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Course Reference Handout

MICROSOFT EXCEL -
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 MICROSOFT EXCEL
Using the Index and Match Functions: Looking at the MATCH Function
Many have heard of, if not used, a VLOOKUP function to retrieve Independently:
data from a list or table based on a single key data value.
The MATCH function arguments:
However, the VLOOKUP function has limitations, which can be
=MATCH(Lookup Value, Lookup Array, Match Type)
overcome by retrieving data using a different set of functions
called INDEX & MATCH. Purpose:
The function looks for a value in an array, and then returns the
Limitations to VLOOKUP That Can Be row number of the array in which the value was found.
Overcome with INDEX & MATCH: Lookup Value:
■■ A VLOOKUP can only look for a single data value (such as a The value you want MATCH to look for.
Part Number or a Customer ID) in a table or list in which it
Lookup Array:
can retrieve other data values from the same record.
The range of cells you want MATCH to search as it looks for the
▶▶ INDEX & MATCH, when used as an array function, can Lookup Value.
look up multiple data values.
■■ The lookup value that VLOOKUP searches for in a table array Match Type:
must be located to the left of any columns of data you want This determines if MATCH looks for an exact match or a closest
to retrieve. possible match (enter “0” for exact matches).
▶▶ With INDEX & MATCH, the lookup value can be in any Example 1:
column of the table array—to the left or right of the
The MATCH function will look for the value in cell A11 (1003) in
actual data being retrieved.
the array A2:A7 and then return the row number of the array in
which the value was found.
Looking at the INDEX Function
Independently:
Cell A11
The INDEX function arguments:
=INDEX(Array, Row Number)

Purpose:
The function returns a data value from an array of values from a
specific row within the array.

Array:
The range of data from which you want to return a value.
INDEX and MATCH
Row Number: Sample Data
The row number of the array that contains the actual data value
you want returned.
Using INDEX and MATCH together:
Example 1:
The INDEX function will retrieve the data value in row 3 from the Goal:
array C2:C7 (Product). One can use the INDEX function to retrieve a data value from an
array, where MATCH is used to look up the key value in an array
and determine the row number the value is in. MATCH will then
pass this information on to the row number argument of the
INDEX function.

Example 2: The Nested Functions:

=INDEX(Array, MATCH(Lookup Value, Lookup Array, Match Type))
The INDEX function will retrieve the data value in row 2 from
the array A2:A7 (ID). This is an example of data retrieval that the When nesting, or merging, the two functions, MATCH is used as
VLOOKUP is not capable of doing. the row number argument of the INDEX function.

The Problem:
By itself, INDEX is not very efficient or effective. This is because
the row number containing the actual value to be returned has to
be known for this function. For example, in Example 1, we would
have to know that ID 1003 is in row 3 of the array by looking it up
ourselves and entering in “3” for the row number argument of
the function. Looking up the value manually defeats the whole
purpose of the function! We need another function that looks up
the row number for our criteria automatically… and that’s where
MATCH comes in!

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Array Formulas:
If you’ve done even a little programming, you’ve probably run across the term array. For our purposes, an array is just a collection of items.
In Excel, those items can reside in a single row (called a one-dimensional, horizontal array), a column (a one-dimensional, vertical array),
or multiple rows and columns (a two-dimensional array). You can’t create three-dimensional arrays or array formulas in Excel.
An array formula is a formula that can perform multiple calculations on one or more of the items in an array. Array formulas can return
either multiple results or a single result. For example, you can place an array formula in a range of cells and calculate a column or row
of subtotals. You can also place a formula in a single cell and calculate a single amount. An array formula that resides in multiple cells is
called (logically enough) a multi-cell formula, and an array formula that resides in a single cell is called a single-cell formula.

Entering an Array Formula: Entering a Multi-Cell Array Formula:

■■ When creating an array formula or function, in order to ■■ Using the example data seen in the image to the right, the
obtain the correct result, you must enter the calculation(s) Gross Pay amounts were all created at once using a multi-
using a combination of CTRL + SHIFT + ENTER. cell array formula. Here’s how:
■■ When referencing multiple arrays of data in an array ▶▶ Select all cells you want results to appear within. In this
function, use the Concatenation symbol (&) to combine the example, cell range C2:C9 were selected.
arrays in the function. ▶▶ Start writing the formula by typing an equals (=) sign.
■■ Note that you cannot enter a multi-cell array formula in ▶▶ Select A2:A9. Then type the asterisk (*) symbol (for
a table. Tables are meant to automatically copy formula multiplication in this example), and then select the
results for you, and therefore will not support multi-cell range B2:B9.
array formulas. ▶▶ To enter the array formula, press CTRL + SHIFT + ENTER.
■■ Array formulas can be identified by the braces that surround All of the cells will now contain the same, multi-cell
them, such as in the following example: {=A2:A5*B2:B5}. array formula.

