Microsoft Excel 2016

Lesson 9

Working with Data

MARY JANE PAGAY-CIERVA
Instructor

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 1
Objectives

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Software Orientation
• Most of the exercises in this lesson use the Data tab on the
ribbon.
• It’s often convenient to store records and perform calculations in
the same program.
• Excel makes it easy to import existing data from other sources.
• You can arrange and manage that data properly once you bring
it into a workbook.

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Ensuring Your Data’s Integrity
• Validation helps to ensure that data gets entered correctly,
before it gets processed incorrectly.
• Excel’s data validation tools can help you set up rules that
keep you or anyone else from entering invalid or unusable
data, or from failing to enter data when it’s required.
• For example, you can set up a rule in Excel that pings the user
whenever he or she types a two- or four-digit area code
instead of the required three-digit code.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 4
Step by Step: Restrict Cell Entries to Certain
Data Types
• OPEN the 09 Vet Clinic Patients workbook for this lesson.
1. Click the File tab and select Save As. SAVE the workbook in
the Excel Lesson 9 folder as 09 Vet Clinic Patients Solution.
2. Freeze rows 1 through 4 in both worksheets in the workbook.
3. In the Client List worksheet, select column L (Area Code).
4. Click the Data tab, and then in the Data Tools group, click
Data Validation. The Data Validation dialog box opens.
5. Click the Settings tab.
6. In the Allow list box, choose Text length. This is the first step
in the creation of a rule governing how many characters each
new entry should contain.

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Step by Step: Restrict Cell Entries to Certain
Data Types
7. In the Data list box, choose equal to.
8. Click the Length box and type 3 (see below).
9. Click the Input Message tab.
This tab displays a message
when you select a cell in the
validation range.
10. Click the Title box and type
Rule:.
11. Click the Input message box
and type Please enter a
three-digit area code.

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Step by Step: Restrict Cell Entries to Certain
Data Types
12. Click the Error Alert tab. Excel can display an error alert
message when a user attempts to enter data that is invalid.
13. Click the Title box and type Data Entry Error.
14. Click the Error message box
and type Only three-digit
area codes are recognized.
This message is displayed in
a dialog box whenever an
invalid entry is made in column
L. The dialog box should now
appear as shown here.
15. Click OK.

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Step by Step: Restrict Cell Entries to Certain
Data Types
16. To test the new validation rule, click cell L57. You should see the
notification message you typed into the Input Message tab.
17. Type 40 and then press Enter. Excel displays an alert dialog box with the
message you created (see below).
18. Click Cancel. The partial entry in cell L57 is erased.
• SAVE the workbook and LEAVE it open for the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 8
Allowing Only Specific Values to Be
Entered in Cells
• A typical piece of information you’ll find in a database is often
a single letter that represents a characteristic
• In data entry, it’s easy for someone to slip and enter an invalid
character.
• You can preempt this by building a rule that restricts entry to
a handful of valid characters.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 9
Step by Step: Allow Only Specific Values to
Be Entered in Cells
• USE the workbook from the previous exercise.
1. Click the File tab and select Save As. SAVE the workbook in
the Excel Lesson 9 folder as 09 Vet Clinic Patients Solution
2.
2. Click the Patient List tab.
3. Select column D.
4. On the Data tab, in the Data Tools group, click Data
Validation.
5. In the Data Validation dialog box, click the Settings tab.
6. In the Allow list box, choose List. The Source box appears at
the bottom of the dialog box.

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Step by Step: Allow Only Specific Values to
Be Entered in Cells
7. Click the Source box. Type M,F,N (being careful to include
the commas).
8. Uncheck the Ignore blank box.
9. Click the Input Message tab. Click in the Input message box
and type Male, Female, or Neutered.
10. Click OK. Now anyone entering a new patient into the
database must specify the animal’s gender from a drop-down
list in the cell.
11. Select column E (Owner #).
12. In the Data Tools group, click Data Validation.
13. Click the Settings tab. In the Allow list box, click List.

