides the most accurate method of creating a function thatcontains several arguments. This dialog box allows you to browse functions and viewan explanation of each function. When you select the desired function, the FormulaPalette dialog box opens, which guides you through creating the arguments in theirproper order.

Functions can use text as an argument. When text is used in afunction, it is enclosed in quotation marks.

USING FINANCIAL FUNCTIONS

Discussion

Excel organizes its functions into categories. The Financialcategory includes a largenumber of functions that can be used to create calculations such as the payment on aloan, the interest rate on an investment or loan, the interest payment on an investment

over time, and the future value of an annuity or investment.

Financial functions include arguments that must be entered in the proper order. Mostfinancial functions include required arguments and additional optional arguments. Thedefinitions of some common financial functions and the syntax of their requiredarguments are listed in the following table:


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Microsoft Excel Level 4 Lesson 1 - Using Other Functions

Vicon Learning Systems Page 3

Function Syntax

PMT(Payment) calculates the payment on aloan, such as a mortgage, based on a constantinterest rate payment.

=PMT(rate,nper,pv)

FV(Future Value) calculates the value anannuity will be worth given a series ofpayments invested at an interest rate over aspecified period.

=FV(rate,nper,pmt)

PV(Present Value) calculates the current valueof a series of payments.

=PV(rate,nper,pmt)

RATEcalculates the interest rate of periodicpayments to an annuity or loan.

=RATE(nper,pmt,pv)

Some of the common arguments required by financial functions are defined in the

following table:

Arguments Definition

rate The amount of interest charged yearly for a loan orinvestment. The interest can be entered as a decimal orpercentage. For example, 10% can be entered as 0.1 or10%.

nper The number of payments it will take to repay the loan orinvestment.

pv The value an annuity is worth at the present time if a

series of future payments are made. In the case of a loan,this would be the full amount of the loan. You should becareful not to include a comma in the amount.

fv The value that an annuity is worth in the future after thelast payment is made. You should be careful not toinclude a comma in the amount.

pmt A fixed payment that is made each period.

The entries for rateand npershould be in consistent units. When calculating thepayment on a loan of $170,000 at 10% interest a year over 30 years, the result of the

function =PMT(10%,30,170000)would be payments of approximately $18,000 peryear. To calculate the monthly payments, divide the interest rate by 12 and multiplythe number of payment periods by 12. The result of the function=PMT(10%/12,30*12,170000)would be payments of approximately $1,500 permonth.


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Step-by-Step

From the Student Data directory, open ADVFNCT.XLS.Use a Financialfunction.

If necessary, display the Financialworksheet.

Use the PMTfunction to calculate the annual payment for a loan.

Steps Practice Data

1. Select the cell into which you want toenter the formula.The active cell moves accordingly.

Click cell D15

2. Click the Paste Functionbutton.ThePaste Function dialog box opens. Click

3. Select Financialfrom the Functioncategorylist box.The names of the financial functions

appear in theFunction namelist box.

Click Financial

4. Select the name of the function fromthe Function namelist box.The financial function name is

selected.

Click PMT

5. Select OK.The Formula Palette dialog box opens

with the insertion point in the text boxfor the first argument.

Click OK

6. Move the Formula Palette dialog boxas needed.The Formula Palette dialog box

appears in the new location.

Drag the Formula Palettedialog box to the upperright corner of the screen

7. Select the cell or type the value youwant to use for the first argument.The cell address or value appears in

the first argument text box.

Click cell B14

8. Continue entering arguments asnecessary.The cell addresses or values appear in

the appropriate argument text boxes.

Follow the instructionsshown below the tablebefore continuing on tothe next step


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Steps Practice Data

9. Select OK.The Formula Palette dialog boxcloses

and the result of the formula appears

in the cell.

Click OK

Press [Tab]to move to the next text box and click cell B15. Press [Tab]again andclick cell B13.

Return to the table and continue on to the next step.

The results should be a payment of $72,252 per year. The payment appears enclosedin parentheses to indicate a negative value.

Practice the Concept:Scroll down to view rows 25 to 38. Select cell D37. Use theFVfunction to calculate the future value of the investment. Your results should be

$543,042.

USING LOGICAL FUNCTIONS

Discussion

Logical functions make decisions based on criteria. If the criteria evaluates to false,one action is taken, and if the criteria evaluates to true, a different action is taken. Thisdecision-making capability makes logical functions one of the most powerful groupsof functions in Excel.

Logical functions can be applied to many different situations. For example, if asalesperson meets his or her quota, he or she can get a bonus on top of his or herregular commission. You can use a logical function to test whether or not the sales aregreater than the quota. If the sales are greater, the function adds the bonus to thecommission; if not, the bonus is not added to the commission.

The IFfunction returns one value if a condition is true and another value if acondition is false. For example, you can compare the values of goods shipped to acustomer. If a shipped value is greater than a set figure, the customer receives adiscount. If a shipped value is less than a set figure, the customer does not receive adiscount.

You can also use the IFfunction to display text as a result of a logical test, but youmust enclose the text in the formula in quotation marks.

The syntax of an IFfunction is:

=IF(logical test,value if true,value if false)


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The components of the formula are described in the following table:

Component Description

logical test The test condition. It can contain cell references, textin quotes, cell names, and numbers. The items are

compared using the following comparison operators:= equal to not equal to> greater than>= greater than or equal to


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Using an IF function

If you want a function to display a blank cell as either the trueor false argument, you can enter two quotation marks togetherwith no intervening text (). Therefore, if you use thefunction, =IF(B6>10,"GOOD",""), then no message willdisplay if cell B6 is not greater than 10.

Step-by-Step

Use a Logicalfunction.

Display the Logicalworksheet.

Customers receive a 10% discount on all orders above $400. Use the IFfunction todetermine if the order is greater than $400. If the order is greater than $400, calculate10% of the order; if it is not, there is no discount.

Steps Practice Data

1. Select the cell where you want theresult of the IFfunction to appear.The cell is selected.

Click cell F14


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Steps Practice Data

2. Type =if.The text =if appears in the cell and on

the formula bar.

Type =if

3. Type an open parenthesis ( ( ).The open parenthesis (() appears in

the cell and on the formula bar.

Type (

4. Type the logical test.The text appears in the cell and on the

formula bar.

TypeF13>400

5. Type a comma ( ,) to separate thearguments.The comma (,) appears in the cell

and on the formula bar.

Type ,

6. Type the action to be taken if thelogical test is true.The text appears in the cell and on the

formula bar.

TypeF13*.1

7. Type a comma ( ,) to separate thearguments.

The comma (,) appears in the cell


Type ,

8. Type the action to take if the logicaltest is false.The text appears in the cell and on the

formula bar.

