STUDENT MANUAL

Excel 2013:
Formulas and
Functions
To w s o n U n i v e r s i t y
O f f i c e o f Te c h n o l o g y S e r v i c e s
OT S Training

Excel 2013:
Formulas and
Functions

Excel 2013: Formulas and Functions

Part Number: 222782
Course Edition: 1.0

Acknowledgements
PROJECT TEAM
Author

Media Designer

Content Editor

Pamela J. Taylor

Alex Tong

Angie French

Notices
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Excel 2013: Formulas

and Functions
Performing Calculations ............................................................... 1
Create Formulas in a Worksheet..................................................... 2
Insert Functions in a Worksheet....................................................10
Reuse Formulas............................................................................ 18

Creating Advanced Formulas ...................................................... 29

Apply Range Names..................................................................... 30
Use Specialized Functions............................................................ 42

Analyzing Data with Logical and Lookup Functions ..................... 53

Leverage Questions and Testing to Write Formulas.......................54
Use Logical and Lookup Functions to Find Answers to Questions..55

Lesson Labs.................................................................................67
Solutions..................................................................................... 69
Glossary...................................................................................... 71
Index...........................................................................................75

| Excel 2013: Formulas and Functions |

How to Use This Book

As You Learn
This book is divided into lessons and topics, covering a subject or a set of related subjects. In most
cases, lessons are arranged in order of increasing proficiency.
The results-oriented topics include relevant and supporting information you need to master the
content. Each topic has various types of activities designed to enable you to practice the guidelines
and procedures as well as to solidify your understanding of the informational material presented in
the course. Procedures and guidelines are presented in a concise fashion along with activities and
discussions. Information is provided for reference and reflection in such a way as to facilitate
understanding and practice.
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exercises, the course files may contain media components to enhance your learning and additional
reference materials for use both during and after the course.
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instructional components of the book.
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Taking advantage of the glossary, index, and table of contents, you can use this book as a first
source of definitions, background information, and summaries.

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About This Course |

| Excel 2013: Formulas and Functions |

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OTS Training |

Performing Calculations
Lesson Time: 1 hour

Lesson Objectives
In this lesson, you will:
Create formulas in a worksheet.
Insert functions in a worksheet.
Reuse formulas.

Lesson Introduction
In the last lesson, you got started with Microsoft Office Excel 2013. One of the primary
reasons for using electronic worksheets is the ease of calculating data. In this lesson, you will
perform calculations.
We have all used a pencil and scrap of paper to do quick calculations, but when the
numbers get larger and the calculations more complicated, it's easy to make errors. By using
Excel formulas and functions to calculate your data, you are less likely to encounter errors,
you can save time, and you can present the results of the calculations in a consistent
manner.

2 | Excel 2013: Formulas and Functions

TOPIC A
Create Formulas in a Worksheet
In this lesson, you will perform calculations on data in the Excel 2013 environment. The easiest way
to calculate data in Excel is to use formulas. In this topic, you will create formulas in a worksheet.
Manually calculating data values can be time consuming and can lead to inaccurate results. Using
formulas in your worksheets can help you automate your calculations and help ensure that your
calculations are accurate.

Excel Formulas
Formulas

A formula performs complex numeric calculations with addition, subtraction, multiplication, and
division. A formula comprises an expression to the right and a result to the left of an equal sign. The
expression in a formula usually consists of a combination of variables, constants, and operators.

Figure 1-1: A mathematical formula to compute simple interest.

An Excel formula is a type of formula that can be used to perform calculations on data that is
entered in Excel worksheets.

The Formula Bar

The Formula Bar

The Formula Bar, located below the ribbon, contains the Name Box, the Insert Function button,
and the Formula Bar text box. The Name Box displays the name or reference of the selected cells.
The Insert Function button enables you to insert a function in the selected cell. The Formula Bar
text box displays the contents of the selected cell and allows you to edit the contents. You can
expand, collapse, resize, or hide the Formula Bar to suit your preferences.

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Excel 2013: Formulas and Functions | 3

Figure 1-2: The Formula Bar.

Elements of an Excel Formula

All formulas in Excel begin with an equal sign and contain various components such as arguments
and operators. The result of an Excel formula is stored in the cell where the formula is entered.
When the data of the arguments in an Excel formula changes, the formula automatically recalculates
the result. You can revise existing formulas by pressing F2 and changing the arguments in the
formula.
An Excel formula can contain various elements, as described in the following table.
Formula Element

Description

References

Addresses of cells or ranges of cells on a worksheet that refer to the location

of the values or data upon which you need to apply a formula for
calculation.

Operators

Symbols that specify the kind of calculation that needs to be performed on

the components of a formula.

Constants

Numbers or text that do not change in a formula.

Functions

Predefined formulas in Excel that are used to simplify complex calculations.

Elements of an Excel
Formula

Common Mathematical Operators

Mathematical operators are symbols or signs that are used to represent an arithmetic operation in
Excel.
Mathematical Operator

Function

Parentheses ( )

Group computation instructions

Caret ( ^ )

Exponent

Asterisk ( * )

Multiplication

Forward slash ( / )

Division

Plus sign ( + )

Addition

Minus sign ( - )

Subtraction

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Common Mathematical
Operators

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4 | Excel 2013: Formulas and Functions

The Order of Operations

The Order of Operations

Excel enables you to create formulas that contain multiple mathematical operators. These
mathematical operators are computed in a specific order. When you use a combination of operators,
the order of evaluation can affect the result of the formula. Excel evaluates the mathematical
operators in the following order:
1. Computations enclosed in parentheses, wherever they appear in the formula.
2. Computations involving exponents.
3. Computations involving multiplication and division. Because they are equal with regard to the
order in which Excel performs them, the operation is performed in the order in which it
encounters them, which is from the left to the right.
4. Computations involving addition and subtraction. Excel also performs them in the order in
which it encounters them.

Figure 1-3: Mathematical operators are computed in a specific order.

How to Create Formulas in a Worksheet

Here are the general steps you will use to create formulas in worksheets.
Note: All of the How To procedures for this lesson are available as checklists from the
Checklist tile on the LogicalCHOICE Course screen.

Create a Formula
To create a formula:
1. Select the cell in which you want to place the formula.
2. To begin the formula, type an equals sign.
3. Specify the arguments and operators for the formula.
Enter a number or cell reference, or select a cell.
Enter the operator.
Enter another number or cell reference.
4. If necessary, enter additional arguments and operators to complete the formula.
5. Press Enter or select the check mark icon to apply the formula and populate the cell with the
calculated value.

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Revise a Formula
To revise a formula:
1. Select the cell that contains the formula that you want to revise.
2. Revise the formula.
Activate the cell by double-clicking it or pressing F2, select the desired part of the formula
that needs to be revised, and then make the desired changes.
On the Formula Bar, select the desired part of the formula that needs to be revised, and
then make the desired changes.
3. Press Enter or select the check mark icon to apply the revised formula.

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6 | Excel 2013: Formulas and Functions

ACTIVITY 1-1

Creating Formulas in a Worksheet

Data Files
C:\091014Data\Performing Calculations\New Product Income.xlsx
Scenario
The management of My Footprint Sports has planned to introduce four new products. You need to
determine the income from these products by analyzing the estimated sales data, expenses, tax, and
the profit after tax.
1. Calculate the total income for the products.
a) To open the worksheet, select FILEOpen. On the Open screen, navigate to the C:\091014Data
\Performing Calculations folder, and open the New Product Income.xlsx file.
b) Select cell B10.

c) Type =b6+b7+b8+b9 and press Enter to display the total income of the products.

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Excel 2013: Formulas and Functions | 7

d) Verify that the sum of the values in cells B6 through B9 is displayed in cell B10.
2. Calculate the net income for the products.
a) Select cell B12.
b) Type = and select cell B10.

Verify that all

participants have
completed this step
before you proceed.

c) Type - and select cell B11.

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8 | Excel 2013: Formulas and Functions

d) Observe the formula that is displayed in the Formula Bar, and then press Enter.
Verify that all
participants have
completed this step
before you proceed.

3. Calculate the tax and profit after tax for the products introduced in the market.
a) Verify that cell B13 is selected.
b) Type =b12*e5 and press Enter.

c) Observe that the tax was calculated by multiplying the net income with the tax rate that is displayed
in cell E5.
d) In cell B14, calculate the profit after tax by deducting the tax in cell B13 from the net income in cell
B12.
e) Examine cell B13. A green triangle is displayed in the top-left corner of the cell because Excel
recognizes this formula to be different than the other formulas in the column.
Explain the significance
of the green triangle.
Excel provides some
automatic error-checking
functionality, but in this
case, there is no error.
f) Select cell B13 and then select the Error Checking button.

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Excel 2013: Formulas and Functions | 9

g) From the menu, select Ignore Error.

h) Examine cell B13, and verify that the green triangle is no longer displayed.
Verify that all
participants have
completed this step
before you proceed.

4. Save the file as My New Product Income and close the workbook.
a) Select FILESave As, and under Computer, in the Current Folder section, select Performing
Calculations.
b) In the Save As dialog box, in the File name text box, type My New Product Income and select Save.
c) Close the workbook.
Verify that all
participants have
completed this step
before you proceed.

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10 | Excel 2013: Formulas and Functions

TOPIC B
Insert Functions in a Worksheet
In the last topic, you created formulas in worksheets. Another way to calculate data in Excel is to
use mathematical functions. In this topic, you will insert functions in a worksheet.
Creating formulas enables you to perform simple and complex calculations in your worksheets, but
there are some calculations that can be difficult to create, while others are used so often that it can
become tedious to create the formula each time that you need to use it. By taking advantage of the
built-in functions provided in Excel, you can perform a variety of calculations to analyze your data.

Functions
Functions

A function is a built-in Excel formula that you can use to perform calculations in your worksheets.
Functions always begin with an equal sign, and they also contain a function name, followed by
arguments within parentheses. The function name is usually an abbreviated name of the function.
Arguments can be cell references, constants, formulas, other functions, or logical values. When
referencing other cells, functions use a comma ( , ) to separate individual cells, while a colon ( : )
denotes a range between two cells (inclusive).