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Step by Step: Allow Only Specific Values to
Be Entered in Cells
14. On the right side of the Source box, click the Collapse Dialog
button.
15. With the Data Validation dialog box collapsed, click the
Client List worksheet tab.
16. Select column A (Client #).
17. At the end of the Source box, click the Expand Dialog
button. The full dialog box returns, and the Source box
should now read =’Client list’!$A:$A.
18. Unselect the Ignore blank and In-cell dropdown boxes.
19. Click the Error Alert tab. Choose Warning in the Style box.
20. In the Error message box, type Owner must be the number
for a pre-existing client.
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Step by Step: Allow Only Specific Values to
Be Entered in Cells
21. Click OK. Now the Owner # column may contain only
numbers for clients who appear in the Client # column of the
Client List worksheet.
22. To make sure your new validation rules are working, in the
Patient List worksheet, at the bottom of the list, click cell A57
and attempt to type the following data:
Murdock Dog RottweilerB 61
23. After you attempt to enter B into column D, respond to the
error dialog box by clicking Retry and by typing M.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 13
Step by Step: Allow Only Specific Values to
Be Entered in Cells
24. After you attempt to enter 61 into column E, respond to the
error dialog box shown in Figure 9-11 by clicking No and
typing 31.
• SAVE the workbook and LEAVE it open to use in the next
exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 14
Removing Duplicate Rows from a
Worksheet
• In many databases, it’s important that each record (each row
of an Excel database table) is unique.
• If an entry appears twice, Excel might treat the records as
separate entries even if they contain identical information.
• The difficulty then comes when you try to reconcile any other
records or subsequent data that might refer to either of these
duplicate entries.
• You can have Excel search for duplicate entries and purge
them.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 15
Step by Step: Remove Duplicate Rows from
a Worksheet
• USE the workbook from the previous exercise.
1. SAVE the current workbook as 09 Vet Clinic Patients Solution 3.
2. Click the Client List worksheet tab.
3. Click cell A57 and in row 57, type the following data in the
appropriate columns:

4. Select the cell range A4:N57.

5. On the Data tab, in the Data Tools group, click Remove
Duplicates. The Remove Duplicates dialog box appears.
6. In the Columns list, remove the check beside Client #. If duplicate
names and addresses appear in the list, it’s likely their client index
numbers were not duplicated.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 16
Step by Step: Remove Duplicate Rows from
a Worksheet
7. Leave the My data has headers box checked (see Figure 9-12).
This way, Excel won’t treat row 4 as though it contains data.
8. Click OK. Excel responds with a dialog box stating one duplicate
value set (the one you just entered) was removed.
9. Click OK to dismiss the
dialog box. Note the
second (lowermost)
instance of the duplicate
entry was removed,
from row 57.
• SAVE the
workbook and LEAVE it
open to use in the next
exercise.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 17
Sorting Data
• Sorting a data range in Excel helps you to locate the precise
data you need.
• It can also help Excel to look up certain data for inputs into
formulas.
• Sorting is mostly for your benefit. For example, sorting
customers in a table by their last name rather than an arbitrary
customer number.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 18
Sorting Data on a Single Criterion
• You’ve probably heard the word “criteria” more often than its
singular form, criterion.
• Both words relate to elements that are referred to in the
course of executing a function.
• For instance, the White Pages has three sort criterion:
• Last name
• First name
• Middle initial
• When individuals in a database are indexed by number and
that number is guaranteed to be unique, it forms a single
criterion for a common sort operation.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 19
Step by Step: Sort Data on a Single
Criterion
• USE the workbook from the previous exercise.
1. SAVE the current workbook as 09 Vet Clinic Patients Solution 4.
2. In the Patient List worksheet, click cell E5. Note this is the first cell in the
Owner # column and its entries are all numerical.
3. On the Data tab, in the Sort & Filter group, click the Sort Smallest to
Largest button (with A on top of Z, and an arrow pointing down). The list is
now sorted in ascending numerical order by Order #, which was the
column you clicked in before performing the sort.
4. Click cell A5.
5. Click the Sort A to Z button. This time, the list is sorted by Patient Name,
and again, the first column you clicked in before performing the sort.
Murdock the Rottweiler, which you previously added to row 57, now
appears in row 44.
• SAVE the workbook and LEAVE it open for the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 20
Sorting Data on Multiple Criteria
• A proper database containing records of people divides each
element of their names into, at the very least, last and first
names, and might also include optional elements such as
middle initials, prefixes, and suffixes.
• For this reason, any time you sort a database, range, or table
by names, you want to sort by multiple criteria.

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Step by Step: Sort Data on Multiple Criteria
• USE the workbook from the previous exercise.
1. Click the Client List worksheet tab.
2. Select the range A4:N56.
3. Name the range Clients.
4. On the Data tab, in the Sort & Filter group, click Sort. The Sort
dialog box appears.
5. In the Sort by list box, under Column, choose Last Name.
6. Click Add Level.
7. In the Then by list box that appears, choose First Name.
8. Click Add Level.
9. In the next Then by list box, choose MI (middle initial).
10. Click Add Level again.