Type 0

9. Type a closing parentheses ( )).The closing parenthesis ()) appears

in the cell and on the formula bar.

Type)

10. Press [Enter].The result of theIFfunction appears

in the cell.

Press [Enter]

Since the order is over $400, the customer receives a discount of $41.95.

Practice the Concept:Select cell F18 and create an IFfunction that displays themessage You have earned a 10% discountif the order is over $400. Otherwise, nomessage is displayed. Use the following IFfunction to create the message:=IF(F13>400, "You have earned a 10% discount","").

In the QTYcolumn, select cell C9 and change the quantity to 5. The order now fallsbelow $400. Notice that the customer does not receive a discount and a message does


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not appear below the order form. Change the quantity in cell C10 to 20 and view thechanges.

USING DATE FUNCTIONS

Discussion

When you enter a date into a cell, Excel formats the date and stores it as a serialnumber that represents that date on the calendar. Excel treats dates as numbers so thatit can perform calculations, such as determining how many days a bill is past due.

You can either type a specific date into a worksheet or use a date function to enter thedate. Therefore, you can create the same date by typing 2/20/99or entering thefunction =DATE(1999,2,20). The date function is often used when the year, day, andmonth information already exists in separate cells in the worksheet.

Excel also provides date functions that insert todays date and automatically update tothe current date each time you open the workbook. Some formulas require an updatedcurrent date to increment. If you are calculating a persons age, you will need twodates, the persons birth date and the current date. The birthdate would be an absolutedate, since that date would not change. The current date, however, would have tochange each day for the formula to correctly calculate the results.

If you are calculating how many days a bill is past due, you will need two dates, thedate when the bill was due and the current date. The date when the bill was due wouldbe an absolute date, since that date would not change. The current date, however,would have to change each day for the formula to correctly calculate the results.

Function Description

=DATE(year,month,day) The DATEfunction is used to enter aspecific date into a cell. You can enter thenumber of the month, day, and year as thearguments. You can also reference celladdresses if each argument is stored in acell.

=TODAY() The TODAYfunction displays the currentdate in a date format. This function doesnot use arguments. The serial number for

this function is a whole number.

=NOW() The NOWfunction displays the currentdate and time in a date format. Thisfunction does not use arguments. Theserial number for this function will alsocontain decimals to indicate the time.


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If you only use two digits to enter a year between 1900 and1929, Excel assumes that the date is in the 21st century.Therefore, typing 2/13/25 returns the serial number for thedate 2/13/2025. You should type all four digits for any dates

between 1900 and 1929.

You can also enter and calculate times in a worksheet. Timescan be formatted using the Timecategory on the Numberpage in the Format Cells dialog box.

Step-by-Step

Use a Datefunction.

Display the Datesworksheet.

Steps Practice Data

1. Select the cell into which you want toenter the formula.

The active cell moves accordingly.

Click cell E17

2. Click the Paste Functionbutton.ThePaste Function dialog box opens. Click

3. Select Date & Timefrom theFunction categorylist box.The names of the date and time

functions appear in theFunction

namelist box.

Click Date & Time

4. Select the name of the function fromthe Function namelist box.The date or time function name is

selected.

Click DATE, if necessary

5. Select OK.

The Formula Palette dialog box openswith the insertion point in the text box

for the first argument.

Click OK

6. Type the value or select the cell for thefirst argument.

The cell address or value appears in

the first argument text box.

Type 1997


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Steps Practice Data

7. Continue entering arguments asnecessary.

The cell addresses or values appear in

the appropriate argument text boxes.


8. Select OK.The Formula Palette dialog boxcloses

and the result of the formula appears

in the cell.

Click OK

Press [Tab]to move to the next text box and type 6. Press [Tab]again and type 20.


Practice the Concept:Type the =NOW()function into cell C3 to insert a functionthat automatically updates to the current date each time the workbook recalculates.There are no arguments for this function. Notice that this function also displays thetime.

Select cell F6 and create a formula that calculates the length of employment, in years,for the first employee. The formula should read =($C$3-E6)/365. (Cell C3 is enteredas an absolute reference since all hire dates will be subtracted from the current date.Since the answer provides the length of employment in days, the result is divided by365 to calculate the number of years.)

Decrease the number of decimals to 1 and copy the formula down to cell F17.

FORMATTING DATES

DiscussionYou can change the display of a date to another preset format. The default date formatis mm/dd/yy, although you can type a date with another format. By default, Excelonly displays the last two digits of the year. When you type 3/11/2001 into a cell oruse a DATE function =DATE(2001,3,11), the cell displays 3/11/01. You must formatdates to display all four digits of the year.

The default formatting that Excel uses for dates, times, currency, and numbers is aWindows function controlled by the Regional Settings Properties dialog box. You canchange your default settings by opening the Control Panel and selecting the RegionalSettingsicon.


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Step-by-Step

Format dates.

If necessary, display the Datesworksheet.

Steps Practice Data

1. Select the cell you want to format.

The cell is selected.Click cell C3

2. Select the Formatmenu.TheFormatmenu appears.

Click Format

3. Select the Cellscommand.The Format Cell dialog box opens.

Click Cells...

4. Select the Numbertab.TheNumberpage appears with theDatecategory selected in the Category

list box.

Click the Numbertab, ifnecessary

5. From the Datecategory, select aformat in the Typelist box.The type is selected and a preview

appears in the Samplebox.

Scroll as necessary andclick 3/14/1998

6. Select OK.The Format Cells dialog box closes

and the selected date format is applied

to the range.

Click OK

REVISING FORMULAS

Discussion

You can revise a formula or function in the same manner you would edit any cell. Youcan modify the cell addresses, arguments, operators, or even the name of the function

used. Formulas are often revised to create an absolute reference for one or more celladdresses.

Revising a formula is usually more efficient than creating the formula again.


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Step-by-Step

Revise a formula.

If necessary, display the Datesworksheet.

Steps Practice Data

1. Double-click the cell containing theformula you want to revise.The formula appears in the cell and on

the formula bar.

Double-click cell E6

2. Select the formula text you want torevise.The insertion point appears in the

formula.

Drag to select the 2in1992

3. Revise the text as desired.The new revision appears in the cell


Type4

4. When you have finished revising theformula, press [Enter].The formula and result change

according to the revision.

Press [Enter]

Close ADVFNCT.XLS.


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EXERCISE

USING OTHER FUNCTIONS

TaskUse financial, logical, and date functions to find answers.

1. Open Advfnex.

2. Display the Financialworksheet. Create an NPERfunction in cellD16 to calculate the number of years it will take for the annuity to beworth $500,000. (Hint:Use thePaste Functionbutton to help youwith the order of the arguments.)

