This PowerPoint presentation helps the beginners, business analysts, etc to understand the importance of the basic and advanced functions in MS Excel. Also for the interviewees to have a quick look before heading to their interview. This guide defines the excel functions with the appropriate syntax and an example.

1. Get More from:
Microsoft Excel
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2. Introduction
Microsoft Excel allows you to store, manipulate and analyze your data in organized
workbooks for the business tasks.
Training employees regarding the use of excel will intensify how information is analysed
and shared throughout the enterprise. It’s an admirable reference for the interchange of
data with colleagues, customers and organization partners.
A lot of analysts are attracted to Excel as the Excel sheets are pure, simple and graceful
and hence, decreases their workload in the organization and saves them from numerous
hours of ache and overtime work efficiently.
Above all, Excel helps businesses to make better decisions. It clearly provides a way for
business analysts, financial analysts, business managers to perform flexible, interactive
exploration and analysis of organization data.
The Excel functions in this guide are explained with the syntax and examples which helps
you understand the importance of functions in analysing your business data.
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3. Functions overview
Index
Rank
Hyperlink
Conditional Formatting
Pivot Tables
Macro
Other Functions
 Lookup
 Vlookup
 Hlookup
 IFError
 CountIf
 CountIfs
 Match
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4. 1. Lookup
In Excel, the Lookup function returns a value from a range (one row or one column) or from
an array.
Syntax: Lookup(lookup_value, lookup_vector, [result_vector]).
Let’s take a look at an example:
More examples: = LOOKUP(10023,B2:B9,A2:A9) would return Alison.
= LOOKUP(“Jessie”,A2:A9,H2:H9) would return 353.
In this example, I want to find how much mark did
Philip has scored in English subject. I have used the
Lookup function as the following: =
LOOKUP(“Philip”,A2:A9,E2:E9). Here the Lookup
function searches for value in the lookup_range and
returns the value in the result_range that is in the
same position.
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5. 2. VLookup
VLookup looks for a value in the left most column of a table, and then returns a value in the
same row based on the index number. The V in Vlookup stands for vertical.
Syntax: Vlookup(lookup_value, table_array, col_index_num, [range_lookup]).
Let’s take a look at an example:
More examples: = VLOOKUP(10042,A3:H9,4,FALSE) would return 95.
= VLOOKUP(“Peter”,A3:H9,3,FALSE) would return #N/A.
In this example, using the Vlookup function you can
use a student name or student no to find their marks,
DOB, or total. To find the total marks of Alex, you can
use the formula: = VLOOKUP(“Alex”, A3:H9,8,FALSE).
This formula searches for the name “Alex” in the
first column of the range A3:H9 and returns the value
that is contained in the eighth column of the range
and on the same row as the look up value(“281”).
The range_lookup is FALSE so it returns the exact
match.
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6. 3. HLookup
HLookup looks for a value in the top row of table and returns the value in the same column
based on the index number. The H in Hlookup stands for horizontal.
Syntax: Hlookup(lookup_value, table_array, row_index_num ,[range_lookup]).
Let’s take a look at an example:
More examples: =HLOOKUP(10061,B2:H9,7,TRUE) would return #N/A.
In this example, using the Hlookup function you can
use the student name or student no to find their
marks, DOB or total. To find the marks scored by Jake
in Maths, you can use the formula: =
HLOOKUP(“Jake”,B2:H9,4,FALSE). This formula
searches for the name Jake in the first row of the
range B2:H9 and returns the value that is contained in
the fourth row of the range and on the same column
as the look up value(“78”). The range_look up is FALSE
so it returns the exact match.
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7. 4. IFError
In Excel, the IFERROR function is used to handle errors in a formula. IFERROR will perform a
specified action if the formula evaluates to an error, and display the formula result if not.
Syntax: IFERROR(value, value_if_error). Let’s take a look at an example:
This example shows the IFERROR function being used to
return the text “Student not exist” if the VLOOKUP
function evaluates to an error message. The VLOOKUP
function is looking for Joseph, a student who does not
exist. This would evaluate to a #N/A, but the IFERROR
function detects the error and displays the required
text instead. Here I want to find the ID no and total
marks of Joseph. To find the ID no:
=IFERROR(VLOOKUP($A$14,$A$2:$H$9,2,FALSE),“Stud
ent not exist”.
To find the total:= IFERROR(VLOOKUP($A$14,$A$2:$H$9,8,FALSE), “Student not exist”.
Finally it returns the text “Student not exist” but if you enter other name like David then it
will show the appropriate ID no and total because the name David exist in the student list.
Note: The dollar sign in the formula represents the absolute cell referencing.
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8. 5. CountIf
The COUNTIF function counts the number of values in a range that meet specific criteria .
Syntax: COUNTIF(range, criteria).
Let’s take a look at an example:
This example demonstrates COUNTIF function being
used to return the number of students who scored
distinction in Maths subject. The total number of
students in the list are 7. To find the number of
students who has scored distinction in Maths subject,
use the formula in cell C14 as: =
COUNTIF(D3:D9,“>=75”). The result is 5.