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Step by Step: Sort Data on Multiple Criteria
11. In the next Then by list box, choose Suffix. The dialog box should
now appear as depicted in the figure below.
12. Leave My data has headers checked, so that Excel won’t treat the
headers row as part of the range to sort.
13. Click OK. The clients list is now sorted alphabetically, with people
sharing the same last name sorted alphabetically by first name.
Although the client numbers appear all out of sort, the data is
unchanged and the
database itself retains
its full integrity.
• SAVE the
workbook and
LEAVE it open for
the next exercise.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 23
Sorting Data Using Cell Attributes
• Excel can sort records based on the conditional formatting
that is applied to its cells.
• Excel does not have a “conditional sort” feature, where you
create a rule or a formula that Excel evaluates to group or
arrange rows.
• Rather, you create rules that apply specific formats or graphics
to cells based on their contents. Then Excel can sort and
group those records whose cells have these special formats
applied to them.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 24
Step by Step: Sort Data Using Cell
Attributes
• USE the workbook from the previous exercise.
1. On the Patient List worksheet, which should still be sorted in
ascending order on column A, select column E.
2. Right-click the column and then click Insert in the shortcut
menu.
3. With column E selected, on the Data tab, in the Data Tools
group, click Data Validation.
4. In the Data Validation dialog box, click Clear All. Click OK.
5. Click cell E4 and type Spayed/Neutered. Change the width
of column E to 17.
6. In column E, type S for the following row numbers: 6, 15, 19,
21, 22, 25, 34, 37, 46, 50, and 56.
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Step by Step: Sort Data Using Cell
Attributes
7. In column E, type N for row numbers 5, 7, 8, 9, 10, 13, 16, 17, 20, 24,
27, 30, 31, 32, 36, 40, 41, 43, 47, 48, 52, 54, and 57.
8. Select column E.
9. On the Data tab, in the Data Tools group, click Data Validation.
10. In the Data Validation dialog box, click the Settings tab. Under
Allow, choose List.
11. In the Source box, type N,S.
12. Click the Input Message tab. In the Input message box, type S =
Spayed, N = Neutered. Click OK.
13. Select the range E5:E100. Click the Home tab, and then in the
Styles group, click Conditional Formatting. Click New Rule.
14. In the New Formatting Rule dialog box, choose Format only
cells that contain in the Select a Rule Type list.
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Step by Step: Sort Data Using Cell
Attributes
15. In the list box, under Format only cells with, choose No
Blanks.
16. Click Format.
17. In the Format Cells dialog box, click the Fill tab. Choose the
sixth color swatch from the left in the third row. Click OK.
18. Click OK. Now both spayed and neutered animals should
appear shaded.
19. Select the range A4:F57. Name the range Patients.
20. in the Sort & Filter group, click Sort.
21. In the Sort dialog box, in the Sort by list, choose
Spayed/Neutered.
22. In the Sort On list, choose Cell Color.
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Step by Step: Sort Data Using Cell
Attributes
23. Click the down arrow next to No Cell Color. As the figure
below shows, the list box that appears shows only those
colors that are actually in use for conditional formatting—in
this case, only one swatch. Click the color swatch.

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Step by Step: Sort Data Using Cell
Attributes
24. Click OK. The sorted worksheet should now appear as shown
here. All the “N” and “S” animals are grouped together at the
top, with the two types
mingling among each
other. All the non-
operated-on animals
are bunched toward
the bottom.
• SAVE the
workbook and
LEAVE it open for
the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 29
Filtering Data
• With any database, when you make a request or a query for
just the records that meet particular criteria, you expect to see
only the relevant data, and for irrelevant or non-matching
data to be filtered out.
• With Excel, you can formally specify the boundaries of your
database table—to say, “This part of my worksheet is to be
treated like a database”—and to then have Excel filter out just
those rows that don’t pertain to what you’re searching for.
• This does not change the database, and you don’t delete any
rows with a filter. You just hide them temporarily.

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Using AutoFilter
• An AutoFilter is the quickest means for you to set up a table
so that it displays only rows that meet simple criteria.
• Using AutoFilter to set up your search is fairly easy if the
criteria for your search involves information that is readily
assessable through a simple read of the existing data in the
cells.
• There are ways for you to set up more complex, advanced
filters that replicate data to a separate location (often a new
worksheet) using advanced criteria based on formulas.
• AutoFilter converts the headings row of your table into a set
of controls, which you then use to choose your criteria and
then select the data you want to see.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 31
Step by Step: Use AutoFilter
• USE the workbook from the previous exercise.
1. SAVE the current workbook as 09 Vet Clinic Patients
Solution 5.
2. Click the Client List worksheet tab. In the Name box, type
Clients and then press Enter. Excel highlights the data range
for the Clients table.
3. On the Data tab, in the Sort & Filter group, click Filter. Excel
adds down arrow buttons to the field names in all of the
columns in the list. Scroll up and click cell A5 to deselect the
range.

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Step by Step: Use AutoFilter
4. Click the down arrow
beside the Client #
heading in column A.
Excel displays the
AutoFilter menu shown
here.
5. To sort the table by client

number, click Sort

Smallest to Largest. This
gives you a shortcut for
sorting.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 33
Step by Step: Use AutoFilter
6. To show just the clients with addresses in Ohio, click the down
arrow beside State. In the AutoFilter menu that appears,
uncheck the
(Select All)
box to clear
all check
boxes and
then check
OH as shown
here. Click OK.
• SAVE
the workbook
and LEAVE it
open for the
next exercise.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 34
Step by Step: Use AutoFilter
• When an AutoFilter is active, Excel applies special notation to the AutoFilter
buttons and to the row numbers. As shown here, the button for the column
used in the sort now contains an up arrow, whereas the button for the
column used in the filter contains a funnel symbol.

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 QUESTIONS

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 Microsoft Excel 2016
Lesson 10
Using Advanced Formulas

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Objectives

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Software Orientation
• In this lesson, you use commands on the Formulas tab to
create formulas and functions to conditionally summarize
data, look up data, apply conditional logic, and modify text.
• The Formulas shown here tab contains the command groups
you use to create and apply advanced formulas in Excel.

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Software Orientation
• This table (which spans multiple slides) summarizes the
functions covered in this lesson and specifies where the
functions are located on the Formulas tab.

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Software Orientation

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Software Orientation

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Using Formulas to Conditionally
Summarize Data
• Conditional formulas add another dimension to data analysis
by summarizing data that meets one or more criteria.
• Criteria can be a number, text, or expression that tests which
cells to sum, count, or average.
• A conditional formula is one in which the result is determined
by the presence or absence of a particular condition.
• Conditional formulas used in Excel include the functions
SUMIF, COUNTIF, and AVERAGEIF that check for one criterion,
or their counterpoints SUMIFS, COUNTIFS, and AVERAGEIFS
that check for multiple criteria.

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Using SUMIF
• The SUMIF function calculates the total of only those cells that meet a given
criterion or condition.
• The syntax for the SUMIF function is SUMIF(Range, Criteria, Sum_range).
• The values that a function uses to perform operations or calculations in a
formula are called arguments.
• The arguments of the SUMIF function are Range, Criteria, and Sum_range.
• Cells within the Range that do not meet the criterion are not included in the
total.
• If you use the numbers in the range for the sum, the Sum_range argument is
not required.
• If you are using the criteria to test which values to sum from a different
column, then the range becomes the tested values and the Sum_range
determines which numbers to total in the same rows as the matching
criteria.

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Step by Step: Use the SUMIF Function
• This explains the meaning of each argument in the SUMIF
syntax.

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Step by Step: Use the SUMIF Function
• LAUNCH Excel.
1. OPEN the 10 Fabrikam Sales file for this lesson, and SAVE it to
your Excel Lesson 10 folder as 10 Fabrikam Sales Solution.
2. Select H5. Click the Formulas tab and then in the Function Library
group, click Math & Trig. Scroll to and click SUMIF. The Function
Arguments dialog box opens with text boxes for the arguments, a
description of the formula, and a description of each argument.
3. In the Function Arguments dialog box, click the Collapse Dialog
button for the Range argument. This allows you to see more of the
worksheet. Select the cell range C5:C16. Press Enter. By doing this,
you apply the cell range that the formula will use in the calculation.