3. Scroll down to view rows 24 to 39.

4. Use the PMTfunction in cell D39 to determine the monthlymortgage payments. (Hint:You need to divide the interest rate by 12and multiple the number of years,nper, by 12.)

5. Display the Logicalworksheet. Create an IFfunction in cell H6 tocalculate a bonus if the Qtr2 sales is greater than the Qtr1 sales.Salespeople receive a bonus of 8% of their Qtr2 sales if they exceedthe Qtr1 sales; otherwise, they do not receive a bonus.

6. Copy the formula down to cell H12.


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7. Display the Dateworksheet. Use the DATEfunction to enter thedate June 20, 2001 in cell B4.

8. Replace the current date in cell B6 with the NOWfunction. Widenthe column to view the date.

9. Select cell B10 and use the DATEfunction to enter yesterdays date.

10. Copy cell B10 to cell B11. Revise the month argument in cell B11 todisplay last months date.

11. Change the format for the range B4:B12 to the 14-Mar-1998format.

12. Select cell C10 and calculate the number of days worked on thebooth by subtracting the current date from the starting date. (Hint:Make the current date in cell B6 an absolute reference so that you

can copy it.)

13. Format the answer in cell C10 with a number format with onedecimal place. Then, copy the formula to C11.

14. Close the workbook without saving it.


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LESSON 2 -

USING RANGE NAMES


Work with range names

Jump to a named range

Assign names

Use range names in formulas

Create range names from headings

Apply range names

Delete range names

Use range names in 3-D formulas

Create 3-D range names

Use 3-D range names in formulas


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Lesson 2 - Using Range Names Microsoft Excel Level 4


WORKING WITH RANGE NAMES

DiscussionYou can assign a name to a cell or a range in a worksheet. Once a name has beenassigned, the name can be used in any instance where you can use a cell address. Forexample, you can use names for ranges in dialog boxes and formulas.

Advantages to using names instead of cell addresses include:

1. Names reduce the chance of error in formulas. It is easy torecognize if the name EXPENSESis typed incorrectly. If a cell orrange address is typed incorrectly, it is harder to detect.

2. Names adapt to changes within a range (for example, when rowsand columns are added to or removed from the range).

3. Names are easy to recognize and maintain in formulas. For example,the formula=TOTALSALES-EXPENSESis easier to understandthan the formula =E3-F3.

4. You can easily move the active cell to a named cell or range usingthe Namebox.

5. Names created in one worksheet are available to all otherworksheets in the workbook.

6. Names can refer to non-contiguous ranges or to ranges that contain

blank cells, columns, or rows.

7. Names are absolute. If you use a name in a formula, the formulaalways refers to that range even if you copy or move the formula.

You can use names to refer to cells, ranges, multiple ranges, and ranges in otherworksheets.

JUMPING TO A NAMED RANGE

DiscussionYou can use a name to move quickly to a cell or a range. Since a name assigned in aworksheet is available in all worksheets in the workbook, you can use names to moveeasily between the worksheets. For example, in a workbook containing worksheets fordifferent products, you can quickly jump to the desired product worksheet using thename assigned to it.


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Microsoft Excel Level 4 Lesson 2 - Using Range Names


You use the Namebox to jump to a named range. The Namebox is located at the leftend of the formula bar and displays all the assigned names in a workbook. When youchoose a name from the Namebox, the active cell appears in the first cell of the rangeand the entire range is selected.

Jumping to a named range

If the formula bar is not displayed, you can use the View menuto view it.

Step-by-Step

From the Student Data directory, open NAME1.XLS.Jump to a named range.

Steps Practice Data1. Click the arrow for the Namelist on

the formula bar.A list of named ranges appears.

Click Name

2. Select the name of the desired range.The range appears.

Click Qtr4_NetProfits


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Use the Qtr1_NetProfitsname on the Namelist to return to the Qtr 1worksheet.

ASSIGNING NAMES

DiscussionYou can use names instead of cell references in formulas and dialog boxes. Forexample, if you are summing totals from several worksheets, you can assign names tothe totals in each worksheet and use the range names instead of the cell addresses.

You can use the Namebox to assign range names. The following rules apply tonaming ranges:

1. Names must start with a letter or an underscore. The remainder ofthe name can contain any character except a space or a hyphen.

Avoid using the dollar sign ($) since it may be confused with anabsolute reference.

2. Names can be up to 255 characters long. You should keep themshort to make them easy to use and to conserve space in formulas(which also have a maximum length of 255 characters).

3. Names are not case-sensitive. They can be typed in either uppercaseor lowercase.

4. You should not use names that resemble cell references (such asA1).

Step-by-StepAssign a name to a range.

If necessary, go to the Qtr 1 worksheet.

Steps Practice Data

1. Select the cell or range you want toname.The range is selected.

Click cell E8

2. Click in the Namebox on the formulabar.

The text in theNamebox is selected.

Click in the Namebox


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Steps Practice Data

3. Type the desired name.The text appears in theNamebox.

Type Qtr1_Total

4. Press [Enter].

The name is saved and appears in theNamebox.

Press [Enter]

USING RANGE NAMES IN FORMULAS

DiscussionYou can use a name rather than a cell address in a formula. Using a name in a formula

makes the formula easier to read and understand. For example, it is easy to understandwhat information the following formula calculates; =INCOME-EXPENSES. If thenamed cells change, the formula automatically updates.

Since names are absolute, you can use a name in place of an absolute cell reference ina formula. For example, if you are calculating a percentage of Total, the formulaalways refers to Totalif you use the name rather than the cell address, no matterwhere you move or copy the formula.

Using range names in a formula


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You can also select a name from the Paste Name dialog box toinsert a name into a formula. To use the Paste Name dialogbox, begin the formula. When you need to reference the namein the formula, press the [F3]key and double-click the desiredname.

Step-by-Step

Use a range namein a formula.

If necessary, go to the Qtr 1worksheet.

Steps Practice Data

1. Select the cell in which you want theresult of the formula to appear.

The cell is selected.

Click cell I4

2. Start typing the formula or function.The formula appears in the cell and on

the formula bar.

Type =E4/

3. Type the desired name at theappropriate location in the formula.The name appears in the cell and on

the formula bar.

Type Qtr1_Total

4. Press [Enter].The result of the formula appears in

the cell.

Press [Enter]

Practice the Concept: Copy the formula to the range I5:I7. Click cells I5, I6, and I7.Notice that the name did not change when you copied the cell.