Figure 1-4: The SUM function with arguments displayed.

The Function Library

The Function Library

The FORMULAS tab includes a Function Library group. This group provides easy access to the
functions that are available in Excel because it divides the functions into categories for ease of
reference.

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Excel 2013: Formulas and Functions | 11

Figure 1-5: The Function Library.

From within each category, the Function Library also provides access to the Insert Function
dialog box, which you can use to search for the function that will best suit the task at hand.
Category

Description

Financial

Use these functions to perform common business calculations, such as

determining the repayment for a loan, the future value or net present
value of an investment, or a schedule of cash flow.

Logical

Use these functions to determine if a condition is true or false, or if

other logical conditions are met.

Text

Use these functions to change text values.

Date & Time

Use these functions to incorporate date and time information in your

calculations.

Lookup & Reference

Use these functions to find values in a list or table, or when you need to
find a reference to a cell.

Math & Trig

Use these functions to perform mathematical calculations.

Statistical

Use these functions to perform analysis on data. This category includes

the average, highest and lowest values, median, standard deviation, and
other statistics functions.

Engineering

Use these functions to perform engineering analysis.

Cube

Use these functions to analyze the contents of a database to learn more

about a business. This category represents sets of data derived from raw
information stored in a standard database.

Information

Use these functions to return cell information, including the formatting,

location, and contents of a cell.

Compatibility

Use this category to create spreadsheets that are compatible with older
versions of Excel.
Caution: All of the functions in this category have been
replaced with functions that might offer a greater level of
accuracy and that have been renamed to reflect their usage more
closely. These functions are primarily included to provide
backward compatibility; you should consider using the newer
functions in the Statistical category whenever possible.

Database

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Use these functions to query data that is contained in a worksheet. You

can then perform calculations on records that meet the specified
criteria.

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12 | Excel 2013: Formulas and Functions

Common Functions in Excel

Using the AutoSum
Button

The Function Library also includes the AutoSum button. This button enables you to quickly insert
commonly used functions into a worksheet.
The functions that you can insert by using the AutoSum button provide basic mathematical and
statistical analysis functionality.
Function

Use To

Sum

Add the values specified in the argument.

Average

Calculate the average of the values specified in the argument.

Count numbers Find the number of cells that contain numerical values in the specified range in
the argument.
Max

Find the highest of the values specified in the argument.

Min

Find the lowest of the values specified in the argument.

Figure 1-6: Using the AutoSum button.

The AutoSum Button

For ease of access, the AutoSum button is also displayed on the HOME tab, in the Editing group.

The Formula AutoComplete Feature

The Formula
AutoComplete Feature

The Formula AutoComplete feature is a dynamic feature that enables you to select and enter
functions without having to remember lengthy function names or risking a spelling error. When you
type the equal sign and the first few characters in a function's name, Excel displays a drop-down list
with all the available function names that begin with the characters you typed. You can select the
required function from the list and then enter the necessary arguments to complete the entry of the
formula.

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Excel 2013: Formulas and Functions | 13

Figure 1-7: The Formula AutoComplete feature displays functions that begin with the characters
you enter.

How to Insert Functions in a Worksheet

Here are the general steps you will use to insert functions in a worksheet.
Enter a Function into a Worksheet by Using the Formula AutoComplete Feature
To enter a function into a worksheet by using the Formula AutoComplete feature:
1. Select the cell in which you want to enter a formula.
2. Type the equal sign and the first few letters of the function's name.
3. In the AutoComplete list, double-click a function to enter the formula.
4. Specify the arguments for the function.
5. Press Enter to complete the function.
Enter a Function into a Worksheet by Using the Function Library
To enter a function into a worksheet by using the Function Library:
1. Select the cell in which you want to enter a formula.
2. Select the FORMULAS tab to display the Function Library.
3. Identify the category that contains the function that you want to use, and then select the
corresponding button.
4. From the drop-down list, select the function to include in the selected cell.
5. In the Function Arguments dialog box, specify the arguments for the function, preview the
formula result, and select OK.
Enter a Function into a Worksheet by Using the Insert Function Dialog Box
To enter a function into a worksheet by using the Insert Function dialog box:
1. Select the cell in which you want to enter a formula.
2. On the FORMULAS tab or on the Formula Bar, select the Insert Function button.
3. In the Search for a function text box, type a brief description of what you need to accomplish
and then select Go.
4. If necessary, in the Or select a category drop-down list, select a category.
5. In the Select a function list box, select a function and select OK.
6. In the Function Arguments dialog box, specify the arguments for the function, preview the
formula result, and select OK.

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14 | Excel 2013: Formulas and Functions

Perform Calculations by Using the AutoSum Button

To perform calculations by using the AutoSum button:
1. Enter the values that you want to calculate into a series of cells.
2. Select the cell where you want the result to be displayed.
3. If you want to apply the SUM function, on the HOME or FORMULAS tab, select the
AutoSum button.
4. If you want to apply another function, on the HOME or FORMULAS tab, display the
AutoSum drop-down list, and select a function.
5. In the formula, verify that the selected range of cells is accurate, and press Enter.
6. If Excel does not automatically select the desired range, drag the selection to the range of cells
that you want to calculate, and then press Enter.

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ACTIVITY 1-2

Inserting Functions in a Worksheet

Data Files
C:\091014Data\Performing Calculations\Sales Contest.xlsx
Scenario
To analyze the sales performance of two employees, Del Prentice and Christina Chirillo, for the past
year, you decide to calculate the total and average sales they made. You also want to find the highest
and lowest sales for each salesperson for the year, to recognize and reward the best performer.
1. In the Sales Contest.xlsx worksheet, calculate the total sales for Del Prentice and Christina Chirillo for
the past year.
a) Open the file C:\091014Data\Performing Calculations\Sales Contest.xlsx.
b) Select cell F7.

c) Select HOMEEditingAutoSum.
d) Verify that the cell range B7:E7 is selected in the worksheet and displayed in the cell and the
Formula Bar.

e) Press Enter to display the total sales by Del Prentice for Q1 through Q4.

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16 | Excel 2013: Formulas and Functions

f) Calculate the total sales by Christina Chirillo for the same time period.
You might be tempted to
have participants use
copy and paste to insert
the formulas and
functions for Christina
during this activity;
however, those options
are not introduced until
the next topic.
Emphasize that in this
activity, participants are
entering the formulas
and functions one at a
time to gain familiarity
with the process, but
they will soon gain the
skills to help minimize
the repetitious nature of
these tasks.

Take a moment to
ensure that all
participants have been
able to successfully
perform the actions
described so far.

2. Calculate the average of sales by Del Prentice and Christina Chirillo.

a) Select cell G7 and type =av

b) From the AutoComplete list, double-click to select AVERAGE.

c) In the worksheet, select the cell range B7:E7 and press Enter to display Del Prentice's sales
average for the last year.
d) Calculate the average sales for Christina Chirillo for the same time period.

3. Calculate the highest sales quarter for Del Prentice and Christina Chirillo.
a)
b)
c)
d)
e)

Select cell H7.

Select FORMULASFunction LibraryInsert Function.
In the Insert Function dialog box, in the Search for a function text box, type Max and select Go.
In the Select a function list box, verify that MAX is selected and select OK.
In the Function Arguments dialog box, to the right of the Number1 text box, select the Collapse

and select the cell range B7:E7.

Dialog button,
f) In the Function Arguments dialog box, to the right of the Number1 text box, select the Expand Dialog
button,

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and then select OK.

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Excel 2013: Formulas and Functions | 17

g) Use the Insert Function button in the Formula Bar to calculate the highest sales quarter for Christina
Chirillo for the same time period.
4. Calculate the lowest sales quarter for Del Prentice and Christina Chirillo.
a) Select cell I7.
b) On the FORMULAS tab, in the Function Library group, select the AutoSum drop-down arrow, and
from the drop-down list, select Min.

c) In the worksheet, select the cell range B7:E7 and press Enter to display the lowest sales quarter for
Del.
d) Calculate the lowest sales quarter for Christina Chirillo for the same time period.

Verify that all

participants have
completed this step
before you proceed.
Point out that some
functions are available
from several different
places: by typing, by
using the Insert Function
button, and by using the
AutoSum button on the
HOME or FORMULAS
tab.

Point out that Excel

selected all cells to the
left of the selected cell.
Accepting this range
would provide the wrong
result.

5. Save the worksheet as My Sales Contest.xlsx

a) Select FILESave As, and navigate to the Current Folder.
b) In the Save As dialog box, in the File name text box, type My Sales Contest and select Save.
Verify that all
participants have been
able to successfully
perform the activity
before you move on to
the next topic.

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TOPIC C
Reuse Formulas
In this lesson, you have performed calculations by creating formulas and inserting functions in a
worksheet. In many instances, similar formulas can be required to calculate similar data, and Excel
enables you to reuse many workbook elements, including formulas, to save time. In this topic, you
will reuse formulas.
As you work with the data in an Excel worksheet, you might find that you need to use the same
types of formulas and functions in other places within the worksheet. Entering these formulas and
functions each time they are required can quickly become tedious. Excel enables you to copy
formulas and functions and paste them in other cells so that you can reuse them more easily.

The Cut, Copy, and Paste Commands

The Cut, Copy, and
Paste Commands

In an Excel worksheet, you can move or copy cells or their contents. To move a cell or its contents,
you can use the Cut and Paste commands. To copy a cell or its contents, you can use the Copy and
Paste commands. The Paste commands also include a preview feature that enables you to view
how the content will be displayed before you paste it into the worksheet.

Figure 1-8: The Cut, Copy, and Paste commands enable you to reuse data and formulas.