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Step by Step: Use the SUMIF Function
4. In the Criteria box, type >200000 and then press Tab. The
figure below shows that the Sum_ range text box is not bold.
This means that this argument is optional. If you leave the
Sum_range blank, Excel sums the cells you enter in the Range
box. You now applied
your criteria to sum
all values that are
greater than
$200,000.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 47
Step by Step: Use the SUMIF Function
5. Click OK to accept the changes and close the dialog box. You see that
$1,657,100 of Fabrikam’s December revenue came from properties valued
in excess of $200,000.
6. If for some reason
you need to edit
the formula, select
the cell that
contains the
function, and
on the Formulas
tab, or in the
Formula Bar, click
the Insert Function
button to return to
the Function Arguments
dialog box (shown here).

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Step by Step: Use the SUMIF Function
7. Click OK or press Esc if you have no changes.
8. Select cell H6, and then in the Function Library group, click
Recently Used and then click SUMIF to once again open the
Function Arguments dialog box. The insertion point should be
in the Range box.
9. In the Range field, select cells E5:E16. The selected range is
automatically entered into the text box. Press Tab.
10. In the Criteria box, type <3% and then press Tab. You enter
the criteria to look at column E and find values less than 3%.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 49
Step by Step: Use the SUMIF Function
11. In the Sum_range field, select cells C5:C16. The formula in H6
is different than the formula in H5. In H6, the criteria range is
different than the sum range. In H5, the criteria range and the
sum range are the same. In H6, SUMIF checks for values in
column E that are less than 3% (E8 is the first one) and finds
the value in the same row and column C (C8 in this case) and
adds this to the total. Click OK to accept your changes and
close the dialog box. Excel returns a value of $1,134,200.
12. SAVE the workbook.
• LEAVE the workbook open for the next exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 50
Using SUMIFS
• The SUMIFS function adds cells in a range that meet multiple
criteria.
• The order of arguments in this function is different from the
order used with SUMIF.
• In SUMIFS, Sum_range is the first argument.
• In this exercise, you create and use two SUMIFS formulas, each
of which analyzes data based on two criteria.
• The first SUMIFS formula adds the selling price of the
properties that Fabrikam sold for more than $200,000 and that
were on the market 60 days or less.
• The second formula adds the properties that sold at less than
3% difference from their listed price within 60 days.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 51
•
Step by Step: Use the SUMIFS Function
• USE the workbook from the previous exercise.
1. Click cell H7. On the Formulas tab, in the Function Library group, click
Insert Function.
2. In the Search for a function box, type SUMIFS and then click Go. SUMIFS is
highlighted in the Select a function box.
3. Click OK to accept the function.
4. In the Function Arguments dialog box, in the Sum_range box, select cells
C5:C16. This adds your cell range to the argument of the formula.
5. In the Criteria_range1 box, select cells F5:F16. In the Criteria1 box, type
<=60. This specifies that you want to calculate only those values that are
less than or equal to 60. When you move to the next text box, notice that
Excel places quotation marks around your criteria. It applies these marks to
let itself know that this is a criterion and not a calculated value.

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Step by Step: Use the SUMIFS Function
6. In the Criteria_range2 box, select cells C5:C16. You are now
choosing your second cell range.
7. In the Criteria2 box, type >200000. Click OK. You now
applied a second criterion that will calculate values greater
than 200,000. Excel calculates your formula, returning a value
of $742,000.
8. Select H8 and then in the Function Library group, click
Recently Used.
9. Select SUMIFS. In the Sum_range box, select C5:C16.
10. In the Criteria_range1 box, select cells F5:F16. Type <=60 in
the Criteria1 box.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 53
Step by Step: Use the SUMIFS Function
11. In the Criteria_range2 box, select cells E5:E16. Type <3% in
the Criteria2 box and then press Tab. To see all arguments,
scroll back to the top of the dialog box (see below).
12. Click OK. After applying this formula, Excel returns a value of
$433,000.
13. SAVE the workbook.
• LEAVE the workbook
open for the next
exercise.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 54
Step by Step: Use the SUMIFS Function
• The formulas you use in this exercise analyze the data on two
criteria. You can continue to add up to 127 criteria on which data
can be evaluated.
• Because the order of arguments is different in SUMIF and
SUMIFS, if you want to copy and edit these similar functions, be
sure to put the arguments in the correct order (first, second,
third, and so on).
• In this exercise, you practice using the COUNTIF function twice to
calculate the number of homes sold and listed >=200,000.
• The ranges you specify in these COUNTIF formulas are prices of
homes.
• The criterion selects only those homes that are $200,000 or more.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 55
Using Formulas to Look Up Data in a
Workbook
• When worksheets contain long lists of data, use lookup
functions to quickly find specific information.
• Lookup functions are an efficient way to search for and insert
a value in a cell when the desired value is stored elsewhere in
the worksheet or even in a different worksheet or workbook.
• VLOOKUP and HLOOKUP are the two lookup functions that
you use in this section.
• These functions can return the contents of the found cell.