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9. 6. CountIfs
The COUNTIFS function is similar to COUNTIF function. It counts all the cells from a given
range that meets multiple criteria.
Syntax: COUNTIFS(criteria_range1,criteria 1,….).
Let’s take a look at an example:
This example shows the COUNTIFS funcion being used
to count the number of students who has achieved
merit (65 or more) in all the four subjects. The total
number of students in the list are 7. To find the
students who has scored merit in all the four subjects,
use the formula in cell C14 as: =
COUNTIFS(D3:D9,">=65",E3:E9,">=65",F3:F9,">=65",
G3:G9,">=65") . The result is 2.
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10. 7. Match
The MATCH function returns the position of an item within a range of cells.
Syntax: MATCH(lookup_value, lookup_array, [match_type]).
Let’s take a look at an example:
This example demonstrates the MATCH function being
used to find the position of Amanda in the list. To find
the position of Amanda in the list, use the formula in
cell B12 as: =MATCH(A12,A3:A9,0). The result is 6.
Note: The match_type is 0(FALSE) so it returns the
exact match.
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11. 8. Index
The INDEX function returns an item from a specific position in a list. horizontal.
Syntax: INDEX(array,row_num,[column_num]).
Let’s take a look at an example:
This example demonstrates the INDEX function being
used to return the item in the 6th
row and 5th
column.
Use the formula in cell C12 as: =INDEX(A1:H8,6,5).
The result is 56.
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12. 9. Rank
The RANK function returns the rank of a number within a set of numbers.
Syntax: RANK(number, array, order).
Let’s take a look at an example:
In this example, I want to find the rank of Alison. I
have used the formula in cell E11 as:
=RANK(H6,H3:H9,0). The result is 2. Note: Here the
order is “0” so excel ranks number as if array (H3:H9)
were a list sorted in descending order.
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13. 10. Hyperlink
The HYPERLINK function creates a shortcut to a file or internet address.
Syntax: HYPERLINK(link_location,display_name). Let’s take a look at an example:
In the first example, I have used the HYPERLINK
function to reference a file called “Doc1.doc” that
can be found in the F:Project directory. The
following formula has been entered in cell A1:
=HYPERLINK(“F:ProjectDoc1.doc”, “My project”)
when you click on cell A1, the word document called
“Doc1.doc” will automatically open.
In the second example, I have used the HYPERLINK
function to reference an internet address. The
following formula has been entered in cell A3:
=HYPERLINK(“http://www.analysismarketing.com”,
“Get More From Your Data”) when you click on cell
A5, the default web browser will open to the site
called www.analysismarketing.com.
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14. 11. Conditional Formatting
Conditional formatting allows you to select one or more cells , and create rules for when and
how those cells are formatted. If the rules (conditions) that you specified are met, then the
formatting is applied. Excel allows you to have multiple conditional formatting rules at the
same time .Let’s take a look at Students marksheet example:
In this example, I have applied two rules.
1. To find the students whose marks are greater
than 85. Select cells D3:G9, then Click ->select
Highlight Cells Rules-> select “greater than”
option-> In the box, enter 85 with “Green fill
with dark green text” to highlight the result.
2. To find the highest, lowest and above
average marks, select cells D3:G9, then Click
->select Icon sets->Directional. You can select your preferred icon from the Icon sets.
From the above sheet you can clearly see that many students have scored highest marks
in the Maths and Chemistry subjects.
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15. 12. Pivot Tables
A pivot table is way to present information in a report format. Among other functions, pivot-
table tools can automatically sort, count , total or give the average of the data stored in one
table or spreadsheet. Let’s take a look at Students Marksheet example:
Create and highlight your data that will be going in to
your pivot table cells A2:D14. Click Insert -> Tables
panel->Pivot table->“create pivot table” dialog box
appears and highlight the cells in the range box and
select “New worksheet” as place where the pivot table
will be placed->click OK. You can see a “pivot table
field list” on the right side of the table and “drop data
items” on the left side. Here I have drag and drop the
Grade field to report filter area, subject to column
label, Name to row label, and marks to values. Click
the sum of score on values area on the left side-
>change the value field settings from sum to average.
Finally you can see a report on the right side where all
the four fields come with drop down menu list. For
Example: If you just want to see marks of students who have A grade then you can click the
drop down arrow next to Grade and tick A.
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16. 13. Macro
If you perform a task repeatedly in Excel, you can automate the task with a macro. A macro
is a series of commands that are stored in a Microsoft Visual basic module and can be run
whenever you need to perform the task. Let’s take a look at Students Marksheet example:
Click developer menu on the ribbon->record macro->give a
macro name(eg: “newmacro” with no spaces), short cut key
(eg:ctrl+j),and store it as “This workbook or Personal
workbook”. So its started recording now and create your own
data. Here I have created a Students Marksheet and have
entered the marks scored by students in four subjects and
used the SUM function to find the total marks scored by each
student. I have also formatted the data by changing the font
color and background color. When the marksheet is ready,
click developer menu-> stop recording. To run your macro in
a new worksheet, use the shortcut key or click Developer-
>Macros->you will see a list of saved macro files, select your
file and then click Run button.
