1. AGB 260: Agribusiness Information Technology Advanced Functions and Logic

2. Useful Chapters in the Textbook Regarding this Lecture  Chapter 11  Chapter 13  Chapter 14  Some of the other functions in this chapter are scattered throughout the book.

3. Logical Functions in Excel  And(logical1,[logical2],…)  This function checks to see if all of the logical arguments are true.  If any one argument is false, the function returns false.  All of the arguments must be true for the function to return true.  Or(logical1,[logical2],…)  This function checks to see if any of the logical arguments are true.  If any one argument is true, the function returns true.  All of the arguments must be false for the function to return false.

4. Note for Logical Tests  Usually when you are doing a logical test that involves text, you must put the text into quotation marks, i.e., “ ”.  For example: And(A1=“Dec”) is an appropriate way to test if cell A1 has the letters Dec in it.  Quotation marks with nothing between them can denote an empty cell, i.e., “”.

5. Logical Functions in Excel Cont.  Not(logical)  This function takes a true statement and turns it false and false statement and turns it to true.  If(logical_test,[value_if_true],[value_if_false])  This function checks a statement to see if it is true.  If the statement is true, then the function will do what is in the [value_if_true] section of the function.  If the statement is false, then the function will do what is in the [value_if_false] section of the function.  You can nest up to 64 If statements in Excel 2013.

6. Diagramming Multi-Level If Statements  The idea of an If statement is taking one of two paths depending on whether the statement is true or false.  If you have embedded If statements, then you can have potentially many paths to keep track of.  Excel has the ability to create diagrams of If statements.  This tool is located under the Insert tab on the Smart Art button.

7. Example of a Diagram Depicting an If Statement Statement What to do if the statement is true What to do if the statement is false

8. Example of a Diagram Depicting a Multi-Level If Statement Statement Statement evaluates to true and creates a second statement to test What to do if statement 2 is true What to do if statement 2 is false What to do if the statement is false

9. Quick Note on Diagrams  While Smart Art can be a useful tool for making hierarchical diagrams, sometimes the tool can be clumsy to use.  In this case, you can use the Shapes button on the Insert tab to make a more free flowing diagram.

10. Contingent Counting  Countif(range,criteria)  This function counts the set of cells in a range that meets some criteria.  Unless you are testing for equality, you need to put the criteria in quotation marks, e.g., =COUNTIF(B2:D4,">=5").  Countifs(criteria_range1,criteria1, …)  This function counts the set of cells in a range that meets a set of criterion.  This function allows for more than one criteria.  This function can be simulated with the Countif() function by using the And() and Or() functions.

11. Contingent Summing  Sumif(range,criteria,[sum_range])  This function sums the numbers in a set of cells in a range that meets some criteria.  The last argument is optional and is needed if the range for the criteria is different from the sum range.  Sumifs(sum_range,criteria_range1,criteria1,[criteria_ra nge2], [criteria2], …)  This function sums the numbers in the set of cells in a range that meets a set of criterion.  This function allows for more than one criteria.  This function can be simulated with the Sumif() function by using the And() and Or() functions.

12. Contingent Averaging  Averageif(range,criteria,[average_range])  This function averages the numbers in a set of cells in a range that meets some criteria.  The last argument is optional and is needed if the range for the criteria is different from the average range.  Averageifs(average_range,criteria_range1,criteria1,[crit eria_range2], [criteria2], …)  This function averages the numbers in the set of cells in a range that meets a set of criterion.  This function allows for more than one criteria.  This function can be simulated with the Averageif() function by using the And() and Or() functions.

13. In-Class Activity  Given the data in the LogicFunctions worksheet in the Lec3Examples2.xlsx workbook, answer the following questions with your logical operators and contingent functions:  Using Countif() and the And() functions, how many females are aged 40 or above?  Verify your answer with the Countifs() function.  Verify this with the If(), And(), and Sum() functions. You may need to add a column to get this answer.

14. In-Class Activity Cont.  Using Countif() and the Or() functions, how many individuals are female or aged 40 or above?  Can you use a single Countifs() function to find this answer?  If no, what could you do to verify your answer?  Using Countif(), And(), and the Not() functions, how many individuals are not females who are aged 40 or above?

15. In-Class Activity Cont.  Using the Sum() function and the logical operators discussed in Lecture 2, how much total/aggregate income do the individuals who make over 75,000 have?  Verify this with the Sumif() function.  Using the Sum() function and the logical operators discussed in Lecture 2, how much total/aggregate income do the male individuals who make over 75,000 have?  Verify this with the Sumifs() function.  Using the Averageifs() function, what is the average income for males earning over 75,000?

16. Quick Note on Conditional Sums and Averages  To verify your answers, it is sometimes useful to use the filter button that is located on the Data Ribbon.  Use the Filter tool to check your answer for the question: how much total/aggregate income do the male individuals who make over 75,000 have?

17. Lookup Functions  Hlookup(lookup_value,table_array, row_index_num,[range_lookup])  This function looks for a value in the top row of a table and returns a value in the same column for a row you specify.  The first row needs to be sorted in ascending order.  Vlookup(lookup_value,table_array, col_index_num,[range_lookup])  This function looks for a value in the left most column of a table and returns a value in the same row for a column you specify.  The first column needs to be sorted in ascending order.

