Excel help for the rest of us
I find it annoying sometimes when I enter a correct formula in a cell and Excel gives me an error like “Inconsistent Formula” or “Formula Omits Adjacent Cells”.
Fortunately you can hide these error indicators through Excel Options.
To find cells that meet a specific criteria, for example cells with conditional formatting or cells which have data validation, proceed as follows:
Note:
You can search the entire sheet for the specified criteria or you can limit your search by selecting a range of cells.
In an earlier post I demonstrated How to sum cells with multiple criteria in Excel 2003. I used an Array Formula consisting of the SUM function and the IF function.
In Excel 2007 however a new function is introduced that facilitates sum with multiple criteria: the SUMIFS function.
Syntax
SUMIFS (sum_range, criteria_range1, criteria1, criteria range2, criteria2…) … up to 127 range/criteria can be specified.
sum_range : Required. One or more cells to sum.
criteria_range1: Required. The first range in which to evaluate the associated criteria.
criteria1: Required. The criteria in the form of a number, expression, cell reference, or text that define which cells in the criteria_range1 argument will be added.
criteria_range2, criteria2, … : Optional. Additional ranges and their associated criteria. Up to 127 range/criteria pairs are allowed.
In the example below we want to sum the sales for “John” in quarter 2 (Q2). I.e. we have two criteria:
1. “John” in column B.
2. “Q2″ in column C.
We will use the following formula for this purpose:
=SUMIFS(D2:D17;B2:B17;”John”;C2:C17;”Q2″)
Only rows 3, 10 and 14 will qualify for this formula (yellow color) and it will give us a result of 9547 as you can see.
To calculate a running average, or a moving average, for a range of cells (a column), you use the AVERAGE function. The only trick you need to apply is to make your range changing continuously.
In the example below we want to calculate the running average of the sales from January to June.
Our ranges for the months will be as follows:
January – one cell : B2:B2
February- 2 cells B2:B3
March – 3 cell2: B2:B4 … and so on.
The first cell of the range is always the same for all months : B2, so we will make it absolute reference like this: $B$2. Therefore our formulas , in C column will be like this:
January: =AVERAGE($B$2:B2)
February: =AVERAGE($B$2:B3)
March: =AVERAGE($B$2:B4) …. Ans so on.
Enter the first formula in cell C2 and autofill down the rest of the range.
Data
Formulas
To average cells based on multiple criteria in Excel 2007 you use the AVERAGEIFS function.
Syntax
AVERAGEIFS(average_range,criteria_range1,criteria1,criteria_range2,criteria2…)
Average_range is the range of cells to average, including numbers or names, arrays, or references that contain numbers.
Criteria_range1, criteria_range2, … are 1 to 127 ranges in which to evaluate the associated criteria.
Criteria1, criteria2, … are 1 to 127 criteria in the form of a number, expression, cell reference, or text that define which cells will be averaged.
Example:
In this example we will average the total sales for Jim in quarter 2 (olive green rows). So our criteria are:
Our formula will be like this:
=AVERAGEIFS(D2:D23;B2:B23;”Jim”;C2:C23;”Q2″)
This formula returns a value of 1094, which is (2540+1250+178+408)/4
Notes:
To average a range of values that meet a given criteria or condition, you use the AVERAGEIF function.
Syntax
AVERAGEIF(range,criteria,average_range)
Range : The group of cells to be evaluated for criteria.
Criteria: is the criteria in the form of a number, expression, cell reference, or text that defines which cells are averaged.
Average_range: is the actual set of cells to be averaged. If omitted, range is used.
Example:
In the example below we want to average the total sales for a particular salesman (Jim). So our range is B2:B13 and our criteria is “Jim”. The range to be averaged is C2:C13. The formula will be:
=AVERAGEIF(B2:B13;”Jim”;C2:C13)
The result is 1005, i.e. (2300 + 1100 + 200 + 420) / 4
Notes:
1. Cells in range that contain TRUE or FALSE are ignored.
2. If a cell in average_range is an empty cell, AVERAGEIF ignores it.
3. If range is a blank or text value, AVERAGEIF returns the #DIV0! error value.
4. If a cell in criteria is empty, AVERAGEIF treats it as a 0 value.
5. If no cells in the range meet the criteria, AVERAGEIF returns the #DIV/0! error value.
6. You can use the wildcard characters, question mark (?) and asterisk (*), in criteria. In the previous example if you use “J*” in criteria then both “Jim” and “John” will be included in the average.
In an earlier post I demonstrated How to count cells with multiple criteria in Excel 2003. I used an Array Formula together with the SUM function.
Fortunately enough in Excel 20007 we do not need that workaround. Now there is a direct function that count cells with multiple criteria: the COUNTIFS function.
Syntax
COUNTIFS(range1, criteria1,range2, criteria2…) … up to 127 range/criteria can be specified.