Keyboard Shortcuts
The following table lists the keyboard combinations for the Cut, Copy, and Paste commands.
Command

Keyboard Combination

Cut

Ctrl+X

Copy

Ctrl+C

Paste

Ctrl+V

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Paste Special Options

You can use the Paste Special options to copy and paste specific cell contents or attributes, such as
formats, formulas, or values. By selecting the appropriate Paste Special option, you can reuse
specific properties of the selected cell in other areas of the worksheet.
The Paste drop-down arrow provides several Paste Special options, each of which is represented
by an icon. When you place the mouse pointer over an icon, you can preview how the pasted
content will look in the worksheet. You can also access other Paste Special options from the Paste
Special dialog box by selecting Paste Special from the bottom of the Paste Special menu.

Paste Special Options

Figure 1-9: Paste Special options.

Paste Special Option

Description

Paste All

Pastes the content, including all text, values, formulas, and

formatting.

Paste Formulas

Pastes all text, values, and formulas in the current selection, but
not the format of the source cell.

Paste Values

Pastes the calculated value of the formula used in the source cell.

Paste Formats

Pastes only the formatting applied to the source cell.

Paste Comments

Pastes only the comments that are attached to the source cell.

Paste Validation

Pastes only the data validation rules that are applied to the source
cell.

Paste All using Source theme Pastes the content, including all text, values, formulas, and cell
styles.
Paste All except borders

Pastes the cell content without any borders if the source cell had
any borders.

Paste Column widths

Pastes the content and keeps the column width the same as the
source cell.

Paste Formulas and number

formatting

Pastes the content with the number formats and formulas.

Paste Values and number

formatting

Pastes the calculated value of the formula used in the source cell
along with the number formatting.

Paste All merging

conditional formats

Pastes the content, including all text, values, formulas, and

formatting, including any conditional formatting that is
applicable.

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Paste Special Option

Description

Operations

Pastes the results of the mathematical calculations based on the

value of the source and destination cells. None means that Excel
will not perform any mathematical operation on the source and
destination cells; Add adds the values of the source and
destination cells; Subtract finds the difference between the
source and destination cell (destination - source); Multiply finds
the product of the source and destination cells; and Divide
divides the value of the source cell by the value of the destination
cell.

Skip blanks

Pastes only from cells that are not empty.

Transpose

Pastes the source content in a different orientation. For example,

if you copy all or part of a column, selecting Transpose pastes
the cells across a row.

Paste as Link

Pastes a reference to the source cell so that the value of the

destination cell is linked to the value of the source cell. If the
source cell is changed, the change will be reflected in the
destination cell.

Relative References
Relative References

A relative reference is a cell reference in a formula that changes when the formula is copied from one
cell to another. The change to the cell reference is based on the new position of the formula. By
default, cell references are relative.

Figure 1-10: Relative references change when you copy a formula to another cell.

Absolute References
Absolute References

An absolute reference is a cell reference in a formula that does not change when the formula is copied
from one cell to another. Absolute references contain a dollar sign before the column and row
designations in the cell reference. You can use absolute references in formulas when you need to
refer to values in cells that should not change in relation to the cells where the result is to be stored.

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Excel 2013: Formulas and Functions | 21

Figure 1-11: Absolute references do not change when they are copied to another cell.

Mixed References
A mixed reference is a cell reference that contains a mix of absolute and relative references. When a
formula with a mixed reference is copied from one cell to another, the relative portion of the cell
reference changes, while the absolute portion of the cell reference does not change. Mixed
references contain a dollar sign before either the column or the row reference, depending on
whether the column or row designation should not change.

Mixed References

Figure 1-12: Mixed references enable you to keep the same row or column reference when a
formula is copied.

How to Reuse Formulas

Here are the general steps you will use to reuse formulas in worksheets.
Copy a Formula or Function
To copy a formula or function:
1. Select the cell that contains the formula you want to copy.
2. Select HOMEClipboardCopy.
3. Select the destination cell where you want to paste the formula.
4. Select HOMEClipboardPaste.

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22 | Excel 2013: Formulas and Functions

Create an Absolute Reference

To create an absolute reference:
1. Select the cell with the formula that needs to refer to constant cell values.
2. On the Formula Bar, activate the formula text box and type a dollar sign in front of the column
and row references to make the cell reference constant in the formula. Or, press F4 to add the
dollar sign to the column and row references.
3. Press Enter to apply the change made to the formula.

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Excel 2013: Formulas and Functions | 23

ACTIVITY 1-3

Reusing Formulas
Before You Begin
My Sales Contest.xlsx is open.
Scenario
You need to complete the analysis of the performance of all sales personnel for an upcoming
meeting. During that meeting, you will also need to provide information on the commission earned
by each member of the Sales team. For each employee, the formula for calculating the commission
should refer to the commission-rate value specified in the worksheet.
1. Calculate the total and average sales for the remaining employees.
a) Select cell F8.
b) Select HOMEClipboardCopy.
c) Verify that cell F8 has a dotted rectangle around it. This indicates that the cell contents have been
copied.
d) Select the cell range F9:F30.
e) Select HOMEClipboardPaste.
f) Verify that the total sales for the remaining employees are calculated and displayed.

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24 | Excel 2013: Formulas and Functions

g) Select cell G8 and copy the contents of the cell.

h) Select the cell range G9:G30.
i) Paste the contents of the Clipboard.
Verify that all
participants have
completed this step
before you proceed.
Remind participants that
Excel also provides key
combination for many
common commands.
You can introduce the
Ctrl+C and Ctrl+V key
combinations in this
step, and encourage
participants to try using
them.

2. Calculate the highest and lowest sales quarters for the remaining employees.
a) Copy the formula in cell H8 to the range H9:H30.
b) Copy the formula in cell I8 to the range I9:I30.

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Check on the progress

of participants before
proceeding. It is
recommended that all
participants perform the
next steps together so
that they all can listen to
and understand your
explanation of the use of
absolute references in
formulas.

3. Calculate the commission for employees based on the commission rate found in cell M6.
a) Select cell J7, type =F7*M6 and press Enter.
b) Copy the contents of cell J7, and paste them into cell J8.
c) Select cell J8, and examine the Formula Bar.

d) Observe that cell J8 displays the value 0 because the formula used in the cell J8 refers to cell M7 for
the commission rate, but the commission rate is stored in cell M6.
4. Modify the commission formula to use an absolute reference to the cell containing the commission rate.
a) Select cell J7, and in the Formula Bar text box, place the insertion point before the M.

b) Press F4 to convert the cell reference to an absolute reference.

c) Verify that the Formula Bar shows the cell reference with dollar signs in front of the row and column
designations.

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Tell participants that

they could also type the
dollar signs, but the F4
key is faster and easier.

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26 | Excel 2013: Formulas and Functions

d) Press Enter.
e) Select cell J7, and copy the contents to the Clipboard.
f) Paste the contents of the Clipboard to cell J8, and verify that the cell now displays a number other
than 0.
g) Select cell J8, and examine the formula in the Formula Bar. The cell reference for the commission
rate is $M$6.
h) Paste the contents of the Clipboard in the cell range J9:J30.
Ask participants: How do
we know that the
Clipboard still contains
the formula? Cell J7 still
displays the marquee
around it.
Remind participants that
Excel also provides key
combination for many
common commands.
You can introduce the
Ctrl+S key combination
in this step, and
encourage participants
to try using it.
Verify that all
participants have been
able to complete the
activity successfully
before you proceed.
Ask participants if they
are likely to use the key
combinations to invoke
commands. You could
even conduct a poll to
determine which key
combinations are most
popular.

5. Save and close the file.

a) On the Quick Access Toolbar, select the Save button to save the file with the same name and in the
same location.
b) Close the workbook.

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Excel 2013: Formulas and Functions | 27

Summary
In this lesson, you learned about performing calculations in an Excel worksheet. By creating
formulas and using the built-in Excel functions, you can perform a vast array of calculations quickly
and with minimal errors.
Which functions do you expect to use most often in your work environment?
A: Answers will vary, but might include functions such as SUM and AVERAGE.
What benefits will using the Formula AutoComplete feature provide to you?
A: Answers will vary, but might include avoiding typographical errors or the necessity of remembering
function names.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.
Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

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Lesson 1: Performing Calculations

Creating Advanced
Formulas
Lesson Time: 1 hour, 15 minutes

Lesson Objectives
In this lesson, you will:
Apply range names.
Use specialized functions.

Lesson Introduction
From your previous training and experience, you're familiar with the fundamentals of
creating and using formulas in Microsoft Office Excel 2013. You know that formulas are
the mathematical expressions you build by hand and functions are the mathematical
expressions already built into Excel. But your needs are changing. You now have more
complex data manipulation requirements that basic formulas and functions cannot address.
You need a deeper understanding of the data your business is generating. Your ability to use
the advanced formula techniques in this lesson will enable you to turn your worksheet data
into the business information you need.
In this lesson, you will create advanced formulas.

30 | Excel 2013: Formulas and Functions

TOPIC A
Apply Range Names
Worksheet without
Range Names
The activities in this
lesson are written in a
continuous fashion.
Each new activity after
the first builds upon the
previous activity.

Imagine you work in a real estate office. Your colleague, Tomas, has taken an unexpected leave and
is unreachable. You've been asked to fill in for Tomas. One of Tomas's clients has come to the
office prepared to sign some paperwork. You open Tomas's file cabinet and see dozens of file
folders, each with labels like S15 or D72 or M21:N72. You start flipping through the file
folders, frantically looking for the client's paperwork, but it's not obvious to you how Tomas has
organized his files. The client has folded her arms and started tapping her foot.
Now take a look at these two formulas.

Figure 2-1: A worksheet that does not use range names.

Worksheet with Range
Names

Figure 2-2: A worksheet that uses range names.

Consider teaching the
conceptual content by
keying through the
activities with the
students and teaching
the material as it comes
up in the activities.

Which one is easier to understand? Which version would be easier to explain to a colleague or
update two quarters from now? While both formulas will produce the exact same results, the first
version uses cell references and the second version uses range names. When you master range
naming by using the information in this topic, you'll be able to add this type of efficiency into your
workbooks.

