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Now that you have some background in how functions work, let s go through the list Because the purpose of this chapter is to have you become familiar with the functions in the context of their use, the following is organized a little differently from the
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list of categories that Excel has We will talk about them in the following way: 1 2 3 4 5 6 7 8 The starting point: IF Alternatives to IF Functions for adding Functions for counting Functions for dates Functions for looking up data Dealing with errors Other functions to know
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THE STARTING POINT: IF
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The IF statement is the granddaddy function in formulas It makes the spreadsheet more than just a calculator because IF allows what-if scenarios: different results can be shown based on different conditions that have been set It has three arguments, and its syntax is as follows: =IF(ThisConditionIsTrue,DoThis,ElseDoThis) As an example, you can have the condition If A1 contains a number that is not a zero, then show the contents of B1, otherwise show the contents of C1 This would be written as: =IF(A1<>0,B1,C1) Let s look at this formula carefully and note the following:
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Functions are formulas, so you should begin with the equal sign ( ) This in effect tells Excel: Get ready to calculate the following If you write the formula above into a cell without the equal sign, Excel will show it as text, a string of characters that will not calculate The formula given will show the contents of the cells B1 or C1 We can, however, have the choices occur in the IF
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function itself We could write: IF(A1<>0,10,22)
You can put other operators ( , >, <, < , > ) in the place of the <> sign in the condition If we want the choices to show text, we have to enclose those messages in double quotes: IF(A1>10, Sell , Hold )
You do not have to write the IF word, or any other function word, in capitals It will always appear as capitals Of course, any text you want the formula to show like the Sell and Hold will show up exactly as you typed them
It s TRUE or FALSE Internally, Excel actually keeps track of whether something is true or not Try this In an empty spreadsheet, put the number 1 in cell A10 Then, in A11, write just the condition of the IF statement we have been experimenting with = A10=1 Remember to put the sign at the beginning We want Excel to calculate this A11 will now show TRUE Change A10 so that it contains something else: a number that is not 1, or the text 1 (type an apostrophe and then the number 1), or make A10 a blank Then the formula will show FALSE These words appear even though you did not type them in The words TRUE and FALSE are keywords in Excel They are part of Excel s own vocabulary of words with a distinct meaning and function in Excel All the names of functions (IF, SUM, etc)
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are also keywords To avoid confusion, do not use these keywords for naming range names What this means is that in the IF formula we were using: = IF(A10=1,B10,C10*12) Excel s IF function was testing = IF(TRUE,B10,C10*12) What the formula returns is based on whether the test is TRUE or FALSE Booleans: The Value of TRUE or FALSE More interestingly, TRUE and FALSE have values TRUE is 1, and FALSE is 0 This is the basis of something called Boolean logic, a system of algebraic logic invented by the English mathematician George Boole (1815 1864) What can we do with this We can use this Boolean logic as another way to create an IF condition Here is an example: =(A10=1) *100 You will need the parentheses around the A10 1 to make it clear to Excel that this is the Boolean unit Otherwise, it will simply try to test if A10 is equal to 1 * 100 Thus, when A10 is 1, the formula will return 100, the result of 1 * 100, or 100 When A10 is not 1 (it is another number, a word, or blank), the formula is 0, the result of 0 * 100, or 0 We re getting the same result as: =IF(A10=1,100,0) Boolean formulas are nice to use when you want to put in a simple switch to turn a cell s numeric contents on and off If you want to mimic the conditional switch of DoThis, ElseDoThis of an IF statement, you have to string two Booleans together The IF statement: IF(A1<>0,10,22)
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