CREATING RANGE NAMES FROM HEADINGS

DiscussionYou can create names for rows and columns using text entered into the first or last cellof the row or the top or bottom cell of the column. This option is a quick way to createnames that correspond directly to worksheet entries. For example, in a worksheetcontaining the quantity of products sold each month, you can use the product names inthe row headings to name the rows of quantities sold.


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When Excel names rows and columns, it uses the text in the indicated location (i.e. thetop, bottom, right or left cell) to name the selected range. The cells containing the textare not included in the named range. You can create multiple names at the same timeby selecting a range that spans several columns or rows.

Creating range names from headings

Although the text in the header columns and rows is not

included in the named range, it must be included in the rangeyou select prior to performing the command in order for Excelto determine the range name.

Step-by-StepCreate range names from headings.



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Steps Practice Data

1. Drag to select both the range you wantto name and the row or columnheading containing the desired rangename.The range is selected.

Scroll as necessary anddrag B3:G7

2. Select the Insertmenu.TheInsertmenu appears.

Click Insert

3. Point to the Name command.TheNamesubmenu appears.

Point to Name

4. Select the Createcommand.The Create Names dialog box opens.

Click Create...

5. Under Create names in, select theoption corresponding to the location of

the desired name.The option is selected.

Click Top row, ifnecessary

6. Select OK.The Create Names dialog box closes

and the names are created from the

row and/or column headings.

Click OK

Display the Namebox and notice that a name was created for each heading in therange. Select the Febname. Click any cell to deselect the range.

APPLYING RANGE NAMES

DiscussionAfter you have named a range, you can use it in existing formulas. For example, afteryou have created formulas in a worksheet, you may decide that using names in theformulas will make it easier for others to analyze the worksheet. Since Excel does notautomatically replace cell references in existing formulas when you assign names, youmust replace the cell addresses in existing formulas with names as desired. Thistechnique is called applying names.


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Applying range names

If you want to apply names throughout a worksheet, you canselect a single cell in the worksheet.

Applied names work within a worksheet but not in multipleworksheets.

Excel uses an underscore ( _ ) for blank spaces in a rangename. For example, the heading Total Saleswill be assignedthe range name Total_Sales.


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Step-by-StepApply range names to formulas.


Steps Practice Data

1. Drag to select the range in which youwant to apply range names.The range is selected.

Drag B8:G8


Click Insert

3. Point to the Namecommand.TheNamesubmenu appears.

Point to Name

4. Select the Apply command.The Apply Names dialog box opens

and any suggested names are

highlighted.

Click Apply...

5. Under Apply names, select the namesyou want to apply, if necessary.

The names are selected.


6. Select OK.The Apply Names dialog box closes

and the names replace the cell

addresses in all formulas in the

selected range.

Click OK

Select the following names in the Apply nameslist box.

Select Expenses, Feb, Jan, Mar, Net_Profits, and Total_Sales, if necessary.


Select each cell in the range B8:G8. Notice that the cell addresses have been replacedby names in each formula.


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DELETING RANGE NAMES

Discussion

You can delete names you no longer use. For example, if you change the name of arange, you can delete the old name.

Deleting a name permanently removes it from the workbook. If you accidentallydelete a name that is still referred to in a formula, the formula can no longer calculatecorrectly, and the error message #NAME?appears in the cell instead of the result ofthe formula.

Deleting range names

If you inadvertently delete a name used in a formula, you canredefine the name to make the formula accurate again.


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Step-by-StepDelete a range name.


Steps Practice Data


Click Insert

2. Point to the Namecommand.TheNamesubmenu appears.

Point to Name

3. Select the Definecommand.The Define Name dialog box opens.

Click Define...

4. Under Names in workbook, select therange name you want to delete.The range name is selected.

Click Net_Profits

5. Select Delete.The range name is deleted from the

workbook.

Click Delete

6. Select Close.The Define Name dialog box closes.

Click Close

Practice the Concept: Notice that the formula in cell G8 now displays an errormessage, #NAME?. Recreate the range name Net_Profits for the range G4:G7.

Notice that the formula updates.

USING RANGE NAMES IN 3-DFORMULAS

DiscussionA 3-D formula is when cell references in a formula refer to cells in more than oneworksheet. In standard 3-D formulas, you must activate the worksheets and select thecells you want to use while you are building the formula.

You can use range names as a simple and effective way to create 3-D formulas. Sincenames are available to all worksheets in the workbook, you can select names from theNamebox or type them into the formula rather than going to each worksheet to selectcell references. This option can save you time and reduce confusion in creating 3-Dformulas.


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Names are often easier to remember than cell addresses, particularly in a largeworksheet or in multiple workbooks when you cannot see the desired cell.

When using names in formulas, you can either type the name into the formula orselect the name from the Paste Name dialog box. If range names are long, the PasteName dialog box avoids typing errors.

Using range names in a 3-D formula

If you make a typing error or misspell the name, the #NAME?error appears in the cell.

Step-by-StepUse range names in a 3-D formula.

Steps Practice Data1. Select the worksheet in which you

want to create the formula.The worksheet appears.

Click the Annualtab

2. Select the cell that in which you wantto create the formula.


Click cell D3


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Steps Practice Data

3. Type=to start the formula.An equal sign (=) appears in the cell


Type=

4. Press [F3].The Paste Name dialog box opens.

Press [F3]

5. Double-click the desired name.The name appears in the cell and on

the formula bar.

Double-clickQtr1_NetProfits

6. Type the desired mathematicaloperator.The mathematical operator appears.

Type +

7. Enter names and mathematicaloperators as necessary to complete the

formula.The formula appears on the formula

bar.

Follow the instructionsshown below the table

before continuing on tothe next step


the cell.

Press [Enter]

Press [F3]to open the Paste Names dialog box and double-click Qtr2_NetProfitstoinsert the name. Continue creating the following formula by typing each operator andusing the Paste Name dialog box to insert each name:

=Qtr1_NetProfits+Qtr2_NetProfits+Qtr3_NetProfits+Qtr4_NetProfits


The result of the formula should be $73,009.98.

CREATING 3-DRANGE NAMES

DiscussionYou can create names that refer to the same range in multiple worksheets. Forexample, you can define a name for the same cell address in four different worksheets.Naming a 3-D range can simplify creating a formula.


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Creating a 3-D range name

Names that refer to 3-D ranges do not appear in the Namebox. They do appear in the Paste Name dialog box.

Step-by-Step

Create a 3-D range name.

Go to the Qtr 1worksheet.

Steps Practice Data

1. Go to the first worksheet of the groupyou want to name.The worksheet appears.

Click the Qtr 1tab


Click Insert

3. Point to the Name command.TheNamesubmenu appears.

Point to Name

4. Select the Define command.The Define Name dialog box opens.

Click Define...