Range Names
A range name is a clear, concise, and descriptive name applied to a single cell or a range of cells.
Naming ranges:
Improves the readability and maintainability of formulas and functions.
Reinforces the logic of formulas and functions for anyone who has to work with them.
The benefits of naming increase dramatically as your formulas and functions become more complex.
Range names:

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Excel 2013: Formulas and Functions | 31

Must begin with a letter.

Cannot include spaces.
Can be up to 255 characters long.
Can be limited in scope to either a single worksheet or to an entire workbook.
Refer to absolute cell addresses.

How to Add Range Names

You can use these techniques to incorporate range names into your worksheets and workbooks.
Note: Access the Checklist tile in the LogicalCHOICE Course screen to view all How To
procedures for this lesson.

Add a Range Name by Using the Name Box

To name a range by using the Name box:
1. Select the range you want to name.
2. In the Name box, type the name for the range.
3. Press Enter.
Add a Range Name by Using the New Name Dialog Box
To name a range by using the New Name dialog box:
1. Select the range you want to name.
2. Select FORMULASDefined NamesDefine Name.
3. In the New Name dialog box, in the Name text box, type the range name.
4. From the Scope drop-down list, select either Workbook or a specific worksheet name.
Select Workbook if you want the range name to be unique across the entire workbook.
Select a specific worksheet name if you want the range name to be unique on that worksheet
but available for use on other worksheets within the same workbook.
5. If desired, type a comment in the Comment text box. Note: Comments are additional
descriptive text used to clarify what the range name is and does. Comments appear only in rangename-related dialog boxessuch as the Name Manager dialog boxand are not used in
calculations.
6. Verify that the worksheet and range reference in the Refers to text box is correct.
7. Select OK.
Add a Range Name by Using Worksheet Data
To name a range by using worksheet data:
1. Verify that the top row, left column, bottom row, and/or right column of the range you want to
name has a meaningful label.
2. Select the range you want to name, making sure you include the labeled top row, left column,
bottom row, and/or right column in the selection. Note: This feature will only work for naming
a range within a single row or column.
3. Select FORMULASDefined NameCreate from Selection.
4. In the Create Names from Selection dialog box, verify that the correct location of the labeled
cell is selected.
5. Select OK.

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32 | Excel 2013: Formulas and Functions

ACTIVITY 2-1

Adding Range Names

Data Files
C:\091015Data\Creating Advanced Formulas\Author_Data.xlsx
Direct students to the C:
\091015Data directory.
Let them know that all of
the data files for the
course are located in
this directory and that
whenever they are
instructed to save their
work, they should save it
in this directory.
Because Excel 2013
introduces SkyDrive, you
may suggest to students
to save one of the
activities on SkyDrive by
using the accounts that
were created for this
class.
Use your projection
system to project your
desktop to the class and
point out the data file
directory.

If students notice that

the range names for
AuthorID and Initial
Contract Date are
misspelled, let them
know this is intentional
for this exercise. They
will edit those names in
the next activity.
Additionally, you can
inform the group that
they will be working with
this file for all of the
remaining activities in
this course.

Before You Begin

Open Excel 2013, if it is not open already.
Scenario
You work at Fuller & Ackerman Publishing (F&A). You have many Excel workbooks that you use
to track various types of data. Right now, you're working with a workbook that tracks authors by the
total number of years they've been contracted with F&A. This worksheet currently has six columns.
AuthorID: A unique numerical ID for each author. The authors names are tracked in a separate
workbook.
Initial Contract Date: The date the author signed her first contract with F&A. While every
book or series by an author has its own unique contract, management likes to track the date an
author signed her first contract with F&A.
Years Under Contract: The current total number of years the author has been under contract
since the initial contract was signed. Management creates incentive and loyalty-rewards programs
for authors who continue their relationship with F&A. Some of the incentive and loyalty-rewards
programs are based on the number of years the author has been publishing with the company.
Number of Books in Print: The current total number of books the author has published since
her initial contract date.
Number of Books Sold: The current total number of books the author has sold since her initial
contract date.
Sell Price: The current price at which each book sells.
Your manager has asked you to provide information about income per author. You decide your best
approach is to add a column that shows the total income earned by each author. Before adding the
new column, you have decided to add range names to the worksheet to make the income earned
formula (and other formulas you might add to this worksheet) easier to understand. You've already
added the range names for the AuthorID column and the Initial Contract Date column. Now you're
ready to add the range names for the remaining columns.

1. Open the file Author_Data.xlsx.

2. Use the Name box to add a range name for Years Under Contract.
a) Select the Name box. This selects the contents of the Name box.

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Excel 2013: Formulas and Functions | 33

b) In the Name box, type C2:C94

c) Press Enter. This selects the range C2:C94.

d) With the range C2:C94 selected, select the Name box.
e) In the Name box, type Years_Under_Contract

f) Press Enter.
3. Use the New Name dialog box to add a range name for Number of Books in Print.
a) Select the range D2:D94.
b) To open the New Name dialog box, select FORMULASDefined NamesDefine Name.

Note: You could change this to any relevant name; however, for this exercise,
you can leave the range name as Number_of_Books_in_Print.
c) From the Scope drop-down list, select Authors. This constrains the new range name to the Authors
worksheet, leaving the same range name available for use on other worksheets in this workbook.

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Ask both onsite and

remote students, What
do you notice about the
New Name dialog box at
this point? Direct
answers to, Excel 2013
anticipates the name for
the range based on the
label text that appears in
the cell immediately
above the rangecell
D1 in this case.
Ask both onsite and
remote students, What
does the Refers To field
do? Direct answers to,
The Refers To field
identifies the worksheet
(Authors!) and the
absolute reference
address for the range
($D$2:$D$94).
Inform students that if
they needed to edit the
range, they could type
directly in the box or
select the Range button
and select the range.
For the purposes of this
exercise, they can leave
the range as is.

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34 | Excel 2013: Formulas and Functions

d) Select OK.
e) Rename the Authors worksheet to Authors_Totals

Ask one of the onsite or

remote students to
explain how to rename a
worksheet.
Before continuing, verify
that onsite and remote
students have correctly
renamed the worksheet
to Authors_Totals.

Note: Remember that to rename a worksheet, you right-click the worksheet's

tab, select Rename, type the new name, and then press Enter.
f) Select FORMULASDefined NamesName Manager.
4. What do you notice about the range reference at the bottom of this dialog box?
A: The range reference has changed from Authors! to Authors_Totals!.
5. What does this tell you about the relationship between range names and worksheet names?
A: If you change the name of a worksheet, any range name associated with the worksheet will
update automatically to reflect the change.
6. Select Close.
7. Use the Number of Books Sold label to add a range name for the number of books sold.
a) Select the range E1:E94.
b) To open the Create Names from Selection dialog box, select FORMULASDefined NamesCreate
from Selection.

c) Verify that Top row is selected, and then select OK.

8. Why does the Name box still say E1 instead of the range name Number_of_Books_Sold?

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Excel 2013: Formulas and Functions | 35

A: Because the top row is not part of the range; it only supplied the name of the range. The range is
E2:E94, not E1:E94.
9. By using your preferred method, add a range name for Sell Price.
10. Save your work as My_Author_Data.xlsx in the Creating Advanced Formulas folder.

How to Edit Range Names

Sometimes you will need to make changes to your range names. This procedure enables you to edit
range names as needed.

Students can use any of

the methods covered to
add the name range for
Sell Price. Ensure they
follow the same naming
format and name this
range Sell_Price.

Edit a Range Name

To edit a range name:
1. Select FORMULASDefined NamesName Manager.
2. In the Name Manager dialog box, in the list of names, double-click the range name you want to
edit.
3. As necessary, in the Edit Name dialog box, edit the attributes of the range name. Note: The
scope of a range name cannot be edited. If the scope is incorrect, delete the current range name
by using the Name Manager delete functionality, and then re-create the range name with the
correct scope.
4. Select OK.
5. In the Name Manager dialog box, select Close.

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36 | Excel 2013: Formulas and Functions

ACTIVITY 2-2

Editing a Range Name

Before You Begin
My_Author_Data.xlsx is open.
Scenario
Youre continuing your updates to the file and realize that the AuthorID name is misspelled and the
range name also refers to the incorrect range ($A$2:$A$24). You also notice that you need to correct
the spelling of the Initial Contract Date range name.
1. In My_Author_Data.xlsx, correct the spelling of the Initial Contract Date range name.
a) Select the range B2:B94.

b) Select the Name box.

c) Type Initial_Contract_Date
d) Press Enter.
After pressing Enter,
some students might
notice that the range
name remains
misspelled in the Name
box. Let them know that
this is intentional in this
activity and theyll see
why in the next step.

2. Verify that the range name has been corrected.

a) Select FORMULASDefined NamesName Manager.

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3. What do you notice?
A: The misspelled range nameInitial_Cntract_Dateis still in the file, and a new range name
Initial_Contract_Datehas been added.
4. What does this tell you about using the Name box to edit range names ?
A: You cannot edit range names by using the Name box. If you select a range that already has a
name and then use the Name box to change the name, a new range name will be created and the
previous version will still exist.
Let students know that
they don't have to delete
the misspelled version
just yet. They will do that
in the next activity.

5. Correct the spelling and range of the AuthorID range name.

a) In the Name Manager dialog box, select athorID.
b) Select Edit.
c) In the Name text box, type AuthorID

d) In the Refers to text box, change 24 to 94

e) Select OK.
f) In the Name Manager dialog box, select Close.
g) Save the file.

Note: To edit the name of a range, you cannot use the Name box; you must use
the Name Manager dialog box.

How to Delete Range Names

In cases where you need to delete a range name, you can follow this procedure.
Delete a Range Name
To delete a range name:
1. Select FORMULASDefined NamesName Manager.
2. In the Name Manager dialog box, in the list of names, select the range name you want to
delete.
3. Select Delete.
4. Select OK.
5. In the Name Manager dialog box, select Close.