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17. 14. Other Functions: A)Sum
In Excel, the sum function adds all numbers in a range of cells and returns the result.
Syntax: SUM(number1, number2,….number_n) or SUM(cell1:cell2).
Let’s take a look at an example:
First create your own data. In this example, I
have calculated the total marks scored by each
individual in four subjects using the SUM
function. To find the total marks of Alex in four
subjects place the mouse pointer in cell H3 or in
the formula bar and type the formula
=SUM(D3:G3) then press Enter . This will add the
contents of cell D3 through G3 and returns the
result. You can repeat the same for other
students or to make it more easier just place the
mouse pointer on the autofill handle in cell H3
and drag it through cell H9. Note: In cell H3 you
can type D3:G3 manually or just place the
pointer in cell D3 and drag it through G3.
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18. B) IF function
In Excel, the If function returns one value if a specified condition evaluates to TRUE, or
another value if it evaluates to FALSE.
Syntax: IF(logical_test, [value_if_true],[value_if_false]).
Let’s take a look at an example:
In this example, I have used IF function to find the
grade of each student by using testing their total .
Place the mouse pointer on the cell I3 or formula bar
and type: = IF(H3>300,"A","B"), then press Enter.
Here the IF statement finds that the value in H3 is
less than 300 so it returns the grade in I3(B). To find
the grade of other students just place the mouse
pointer on the autofill handle in cell H3 and drag it
through cell I9.
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19. C) NestedIfs function
It is possible to nest multiple IF functions within one excel formula. You can nest upto
seven IF functions to create a complex IF THEN ELSE statement.
Syntax: IF(condition1,value_if_true1, IF(condition2, value_if_true2,value_if_false2)).
Let’s take a look at an example:
In this example, I have written the nested IF
statement that uses the AND function as follows:
=IF(AND((H3)>=250,
(H3)<=300),"PASS",IF(AND((H3)>300,
(H3)<=350),"MERIT",IF(AND((H3)>350,
(H3)<=400),"DISTINCTION"))). Here I want to find the
level (pass, merit , or distinction) of a student. Place
the mouse pointer on cell I3 or formula bar and type
the above formula, then press Enter. The contents in
H3 gets satisfied with the first IF condition in the
formula and returns the result “PASS”. To find the
result of other students just place the mouse pointer
on the autofill handle in cell I3 and drag it through
cell I9.
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20. D) AND
In Excel, the AND function returns TRUE if all its arguments evaluate to TRUE; returns
FALSE if all its arguments evaluate to FALSE.
Syntax: AND(logical1,[logical2],…).
Let’s take a look at an example:
In this example, place the mouse pointer on cell E11
or formula bar and type: =AND(D3=60,A3="Alexi") ,
then press Enter. This returns the result (FALSE)
because the second argument does not match the
text in cell A3.
More Examples:
=AND(B4=10004,I6=“A” ) would return TRUE.
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21. E) OR
In Excel, the OR function returns TRUE if any argument is TRUE, returns FALSE if all
arguments are FALSE.
Syntax: OR(logical1,[logical2],…).
Let’s take a look at an example:
In this example, place the mouse pointer on cell E11
or formula bar and type: = OR(D2=60,A6="Alison"),
then press Enter. This returns the result (TRUE)
because the second argument is TRUE.
Another Example:
=OR(A4=150,B6=10032) would return FALSE.
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22. F) Find
In Excel, the FIND function returns the location of a substring in a string. The search is
case-sensitive.
Syntax: FIND(find_text,within_text,[start_num]).
Let’s take a look at an example:
In this example, I have used the Find function to find
the text “vid” from the first column “Name”. Place
the mouse pointer in cell E12 or formula bar and
type: =FIND("vid",A4,1),then press Enter. This
returns the result (3).
Note: start_num is optional. It specifies the
character at which to start the search. The first
number within_text is character number 1. If you
omit start_num, it is assumed to be 1.
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23. G) DateDifIn Excel, the DateDif function returns the difference between two date values, based
on the interval specified.
Syntax: DateDif(start_date, end_date, interval).
Let’s take a look at an example: In this example, I have used the DateDif function to
compute the age. You can see two fields for dates,
one is the students DOB and the other is Todays
date. The age section consists of three fields and is
to display the age in Years, months and days. Now I
want to find the age of Alison. To find the years,
place the mouse pointer in cell E5 or formula bar
and type: =DateDif(C6,E2, “Y”) and it returns the
result(23). To find the months, type the formula in
cell F5: = DateDif(C6,E2,“YM”) and it returns the
result(4). To find the days, type the formula in cell
C15: = DateDif(C6,E2,“MD”) and it returns the
result(14).
Result: Alison is 23 years 4 months and 14 days
old.
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