How to use if statements in Excel

What Does It Do?

This function tests a condition.

If the condition is met it is considered to be TRUE.

If the condition is not met it is considered as FALSE. Depending upon the result, one of two actions will be carried out.

Syntax

=IF(Condition,ActionIfTrue,ActionIfFalse)

The Condition is usually a test of two cells, such as A1=A2.

The ActionIfTrue and ActionIfFalse can be numbers, text or calculations.

Formatting

No special formatting is required.

Example 1

The following table shows the Sales figures and Targets for sales reps.

Each has their own target which they must reach.

The =IF() function is used to compare the Sales with the Target.

If the Sales are greater than or equal to the Target the result of Achieved is shown.

If the Sales do not reach the target the result of Not Achieved is shown.

Note that the text used in the =IF() function needs to be placed in double quotes "Achieved".

Example 2

The following table is similar to that in Example 1. This time the Commission to be paid to the sales rep is calculated. If the Sales are greater than or equal to the Target, the Commission is 10% of Sales. If the Sales do not reach Target, the Commission is only 5% of Sales.

Example 3

This example uses the =AND() within the =IF() function.

A builders merchant gives 10% discount on certain product lines.

The discount is only given on products which are on Special Offer, when the Order Value is £1000 or above.

The =AND() function is used with the =IF() to check that the product is on offer and that the value of the order is above £1000.

Formula for counting Blank in Excel

What Does It Do ?

This function counts the number of blank cells in a range.

Syntax

=COUNTBLANK(RangeToTest)

Formatting

No special formatting is needed.

Example

The following table was used by a company which was balloting its workers on whether the company should have a no smoking policy. Each of the departments in the various factories were questioned. The response to the question could be Y or N. As the results of the vote were collated they were entered in to the table.

The =COUNTBLANK() function has been used to calculate the number of departments which have no yet registered a vote.

DSUM

To calculate the total Value Of Stock of a particular Brand of bulb.

What Does It Do ?

This function examines a list of information and produces the total.

Syntax

=DSUM(DatabaseRange,FieldName,CriteriaRange)

The DatabaseRange is the entire list of information you need to examine, including the field names at the top of the columns.

The FieldName is the name, or cell, of the values to be totalled, such as "Value Of Stock" or I3.

The CriteriaRange is made up of two types of information.

The first set of information is the name, or names, of the Fields(s) to be used as the basis for selecting the records, such as the category Brand or Wattage.

The second set of information is the actual record, or records, which are to be selected, such as Horizon as a brand name, or 100 as the wattage.

Formatting

No special formatting is needed.

COUNT

What Does It Do ?

This function counts the number of numeric entries in a list. It will ignore blanks, text and errors.

Syntax

=COUNT(Range1,Range2,Range3... through to Range30)

Formatting

No special formatting is needed.

Example

The following table was used by a builders merchant to calculate the number of sales for various products in each month.

HLOOKUP

What Does It Do ?

This function scans across the column headings at the top of a table to find a specified item. When the item is found, it then scans down the column to pick a cell entry.

Syntax

=HLOOKUP(ItemToFind,RangeToLookIn,RowToPickFrom,SortedOrUnsorted)

The ItemToFind is a single item specified by the user.

The RangeToLookIn is the range of data with the column headings at the top.

The RowToPickFrom is how far down the column the function should look to pick from.

The Sorted/Unsorted is whether the column headings are sorted. TRUE for yes, FALSE for no.

Formatting

No special formatting is needed.

Example 1

This table is used to find a value based on a specified month and name.

The =HLOOKUP() is used to scan across to find the month.

The problem arises when we need to scan down to find the row adjacent to the name.

To solve the problem the =MATCH() function is used.

The =MATCH() looks through the list of names to find the name we require. It then calculates the position of the name in the list. Unfortunately, because the list of names is not as deep as the lookup range, the =MATCH() number is 1 less than we require, so and extra 1 is added to compensate.

The =HLOOKUP() now uses this =MATCH() number to look down the month column and picks out the correct cell entry.

The =HLOOKUP() uses FALSE at the end of the function to indicate to Excel that the column headings are not sorted, even though to us the order of Jan,Feb,Mar is correct. If they were sorted alphabetically they would have read as Feb,Jan,Mar.

Example 2

This example shows how the =HLOOKUP() is used to pick the cost of a spare part for different makes of cars.

The =HLOOKUP() scans the column headings for the make of car specified in column B. When the make is found, the =HLOOKUP() then looks down the column to the row specified by the =MATCH() function, which scans the list of spares for the item specified in column C.