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38 | Excel 2013: Formulas and Functions

ACTIVITY 2-3

Deleting a Range Name

Before You Begin
My_Author_Data.xlsx is open.
Scenario
You do not want two versions of the Initial_Contract_Date range name in your file, so you have
decided to delete the misspelled version.
1. In My_Author_Data.xlsx, delete the misspelled version of the Initial_Contract_Date range name.
a) Select FORMULASDefined NamesName Manager .
Ensure that students are
deleting the misspelled
version and not the
correctly spelled version.

b)
c)
d)
e)

In the Name Manager dialog box, select Initial_Cntract_Date

Select Delete.
In the Microsoft Excel dialog box, select OK.
In the Name Manager dialog box, select Close.

2. Save your work.

Remind students that
unless indicated
otherwise, they will
continue to save their
work with the name

My_Author_Data.xlsx

How to Use Range Names in a Formula

The real power of range names comes when you incorporate them into your formulas.
Use a Range Name in a Formula
To use a range name in formula:
1. If necessary, add name ranges to the worksheet or workbook.
2. Select the cell that will contain the formula.
3. In the Formula bar, enter the formula by using range names rather than cell or range references.
Note: When copying a formula that contains a range name, remember that range names contain
absolute references, so the copied version will not be relative to its new location.
4. Press Enter.

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Excel 2013: Formulas and Functions | 39

ACTIVITY 2-4

Using Range Names in a Formula

Before You Begin
My_Author_Data.xlsx is open.
Scenario
Now that you've added the range names for each of the existing columns, you're ready to add a new
column that totals each author's income earned. For the purposes of this spreadsheet, management
defines income earned as the number of books sold multiplied by the sell price. To maintain
consistency, you've decided to also add a range name for the data in the new column.
1. In My_Author_Data.xlsx, add a label for the new column and ensure it is formatted in the same style as
the other columns.
a) Select cell G1.
b) Type Income Earned
Let students know that
this isn't a typing class,
so if they type this
column label incorrectly,
they shouldn't worry.
However, precise typing
will be critical when they
begin writing formulas.

c) Press Enter.
2. Use range names to write a formula that will calculate the income earned.
a) If necessary, select cell G2.
b) In the Formula bar, type =Nu. As you type, Excel displays a list of functions and range names that
match what you're typing.

c) On the list, double-click Number_of_Books_Sold.

d) In the Formula bar, after the range name, type *
e) After the asterisk, begin typing Sell_Price to display the list.

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40 | Excel 2013: Formulas and Functions

Ask a student (either

onsite or remote), What
do you notice about the
list that pops up? Direct
the answers to the
difference between the
icons. Functions have an
Fx icon and range
names have an icon that
looks like a paper tag.

f) Double-click the range name Sell_Price.

g) Press Enter.
3. Format the income earned cell so that it appears as dollars.
a) Select cell G2.
b) Select HOMENumberNumber Format down-arrow, and then, from the drop-down list, select
Currency.

Ask a student (either

onsite or remote), Why
do we see hash tags in
the cell at this point?
Direct the answer to,
The value in the cell is
wider than the cell, so
we have to increase the
width of the column until
the value appears
correctly.

c) If necessary, stretch the width of the column until the hash tags disappear and the value appears.

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Excel 2013: Formulas and Functions | 41

4. Copy the income earned formula for every author.

a) If necessary, select cell G2.
b) To instantly copy the formula to every relevant cell in column G, double-click the selection handle in
the bottom right corner.

c) To verify that the copy stopped at cell C94, press Ctrl+ . (the period key). This inverts the active cell
in the selected range.
d) Press Ctrl + . again to return to the top.
5. Set a range name for the Income Earned column.
a) Select the range G1:G94.
b) Select FORMULASDefined NamesCreate from Selection.
c) In the Create Names from Selection dialog box, select OK.
6. Save your work.

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Before continuing, open

the Name Manager on
the instructor machine
and project it to the
class. Ask students to
verify that the contents
of their Name Manager
dialog box match yours.
If they don't, have them
make the edits now
before proceeding.

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42 | Excel 2013: Formulas and Functions

TOPIC B
Use Specialized Functions
If time permits, ask if any
of the students have a
financial background
and would like to say a
few words about the
challenges associated
with calculating IRR and
NPV. You'll want to keep
their responses to just a
minute or two.
The Function Library

Imagine you are a financial analyst and you want to calculate the internal rate of return (IRR) or the
net present value (NPV) of a proposed project. Although it's beyond the scope of this course to
explain how to calculate IRR and NPV, it's enough to say these are complex financial calculations.
Or, imagine you have a workbook that tracks project milestone dates for a complex project and
you'd like to calculate the total number of workdays between two key milestones.
Either of these could be very time consuming to calculate if you have to calculate them by hand.
Excel 2013 offers a more efficient way to make these, and many other, calculations.
In this topic, you will use specialized functions.

Function Categories
Excel has 13 categories of functions. Each category has a number of functions designed for very
specific types of calculations.
You can access every function in the Function Library group on the FORMULAS tab.

Figure 2-3: The Function Library.

Financial, Logical, Text, Date & Time, Lookup & Reference, and Math & Trig functions
each have their own button and drop-down list in the Function Library.
For example, here is the expanded list of Logical functions.

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Logical Functions

Figure 2-4: Logical functions.

The More Functions drop-down list provides access to the Statistical, Engineering, Cube,
Information, and Compatibility functions.
Here are some of the many Statistical functions.
Statistical Functions

Figure 2-5: Statistical functions.

You can access any function by using the Insert Function button in the Function Library.

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As you teach through

the various categories,
project your screen and
show the students where
they can find the
functions in the Function
Library. For example, to
demonstrate where to
find the Compatibility
functions, demonstrate
navigating to the
FORMULAS tab,
selecting the down arrow
under More Functions,
and then displaying the
list of Compatibility
functions.

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44 | Excel 2013: Formulas and Functions

Category

Functions

Financial

Perform common financial calculations such as calculating the

internal rate of return (IRR), net present value (NPV) or yield on a
security.

Logical

Perform what-if and conditional analysis on data.

Text

Perform text manipulation. For example, you can convert text to

lowercase or uppercase, or you can combine two or more bits of
text from multiple cells into in a single cell.

Date & Time

Return date and time related information. For example, you could
use a date function to return the current date.

Lookup & Reference

Find specific values in specific tables or lists of data.

Math & Trigonometry

Perform common mathematical and trigonometric calculations such

as sine and cosine values or calculating the factorial of a number.

Statistical

Perform common statistical analysis such as finding the mean,

median, or mode of a dataset.

Engineering

Perform engineering conversions. For example, if you want to

convert a binary number to a hexadecimal, you would use one of the
engineering functions.

Cube

Fetch data from Online Analytical Processing (OLAP) cubes. OLAP

is a database technology used to analyze business data. For more
information on OLAP support in Excel, see Excel Help.

Information

Provide information about data and worksheets. For example, if you

want to know in which directory on your computer or network the
current spreadsheet is stored, you would use one of the information
functions.

Compatibility

Existed in previous versions of Excel but have been replaced in

Excel 2013. While the older versions of the functions still work in
Excel 2013, there are several important things to keep in mind. First,
these functions may not be available in future versions of Excel.
Second, each of these functions has a new, updated version in Excel
2013. However, if you update the function in an Excel 2013 file, and
need to share the file with someone using a previous version of
Excel, it's important to remember that the updated version of the
function is not backwards compatible.

Database

Perform database-related operations on Excel data that meets

specific criteria. Database functions can be a very powerful way to
query the data in your spreadsheets.

User defined

Are not built-in to Excel's function library at the time of purchase.

These functions come from add-ins that users install after
purchasing Excel.

How to Locate Functions by Using the Excel Function

Reference
Finding and using functions takes patience and practice. If you familiarize yourself with the function
reference in the Excel Help system, you'll be better prepared to select the best functions for your
needs.

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Excel 2013: Formulas and Functions | 45

Locate Functions by Using the Excel Function Reference

To locate functions by using the Excel function reference:
1. Open the Excel Help system.
2. In the Search box, type function categories
3. Press Enter.
4. Select the Excel functions (by category) link.
5. Scan the list of functions for one that appears to meet your needs.
6. Select the name of the function and read its description to verify that the function will meet your
needs.

Towson University

Lesson 2: Creating Advanced Formulas

46 | Excel 2013: Formulas and Functions

ACTIVITY 2-5

Locating Functions by Using the Function

Reference
Before You Begin
My_Author_Data.xlsx is open.
Scenario
Your manager has reviewed the spreadsheet and has asked that you add some updates. At a glance,
she wants to know:
The average number of books in print for the entire group of authors
How long the newest author been has with the F&A family
You're sure Excel has functions that can address your manager's requests. However, you're not sure
exactly which functions to use, so you decide to use the Excel Help system to locate the appropriate
functions.
The goal of this activity
is strictly to introduce
students to the function
reference in the Excel
Help system. This
course does not cover
all of Excel's functions,
so the function reference
will be a useful tool for
students who need to
find different types of
functions back on the
job.
Use this activity to model
for students how they
can use the help system
to find the functions they
need.

1. In My_Author_Data.xlsx, locate a function that will return the average number of books sold for the
entire group of authors.
a)
b)
c)
d)
e)
f)

Select the Excel Help

button.
In the Search text box, type function categories
Select Search help.
Select the Excel functions (by category) link.
If necessary, maximize your window.
Scan the list of functions and locate one that you think will find the average value of a group of
values.

2. What functions did you find?

A: Answers might vary, but you can direct the group to the AVERAGE function in the Statistical
Functions category.
3. Select the AVERAGE function link to open a description of the AVERAGE function. Every function in
Excel has a page similar to this that explains what the function is, its arguments, and how it works.
Many of these pages also include an example.
4. Read the description.

Let students know that

they will explore the
syntax of functions in the
next section and that
they shouldn't spend
time on the syntax right
now. Remind them that
the goal of this part of
the exercise is to
become familiar with
what's available in the
Help system.

