1. Excel 2013/2016 Formulas Lab: Beyond the Intro
Welcome !
Excel 2013/2016 Formulas Lab: Beyond the Intro
with Cindy Kredo
Sum/Avg/Count with conditions
IF Statements
Text Functions (left, right, mid, proper)
Vlookup/HLookup
Q & A
Length: 2 Hours
© 2018 Cindy Kredo

2. How will this session work?
You should have the file “Excel Formulas_BeyondIntro_Data.xlsx” open and the Lab Document (PDF file) printed per the earlier !
I talk about half the time 
YOU experiment the other half!
New topics are followed by a hands-on lab which you will do independently.

3. Successful Webinar Tips
Attending a webinar at your desk is great, but be prepared for potential distractions! Speak with your supervisor and if possible:
Post a sign at your workstation “Training in Progress – Please Do Not Interrupt”
Prepare an “out of office” message that alerts contacts that you are in the office, but in training from __ to __. 
Close out of your and instant communicator while you attend the webinar
If you can, sequester yourself in a different location where you can fully focus on the task at hand!

4. Cindy Kredo: Who am I?
I am an independent contractor, providing Access / Excel / SQL Server / Crystal Report training / design / consulting work
I only teach subject matter for software and concepts that I have used extensively in “real world” projects!

5. Review the basics Every worksheet cell contains one or more of these:
Values (text/numbers or blank cell)
Expressions
Math
Logical/Comparison
Functions
Briefly mention that Data Tables now result in some new symbols (square brackets signs), but other than Data Table formulas, most cells are limited to these types.
Every formula starts with equal sign
Cover symbols: + - * / >= <=
PEMDAS Order of Operations: =2+5*3 equals 17 because the multiplication is done before addition
* exceptions: hyperlinks; data table formulas

6. Exiting Edit Mode
TOP:
Excel is waiting for input; ready to create and/or destroy formulas BOTTOM:
Excel is done with the formula (user hit enter OR selected the checkmark)
Clicking the X will cancel changes to the current cell.

7. Functions
In Excel, a function refers to a special command that returns a value
Functions are categorized by type
Examples:

8. Function Syntax Every function formula:
starts with an equal sign or is nested inside another function that has an equal sign
has a name which tends to be a descriptive word for what it accomplishes
has an open parenthesis right after the function name and a close parenthesis after any special instructions
Explain that we should not type the equal sign when using the wizard. (Can do this once we are in Unit One – show it rather than tell)
Tip: EVERY formula in Excel starts with an equal sign!

9. Arguments
Special instructions inside the parenthesis are called arguments
Not all functions have arguments, but they always have the parenthesis
Most functions have one or more arguments
Multiple arguments are always separated by commas
Colons between cell ranges indicate a begin/end point
Provide examples

10. Arguments and Language
Excel cannot speak English
Excel understands numbers, cell references, expressions, with math and/or comparison operators, and words that define functions
English words (that are not a function) are NOT understood by Excel and need to be entered in double quotes (as in “Excel – please take this literally”)

11. Beyond the Common Functions
Excel offers a step by step wizard to help you fill out function formulas.
Why? When working with formulas beyond the common ones on the AutoSum button, the wizard is your friend.
The wizard provides help with function arguments, can be used to search for the correct function name, and provides easy access to a help screen about the function.

12. Unit One
Summarize Data only when certain criteria is met

13. Story Line One
Given the data on the tab labeled Demographics, we will create formulas that add the number of services for each race
A Pivot Table is included on the spreadsheet so we can check our formulas

14. Adding only when… Searching for a function is always worth a try….
Position cursor in empty cell first. Dsum, Sumifs, and Sumif will all work – sadly we have to scroll through several functions in this case to find the right ones! The one we want is in the Math and Trig category.

15. Summoning the Wizard
With cursor in EMPTY cell, use the Insert Function button (either one will do)
OR – use the category dropdowns on the Formula Tab
OR – if you know the function name, start typing by entering = FunctionName( then click the Insert Function button

16. Category Dropdowns
Once you are familiar with function categories, the mini- help screens will also be of assistance!

17. SUMIF

18. Average If
Works exactly the same – just use the word AverageIf instead of SumIf!

19. Text or Cell References can be used for the criteria

20. CountIf
Only two arguments here – the criteria and the item being counted are always in the same column!

21. Sumif with one argument
Can you imagine a scenario where SumIf only has one argument?
=SUMIF(Range, Criteria, [Sum_Range])
The last argument can be optional IF the criteria is applied to the same range that is being summed!
Try this:
=SUMIF(D2:D30,5)

22. Quotes in arguments
What if we wanted to add all services, but exclude those equal to one?
=SUMIF(D2:D30,">1")
Compare this to =SUM(D2:D30,5)
Excel can speak the “language” of numbers, but it doesn’t know what to do with >1 standing by itself.

23. A bit of clarification
The formula in Column N will work fine with no quotations because it is a complete mathematical expression.
When just a portion of the expression is entered as an argument in a function, you need quotes if the argument can’t “stand by itself” – such as a single number or range.