18. Lookup Functions Cont.  Index(array,row_num,col_num)  This function returns the value of the cell at the intersection of a particular row and column in a given range.  This function is useful when used with other functions.  Match(lookup_value,lookup_array,[match_type])  This function returns the position of an item in an array that matches a value in a specified order.  It has the optional argument of 0 for exact match, -1 for greater than, and 1 for less than the matching term.

19. In-Class Activity  Given the data in the LogicFunctions worksheet in the Lec3Examples2.xlsx workbook, do the following with your Lookup functions:  In row F, you have a number that represents a level of schooling where the number is deciphered from the information in cells A29:B34. In a new column, write a formula using a Lookup function that will transform the numbers into written education levels.  Write an If() statement that will do the same. Which is easier?

20. In-Class Activity Cont.  Given the data in the Lookup-Example2 worksheet in the Lec3Examples2.xlsx workbook, do the following with your Lookup functions:  Use a horizontal lookup function to find what number is in column 5, row 3. What number do you get?  Use a vertical lookup function to find what number is in column 5, row 3. What number do you get?  If you wanted to change each of these formulas so they give you the correct division result, what change(s) would you need to make?

21. In-Class Activity Cont.  Use the index function to lookup what is in the column 5 and row 3 of the table in A1:P16.  What change would you need to make to give the appropriate answer if you wanted the answer to the row divided by the column?  Write four different match functions that look up the row where 5 shows up in columns A, B, C, and D.

22. The Offset Function  Offset(reference,rows,cols,[height],[width])  This function returns a reference to a range that is given a number of rows and columns from a given reference.  The offset function can be a useful function when you want to transform monthly tabular data into linear data.  The reference argument tells you what cell you want to start your offset from  The rows argument tell you how many rows you would like to change from your reference.  The cols argument tell you how many columns you would like to change from your reference.  The height argument tells you how many rows you are going to capture.  The width argument tells you how many columns you are going to capture.

23. Error Functions  Iferror(value,value_if_error)  This function checks to see if there is an error in a particular cell/value.  If there is no error, then the function returns a the value.  If there is an error, the function will return the value you specify.  Iserror(value)  This function checks to see if the value is an error and returns true or false.

24. The Aggregate Function  Aggregate(function_num,options,array, [k])  Aggregate(function_num,options,ref1, …)  This function is a very powerful function that has two different sets of arguments.  This function can apply different aggregate functions, e.g., Average(), Count(), Max(), etc., to a list or database and has the ability to ignore hidden rows and errors in cells.

25. Text Searching Functions  Search(find_text,within_text,[start_num])  This function searches for the first occurrence of a character past the start number, which is optionally set to 1, inside of a given text reading left to right.  This function is not case sensitive.  Find(find_text,within_text,[start_num])  This function searches for the first occurrence of a character past the start number, which is optionally set to 1, inside of a given text reading left to right.  This function is case sensitive.

26. Text Functions  Upper(text)  Converts a text string to all uppercase letters.  Lower(text)  Converts a text string to all lowercase letters.  Proper(text)  Converts the first letter in each word that is part of a string to uppercase and makes all the other letters lower case.  Mid(text,start_num,num_chars)  This function extracts a certain number of characters from a given text given a starting position and length.

27. Conversion and Indirect Functions  Convert(number,from_unit,to_unit)  This function will convert a number that is specified in one type of unit, e.g., feet, to another number that is in another unit, e.g., meters.  Indirect(ref_text,[a1])  This function returns the reference specified by a text string.

28. In-Class Activity  Given the data in the OffsetExample1 worksheet in the Lec3Examples2.xlsx workbook, examine the following with offset:  Reference is A1, Rows =1, Cols =1, Height =1, Width =1  Reference is B2, Rows =1, Cols =1, Height =1, Width =1  Reference is B2, Rows =-1, Cols =1, Height =1, Width =1  Reference is B2, Rows =-1, Cols =-1, Height =1, Width =1  Reference is A1, Rows =1, Cols =1, Height =1, Width =2  Reference is A1, Rows =1, Cols =1, Height =2, Width =1

29. In-Class Activity Cont.  Given the data in the OffsetExample2 worksheet in the Lec3Examples2.xlsx workbook, create a function that will take the tabular data for prices and turns it into prices being in just one column.  Using the Mod() and Row() Functions to create a cycle of numbers from 1 through 12 that goes from A17 to A173.  Write an if function that generates the correct year starting with 2001.  Use a lookup function to generate the months.  Use an Offset() function to put the prices in column form.

30. In-Class Activity Cont.  Given the data in the ErrorAndTextExample worksheet in the Lec3Examples2.xlsx workbook, investigate the following:  In column B, calculate 12 divided by the number in Column A.  In column C, do the same as above except use the Iferror() function to make any error that might occur from the division into the word “Undefined”.  In Column D, write an If statement using the Iserror() function to do the same as the previous.  In column B, sum up the values. What do you get?  In Column B, use the Aggregate() function to do the Sum() and ignore the errors.

31. In-Class Activity Cont.  Use the Search() function in cell B17, to tell you where the first occurrence is of the letter t and T for the text in A14.  Use the Match() function in cell B18, to tell you where the first occurrence is of the letter t and T for the text in A14.  Examine the Uppercase, Lowercase, Proper Case, Mid, and Convert Examples.