2 This lesson will cover: Basic spreadsheet functions.Finding data using VLOOKUP.Using the IF function and other logical operators.Functional Skills: This presentation covers the following Functional Skills standard: Find and Select Information Level – use appropriate search techniques to locate and select relevant information.
4 Simple functions Typing out a formula like would eventually be tiresome, especially if lots more cells needed to be added into the equation.To make this easier Excel has functions which will help make writing formulae easier. For example:Sum adds together a series of numbersAverage works out the average of a series of numbersMax works out the largest of a series of numbersMin works out the smallest of a series of numbers.Functions also use the colon (:) to stand for all the cells in between two cells. So thatbecomes
5 Using functionsTeacher’s notes: Mode and median are technically both types of averages, and in fact the ‘average’ function we describe here actually finds the mean. To limit confusion the term ‘mean’ was avoided here, since Excel refers to it as an ‘average’.
6 Finding a recordVLOOKUP allows you to search through a table of information and find the relative value.Like a database, the table has:field names – Subject, Teacher, Roomrecords – each row is a different record. For example, the first record is ‘English Mrs Ridyard Room 6’.To find out the ICT teacher, you would look down the Subject column until you found ICT, then across to the Teacher column to find the teacher’s name.
7 VLOOKUPThe computer does just the same. The function which is entered in cell B7 is as follows:=VLOOKUP(A7,A2:C5,2,FALSE)– Mrs SpencerVertical (i.e. column) lookup (find)Find the word in cell A7Look between A2:C5Take the value in column 2Find an exact match
8 TRUE and FALSEIn VLOOKUP, a TRUE value is used when searching for numbers and wanting to find the closest match. For example, you might look up the value ‘5’, but still want data returned where the value is ‘5.1’.However, the previous example required an exact match of letters so FALSE would be used.VLOOKUP(A7,A1:C5,2,FALSE),TRUE and FALSE are used in many formulae. They are logical values like ‘1’ and ‘0’ or ‘Yes’ and ‘No’. The effect they have depends on how the formula is constructed.
11 More on the IF function =IF(D1<26,100,200 ) The IF function is one of the most commonly used functions as it allows you to create logical statements.Logical testValue if trueValue if false=IF(D1<26,100,200 )If the cell D1 is less than 26 then return the value ‘100’ in the cell.If the cell D1 is greater than 26 then return the value ‘200’ in the cell.IF statements can be used to alert you when tolerances are breeched (e.g. going over budget) or they can be combined with other statements like COUNTIF.