In the example below we want to count how often “John” appeared in the list in quarter 2 (Q2), with total sales that exceed 1000. i.e. we have three criteria:
We will use the following formula for this purpose:
=COUNTIFS(B2:B17;”=John”;C2:C17;”=Q2″;D2:D17;”>1000″)
This formula will give us a result of 2 as you can see.
The INDIRECT function returns a reference specified by a text string, evaluates that reference and displays its contents. The function is useful when you want a cell reference in a formula to be variable, without the need to change the formula every time.
Syntax
INDIRECT(ref_text,a1)
ref_text: a text that contains a cell reference.
a1: a logical value that specifies what type of reference is contained in the cell ref_text.
• If a1 is TRUE or omitted, ref_text is interpreted as an A1-style reference. E.g. C12
• If a1 is FALSE, ref_text is interpreted as an R1C1-style reference. E.g R12C3
Example 1:
Cell B1 contains the formula: =INDIRECT(A1)
Cell A1 contains the text: “C6″
Cell C6 contains the value: 135
The INDIRECT function will evaluate the reference as: = C6, which is equal to 135.
If you change the text in cell A1 to “C3″ then you will get 198 in B1.
Example 2:
The data shown above is a snapshot from a sheet named “Sheet2″ in a workbook.
Cell B1 contains the formula: =INDIRECT(A1&”!”&”C8″)
Cell A1 contains the text: “Sheet2″
Cell C8 contains the value: 1922
The INDIRECT function will evaluate the reference as: = Sheet2!C8, which is equal to 1922.
If you change the text in cell A1 to “Sheet1″ then the reference will be evaluated as: = Sheet1!C8 and you will get whatever value in Cell C8 of sheet1.
The Conditional sum wizard helps you create complex formulas to sum values in a column based on certain criteria. The wizard is part of Excel Add-ins. You must load it first before it can show up in the Tools menu. See then bottom of this post if you want to know how to load the wizard.
The following example will demonstrate how to use the conditional sum wizard:
Suppose we have data of total sales by month and product as shown below, and we want to sum the total sales for Product3 in the first quarter (months 1 to 3).
1. On the Tools menu click Conditional Sum. The dialogue for step1 will open.
2. Click on the text box then select your data range, including column headings.
3. Click next. The dialogue for step2 will open.
4. Specify your conditions by manipulating the three combo boxes for Column, Is and This value. Click Add condition every time.
5. When finished with your conditions click next. The dialogue for step 3 will open.
6. Specify whether you want to copy your generated formula only, or both formula and the values of your conditions.
7. Click next. The dialogue for step 4 will open.
8. Specify the cell(s) where you want your generated formula (and values of conditions if applicable) to be copied.
9. Click finish. The formula will be copied to the specified cell, and the result of the formula will be shown. Here is the formula in our example:
{=SUM(IF($A$2:$A$19<4,IF($B$2:$B$19=”Product3″,$C$2:$C$19,0),0))}
How to Load the Conditional Sum Wizard
The Conditional Sum Wizard is not loaded by default. To determine whether it has been loaded, on the Tools menu, look for the Wizard menu item. If it is not present, or if when you point to it, the item Conditional Sum is not present, you need to load the add-in.
To load the Conditional Sum Wizard, follow these steps:
1. On the Tools menu, click Add-ins.
2. In the Add-Ins available list, select Conditional Sum Wizard, and then click OK.
Applies to Excel 2003
The RANK function returns the rank of a number, i.e. its position within a list of numbers. It is based on the value of a number, relative to the other numbers in the list.
The list evaluated by the rank doesn’t have to be sorted, but to get the idea of how items are ranked imagine that the list is sorted, and then each item is given a rank depending on its position in the list.
Syntax
RANK(number,ref,order)
Number: is the number whose rank you want to find.
Ref: is an array of or a reference to a list of numbers. Non-numeric values in the array or the reference are ignored.
Order: is a number specifying how to rank number.
• If order is 0 (zero) or omitted, Excel ranks number as if the list is sorted in descending order.
• If order is any nonzero value, Excel ranks number as if the list is sorted in ascending order.
Note:
The RANK function gives duplicate numbers the same rank. This however will affect the ranks of subsequent numbers. For example, if we have two numbers both have the rank of 5, then no number will have a rank of 6. The next number in the list will have a rank of 7.
Examples:
1. Rank with order 0 (descending).
This example shows ranks in descending order (Order = zero). Here are the applicable formulas in each cell:
C2: =RANK(B2,$B$2:$B$6,0)
C3: =RANK(B3,$B$2:$B$6,0)
C4: =RANK(B4,$B$2:$B$6,0)
C5: =RANK(B5,$B$2:$B$6,0)
C6: =RANK(B6,$B$2:$B$6,0)
2. Duplicate ranks.
The second example shows duplicate ranks, also in descending order (Order = zero). Notice that students 2 and 3 both have a rank of 2, and therefore rank 3 is skipped. Here are the applicable formulas in each cell: