Spreadsheet Formulae

• Some Common Functions =IF(condition, true, false) • Returns one value if a condition you

specify evaluates to TRUE and another value if it evaluates to FALSE. • Use IF to conduct conditional tests on

values and formulas

IF function

• A useful function when there is a choice between two alternatives

• Syntax– If(Logical_test, Value_if_true, Value_if_false)– Logical_test: any value or expression that can be

evaluated to TRUE or FALSE– Value_if_true: Value returned if Logical_test is

TRUE– Value_if_false:Value returned if Logical_test is

FALSE

• Allowable logical comparisons in IF function: – =, >, <, <=, >=, <> (not equal)

What is the result of these IF statements?

The IF FUNCTION (CONT.)

=IF (B6 < B7, B7, B6)=IF (B2 – B1 >20, “More”,”Less”)

1

2

3

4

5

6

7

8

9

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11

A B C D E F G

6

34

2

7

8

2

10

35

11

92

10More

Example of Comparison:Is B5 > 5 ?Is B6 < B7 ?

IF Function Example

• In a regular driver’s income spreadsheet

• A driver's income is either $1,100 or $1,100+$600 depending on whether there is a “No” or ”Yes” in the 'Race Win' column.

Example: if-function

• Build such a table and calculate the INCOME of each driver

• What is the formula in C5? – =IF(B5="Yes", $C$1+$C$2, $C$1)

• What is another possible formula in C5?– =IF(B5="No", $C$1, $C$1+$C$2)

• If there are more than 100 drivers in the list, can you calculate all the incomes for them?

=VLOOKUP FUNCTION

Syntax : =VLOOKUP(valueX, TableRange, ColNum, NotExact)

Looks DOWN the left column of TableRange for the last row with a value <= valueX, then returns the value in ColNum columns across within TableRange.

If NotExact is FALSE VLOOKUP only finds exact matches.

If NotExact is TRUE or omitted and an exact match is not found then the largest value less than or equal to valueX is matched, as described above.

Spreadsheet Formulae

• Used to translate from one value to another

• Searches for a value in the leftmost column of a table

• returns a value in the same row from a column you specify in the table

VLOOKUP function

• =VLOOKUP(LookupValue, TableRange, ResultColumn, NotExact )– LookupValue: the value to look up

– LookupRange: the range of cells containing the table in which the value is to be looked up

– ResultColumn: Column number of the range that contains the result you want

– NotExact: if false, only find exact matches

Example 1:Example 1: VLOOKUP with numbersVLOOKUP with numbers

   

EXAMPLE 1EXAMPLE 1

To find =VLOOKUP(17, A1:C4, 2)=VLOOKUP searches down the first column of the specified block (column A), looking for the largest number less than or equal to 17. It stops at cell A2, then moves across the specified number of columns (2). It stops at cell B2 and returns the value 56.

ExamplesFind the values of the following:Find the values of the following:• E1=VLOOKUP(17, A1:C4, 2) =? • E2=VLOOKUP(5, A1:C4, 1) =? • E3=VLOOKUP(50, A1:C4, 3) =?• E4=VLOOKUP(1, A1:C4, 2) =? • E5=VLOOKUP(18, A1:C4, 9) =?• E6=VLOOKUP("18", A1:C4, 3) =?

VlookupExample2

What would be the answer given by Excel for=VLOOKUP("Tuesday", A1:C7,2) ==VLOOKUP("Thursday", A1:C7,2) ==VLOOKUP("Saturday", A1:C7,2) =

EXAMPLE 2 (CONT’D)

145 (RIGHT)145 (RIGHT)56 (WRONG)56 (WRONG)56 (WRONG) 56 (WRONG)

Eg. =VLOOKUP(“Tuesday”, A1:C7,2, FALSE) which means that only an exact match will do, so Excel will keep looking down the list until an exact match is found.

What would be the right answer now?=VLOOKUP("Tuesday", A1:C7,2,FALSE) = =VLOOKUP("Thursday", A1:C7,2, FALSE)= =VLOOKUP("Saturday", A1:C7,2,FALSE) =

Some of the answers are not what you would expect. WHY?For VLOOKUPs to work properly with text fields, it is very important to include FALSE in the NotExact field in the VLOOKUP.

EXAMPLE 2 (CONT’D)

145 145 62627777

EXAMPLE 3

What is the vlookup formula in cell C8?

=VLOOKUP(B8,$A$2:$B$5,2)

VlookupExample4

• The look up table is(the speed range of different things)

VlookupExample4

• Write down the description list for each in column A

VlookupExample5• Taxation table

– Salary Range           Tax  0 - 99                0  100 - 199      25% of salary > 100  200 - 299    $25 + 35% of salary > 200    300 +       $60 + 50% of salary > 300

VlookupExample5

• Taxation.xls– What should

be written in C9?

• the cell should maintain maximum flexibility (can be copied down or across)

HLOOKUP

• Use VLOOKUP instead of HLOOKUP when your comparison values are located in a column to the left of the data you want to find.

SPREADSHEET DESIGNSPREADSHEET DESIGN

• Have an area (table) set aside to hold key values • All cells in the working area then refer to the respective values in the Key Values Table • By simply altering the key values different scenarios can be tested. • Excel even has a scenario feature where different sets of key values can be stored and easily loaded from a scenario toolbar.

Example of possible layouts

Key  Values Table

Working Area  However addition of new column also  affects the layout in Key Values Table

Another possible layout

Key  Values Table

Working Area  Can insert/delete  rows/cols at will  both here and in the key values table

CASE STUDY – ORCHIDS SHADE HOUSECASE STUDY – ORCHIDS SHADE HOUSE

A flower grower plants a bed of orchids in a shade house at a total cost of $6000. The bed will not start producing during the first year. In the second through eighth years it should produce, respectively, 150, 500, 1900, 2000, 2200, 2000, and 1200 dozen orchid sprays. Fixed annual operating costs are $1200 per bed, while variable expenses during producing years are 25% of sales receipts. Water costs per year are provided in the table in the orchid’s spreadsheet. If 2000 or more orchids are produced in a year then an extra staff hand needs to be employed, costing $18000 for that year. Due to the drought, water costs fluctuate each year: $2000, $3000, $5000, $5000, $5000, $6000, $6000 & $5000 respectively. Orchids currently sell for $15 per dozen, which has currently been increasing at 3.5% per year.

CASE STUDY – ORCHIDS SHADE CASE STUDY – ORCHIDS SHADE HOUSEHOUSE

• Construct a spreadsheet model that shows a breakdown of anticipated annual income and expenses over the eight years.

CASE STUDY – ORCHIDS SHADE HOUSECASE STUDY – ORCHIDS SHADE HOUSE