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Using VLOOKUP
• The “V” in VLOOKUP stands for vertical.
• This formula is used when the comparison value is in the first
column of a table.
• Excel goes down the first column until a match is found and
then looks in one of the columns to the right to find the value
in the same row.
• The VLOOKUP function syntax is LOOKUP(Lookup_value,
Table_array, Col_index_num, Range_lookup). The figure on the
next slide shows a graphical explanation of the function.

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Using VLOOKUP

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Using VLOOKUP
• Table_array is a table of text, numbers, or values that you use
for the formula. It can either be a range of cells (A1:D5) or a
range name (Commission).
• The data in a table array must be arranged in rows and
columns.
• In the next exercise, you apply this formula to calculate
employee bonuses. When working with VLOOKUP functions
and arguments, keep in mind:
• If Lookup_value is smaller than the smallest value in the first
column of Table_array, VLOOKUP returns the #N/A error
value.
• Table_array values can be text, numbers, or logical values.
Uppercase and lowercase text is equivalent.
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Using VLOOKUP
• The values in the first column of the Table_array selection must be
placed in ascending sort order; otherwise, VLOOKUP might not give
the correct value. The lookup table you use in this exercise lists years
of service in ascending order.
• Range_lookup is an optional fourth argument not shown in Figure
10-6.
• If the Range_lookup argument is TRUE or omitted, an exact or
approximate match is returned. If VLOOKUP cannot find an exact
match, it returns the next largest value that is less than the value you
specified in Lookup_value.
• If Range_lookup is FALSE, VLOOKUP finds only an exact match.
If an exact match is not found, the error value #N/A is returned.

© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 60
Step by Step: Use the VLOOKUP Function
• LAUNCH Excel if it is not already open.
1. OPEN the 10 Fabrikam Bonus file for this lesson. SAVE the
workbook in the Excel Lesson 10 folder as 10 Fabrikam
Bonus Solution.
2. With the Performance sheet active, select cells A15:C20 in
the worksheet. Click the Formulas tab, and then in the
Defined Names group, click Define Name. The New Name
dialog box opens.
3. In the New Name dialog box, in the Name box, type Bonus.
Click OK to close the dialog box. You defined the range
name.
4. Click cell E5, and then in the Function Library group, click
Lookup & Reference and select VLOOKUP.
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Step by Step: Use the VLOOKUP Function
5. In the Lookup_value text box, type B5 and then press Tab. The
insertion point moves to the Table_array box.
6. In the Defined Names group of the Formulas tab, click Use in
Formula and then select Bonus. Press Tab. The insertion point
moves to the next text box.
7. In the Col_index_num box, type 2, which is the column containing
the individual bonus amounts. Press Tab.
8. In the Range_lookup box, type True, which means that VLOOKUP
can check for the nearest value that does not go over the number
in the first column; the same bonus is paid for a range of years, so
you enter True in the Range_lookup box so that a value will be
returned for all agents. The Function Arguments dialog box should
look similar to the one shown in the figure on the next slide. Click
OK. Excel returns a value of 2.5%.
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Step by Step: Use the VLOOKUP Function

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Step by Step: Use the VLOOKUP Function
9. Using the fill handle in cell E5, copy the formula to the range
E6:E11. This calculates bonus rates for the other sales agents.
The #N/A error message appears in cell E11 because a value
is not available for agents who have been employed for less
than one year. (Agents become eligible for a bonus only after
a full year of service.)
10. Click in cell F5 and type =VLOOKUP(B5,Bonus,3). Notice
that the ScreenTip gives you information and help as you go.
This looks up values in the third column of the Bonus range.
Press Enter.
11. Copy the formula from F5 to the range F6:F11.
12. SAVE the workbook.
• LEAVE the workbook open for the next exercise.
© 2016, John Wiley & Sons, Inc. Microsoft Official Academic Course, Microsoft Excel Core 2016 64
Adding Conditional Logic Functions to
Formulas
• You can use the AND and OR functions to create conditional
formulas that result in a logical value, that is, TRUE or FALSE.
• Such formulas test whether a series of conditions evaluate to
TRUE or FALSE.
• You can also use the IF conditional formula that checks if a
calculation evaluates as TRUE or FALSE.
• You can then tell IF to return one value (text, number, or
logical value) if the calculation is TRUE or a different value if it
is FALSE.