Benefits of an Array Formula: Entering a Single-Cell Array Function:

Consistency: ■■ Using the same example data, you could use a single
If you click any of the cells within a range that you have inserted cell array function to calculate the SUM total of all HRS
array formulas, you see the same formula. That consistency can multiplied by their respective HOURLY RATE.
help ensure greater accuracy. ▶▶ Click the cell you want the SUM total to appear in.
▶▶ Type “=SUM”, then select the range A2:A9, type the
Safety: asterisk * symbol, and then select the range B2:B9.
You cannot overwrite part of a multi-cell array formula. For
▶▶ Press CTRL + SHIFT + ENTER to enter the sum total of
example, click a cell within an array containing an array formula
all the multiplied values.
and press DELETE. Excel will not allow you to delete the formula.
You have to either select the entire range of cells and change the
formula for the entire array, or leave it as is. Single Cell Array Function

Smaller File Sizes:

You can often use a single array formula instead of several Building Dynamic Ranges Using the
intermediate formulas, which takes up less memory in the long Offset Function:
run.
One of the great things about using formatted tables in Excel
is that the table automatically expands as new data records are
added. This allows you to dynamically reference a table’s data
by name in other Excel tools, such as formulas, Pivot Tables, and
charts. When new data is added to the table, the other Excel
tools can read the new data, meaning you will not have to modify
a predefined cell range that had been used as a data source.
However, there may be instances when you need to reference
data in a dynamic way, and using a table is simply not an option.
In these cases, you can create a Dynamic Named Range, which
relies on the OFFSET function.
Array Formula
Example Data

Inserting Names:
■■ By using Named Ranges, you can reference a single cell or a range of cells by name. You can also use formulas and functions to
provide the source data that the Named Range refers to.
■■ To create a new Named Range
▶▶ Click the Formulas tab of the Ribbon, and in the Define Name group, click the Define Name button.
▶▶ Type the new name in the Name: box, define the Scope of the range, and use a cell range or a formula to determine the values
the name refers to in the Refers to: Area.

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Using the OFFSET Function: Creating a Named Range with OFFSET:
■■ Purpose: to reference a single cell or a range of cells, which ■■ Goal: We want to dynamically reference a range of month
may start a certain number of rows and/or columns away names for use as labels in a chart. As months are added
from the initial cell reference, and may consist of a single or removed, we want the named range to automatically
cell or a range of cells consisting of multiple rows and/or update within the chart.
columns of data ■■ Create a new Name by clicking the Define Name button
■■ =OFFSET(Reference, Rows, Cols, Height, Width) (Formulas tab of the Ribbon) and type in “Months” for the
▶▶ Reference = the initial cell reference, or “anchor” cell, name.
from which to start ■■ In the Refers to: area, insert an OFFSET that will start
▶▶ Rows = the number of cells up or down from the with cell A2 and capture any cells below that may
anchor cell reference you want to begin referencing. also contain references to months. Though you may
Use positive numbers to move down, and negative have absolute cell references and references to sheet
numbers to move up. names, the resulting function should look similar to this:
▶▶ Cols = the number of cells to the right or to the left =OFFSET(A2,0,0,COUNTA(A:A),1).
from the anchor cell reference you want to begin ■■ In the above example, the reference cell, or “anchor” cell, is
referencing. Use positive numbers to move right and A2.
negative numbers to move left. ■■ The reference starts with that actual cell. Because ROWS &
▶▶ Height = how many rows tall the reference should be COLS are both set to 0, our starting point is not adjusted
■■ Often times the COUNT or COUNTA functions may be used a certain number of rows or columns away from the initial
to count how many data values are present within a range reference cell.
and to set the Height argument to equal that same amount. ■■ The height of the range is determined by the result of the
▶▶ Width = how many columns wide the reference should COUNTA function counting data values in all of column A.
be. ■■ The width of the range is 1 column.

Example:
Using the image of the range to the right,
=OFFSET(A1,3,1,3,1) would reference the
range B4:B6.
Start with cell A1. Move 3 cells down and 1 cell
to the right, and select a range 3 rows deep
and 1 column wide.

Conditional Formatting Formulas:

Though there are many fantastic built in Conditional Formatting options available in Excel, there may be times when it will be necessary
to create your own custom Conditional Formatting formulas.

Creating a Conditional Formatting Applying a Conditional Formatting

Formula: Formula to a Range of Cells:
■■ Click the Conditional Formatting button (Home tab of the ■■ You can apply the same Conditional Formatting rules using
Ribbon) and then select New Rule. a formula with multiple rows and columns of data by first
■■ In the New Formatting Rule window, select the Use a selecting the entire range of cells you want to format and
formula to determine which cells to format option. then creating a single Conditional Formatting formula.
■■ Type in the formula and select the formatting to apply when ■■ The trick, however, is knowing that Excel will apply the
the formula is true. conditional format to the first cell and then automatically
copy the Conditional Formatting formula to all other cells.
This means you have to use a combination of absolute and
relative cell references, so that when the conditional format
is copied, the cells referenced in the Conditional Formatting
formula will adjust accordingly.
■■ Using the illustration to the right, cell range A2:E7 was
selected and formatted so that each record with a Vendor
Code that matched the code in cell G2 appeared with a fill
color.
■■ The Conditional Formatting formula created and applied to
all selected cells at once, starting with the Vendor Code in
row 2, is as follows: =$D2=$G$2. (Note how the reference to
D2 will adjust down to other rows but not across to other
columns).

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