5. Will the AVERAGE function work to meet the needs of your manager?
A: Yes. The AVERAGE function will return the average of a dataset.
6. Locate a function that will help you answer the question, How long has the newest author been with the
F&A family?
What does this aforementioned question suggest?
A: The newest author has been with F&A the least amount of time, so least suggests the minimum
of something. In this case, the minimum amount of time with F&A. The MIN function in the
Statistical category will return the minimum value.

Lesson 2: Creating Advanced Formulas

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Excel 2013: Formulas and Functions | 47

7. Close the Excel Help window, but keep Excel and your file open.

Function Syntax
Every function has a specific syntax. The function syntax describes the structure of the function,
including the function's name, its arguments, the order of the arguments, and whether the
arguments are required or not.

Syntax of the AVERAGE

Function

Note: It is good practice to verify a function's syntax in the function reference of the Excel Help
system to ensure you are using all of the required arguments in the correct order.

Here's an example of the syntax of the AVERAGE function. This function has one required
argument, number1, and can have one or more optional arguments of the same type, represented by
[number2] and the ellipsis.

Figure 2-6: Syntax of the AVERAGE function.

In Excel 2013s function reference, no matter which function syntax you are reviewing, all required
arguments will not be bracketed, all optional arguments will be bracketed, and an ellipsis will
represent multiple arguments of the same type.

Function Entry Dialog Boxes

You can enter functions by hand directly into the Formula bar, or you can use the two dialog boxes
that simplify function entry: the Insert Function dialog box and the Function Arguments dialog
box.
In the Insert Function dialog box you can search for a function by typing a brief description of
what you want to do. You can also sort functions by category and select a specific function. A brief
description of the selected function appears at the bottom of the dialog box.

Towson University

The Insert Function

Dialog Box

Lesson 2: Creating Advanced Formulas

48 | Excel 2013: Formulas and Functions

Ask students (either
onsite or remote), What
does the ABS function
do? The answer is in
the figureit returns the
absolute value of a
number.

Figure 2-7: The Insert Function dialog box.

The Function Arguments dialog box guides you through entering the arguments for a selected
function. This dialog box includes a brief description of each argument in the function.
The Function Arguments
Dialog Box

Figure 2-8: The Function Arguments dialog box for the AVERAGE function.

Lesson 2: Creating Advanced Formulas

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Excel 2013: Formulas and Functions | 49

Improvements to Excel Functions

Excel 2013 has provided some new functions as well as improvements to existing functions. For
some functions, additional improvements include:
Improved algorithms that provide more accurate results.
New names that align better with how they operate.
Enabling the use of earlier versions of function names so users can use previous versions of
select function names to ensure backwards compatibility with previous versions of Excel.

Automatic Workbook Calculations

By default, Excel 2013 automatically recalculates the value returned by a formula or function if the
data the formula or function is calling changes. For example, if cell A4 contains a SUM function that
sums the values in range A1:A3, and you change one of the values in range A1:A3, the SUM
function in A4 will update automatically.
Sometimes, however, you might be in a situation in which you don't want the workbook to calculate
automatically. In cases like this, you will want to disable automatic calculation.

How to Use Specialized Functions

As your data crunching needs grow and change, you will undoubtedly find yourself looking for ways
to streamline your worksheets. You can use these methods to incorporate specialized functions into
your worksheets.
Manually Insert a Function by Using the Formula Bar
To manually insert a function by using the Formula bar:
1. Select the cell that will contain the function.
2. In the Formula bar, type the function and its arguments.
3. Press Enter.
Insert a Function by Using the Function Dialog Boxes
To insert a function by using the function dialog boxes:
1. Select the cell that will contain the function.
2. Select FORMULASFunction LibraryInsert Function.
3. Locate the function you want to insert, and then select its name in the Select a Function list.
4. Select OK.
5. In the Function Arguments dialog box, identify each of the required arguments either by typing
them directly into the text fields; or by using the Collapse Dialog button to temporarily shrink
the dialog box so you can graphically select the cell or the range for each argument, and then
selecting Enter.
6. If necessary, identify any optional arguments.
7. Select OK.
Disable Automatic Calculation
To disable automatic calculation:
1. In the workbook, select FILEOptions.
2. In the Excel Options dialog box, in the left pane, select Formulas.
3. Under Calculation options, selected your preferred method of calculation.
4. Select OK.

Towson University

Lesson 2: Creating Advanced Formulas

50 | Excel 2013: Formulas and Functions

ACTIVITY 2-6

Using Functions
Before You Being
My_Author_Data.xlsx is open.

Scenario
You've found the functions you would like to useAVERAGE and MINby using Excel's
function reference. To review, your manager wants to know:
The average number of books in print for the entire group of authors
How long the newest author has been with the F&A family
To help maintain readability in the Excel file, you decide to create a new spreadsheet named
Statistics. You'll place the answers to each of these questions on that spreadsheet.
1. In My_Author_Data .xlsx, add a new worksheet named Statistics and make it the first worksheet in the
workbook.

If necessary, ask a
student to explain how to
insert a new Statistics
worksheet. Direct the
answer to right-clicking
the Author_Totals tab
name, selecting Insert,
and then renaming the
new worksheet
Statistics.
If necessary, inform
students that they can
change the width of
columns A and B by
selecting both columns,
right-clicking the column
headings, and selecting
Column Width.

2. For each question your manager wants answered, add relevant text to the Statistics worksheet.
a) Set the width of columns A and B to 25
b) Select cell A1, and then type Average books in print
c) Select cell A2, and then type Newest to F&A
3. Use the Insert Function and Function Arguments dialog boxes to enter a function that calculates the
average number of books in print for the entire group of authors.
a) Select cell B1.
b) Select FORMULASFunction LibraryInsert Function.
c) From the Or select a category drop-down list, select Statistical.

d) In the Select a function list, select AVERAGE.

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Excel 2013: Formulas and Functions | 51

e) Select OK.
f) In the Function Arguments dialog box, in the Number1 text field, type Number_of_Books_in_Print
g) Select OK.
4. Why is Excel returning the #NAME error?
A: Because the Number_of_Books_in_Print range name is constrained to the Authors_Totals
worksheet rather than to the entire workbook.
5. Fix the #NAME error.
a)
b)
c)
d)

Open the Name Manager dialog box.

Delete the current version of the Number_of_Books_in_Print range name.
If necessary, in the Microsoft Excel dialog box, select OK.
Create a new Number_of_Books_in_Print range name and set the scope of this new range name to
Workbook.
e) In the Refers to text box, type =Authors_Totals!$D$2:$D$94 and select OK.

Inform students that you

will walk them through
how to fix the #NAME
error. Have students
click through and fix it on
their machines as you
model it for them.

f) If necessary, in the Name Manager dialog box, select Close.

Before continuing to the

next step, verify that
each student has
correctly fixed the
#NAME error.

6. Format the Average books in print cell so that it shows only one decimal place.
a) On the Statistics worksheet, select cell B1.
b) On the HOME tab, in the Number group, click Decrease Decimal until the value shows only one
decimal place.

7. Enter a function that answers the question, How long has the newest author been with the F&A
family?
a) On the Statistics worksheet, select cell B2.
b) In the Formula bar, type =MIN(Years_Under_Contract) and press Enter.
c) Format the cell so that it shows only two decimal places. The author who has been with F&A the
least amount of time has been there 0.40 years (after rounding to two decimal places).
8. Save and close your work.

Towson University

Before continuing, verify

that students have
correctly added this
formula to their
workbooks.

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52 | Excel 2013: Formulas and Functions

Summary
In this lesson, you created advanced formulas. You leveraged range names to make your functions
and formulas easy to understand and maintain. You used specialized functions to run calculations on
your data.
Creating advanced formulas is the gateway to some of the most sophisticated functionality Excel
2013 has to offer. By embedding multiple functions within a single, complex formula, you can
transform raw business data into useful strategic information.
Consider your company and the types of data it creates and crunches. How might you leverage advanced
formulas in your organization?
A: Answers will vary, but consider the types of functions that will be used most often. For example, if
you're working in a finance department, you might use many of the financial functions; whereas, if
you're working in an R&D department, you might find you often use the math and trigonometry or
engineering functions.
What are some range names you could use that are relevant to your company's data?
A: Answers will vary, but consider the types of data your company collects and base range names on the
types. For example, if you work in the real estate industry, some range names might be City, State,
School District, and List Price.

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen, you can also access
available resources for a more continuous learning experience.
Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 2: Creating Advanced Formulas

OTS Training

Analyzing Data with

Logical and Lookup
Functions
Lesson Time: 45 minutes

Lesson Objectives
In this lesson, you will:
Leverage questions and testing to write formulas.
Use logical and lookup functions to find answers to questions.

Lesson Introduction
The previous lesson introduced you to functions, how to find them in the Microsoft Office
Excel 2013 function reference, and the various ways you can enter functions into your
workbooks. Although there are many different types of functions, all functions generally fall
into one of two broad categories: functions that crunch the numbers in a dataset and
functions that find specific data within the dataset. Examples of functions that crunch the
numbers include many of the financial, statistical, and engineering functions. Examples of
functions that find specific data include the logical and lookup functions.
In this lesson, you will explore two of the function types that look for specific data in a
dataset: logical functions and lookup functions.

54 | Excel 2013: Formulas and Functions

TOPIC A
Leverage Questions and Testing to Write
Formulas
Excel 2013 provides the tools you need to answer questions about your business's performance.
However, it's up to you to ask the right question.
The activities in this
lesson are written in a
continuous fashion.
Each new activity after
the first builds upon the
previous activity.
Consider teaching the
conceptual content by
keying through the
activities with the
students and teaching
the material as it comes
up in the activities.