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Using IF
• The result of a conditional formula is determined by the state
of a specific condition or the answer to a logical question.
• An IF function sets up a conditional statement to test data.
• An IF formula returns one value if the condition you specify is
true and another value if it is false.
• The IF function requires the following syntax: IF(Logical_test,
Value_if_true, Value_if_false).
• In this exercise, you use an IF function to determine who
achieved his goal and is eligible for the performance bonus.

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Step by Step: Use the IF Function
• USE the workbook from the previous exercise.
1. Click the Performance worksheet tab to make it the active
worksheet.
2. Click cell G5. In the Function Library group, click Logical and
then click IF. The Function Arguments dialog box opens.
3. In the Logical_test box, type D5>=C5. This component of the
formula determines whether the agent has met his or her
sales goal.
4. In the Value_if_true box, type Yes. This is the value returned if
the agent met his or her goal.
5. In the Value_if_false box, type No and then click OK.

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Step by Step: Use the IF Function
6. With G5 still selected, use the fill handle to copy the formula
to G6:G12. Excel returns the result that three agents earned
the performance award by displaying Yes in the cells.
7. Click the Auto Fill Options button in the lower-right corner
of the range and choose Fill Without Formatting (see
below).

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Step by Step: Use the IF Function
8. In cell H5, type =IF(G5=”Yes”,E5*D5,0. Before you complete
the formula, notice the ScreenTip, the cells selected, and the
colors. Move the mouse pointer to each of the arguments and
they become a hyperlink. E5 is the individual bonus rate and D5
is the actual sales. The bonus is the rate times the sales.
9. Press Enter to complete the formula.
10. Click cell H5 and use the fill handle to copy the formula to
H6:H11.
11. In I5, type =IF($G$12=”Yes”,F5*D5,0) and then press Enter.
12. Use the fill handle in I5 to copy the formula to I6:I11. Notice
that Richard Carey, the Senior Partner, did not receive an Agent
Bonus and there was no bonus for Back Office.

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Step by Step: Use the IF Function
13. The final pending sale of $700,000 of the year came through. In D5, type
$3,900,000. Notice that H5 and the amounts in column I go from 0 to
bonuses (see below).

14. SAVE the workbook.

• LEAVE the workbook open for the next exercise.
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Using AND
• The AND function returns TRUE if all its arguments are true,
and FALSE if one or more arguments are false.
• The Syntax is AND(Logical1, Logical2, …).
• In this exercise, you use the AND function to determine
whether Fabrikam’s total annual sales met the strategic goal
and whether the sales goal exceeded the previous year’s sales
by 5 percent.

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Step by Step: Use the AND Function
• USE the workbook from the previous exercise.
1. Click the Annual Sales worksheet tab. Click the Formulas tab if
necessary.
2. Click cell B6. In the Function Library group, click Logical and
then click the AND option. The Function Arguments dialog box
opens with the insertion point in the Logical1 box.
3. Click cell B16, type >=, select cell B3, and then press Enter. This
argument represents the first condition: Did actual sales equal
or exceed the sales goal? Because this is the first year, only one
logical test is entered.
4. Select cell C6, click the Recently Used button, and then click
AND. In the Logical1 box, type C16>=C3. This is the same as
the condition in Step 3 (sales exceed or equals sales goal).
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Step by Step: Use the AND Function
5. In the Logical2 box, type C16>=B16*1.05 and then press
Tab. The preview of the formula returns TRUE, which means
that both conditions in the formula have been met. See
below.

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Step by Step: Use the AND Function
6. Click OK to complete the formula.
7. Select cell C6 and copy the formula to D6:F6.
8. SAVE the workbook.
• LEAVE the workbook open for the next exercise.
• Again, the AND function returns a TRUE result only when both
conditions in the formula are met.

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Using OR
• Although all arguments in an AND function have to be true for the
function to return a TRUE value, only one of the arguments in the
OR function has to be true for the function to return a TRUE value.
• The syntax for an OR function is similar to that for an AND function.
• With this function, the arguments must evaluate to logical values
such as TRUE or FALSE or references that contain logical values.
• In this exercise, you create a formula that evaluates whether sales
agents are eligible for the back office bonus when they are new or
when they did not get the sales bonus (less than 4 years with the
company or did not get the agent bonus).
• The OR formula returns TRUE if either of the conditions are true.

