Intermediate Level -Alice Platt

Most spreadsheet users know how to utilize basic math operations in their spreadsheets. At the next skill level, formulas can be used to: Increase efficiency Add functionality Add usability Back Next StartEnd

Making a cell change format when a condition is met Making a cell change format when a condition is met This module will provide instruction on three intermediate spreadsheet functions. These functions will be covered in the following topics: Counting objectsCounting objects Counting objects if a condition is trueCounting objects if a condition is true Back Next StartEnd

These functions can save time by: Count A Conditional Format CountIf sorting objectssorting objects counting objectscounting objects providing programmed alertsproviding programmed alerts They work together to make your spreadsheet more functional. Back Next StartEnd

These functions are called respectively: CountA CountA CountIfCountIf Conditional Format Conditional Format Back Next StartEnd

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Counts the number of non-blank cells Counts the number of non-blank cells and text that can be interpreted as a number Counts the number of non-blank cells and included number values Back Next StartEnd

Count how many names are on a roster that constantly changes Count how many items are in an inventory Back Next StartEnd

Example 1 The CountA function counts the names in the column, excluding the blank cells. As names are added and deleted, the CountA function will continue to keep an accurate account of the number of names. (Press Enter to Continue) Example 2 In this example the CountA function counts the names and ignores the subheading -‘Arriving from California’. Back Next StartEnd

The basic formula is: The basic formula is: =CountA(range1,range2,…) =CountA(range1,range2,…) Example 1 Formula:Example 1 Formula: =CountA(B2:B13) =CountA(B2:B13) Example 2 Formula:Example 2 Formula: =CountA(D2:D8,D10:D13) =CountA(D2:D8,D10:D13) Up to 30 ranges may be defined. Up to 30 ranges may be defined. Back Next StartEnd

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 Count how often a condition is met  Count how often a value or text occurs Back Next StartEnd

 How many sales did Bob make?  How many invoices are equal to $20?  How many sales were over $20?  How many sales were less than $20? Back Next StartEnd

How many sales did each person complete? How many invoices are less then/ equal to/greater then 25? Back Next StartEnd (Press Enter to Continue)

=COUNTIF(RANGE,”VALUE”) Can use only one range Value must be in full quotes and may be: 1.Text 2.Number (equality) 3.Inequality (> or =) = COUNTIF(RANGE,CELL) Counts how often the contents of the CELL will be counted in the selected RANGE Back Next StartEnd

=COUNTIF(B2:B15,”Greg”) Counts the number of times Greg appears in the range B2:B15 =COUNTIF(C2:C15,”25”) Counts the number of times the value 25 appears in the range C2:C15 =COUNTIF(C2:C15,”>=25”) Counts the number of times a value greater then or equal to 25 appears in the range C2:C15 Back Next StartEnd

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 When the specified condition of a cell is met, the appearance of the cell will change so that: 1. Borders will be added or changed AND/OR 2. Font/appearance will be changed AND/OR 3. Cell colors/patterns will be added/changed  Up to 3 different conditions can be set for a cell Back Start End Next

PROCEDURE STEP 1: Click on cell to be formatted STEP 2: Choose Conditional Format from Format menu NOTE: Conditional Format is NOT available with mouse right click Back Next StartEnd

STEP 3: In the Conditional Format dialogue box do the following: A. Choose Cell Value Is from the drop down menu B. Choose a value condition for the cell from the drop down menu C. Choose the Value or Values of the cell that will determine when the condition is TRUE D. Click on Format Back Next Start End

B. Not Between Equal To Not Equal To Greater Than Less Than Greater Than or Equal To Less Than or Equal To A. Choose Cell Value Is C. Cell Values D. Click on Format Back StartEnd Next

STEP 4: In the Format Box choose how you want the cell and/or text to appear when the condition you have chosen is TRUE A. Choose the font and/or color AND/OR B. Choose the cell pattern and/or fill color AND/OR C. Choose the type of border Back Next StartEnd

STEP 5: If there is only one condition in which you want the appearance of the cell to change, then click OK in the Conditional Format box STEP 6: If there is a second or third condition in which you want the cell to change appearance, then click Add in the Conditional Format box. A second and third Conditional Format box will appear. Repeat Steps 1 – 5. STEP 7: If you which to clear the Conditional Formatting, simply click on Delete in the Conditional Format box Back Next StartEnd

Add another Condition Clear the formatting Click to set and finish Back Next StartEnd

EXAMPLE: Inventory of 100 boxes Cell Value = Greater than or equal to 50 boxes Condition 1: Font is Black and cell fill is Light Green Cell Value = Between 35 and 50 boxes Condition 2: Font is Black and cell fill is Yellow Cell Value = Less than or equal to 35 boxes Condition 3: Font is Bold Black and cell fill is Red Back Next EndStart

Format Menu Condition 1 Condition 2 Condition 3 Back Next Start End

ZOOOOM !!!!!!! ALMOST TO THE FINISH!!

Back Next StartEnd FunctionFormulaUse Count Alpha/ Numeric Entries =CountA(Range1,Range2) Use to count how many cells have entries; will count text and numbers. Up to 30 ranges. Count specific Alpha/ Numeric entries =CountIf(Range,”value”) Use to count cells with specific alpha or numeric entries or inequalities. One range and value per formula. Format Cells Conditionally Use Conditional Format menu and dialogue box. Use formats to change appearance of cell. Up to 3 conditions can be programmed per cell.

Back Next StartEnd In this module you have learned the formulas for three spreadsheet functions: CountA CountIf Conditional Format

CountA – Use when it is necessary to know how many cells have alpha/numeric data. CountIf – Use when alpha/numeric data must be sorted. Conditional Format – Use to change the appearance of a cell when the contents change according to pre-determined conditions. Back Next StartEnd

I hope you have found this presentation to be informative, interesting, and useful. I would love to hear your comments and suggestions. You can submit them to me using the address provided on my Web site. Back Start