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 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.
To generate a random number within a given range use the RANDBETWEEN function.
Syntax
RANDBETWEEN(bottom,top)
Bottom: is the smallest integer RANDBETWEEN will return.
Top: is the largest integer RANDBETWEEN will return.
Examples:
RANDBETWEEN (1,100) will generate numbers from 1 to 100
RANDBETWEEN (-15,2000) will generate numbers from -15 1 to 2000
Notes:
1. A new random integer number is returned every time the worksheet is calculated.
2. In Excel 2007 you can use RANDBETWEEN function directly, however in Excel 2003 (and may be earlier versions also) the function is part of the Analysis ToolPak add-in. If it is not available in your list of functions then you have to install the Analysis ToolPak. Check the following link for more help:
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:
The IF function is used to conduct conditional tests on values and formulas, and it is syntax is;
IF(logical_test,value_if_true,value_if_false)
As you can see it has only one logical test, and then the cell which has the formula will have a certain value if the test is “TRUE” and another value if the test is “FALSE”.
If you have more than one logical test, then you can nest more than one IF function within each other.
In the example below we have a list of hotel ratings and room prices. We want to check:
1. The rating of the hotel. If it is less than 4 stars then the cell value will be “NOT OK” and the test will end there.
2. If the rating is 4 stars or more then we will conduct another test on the room price.
A generic formula for cell “C2″ for our case will be something like this:
=IF(A2<4;”NOT OK”;(Another test))
In place of “Another test” we will have the formula:
IF(B2>80;”NOT OK”;”OK”)
So joining these two formulas together we will have the final formula (in C2):
=IF(A2<4;”NOT OK”;(IF(B2>80;”NOT OK”;”OK”)))
The MATCH function searches for an item (lookup value) in a given array or a data range (lookup array), and if I understand it right the array can only be within one column or within one row but I could not find that mentioned explicitly in any reference. When the item is found, MATCH returns the relative position of the item within that array and not within the column. I.e. if your array is A6:A10 and a match is found in A7, then MATCH function will return 2 and not 7.
Use the MATCH function instead of one of the other LOOKUP functions when you need the position of an item in a range instead of the item itself.
Syntax
MATCH(lookup_value,lookup_array,match_type)
Lookup_value: is the value you want to match in lookup_array. It can be a value like =MATCH(7,A1:A15,0)or a cell reference like =MATCH(B2,A1:A5,0).
Lookup_array: is a contiguous range of cells containing possible lookup values. Lookup_array must be an array like this: =MATCH(“b”,{“a”,”b”,”c”},0) or an array reference like MATCH(7,A1:A15,0).
Match_type: is the number -1, 0, or 1 as seen here: =MATCH(B2,A1:A5,0). Match_type specifies how Microsoft Excel matches lookup_value with values in lookup_array.
What each match type means:
In the example below:
For the third version of MATCH to work properly you need data to be sorted in descending order like this:
In this example 3 is returned because 85 is the smallest value that is greater than our lookup_value (80), and its position is no. 3 from the top.
Notes:
Applies to: Excel 2003
The HLOOKUP function (short for Horizontal Lookup), searches for a value in the first row of a table array and returns the corresponding value in the same column from another row in the table array.
Syntax
HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)
Note:
The values in the first row of table array must be placed in ascending sort order; otherwise, HLOOKUP may not give the correct value.
Let us take a simple example to clarify the HLOOKUP usage:
In the image below, we have the worksheet: Budget with two rows of input data. Row 1 holds the quarters and row 2 the assigned budget. In the second worksheet: Spending we have the quarters listed vertically. We want to pick the budget for each quarter from the worksheet: Budget and put it in column B. In cell B2 we will enter the HLOOKUP function as follows:
=HLOOKUP(A2;Budget!$B$1:$E$2;2;FALSE)
| A2 | lookup value, quarter |
| Budget!$B$1:$E$2 | Table array, found in worksheet: Budget. |
| 2 | Row_index_num, row 2 in worksheet named Budget |
| FALSE | We want to find an exact match |
Cells B3 to B5 can be updated with the HLOOKUP function by dragging the fill handle across the cells.
Budget
Spending
Applies to: Excel 2003
In a previous post I explained how to perform random lookup based on the VLOOKUP function. The formula was:
=VLOOKUP(INT(RAND()*10+3),P12:Q23,2,FALSE)
I explained how I used the RAND() function to generate values between 1 and 12 for the first parameter of the function (red color). However there is another direct function which generates random numbers within a given range called RANDBETWEEN. To get this function you must install an add-in called the analysis tool pack.
When this function is available then we can replace the previous formula with the new one:
=VLOOKUP(RANDBETWEEN(1,12),P12:Q23,2,FALSE)
This will generate random numbers between 1 and 12.
All other steps will remain as explained in the previous post.
How to install the analysis tool pack
1. In the Tools menu click Add-ins. The Add-in window will open.
2. Click on the checkbox next to the Analysis Tool Pack.
3. Click OK then follow the instructions on the screen (you may be asked to insert MS Excel setup CD).
Applies to: Excel 2003