Start with Questions

Like most functions in Excel, logical and lookup functions help you find answers to your questions.
When you work with logical and lookup functions, it's a good idea to begin by thinking of the
questions you want your data to answer.
For example:
Which sales representative had the highest sales last quarter?
Which products are for sale in Canada and were produced either in China or Indonesia?
What is the employee ID for the employee who has been with the company the longest?
Which department does Employee X work in?
By refining your questions prior to writing out your formulas, you'll be better prepared to write
formulas that use logical and lookup functions in the most efficient way possible. Your questions
will lead you to the types of logical and lookup functions you'll need to incorporate in your
formulas.
For example, the question Which sales representative had the highest sales last quarter? suggests
that you'll need to find a maximum value for a specific individual. This points to VLOOKUP and
MAX being used together in some way.
The question Which products are for sale in Canada and were produced either in China or
Indonesia? looks like it will, at a minimum, require AND and OR functions working together in
some way.
Once you know the questions, and have an initial idea of which functions you'll need to use, then
you can begin building your formulas.

End with Testing

After you've written a formula that uses logical and lookup functions, it's always good practice to
thoroughly test your formula before you deploy it for use by others. You want to ensure that the
formula performs exactly as expected.

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Excel 2013: Formulas and Functions | 55

TOPIC B
Use Logical and Lookup Functions to Find
Answers to Questions
Logical and lookup functions can help you find the answers to many of the types of questions you
will ask of your data.

Logical Functions
Excel 2013s logical functions run logical tests on your data. There are seven logical functions.

Logical Functions

Figure 3-1: Logical functions.

Logical Function

Description

AND

Syntax: AND(logical_test1, [logical_test2], . . .)

Number of required arguments: 1
Number of optional arguments: 0 to 254 (up to a maximum of 255
arguments)
Comments: Returns TRUE only if all logical tests are true. Returns
FALSE if one or more logical tests are not true.
Example: AND(B2>C2, D2>=10)
If the value in cell B2 is greater than the value in cell C2 and the value in
cell D2 is greater than or equal to 10, then this function will return TRUE.
If either of those values is not true, the function will return FALSE.

OR

Syntax: OR(logical_test1, [logical_test2], . . .)

Number of required arguments: 1

Towson University

As you teach through

the various types of
logical functions, project
your screen and show
the students where they
can find the functions in
the Function Library.

Lesson 3: Analyzing Data with Logical and Lookup Functions

56 | Excel 2013: Formulas and Functions

Logical Function

Description

Number of optional arguments: 0 to 254 (up to a maximum of 255

arguments)
Comments: Returns TRUE if one or more logical tests are true. Returns
FALSE if all logical tests are not true.
Example: OR(B2>C2, D2>=10)
If the value in cell B2 is greater than the value in cell C2 or the value in cell
D2 is greater than or equal to 10, then this function will return TRUE. If
both of those values are not true, the function will return FALSE.
FALSE

Syntax: FALSE()
Number of required arguments: 0
Number of optional arguments: 0
Comments: This function has no arguments. You can enter it in a cell and
the cell's value will appear as the text FALSE.

TRUE

Syntax: TRUE()
Number of required arguments: 0
Number of optional arguments: 0
Comments: This function has no arguments. You can enter it in a cell and
the cell's value will appear as the text TRUE.

IF

Syntax: IF(logical_test, [value_if_true], [value_if_false])

Number of required arguments: 1
Number of optional arguments: 2
Comments: This function runs the logical test in the first argument. If the
logical test is true, the function returns the second argument. If the logical
test is not true, the function returns the third argument.
Example: IF(Income>Expenses, Profit, Loss)
If the value in the Income cell is greater than the value in the Expenses
cell, the function will return the text Profit. If the value in the Income
cell is not greater than the value in the Expenses cell, the function will
return the text Loss.

IFERROR

Syntax: IFERROR(value, value_if_error)

Number of required arguments: 2
Number of optional arguments: 0
Comments: Use this function to catch errors in calculations. If the first
argument evaluates to an error, the second argument will be returned. If
the first argument does not return an error, then it (the first argument) is
returned.
Example: IFERROR(current_assets/current_liabilities, Liabilities Equal
Zero)
If the value in the current_liabilities cell is zero (0), then no matter what
the value is in the current_assets cell, you will get a divide-by-zero error.
If that's the case, then the function will return the text Liabilities Equal
Zero. If current_liabilities is any number other than zero, then Excel
will run the calculation and divide current_assets by current_liabilities.

NOT

Syntax: NOT(logical_test)

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Excel 2013: Formulas and Functions | 57

Logical Function

Description

Number of required arguments: 1

Number of optional arguments: 0
Comments: This function returns the opposite of either TRUE or FALSE
depending on how the logical test evaluates. If the logical test evaluates to
TRUE, the function will return FALSE. If the logical test evaluates to
FALSE, the function will return TRUE.

How to Write Formulas That Use Logical Functions

Use these steps to begin incorporating logical functions into your worksheets.
Note: Access the Checklist tile in the LogicalCHOICE Course screen to view all How To
procedures for this lesson.

Write a Formula that uses Logical Functions

To write a formula that uses logical functions:
1. Write, revise, and refine the question you want to ask your data.
2. Using your question as a starting point, use the Function Reference in the Excel Help system to
identify which logical functions you will need to use to answer your question.
3. Identify how many required and optional arguments each function has and whether you will
need any of the optional arguments.
4. Identify whether the arguments in one function will be other functions.
5. In the Formula bar, type the formula with its functions and arguments.
6. Press Enter.
7. Test the formula.

Towson University

Lesson 3: Analyzing Data with Logical and Lookup Functions

58 | Excel 2013: Formulas and Functions

ACTIVITY 3-1

Working with Logical Functions

Data File
C:\091015Data\Analyzing Data with Logical and Lookup Functions\Author_Data_02.xlsx
Scenario
Your manager likes what you've done so far and has a couple more things she'd like you to add to
the workbook, namely:
F&A management likes to keep an eye on new authors who are also early producers. They define
early producers as any author who has been under contract for fewer than two years and has
published more than four books. Your manager would like to know which authors fit these
criteria.
Occasionally, F&A likes to reward authors who are either high producers or have been with the
company for more than five years. High producers are any authors who have published 10 or
more books with the company. Your manager wants to be able to know at a glance whether an
author meets one of these criteria.
You decide to create new columns on the Author_Totals worksheet and use logical functions to
answer these questions.
1. Open the file Author_Data_02.xlsx.
2. On the Author_Totals worksheet, add column labels for Early Producers and 5+ Years or High
Producer.
a) Select cell H1, and then type Early Producer?
b) Select cell I1, and then type 5+ Years or High Producer?
c) Format these cells so they match the format of the other labels.

Let students know that

their column widths do
not have to match
exactly what they see in
this screen capture.
They should get used to
regularly adjusting
column widths to fit their
needs.

3. By using range names, write a formula that defines early producers as any author who has been under
contract for fewer than two years and has published more than four books.
a) Select cell H2.

Note: You can go to FORMULASDefined Names GroupName Manager to

find the range names.
b) In the Formula bar, type =AND(
c) Observe that Excel provides visual guidance on where you are in the syntax of the function. The
argument that appears in bold indicates the argument in which the insertion point is currently placed.

Lesson 3: Analyzing Data with Logical and Lookup Functions

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Excel 2013: Formulas and Functions | 59

d) Type Years, and double-click Years_Under_Contract when it appears in the list.

e) Type <2,

f) Type Number, and then double-click Number_of_Books_in_Print when it appears in the list.
g) Type >4)

h) Press Enter.
i) To copy the formula to every cell in the range, select cell H2 and then double-click the selection
handle in the bottom right corner of the cell.

Ask students, After you

type the comma, what
do you notice? Direct
answers to, The visual
guide now shifts the bold
highlight to the optional
[logical2] argument,
indicating that the
insertion point is now in
position to define this
argument.

4. Verify that the formula works as expected.

5. Observe the range C2:H2.
Is the formula working correctly for this author?
A: Yes. Although this author has published 15 books, he or she has been with the company for more
than 2 years (2.09). Because this is an AND function, to return TRUE, all AND function arguments
must be true. Therefore, the formula is working as expected for this author because it has
returned FALSE.
6. Observe the range C5:H5.
Is the formula working correctly for this author?
A: Yes. This author has been with the company fewer than 2 years (1.38) and has published more
than 4 books (11).
7. Save your work as My_Author_Data_02.xlsx in the Analyzing Data with Logical and Lookup Functions
folder.
8. How would you write a formula that identifies any authors who have either been with the company for
more than 5 years or have published 10 or more books with the company?
A: In cell I2, enter =OR(Years_Under_Contract>5,Number_of_Books_in_Print>=10) and copy the
formula to every cell in the range I2:I94.

Reinforce that no matter

how many conditions an
AND function hasand
they can have up to 255
of themevery condition
must be true for the AND
function to return true.
Before continuing,
project your screen,
select cell H2, and ask
students to verify they
have the correct formula
in that cell and have
copied the formula down
to all cells in the range.

9. Write and test the formula you planned in the previous step.
10. After entering the formula, what are the values in cells I2 and I4?
A: I2 is TRUE and I4 is FALSE.
11. Save your work.
12. Apply conditional formatting to make it easier to visually identify which cells in the range H2:I94 are
TRUE and which are FALSE.
a) Select the range H2:I94.
b) Select HOMEStylesConditional FormattingHighlight Cells RulesEqual To.

Towson University

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60 | Excel 2013: Formulas and Functions

c) In the Equal To dialog box, in the Format cells that are EQUAL TO text field, type FALSE
d) Verify that Light Red Fill with Dark Red Text is selected in the with drop-down list.

e) Select OK.
f) Follow the same steps, but this time format cells containing TRUE with Green Fill with Dark Green
Text.
13. Save your work.

Lesson 3: Analyzing Data with Logical and Lookup Functions

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Excel 2013: Formulas and Functions | 61

ACTIVITY 3-2

Combining IF and AND Functions

Before You Begin
My_Author_Data_02.xlsx is open.
Scenario
The conditional formatting in columns H and I improve readability; however, you feel that the
words TRUE and FALSE don't really answer the questions suggested by the column labels. You'd
rather see these cells display either Yes or No so there's no confusion for anyone else who
might be using this worksheet. You decide that you will use an IF function that tests whether the
value in the cell is TRUE or FALSE. If the value is TRUE, the cell will display Yes, and if the
value is FALSE, the cell will display No.
1. In My_Author_Data_02.xlsx, on the Author_Totals worksheet, change the conditionally formatted cells in
column H so that any TRUE state remains green but reads Yes (instead of TRUE) and any FALSE
statement remains red but reads No (instead of FALSE).
a) Select cell H2.
b) Clear the contents of the Formula bar.
c) In the Formula bar, type

=IF(AND(Years_Under_Contract<2,Number_of_Books_in_Print>4)=TRUE,"Yes","No")

d) Press Enter.
e) Copy the formula to the remaining cells in the range.
f) Verify that the formula works correctly.
2. Save your work.
3. How would you change the formula in column I so it has the same treatment as column H?
A: Add IF( right before the OR function, and then after 10) add =TRUE, "Yes","No"). The formula
should look like this:
=IF(OR(Years_Under_Contract>5,Number_of_Books_in_Print>=10)=TRUE,"Yes","No"). Make
sure you copy the formula to every cell in the range I2:I94.
4. Use your aforementioned plan to change the formula in column I.

Verify that the students

have correctly typed the
formula. Before
continuing, ensure that
everyone has typed the
formula correctly and
has copied it to every
cell in the range I2:I94.

5. If necessary, conditionally format the data in columns H and I so that Yes appears in a green style and
No appears in a red style; then center align the data in those columns.

Towson University

Lesson 3: Analyzing Data with Logical and Lookup Functions

62 | Excel 2013: Formulas and Functions

6. Save your work.

VLOOKUP and HLOOKUP Functions

The VLOOKUP Function

VLOOKUP and HLOOKUP are powerful functions that enable to you find data based on specific
criteria. These are the types of functions that help you find answers to questions such as, What year
did Employee X start working here?
VLOOKUP and HLOOKUP functions can be used within a single worksheet, across multiple
sheets in a single workbook, or across multiple workbooks.
The data returned from a VLOOKUP or HLOOKUP function can either be displayed in a cell or
used as an argument in a function. The identified data can be displayed in a cell or used in a
calculation.
The VLOOKUP Function
Syntax: VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Number of required arguments: 3
Number of optional arguments: 1
The lookup_value is the value you already know, for example, the employee's ID number. The
table_array is the range of cells that contain all of the data you need to searchincluding the data
you already know, such as the employee's ID in the first column. It's important to remember that
the first column of the table_array must contain the value you already know. The col_index_num is
the number of the column in the table_array that will contain the answer, or the information you
don't know. VLOOKUP first looks top to bottom in the first column of the array. Once it finds the
lookup_value, it then looks left to rightnot right to leftuntil it gets to the column identified in
the col_index_num argument.
Note: To further explore the power of lookup functions, you can access the LearnTO
Combine Excel's MATCH and INDEX Functions to Look Up Data presentation from the
LearnTO tile on the LogicalCHOICE Course screen.

Lesson 3: Analyzing Data with Logical and Lookup Functions

OTS Training

Excel 2013: Formulas and Functions | 63

Figure 3-2: Example using the VLOOKUP function.

Cell B2 contains the VLOOKUP function. This function answers the question, What is Employee
X's salary? First, the function looks for the value in cell A2 in the first column of the range D2:F10.
It starts at the top and goes toward the bottom of the column until it finds a value that matches the
value in A2. As soon as it finds that value4306 in this exampleit starts looking from left to right
across the same row in which it found the value A2in this example, that would be row 7. It counts
across the columns until it gets to the column index indicated in the third argument3, in this
exampleand then returns the value in that cell$38,700.
The HLOOKUP Function
Syntax: HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
Number of required arguments: 3
Number of optional arguments: 1
The HLOOKUP functions similarly to the VLOOKUP, except instead of looking vertically for the
lookup_value, HLOOKUP looks horizontally across row headings.

Figure 3-3: Example using the HLOOKUP function.

Cell A5 contains the HLOOKUP function. This function answers the question, How many books
has author 1021 sold? First the function looks for the value in cell A2 in the first row of the range
C1:E5. It starts at the left and moves to the right until it finds a value that matches the value in A2.
As soon as it finds that value1021 in this exampleit starts looking from the top to the bottom
of the same column that it found the value in A2in this example, that would be column E. It

Towson University

You may want to show

LearnTO Combine
Excel's MATCH and
INDEX Functions to
Look Up Data from the
LogicalCHOICE Course
screen or have students
navigate out to the
Course screen and
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
LogicalCHOICE Course
screen after class for
supplemental
information and
additional resources.
Consider opening the
VLOOKUP_example.xls
x file in the data files
folder and projecting it to
the class as you explain
VLOOKUP functionality.

The HLOOKUP Function

Consider opening the

HLOOKUP_example.xls
x file in the data files
folder and projecting it to
the class as you explain
HLOOKUP functionality.
Let students know that,
for the purposes of this
example, the columns
and rows of the Author
Data worksheet have
been swapped. This is
strictly to help illustrate
how the HLOOKUP
function works.

Lesson 3: Analyzing Data with Logical and Lookup Functions

64 | Excel 2013: Formulas and Functions

counts down the rows until it gets to the row index indicated in the third argument4, in this
exampleand then returns the value in that cell344,944.

The TRANSPOSE Function

The TRANSPOSE function returns a vertical range of cells as a horizontal range, or vice versa.
The TRANSPOSE function must be entered as an array formula in a range that has the same
number of rows and columns, respectively, as the source range has columns and rows. Use
TRANSPOSE to shift the vertical and horizontal orientation of an array or range on a worksheet.

Lesson 3: Analyzing Data with Logical and Lookup Functions

OTS Training

Excel 2013: Formulas and Functions | 65

ACTIVITY 3-3

Working with Lookup Functions

Before You Begin
My_Author_Data_02.xlsx is open.
Scenario
Your manager has indicated that she'd like to be able to type in an author's ID number and instantly
know how many books the author has soldwithout having to scroll around the worksheet.
You have decided to add a VLOOKUP function to the statistics worksheet to address this need.
1. In My_Author_Data_02.xlsx, on the Statistics worksheet, add a VLOOKUP function that enables a user
to enter an author's ID and have the total number of books sold for that author returned.
a)
b)
c)
d)
e)
f)
g)
h)

Select cell A8.

Type Enter Author ID
Select cell B8.
Type Total Number of Books Sold
Format both of these cells so they have a dark blue background with bold white text.
Select cell B9.
Type =VLOOKUP(A9,Author_Totals!A2:E94,5,FALSE)
Press Enter.

i)

To verify that the function works, in cell A9, type 1006 and then press Enter.

j)

Select the Author_Totals worksheet and verify that the total number of books sold for ID 1006 is
316,237.

Ask students (either

onsite or remote) , "Why
are you getting the #N/A
'Not Available' error?"
They are getting this
error at this point
because the VLOOKUP
function is looking for a
value in cell A9, but at
this point, that cell is
empty.

2. Save and close your work.

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Lesson 3: Analyzing Data with Logical and Lookup Functions

66 | Excel 2013: Formulas and Functions

Summary
In this lesson, you analyzed data with logical and lookup functions. You worked with logical
functions such as AND and OR and lookup functions such as VLOOKUP and HLOOKUP to find
the answers to specific questions you hadanswers that could be found only within your dataset.
What types of questions could you ask of your company's data that VLOOKUP or HLOOKUP could help
you find the answers to?
A: Answers will vary, but consider the types of data you regularly interact with, then think of questions
you would like to answer. For example, if you work in a market research department that collects data
about how consumers use a particular product, a possible question that incorporates either
VLOOKUP or HLOOKUP might be, Which feature did female respondents age 30 to 40 like most?
What are some examples of how logical functions such as AND and OR can help you analyze your
company's data?
A: Answers will vary, but think about the type of data you interact with, and then consider how you might
combine that data to using AND and OR functions. For example, if you work in program management,
you might use AND and OR functions to answer questions such as, Which projects came in on time
AND under budget?

Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
this course or other topics you are interested in. From the Course screen, you can also access
available resources for a more continuous learning experience.
Encourage students to
use the social
networking tools
provided on the
LogicalCHOICE Home
screen to follow up with
their peers after the
course is completed for
further discussion and
resources to support
continued learning.

Lesson 3: Analyzing Data with Logical and Lookup Functions

OTS Training

Lesson Labs
Lesson labs are provided as an additional learning resource for this course. The labs may or
may not be performed as part of the classroom activities. Your instructor will consider setup
issues, classroom timing issues, and instructional needs to determine which labs are
appropriate for you to perform, and at what point during the class. If you do not perform
the labs in class, your instructor can tell you if you can perform them independently as selfstudy, and if there are any special setup requirements.

68 | Excel 2013: Formulas and Functions

Lesson Lab 3-1

Updating the Author Totals Worksheet

Activity Time: 15 minutes

Data Files
C:\091015Data\Analyzing Data with Logical and Lookup Functions
\Updating_Author_Totals.xlsx
Scenario
In addition to identifying early producers and high producers, management would also
like to identify authors who have been with the company for more than five years and
have either sold over 350,000 units or earned more than $1 million.
You also plan to add a column identifying which royalty rate an author currently
receives.
F&A royalties are based on the number of books an author has published with the
company. Authors with 10 or more books receive a 15% royalty and all others receive
a 9% royalty. You decide to add a column that reflects which royalty rate each author is
receiving.
1. In Updating_Author_Totals.xlsx, on the Author_Totals worksheet, select cell J1 and type
5+ Years and 350K+ Units Sold
2. Select cell K1 and type Royalty Rate
3. In cell J2, write a formula that identifies authors who have been with the company for
more than five years and have either sold over 350,000 units or earned more than $1
million.
4. Copy the formula to every cell in the range J2:J94.
5. Format the range J2:J94 to match the conditional formatting of cells H2:I94.
6. In cell K2, write a function that shows authors with 10 or more books published receiving
a 15% royalty rate and all others receiving a 9% royalty rate
7. Copy the formula to every cell in the range K2:K94.
8. Save your work as My_Updated_Author_Totals.xlsx

Lesson Labs

OTS Training