24. Function Formulas
All function formulas ALWAYS have at least three parts (1) = (2) FUNCTION WORD (3) Arguments in ( ) = Sum (A2:A100)
Make sure we’ve covered edit mode / exiting edit mode so that formula isn’t modified
 arguments inside the ( ) can be omitted in some cases

25. Your turn! Lab One
Using the Demographics tab, fill out the formulas in Cells C32, D32 and E32 – using the SumIf, AverageIf, and CountIf Functions (in that order!)
Copy those same formulas down into the yellow shaded cells (C33 through E34)
Complete poll when done!
Finished early?
If you still have time (check % of students complete), complete the optional Lab on Page 4.
Check out Lab Two (we will not be doing this one in class)
Make sure we’ve covered edit mode / exiting edit mode so that formula isn’t modified. 15 minutes

26. Wizard and topic Recap

27. Meet the Wizard
If you know the function name, type it in the top box and click GO
Select the function from the window labeled “Select a function” and click OK
If you do not know the function name, you can either type the description in the search bar, or try limiting the functions in the list below by picking a category in the “Or select a category” dropdown.

28. If the wizard is in your way
This icon will temporarily collapse the size of the wizard

29. Fx Function Help Position cursor in any cell with a function formula
Press fx button to the left of the Formula bar to get to the mini help screen
Select Help on This Function link for more

30. Topics Covered  Sumif Function Averageif Function Countif Function
Wizard Help
fx Help 
Quotes in arguments

31. Unit Two
Summarize Data when multiple criteria is met

32. Story Line Two
Given the data on the tab labeled Multiple Criteria, we will create formulas that add the number of services for each race, further broken down by age groups and school years!
A Pivot Table is included on the spreadsheet so we can check our formulas

33. SumIfs vs. Sumif
The SumIf function works when you have ONE criteria controlling the sum
For more than one criteria – use Sumifs
Technically the singular form of criteria is criterion, but it feels wrong here! Point out that the sum_range moves from the last argument to the first argument – otherwise it is similar but more powerful.

34. SumIfs

35. Your turn! Lab Two
Using the Multiple Criteria tab, fill out the formulas in Cells D36 and J35
Use the handout for assistance if necessary!
Done early? Think through situations where these formulas could help you on the job!
Skip this – have students come back to it for those who finish early
This lab is included in the recorded version but not done in the live webinars due to time constraints.

36. Unit Three
If Statements

37. Story Line
Given the data on the tab labeled State Data, we will complete the spreadsheet cells that are shaded yellow.
Our goal?
Identify whether a state is “dry” or “wet” depending upon the Pct Water column (G). Cell K1 identifies the percentage that is considered “dry”
Enter Growing or Shrinking in Column L
Enter Growing, Shrinking, or Similar in Column M (if population change is less than or equal to 1% use similar)
Remind class that in this story line, they will first watch me complete the formulas and then they will use the handout to recreate the same scenario.

38. IF Syntax
=IF(condition that will return a true or a false, value if true, value if false)
=IF(I am hungry, I will eat, I will not eat)
=IF(G6<$K$1,"Dry","Wet")

39. Abs( ) Function
Quick detour: we need to learn a new function in order to write a formula that tells Excel to ignore whether a number is positive or negative!
|-7| = 7 (remember that from school?)
Abs(-7) = 7
The Absolute function removes the negative/positive sign

40. Nested Ifs
=IF(ABS(J6)<=1%,"Similar",IF(H6>I6, "Growing","Shrinking"))
Condition that will return true or false:
ABS(J6)<=1%
What to do if it is true?
Return the word Similar
What to do if it is false?
Return the results of another IF statement
(which starts the logic all over again…)

41. Your turn! Lab Three Lab 3 starts on Page 6
Using the State Data tab, fill the yellow shaded cells per the instructions in the lab handout
Important note: your formula in column M won’t exactly match the completed tab unless you do the optional step, but the results will be the same!
Finished early? Optional formula nesting is covered on pages 8 and 9 (also check out Lab 2 if you didn’t get to it earlier)
15 to 20 minutes
Michigan is the only state that was shrinking more than 1%

42. Tip
When your ifs get confused with sumifs – remember that a sumif (or sumifs) formula is typically in only one cell, representing a sum of a cell range.
If formulas usually perform a test against data in the same row and is then copied down a column

43. Unit Four
Text Functions

44. Story Line
Given the data on the tab labeled Text Functions, we will complete the spreadsheet cells that are shaded yellow (F4:I7)
Our goal?
Fill cells F4:F7 with the area code from the phone numbers in C4:C7.
Fill cells G4:G7 with the first five numbers of the zip code in Column D
Fill cells H4:H7 with the last four digits of the SSN in Column E
Write a formula in I4:I7 that combines the First and Last names from Columns A and B
Remind class that in this story line, they will first watch me complete the formulas and then they will use the handout to recreate the same.

45. Text Functions =LEFT(A1,5) = Hello =LEFT(A1,2) = He =RIGHT(A1,2) = ld
=MID(A1,5,4) = o Wo
(start at the fifth character, get four)
=MID(A1,2,3) = ell

46. Concatenation
String the contents of one or more cells together using the & operator
Add literal text as needed
=A1&B1 = JohnDoe
=A1&” “ & B1 = John Doe

47. Concatenation Alternative
=Concatenate(A1,” “,B1) = John Doe Depending on the layout of your spreadsheet, sometimes this function is better than using the & operator. Results are the same!

48. Your turn! Lab Four Lab 4 starts on Page 10
Using the Text Functions tab, fill all yellow shaded cells per the instructions in the lab handout
(we will complete cells E13:I16 in the next unit)
Should be short!

49. Story Line
Given the data on the tab labeled Text Functions, we will complete the spreadsheet cells that are shaded orange (E13:F16)
Our goal?
Write an IF Statement in Cells E13:E16 that checks for the length of Column D, and if the length = 12, returns the area code
Create a formula in Cells F13:F16 that will string together the names in columns A, B and C, putting in the appropriate spacing when there is no middle initial.
Change the case of the full name to Proper Case
Remind class that in this story line, they will first watch me complete the formulas and then they will use the handout to recreate the same.

50. Len Text Function
The Len function returns the number of characters in a cell.
It is commonly used with If statements to control what is returned based on the length of a cell!
=IF(LEN(D13)=12,LEFT(D13,3),"")

51. Case – Text Functions
=Upper(A1) = HELLO WORLD =Lower(A1) = hello world =Proper(A1) = Hello World

52. Your turn! Lab Five Lab 5 begins on Page 12
Using the Text Functions tab, fill all orange shaded cells per the instructions in the lab handout
Finished early? Optional pgs

53. Splitting Text
Splitting text into multiple columns is easier than ever: all you need is a common symbol that can be used as the separator – such as a space

54. Splitting Text - How Select the text to be split
On the Data Ribbon select Text to Columns – Click Next, accepting the default option of “delimited”
Identify the “separating symbol” – called the delimiter – click Next
Click Finish!

55. Resource Lab
Using the Text Functions tab, split out the names into a first, middle and last name column. Refer to your lab handout for a quick way to handle the fact that not all names have a middle initial!
We won’t take the time to do this as an independent lab, but step by step instructions are included as a resource in your lab handout

56. Unit FIVE
Lookup Formulas

57. Vlookup/Hlookup
Search rows of data vertically down the page to find a value (vlookup = vertical lookup)
When the value is found, return a value that is in the SAME row but a different column OR
Search columns of data horizontally to find a value (hlookup = horizontal lookup)
When the value is found, return a value that is in the SAME column, but a different row

58. The Vlookup Solution

59. VLOOKUP SYNTAX =Vlookup(What, Where, Return Column, Type of Match)
What: the value you are looking for in the “where”
Where: a range of cells that contains what you are looking for PLUS the information you want returned back to you
Return Column: when the value (“what”) is found in the “where”, which column represents the data you need? The number 1 represents the first column in the “what”, a 2 represents the second column, etc.
Exact Match = use the word FALSE for an exact match. Use the word TRUE for a lookup that wants to find the “closest one”.

60. VLOOKUP - Hide the #N/A
Use the IFERROR function to return something other than #N/A when a Vlookup function can’t find a match

61. Named Ranges
Named Ranges can be used in place of cell references in any formula. They are very useful in vlookup formulas!
To create a Named Range:
Select Cells
Type the name desired to the left of the Formula bar (“named range box”). Spaces are not allowed; must start with a letter.
Alternative option: Use the Formulas Ribbon  Defined Names Section  Name Manager
To edit a Named Range:
Formulas Ribbon  Defined Names Section  Name Manager
Walk through Vlookup Demo 2

62. Using Named Ranges
There are multiple ways to add a Named range to a formula
A) manually type the named range
B) Use the dropdown on the Formulas ribbon, Defined Names group, “Use in Formula”
C) Use the up and down arrow keys in the drop down list that appears as you are typing the formula – the TAB key will accept the highlighted entry

63. Your turn! Lab Six Lab 6 begins on Page 18.
Part A: Using the Food VLookup tab, complete the yellow shaded cells using Vlookup formulas.
Part B: Using the HR Time Card tab, complete Cells G9 and G11
Refer to the lab handout for detailed steps
Finished early? Do Hlookup on pages

64. Resource Lab Comfortable with Vlookup?
Hlookup is almost exactly the same – just substitute the word Vlookup for Hlookup, and refer to rows instead of columns!
Refer to the lab handout for detailed steps.
We won’t take the time to do this as an independent lab, but step by step instructions are included as a resource in your lab handout

65. Topics Covered  Conditional Sums (sumif, sumifs etc)
If then else constructs
Nested Functions
Text functions (Left, Len, Proper)
Concatenation and Splitting
Named Ranges
Vlookups

66. Q&A Please use the chat panel