5. Under Refers to, click the CollapseDialogbutton.The Define Name dialog box

collapses.

Click


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Steps Practice Data

6. Hold [Shift]and click the tab of thelast worksheet you want to include inthe group.The worksheets are grouped and the

range in each worksheet is selected.

Hold [Shift]and click theQtr 4tab

7. Select the range you want to name.The range is selected.

Click cell E8

8. Click the Expand Dialogbutton.The Define Name dialog box expands

and the 3-D range is selected.

Click

9. Select the Names in workbooktextbox.The insertion point appears in the

Names in workbooktext box.

Click the Names inworkbook textbox

10. Type the desired range name.The range name appears in theNames

in workbooktext box.

TypeAll_Total

11. Select Add.The range name is added to theNames

in workbooklist box.

Click Add

12. Select OK.The Define Name dialog box closes

and the 3-D range is named.

Click OK

USING 3-DRANGE NAMES IN FORMULAS

Discussion

You can use a named 3-D range in a function just as you would any other namedrange. 3-D ranges can save you a significant amount of time. For example, if youname each of the four cells containing quarterly totals in four worksheets, you cansum all four cells using the range name.


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Using a 3-D range name in a formula

Step-by-Step

Use a 3-D range name in a formula.

Steps Practice Data1. Select the worksheet in which you

want to create the formula.The worksheet appears.

Click the Annualtab

2. Select the cell in which you want tocreate the formula.The cell is selected.

Click cell B3

3. Type=, the function name, and anopen parenthesis ( ( ).An equal sign (=), the function name,

and an open parenthesis ( ( ) appear inthe cell and on the formula bar.

Type=sum(

4. Type the 3-D range name you want toreference.The range name appears in the cell


TypeAll_Total


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Steps Practice Data

5. Type any additional informationneeded to complete the function and aclosing parenthesis ( ) ).The completed function appears in the

cell and on the formula bar.

Type)


the cell.

Press [Enter]

The result of the formula should be $94,613.98.Close NAME1.XLS.


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EXERCISE

USING RANGE NAMES

TaskCreate and use names for ranges.

1. Open Region17.

2. On the Northeast worksheet, select the range B5:B8. Name therange Jan_NE.

3. Select the range C5:C8 and name the range Feb_NE.

4. Select the range D5:D8 and name the range Mar_NE.

5. Create an =SUMformula in cell B9 that uses the Jan_NErange.

6. Apply the range names to the formulas in the range C9:D9.

7. Use the Namebox to jump to the Mar_Crange. Notice that theCentral worksheet now appears on the screen.

8. Display the Totalsworksheet.

9. Select cell D5 on the Totalsworksheet. Create an =SUM formulathat uses the Mar_C, Mar_NE, and Mar_SEnames to add the

March sales in three separate worksheets. (Hint:Use commas toseparate the names in the sum function.=SUM(Mar_C,Mar_NE,Mar_SE).)

10. Create a 3-D range name that includes cell E5 in all the regionalworksheets, i.e., Northeast,Southeast,and Central. Name therange Week1.

11. Create 3-D range names for cells E6, E7, and E8 in all the regionalworksheets. Name the ranges Week2, Week3, and Week4,respectively.

12. In cell B5 in the By Week sheet, create an =SUMfunction that totalsthe 3-D range named Week1.

13. Sum the other 3-D range names on the By Week worksheet. SumWeek2in cell B6, Week3in cell B7, and Week4in cell B8.

14. Close the workbook without saving it.


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LESSON 3 -

USING ADVANCED FUNCTIONS


Use lookup functions

Use the VLOOKUP function

Use the HLOOKUP function

Use the IF function

Use nested IF functions

Use the ISERROR function

Use an AND condition with IF

Use an OR condition with IF

Use the ROUND function

Limit the precision of numbers


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Lesson 3 - Using Advanced Functions Microsoft Excel Level 4


USING LOOKUP FUNCTIONS

DiscussionLookup functions look up values in a table and return a result based on those values.For example, you may want to look up the amount of a health insurance deductionbased on an employees salary and type of coverage. A lookup function looks up thesalary and the type of coverage in a table on the worksheet and then returns theamount of the deduction based on the information in the table.

Before you can use a lookup function, you must create the table of reference data inthe worksheet. This table consists of a column or row of values called the comparevalues. The compare values must be sorted in ascending order. The rest of the tablecontains the corresponding data for each compare value.

There are two lookup functions: vertical and horizontal. The VLOOKUPfunctionexpects the first value to be in the first column. The HLOOKUP function expects thefirst value to be in the first row. The second value you look up determines the numberof columns or rows counted over from the first column or row.

USING THE VLOOKUPFUNCTION

DiscussionThe VLOOKUPfunction has three arguments that appear in the following order:lookup value, table array, and column index number. The lookup value is the valueyou are looking up in the first column of the table. It can be a value, a text string, or acell reference. The table array is the range address of the table of information. Thecolumn index number is the number of columns Excel counts over to the right fromthe first column in the table. For example, you may want to look up prices for aparticular part in a parts table that contains three columns. The parts descriptions arein column one and the parts prices are in column three. You would enter a columnindex value of 3, which tells Excel to search in the third column of the table for theprice.

The VLOOKUPfunction searches for the lookup value in the left-most column of thetable array. If the lookup value is between two of the comparison values, Excel usesthe lower of the two values. If the lookup value is smaller than any comparison value,Excel returns an error message. Once the lookup value has been located, Excel countsto the right the number of columns specified in the column index number to find theresult of the function. The lookup table must be sorted by the items in the first columnof the table, in either alphabetical (strings) or numerical (values) ascending order.


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Microsoft Excel Level 4 Lesson 3 - Using Advanced Functions


For example, you could create a table that looks up the percent of commission that ispaid for a salesperson, based on various sale levels. If the table shown below wereincluded in a worksheet and the sales number you want to look up is 5700, then thecommission is 5%. Since Excel determines that 5700 is located between the numbers5000 and 6000 in the table, it refers to the lower number, which in this case is 5000.Excel then uses the column index number (in this example, 2) to determine which

column in the table contains the value you want to find. Therefore, the correct percentof commission (5%) is located in the second column to the right of the number 5000.

A B

1 SALES COMMISSION

2 1000 1%

3 2000 2%

4 3000 3%

5 4000 4%

6 5000 5%

7 6000 6%

8 7000 7%

9 8000 8%

Using the VLOOKUP function


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If you intend to copy the VLOOKUPfunction to other cells,the address of the lookup table must be an absolute reference.To make the lookup table easy to refer to in a function, it ishelpful to assign it a range name. Also, if you use a rangename, the range address of the table does not change if theformula is copied.