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Step by Step: Use the OR Function
• USE the workbook from the previous exercise.
1. Click on the Performance worksheet tab to activate this worksheet.
Select J5 and in the Function Library group, click Logical.
2. Click OR. The Function Arguments dialog box opens. You create a
formula that answers the following question: Has Richard Carey
worked with the company for less than 4 years?
3. In the Logical1 box, type B5<4 and then press Tab.
4. In the Logical2 box, type G5=”No” and then press Tab. This
argument answers the second question: Did Richard Carey not
achieve the sales goal? Each of the arguments evaluates to FALSE
and so the entire function evaluates to FALSE.
5. Click OK to close the dialog box.
6. Select cell J5 and copy the formula to J6 through J11.

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Step by Step: Use the OR Function
7. Cell J7 is the first in the column that returns a TRUE value. To
see each of the arguments, click cell J7 and then click the
Insert Function button and you return to the Function
Arguments dialog box (see below).

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Step by Step: Use the OR Function
8. Click OK to close the dialog box and return to the workbook.
9. SAVE the workbook and then CLOSE it.
• LEAVE Excel open for the next exercise.

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Using PROPER
• The PROPER function capitalizes the first letter in a text string
and any other letters in text that follow any character other
than a letter.
• All other letters are converted to lowercase.
• In the PROPER(Text) syntax, Text can be text enclosed in
quotation marks, a formula that returns text, or a reference to
a cell containing the text you want to capitalize.
• In this exercise, you use PROPER to change lowercase text to
initial capitals.

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Step by Step: Use the PROPER Function
• USE the workbook from the previous exercise.
1. Click cell A11 and type First. In cell B11, type Last, and then in cell C11,
type Birthday to label the columns. Apply the Heading 3 cell style to these
cells.
2. Click cell A12.
3. Click the Formulas tab and then in the Function Library group, click Text
and choose PROPER. The Function Arguments dialog box opens.
4. In the Text box, click N2. You see that david is converted to David.
5. Click OK and copy the formula in A12 to cells A12:B18 (both First and Last
columns).
6. Select cell C12, type =PROPER(J2), and then press Enter.
7. Copy the formula in C12 to C13:C18.
8. SAVE the workbook and then CLOSE the file.
• LEAVE Excel open for the next exercise.

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Using UPPER
• The UPPER function allows you to convert text to uppercase
(all capital letters).
• The syntax is UPPER(Text), with Text referring to the text you
want converted to uppercase.
• Text can be a reference or a text string.
• In this exercise, you convert the employee category (empcat1
and empcat2) to uppercase.

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Step by Step: Use the UPPER Function
• Open THE 10 Fabrikam Alarm Codes 2 WORKBOOK.
1. SAVE the workbook as 10 Fabrikam Alarm Codes Solution 2.
2. Click cell D11, type EmpCat1, and then in cell E11, type EmpCat2 to label
the columns.
3. Click cell D12.
4. Click the Formulas tab and then in the Function Library group, click Text
and choose UPPER. The Function Arguments dialog box opens.
5. In the Text box, click L2. You see that oo is converted to OO.
6. Click OK and copy the formula in D12 to D12:E18 (both EmpCat1 and
EmpCat2 columns).
7. SAVE the workbook.
• LEAVE the workbook open for the next exercise.

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Using LOWER
• The LOWER function converts all uppercase letters in a text
string to lowercase.
• LOWER does not change characters in text that are not letters.
• You use the LOWER function in the following exercise to apply
lowercase text in order to more easily tell an O (letter O) from
a 0 (zero).

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Step by Step: Use the LOWER Function
• USE the workbook from the previous exercise.
1. Click cell F11 and type oCode1. In cell G11, type oCode2 to label
the columns.
2. Click cell F12.
3. Click the Formulas tab and then in the Function Library group, click
Text and choose LOWER. The Function Arguments dialog box
opens.
4. In the Text box, click F2. You see that 00O0O0O000 is converted to
00o0o0o000.
5. Click OK and copy the formula in F12 from cell F12 through G18
(both oCode1 and oCode2 columns).
6. SAVE the workbook.
• LEAVE the workbook open for the next exercise.

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 QUESTIONS

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