The function uses the absolute ranges indicated by the dollar symbol $. This ensures that when the formula is copied to more cells, the ranges for =HLOOKUP() and =MATCH() do not change.

Example 3

In the following example a builders merchant is offering discount on large orders. The Unit Cost Table holds the cost of 1 unit of Brick, Wood and Glass. The Discount Table holds the various discounts for different quantities of each product. The Orders Table is used to enter the orders and calculate the Total.

All the calculations take place in the Orders Table. The name of the Item is typed in column C.

The Unit Cost of the item is then looked up in the Unit Cost Table.

The FALSE option has been used at the end of the function to indicate that the product

names across the top of the Unit Cost Table are not sorted.

Using the FALSE option forces the function to search for an exact match. If a match is

not found, the function will produce an error.

=HLOOKUP(C127,E111:G112,2,FALSE)

The discount is then looked up in the Discount Table

If the Quantity Ordered matches a value at the top of the Discount Table the =HLOOKUP will look down the column to find the correct discount.

The TRUE option has been used at the end of the function to indicate that the values across the top of the Discount Table are sorted.

Using TRUE will allow the function to make an approximate match. If the Quantity Ordered does not match a value at the top of the Discount Table, the next lowest value is used. Trying to match an order of 125 will drop down to 100, and the discount from the 100 column is used. =HLOOKUP(D127,E115:G118,MATCH(C127,D116:D118,0)+1,TRUE)

VLOOKUP

What Does It Do ?

This function scans down the row headings at the side of a table to find a specified item. When the item is found, it then scans across to pick a cell entry.

Syntax

=VLOOKUP(ItemToFind,RangeToLookIn,ColumnToPickFrom,SortedOrUnsorted)

The ItemToFind is a single item specified by the user.

The RangeToLookIn is the range of data with the row headings at the left hand side.

The ColumnToPickFrom is how far across the table the function should look to pick from.

The Sorted/Unsorted is whether the column headings are sorted. TRUE for yes, FALSE for no.

Formatting

No special formatting is needed.

Example 1

This table is used to find a value based on a specified name and month.

The =VLOOKUP() is used to scan down to find the name.

The problem arises when we need to scan across to find the month column.

To solve the problem the =MATCH() function is used.

The =MATCH() looks through the list of names to find the month we require. It then calculates the position of the month in the list. Unfortunately, because the list of months is not as wide as the lookup range, the =MATCH() number is 1 less than we require, so and extra 1 is added to compensate.

The =VLOOKUP() now uses this =MATCH() number to look across the columns and picks out the correct cell entry.

The =VLOOKUP() uses FALSE at the end of the function to indicate to Excel that the row headings are not sorted.

Example 2

This example shows how the =VLOOKUP() is used to pick the cost of a spare part for different makes of cars.

The =VLOOKUP() scans down row headings in column F for the spare part entered in column C. When the make is found, the =VLOOKUP() then scans across to find the price, using the result of the =MATCH() function to find the position of the make of car.

The functions use the absolute ranges indicated by the dollar symbol . This ensures that when the formula is copied to more cells, the ranges for =VLOOKUP() and =MATCH() do not change.

Example 3

In the following example a builders merchant is offering discount on large orders.

The Unit Cost Table holds the cost of 1 unit of Brick, Wood and Glass.

The Discount Table holds the various discounts for different quantities of each product.

The Orders Table is used to enter the orders and calculate the Total.

All the calculations take place in the Orders Table.

The name of the Item is typed in column C of the Orders Table.

The Unit Cost of the item is then looked up in the Unit Cost Table.

The FALSE option has been used at the end of the function to indicate that the product names down the side of the Unit Cost Table are not sorted.

Using the FALSE option forces the function to search for an exact match. If a match is not

found, the function will produce an error.

=VLOOKUP(C126,C114:D116,2,FALSE)

The discount is then looked up in the Discount Table

If the Quantity Ordered matches a value at the side of the Discount Table the =VLOOKUP will look across to find the correct discount.

The TRUE option has been used at the end of the function to indicate that the values

down the side of the Discount Table are sorted.

Using TRUE will allow the function to make an approximate match. If the Quantity Ordered does not match a value at the side of the Discount Table, the next lowest value is used.

Trying to match an order of 125 will drop down to 100, and the discount from the 100 row is

used.

=VLOOKUP(D126,F114:I116,MATCH(C126,G113:I113,0)+1,TRUE)

Formula for :

Unit Cost =VLOOKUP(C126,C114:D116,2,FALSE) Discount

=VLOOKUP(D126,F114:I116,MATCH(C126,G113:I113,0)+1,TRUE)

Total =(D126*E126)-(D126*E126*F126)