You should use the Paste Function dialog box to create aVLOOKUPfunction if you are unsure of the order of thearguments.

Step-by-Step

From the Student Data directory, open SALES72.XLS.

Use the VLOOKUPfunction.

If necessary, display the Orders worksheet.

Click the NameBoxarrow and select prices. Notice that the price lookup table hasbeen named prices. You will use the priceslookup table to insert the correct price fora part in the order record.

Steps Practice Data

1. Select the cell where you want theresult of the VLOOKUP function toappear.The cell is selected.

Click cell C5

2. Type =vlookup.=vlookupappears in the cell and on

the formula bar.

Type =vlookup

3. Type an open parenthesis ( ().The open parenthesis ( () appears in


Type (

4. Select the cell containing the lookupvalue.A blinking marquee appears around

the cell and the cell address appears in


Click cell B5

5. Type a comma ( , ) as an argumentseparator.

The comma (, ) appears in the cell


Type,


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Steps Practice Data

6. Type the range address or name of thelookup table.

The range address or name of the

lookup table appears in the cell and on

the formula bar.

Typeprices

7. Type a comma ( , ) as an argumentseparator.The comma (, ) appears in the cell


Type,

8. Enter the number of the column youwant to search.

The column number appears in the cell


Type2

9. Type a closing parenthesis ( )).The closing parenthesis ()) appears


Type)

10. Press[Enter].The result of the VLOOKUPfunction

appears in the cell.

Press[Enter]

The formula returns a price of $63.99. Notice that this price matches the price in thelookup table for part ST-2472 (cell B21).

Copy the formula to the range C6:C13. Click anywhere in the worksheet to deselectthe range.

USING THE HLOOKUPFUNCTION

Discussion

The HLOOKUPfunction has three arguments that appear in the following order:lookup value, table array, and row index number. The lookup value is the value youare looking up in the first row of the table. It can be a value, a text string, or a cellreference. The table array is the range address of the table of information. The row

index number is the number of rows Excel counts down from the first row in the table.For example, you want to look up shipping charges based on a particular order valuein a shipping table that contains two rows. The sample order values are in row one andthe comparable shipping charges are in row two. You would enter a row index valueof 2, which tells Excel to search the second row of the table for the shipping charges.

The HLOOKUPfunction searches for the lookup value in the first row of the tablearray. If the lookup value is between two of the comparison values, Excel uses thelower of the two values. If the lookup value is smaller than any comparison value,


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Excel returns an error message. Once the lookup value has been located, Excel thencounts down the number of rows specified in the row index number to find the resultof the function. The lookup table must be sorted by the items in the first row of thetable, in either alphabetical (strings) or numerical (values) ascending order.

For example, you could create a table that looks up the percent of commission paid to

a salesperson based on various sale levels. If the following table were included in aworksheet and the sales number you want to look up is 5700, then the commission is5%. Since Excel determines that 5700 is located between the numbers 5000 and 6000in the table, it refers to the lower number, which in this case is 5000. Excel then usesthe row index number (in this example, 2) to determine which row in the tablecontains the value you want to find. Therefore, the correct percentage of commission(5%) is located in the second row below the number 5000.

A B C D E F G H

1 1000 2000 3000 4000 5000 6000 7000 8000

2 1% 2% 3% 4% 5% 6% 7% 8%

Using the HLOOKUP function

If you intend to copy the HLOOKUPfunction to other cells,the address of the lookup table must be an absolute reference.To make the lookup table easy to refer to in a function, it ishelpful to assign it a range name. Also, if you use a rangename, the range address of the table does not change if theformula is copied.


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You should use the Paste Function dialog box to create anHLOOKUPfunction if you are unsure of the order of thearguments.

Step-by-StepUse the HLOOKUPfunction.

If necessary, display the Orders worksheet.

Click the Name Boxarrow and select shipping. Notice that the shipping chargeslookup table has been named shipping. You will use the shippinglookup table toinsert the correct shipping costs for a part in the order record.

Steps Practice Data

1. Select the cell where you want theresult of the HLOOKUP function toappear.


Click cell F5

2. Type =hlookup.=hlookupappears in the cell and on

the formula bar.

Type =hlookup



Type (

4. Select the cell containing the lookupvalue.A blinking marquee appears around

the cell and the cell address appears in


Click cell E5

5. Type a comma ( , ) as an argumentseparator.The comma (, ) appears in the cell


Type,

6. Type the range address or name of thelookup table.The range address or name of the

lookup table appears in the cell and on

the formula bar.

Typeshipping


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Steps Practice Data

7. Type a comma ( , ) as an argumentseparator.

The comma (, ) appears in the cell

and on the formula bar

Type,

8. Enter the number of the row you wantto search.The number of the row appears in the

cell and on the formula bar.

Type2

9. Type a closing parenthesis ( )).The closing parenthesis () ) appears


Type)

10. Press [Enter].The result of theHLOOKUPfunction


Press [Enter]

The formula returns a shipping cost of $50.00. Notice that this cost matches the cost inthe lookup table for totals between $400 and $799 (cell G18).

Copy the formula to the range F6:F13. Click anywhere in the worksheet to deselectthe range.

USING THE IFFUNCTION

DiscussionLogical functions make decisions based on criteria. If the criteria evaluates to true,one action is taken; and, if the criteria evaluates to false, a different action is taken.

This decision-making capability of logical functions can be applied to many differentsituations. You can use a logical function to decide if a customer receives a discountfor goods ordered. If a ordered value is greater than a set figure, the customer receivesa discount. If a ordered value is less than a set figure, the customer does not receive adiscount.

The IFfunction returns one value if a condition is true and another value if a

condition is false. In the example above, if the value of the goods shipped is greaterthan a set figure, a true value would be returned. If the shipped value is less than theset figure, a false value would be returned.

You can also use the IFfunction to display text as a result of a logical test, but youmust enclose the text in the formula in quotation marks.

The syntax of an IFfunction is:


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=IF(logical test,value if true,value if false)

The components of the formula are described in the following table:

Component Description

logical test The test condition. It can contain cell references, text inquotes, cell names, and numbers. The items arecompared using the following comparison operators:

= equal to not equal to> greater than>= greater than or equal to


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Using the IF function

Step-by-Step

Use the IFfunction.

Display the Bonusworksheet.

Use the IFfunction to determine if salespeople made a specified quota. If they did,they receive a 10% bonus. If they did not, they do not receive a bonus.

Steps Practice Data

1. Select the cell where you want theresult of the IFfunction to appear.The cell is selected.

Click cell G8

2. Type =if.=if appears in the cell and on the

formula bar.

Type =if

3. Type an open parenthesis ( ( ).The open parenthesis (() appears in


Type (


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Steps Practice Data

4. Type the logical test.The text appears in the cell and on the

formula bar.

TypeE8>F8



Type ,

6. Type the action to be taken if thelogical test is true.The text appears in the cell and on the

formula bar.

TypeE8*10%




Type ,

8. Type the action to take if the logicaltest is false.The text appears in the cell and on the

formula bar.

Type 0

9. Type a closing parentheses ( )) .The closing parenthesis ()) appears


Type)

10. Press [Enter].The result of theIFfunction appears

in the cell.

Press [Enter]

Notice that since the first quarter sales total for Smith, Swas below his quota, a zero(0) was entered as his bonus.

Copy the formula to the range G9:G13. The total bonus amount in cell G14 should be27,325. Click anywhere in the worksheet to deselect the range.

USING NESTED IFFUNCTIONS

Discussion

You can use an IFfunction within another IFfunction to create a nested IF function.A nested IFfunction allows you to test for a second condition if the first condition isfound false. For example, an IFfunction could test whether or not a number is equalto 1. If false, another IFfunction within the first could test whether or not the numberis equal to 2.


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The syntax of a nested IFfunction is:

=IF(logical test,value if true,IF(logical test,value if true,value if false))

You can create up to seven nested IF functions within an IFfunction.

Using nested IF functions

You must close all parentheses in a nested IF function. Thatis, the number of open parentheses must equal the number ofclosed parentheses.

Step-by-StepUse nested IFfunctions.

If necessary, display the Bonusworksheet.

Use a nested IFfunction to calculate the proper withholding amount based on thestatus of an employee. The withholding for each sales representative is determined bya different percentage, depending on the employee status.


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Steps Practice Data

1. Select the cell where you want theresult of the nested IFfunction toappear.The cell is selected.

Click cell J8

2. Type =if.=ifappears in the cell and on the

formula bar.

Type=if

3. Type an open parenthesis ( ( ).The open parenthesis ( ( ) appears in


Type (

4. Type the first logical test.The text appears in the cell and on the

formula bar.

TypeI8=1

5. Type a comma (, ) to separate thearguments.The comma (, ) appears in the cell


Type,

6. Type the action to take if the firstlogical test is true.

The text appears in the cell and on the

formula bar.

TypeH8*10%

7. Type a comma ( , ) to separate thearguments.The comma (, ) appears in the cell


Type,

8. Type if.The text appears in the cell and on the

formula bar.

Typeif



Type (

10. Type the logical test for the second IFfunction.


formula bar.

TypeI8=2



Type,


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Steps Practice Data

12. Type the action to take if the logicaltest for the second IFfunction is true.The text appears in the cell and on the

formula bar.

TypeH8*8%



Type,

14. Type the action to take if the secondlogical test is false.The text appears in the cell and on the

formula bar.

TypeH8*7%

15. Type two closing parentheses ( )) ).The closing parentheses ()) ) appear


Type))

16. Press [Enter].The result of the nestedIFfunction


Press [Enter]

The correct answer, $398.00, appears in cell J8.

Copy the formula to the range J9:J13. Click anywhere in the worksheet to deselect therange.

USING THE ISERRORFUNCTION

DiscussionDepending upon the circumstances, a formula or function may return an error messagein the cell instead of performing the calculation. For instance, a function that averageda range would display a #DIV/0! error message if the range contained no data. TheISERRORfunction is commonly used in IFfunctions for handling errors informulas.

The ISERRORfunction tests whether the formula in a cell displays an error message.It returns a logical TRUE if there is an error message or a logical FALSEif there isnot an error message. The function returns a logical TRUEif any of the error values#N/A, #VALUE, #REF, #DIV/0!, #NUM, #NAME?, or #NULL appear in the cell.

The ISERR function is similar to the ISERRORfunction, except that it does notrespond to the error value #N/A.


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The syntax of these functions is as follows, where (value)is a cell reference or rangename:

ISERROR(value) and ISERR(value)

Using the ISERROR function in an IF function

If you are unsure of the contents of the cells on which the

calculations are being made, you can use the ISERRORfunctionbecause it provides a result regardless of the errorcondition.

Step-by-StepUse the ISERRORfunction in an IF function.

Display the Quotaworksheet.

Use the ISERRORfunction combined with the IFfunction to clear a #DIV/0!message.


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Steps Practice Data

1. Select the cell where you want theresult of the ISERROR function toappear.The cell is selected.

Click cell F15


formula bar.

Type =if



Type (

4. Type the ISERRORfunction as thelogical test.The text appears in the cell and on the

formula bar.

TypeISERROR(AVERAGE

(F8:F13))




Type,

6. Type the action to take if the IFfunction is true.The text appears in the cell and on the

formula bar.

Type "no data"




Type,

8. Type the action to take if the IFfunction is false.


formula bar.

TypeAVERAGE(F8:F13)

9. Type the closing parenthesis ( ) ).The closing parenthesis () ) appears


Type)

10. Press [Enter].The result of theISERRORfunctionappears in the cell.

Press [Enter]

The formula returns the text no datainstead of the error message. Copy the formulato the range G15:I15. Type 50,000in cell F8 and verify that the message in cell F15changes.


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USING ANANDCONDITION WITH IF

Discussion

You can use ANDconditions to test multiple criteria in IFfunctions. For example,you may want to give a salesperson a $500 bonus if he or she produces $10,000 insales and has at least five years experience. This example is an AND condition. Whenused in an IF function, an ANDcondition returns a TRUEvalue if both argumentsare true and a FALSEvalue if either argument is false.

The syntax of an ANDcondition is:

=IF(AND(logical test1,logical test2),value if true,value if false)

Using an AND condition in an IF function


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Step-by-StepUse an ANDcondition in an IF function.

Display the Raises worksheet.

Use an ANDcondition in an IF function to determine whether or not a personqualifies for a raise.

Steps Practice Data

1. Select the cell where you want theresult of the IF function to appear.The cell is selected.

Click cell D8

2. Type =if.=if appears in the cell and on theformula bar.

Type =if



Type (

4. Type the ANDcondition.The text appears in the cell and on the

formula bar.

TypeAND(B8>0,C8>1)

5. Type a comma ( ,) to separate the

arguments.The comma (,) appears in the celland on the formula bar.

Type,

6. Type the action you want to take ifboth conditions are true.


formula bar.

Type "Yes"



Type,

8. Type the action you want to take ifeither condition is false.The text appears in the cell and on the

formula bar.

Type "No"

9. Type a closing parenthesis ( ) ).The closing parenthesis ()) appears


Type)


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Steps Practice Data

10. Press [Enter].The result of theIFfunction with the

AND condition appears in the cell.

Press [Enter]

The correct answer is Nosince only one condition is true.

Copy the formula to the range D9:D13. Click anywhere in the worksheet to deselectthe range.

USING AN ORCONDITION WITH IF

Discussion

You can use ORconditions to test multiple criteria in IFfunctions. For example, youmay want to give a salesperson a $500 bonus if he or she produces $10,000 in sales, orif he or she has at least five years experience. This example represents an ORcondition. When used in an IF function, the ORcondition returns a TRUEvalue ifeither argument is true and a FALSEvalue if both arguments are false.

The syntax of an ORcondition is:

=IF(OR(logical test1,logical test2),value if true,value if false)

Using an OR condition in an IF function


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Step-by-Step

Use an ORcondition in an IF function.

If necessary, display the Raisesworksheet.

Use an ORcondition in an IFfunction to determine whether or not a salespersonqualifies for an award.

Steps Practice Data

1. Select the cell where you want theresult of the IF function to appear.The cell is selected.

Click cell E8


formula bar.

Type =if

3. Type an open parenthesis ( ().The open parenthesis ( () appears inthe cell and on the formula bar.

Type (

4. Type the ORcondition.The text appears in the cell and on the

formula bar.

TypeOR(B8>10000,C8=3)

5. Type a comma (,) to separate thearguments.The comma (,) appears in the cell


Type,

6. Type the action you want to take if oneof the conditions is true.The text appears in the cell and on the

formula bar.

Type "Yes"

7. Type a comma (,) to separate thearguments.The comma (,) appears in the cell


Type,

8. Type the action you want to take if

both the conditions are false.The text appears in the cell and on the

formula bar.

Type "No"



Type)


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Steps Practice Data

10. Press[Enter].The result of theIFfunction with the

OR condition appears in the cell.

Press[Enter]

The correct answer is Nosince neither condition is true.

Copy the formula to the range E9:E13. Click anywhere in the worksheet to deselectthe range.

USING THE ROUNDFUNCTION

Discussion

When you enter a number into an Excel worksheet, Excel can store it with up to 15digits. Although you can format numbers so that Excel rounds off extra decimalplaces, Excel uses all decimal places in calculations. This feature can lead to somecalculations appearing incorrect.

Rounding a number is different than formatting a number. When you round a numberto a certain number of decimal places, the extra decimal places are removed and allcalculations are performed using the rounded value.

The ROUNDfunction includes the following two arguments:

ROUND(number,number of digits)

The number can be a value or a cell address. The number of digits indicates to howmany digits you want to round. If the number of digits is a positive number, thatnumber indicates the desired number of decimal places. If the number of digits is 0,Excel rounds to the next whole number. If the number of digits is a negative number,Excel rounds to the next ten, hundred, thousand, etc., accordingly.

Some examples of the ROUNDfunction are listed in the following table:

ROUND function Cell displays

=ROUND(4567.4567,1) 4567.5

=ROUND(4567.4567,2) 4567.46

=ROUND(4567.4567,0) 4567

=ROUND(4567.4567,-1) 4570

=ROUND(B7,2) The value in cell B7 rounded to two decimalplaces


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ROUND function Cell displays

=ROUND(B7*.1,2) The result of the number in cell B7 times .1,rounded to two decimal places

Using the ROUND function

Step-by-StepUse the ROUNDfunction.

Display the Investworksheet.

The formulas in columns E and G both calculate the same investment. The formula incolumn E uses the full rate while the formula in column G uses the rounded rate.

Steps Practice Data

1. Select the cell where you want theresult of the ROUNDfunction toappear.The cell is selected.

Click cell F7


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Steps Practice Data

2. Type =round.=roundappears in the cell and on the

formula bar.

Type =ROUND



Type (

4. Type the value, formula, cell address,or function you want to round.The text appears in the cell and on the

formula bar.

TypeD7,

5. Type the desired number of decimalplaces.The text appears in the cell and on the

formula bar.

Type4



Type)

7. Press [Enter].The result of theROUNDfunction


Press [Enter]

The result is .0114. Notice that the number in cell G7 differs from the number in cellE7 due to using the rounded value in F7. Copy the formula to the range F8:F12.

Select the range D7:D12 and click the Decrease Decimalbutton on the Formattingtoolbar two times to format the numbers for 4 decimal places. Notice that the values incolumn E not change; the calculations still use the full number of decimal places. Usethe Undofeature to remove the formatting.

LIMITING THE PRECISION OF NUMBERS

Discussion

In order to calculate a worksheet using the numbers as they appear, you can limit theprecision of formatted numbers. Limiting the precision changes the original numbersin the worksheet to their formatted versions. For example, a cell may contain the value123.4567, but the formatted value in the cell is 123. In a calculation, Excel uses theentire number, including all decimals. If you limit the precision of the cell to the valuedisplayed, however, the decimals are removed from the number and only 123 is usedin calculations.


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Be careful when limiting the precision of numbers becauseyou permanently change the original values and you cannotuse the Undo feature to reverse the action. You can, however,restore your original numbers if you immediately exit theworksheet without saving your changes and then reopen it.

Step-by-Step

Limit the precision of numbers.

If necessary, display the Investworksheet.

Select cell C7. Notice that, although the salary displayed on the worksheet is 4975, theactual value in the cell is 4974.554. All salaries in column C contain decimal places,

even though they do not appear because of the formatting. Limit the precision forcalculations to the formatted values.

Steps Practice Data

1. Select the Toolsmenu.The Toolsmenu appears.

Click Tools

2. Select the Optionscommand.The Options dialog box opens.

Click Options...

3. Select the Calculationtab.The Calculationpage appears.

Click the Calculationtab

4. Select the Precision as displayedoption.ThePrecision as displayed option is

selected.

Click Precision asdisplayed

5. Select OK.A Microsoft Excel warning box opens,

warning you that the data will

permanently lose accuracy.

Click OK

6. Select OK.The Microsoft Excel warning box

closes and the numbers in the

worksheet are recalculated using

limited precision.

Click OK

Select each of the cells in column C, one at a time. Notice that the decimal places havebeen removed from the values.Close SALES72.XLS.


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EXERCISE

USINGADVANCED FUNCTIONS

TaskUse advanced functions to find worksheet solutions.

1. Open Functex.

2. Display the Hours worksheet.

3. In cell F6, use the VLOOKUPfunction to calculate the appropriatepay rate for full-time, part-time, or overtime work according to job

type. (Hint:The lookup value is theJob Typein column C, thelookup table is namedtable, and the column index number is theType of Timein column E.)

4. Copy the formula to the range F7:F12.

5. Display the Sales-Previousworksheet.

Documents

Excel 2000 Level 4 Vicon