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Courses - Microsoft Excel 202
Description: Intermediate Microsoft Excel
Running Time: 68 minutes
Pre-Requisites: Excel 201 strongly recommended
Versions:
We use Excel XP in this course, but the lessons are valid for all versions of Excel from 95 to 2003. There are cosmetic changes in Excel 2007. Order before 5/3/2017 to get a FREE upgrade to our 2007 version when released!
 

 Click here for the Teacher's Outline
 
In this class, we will be learning about Named Cells and Named Ranges, Nested IF Functions, and the very powerful VLOOKUP and HLOOKUP functions. These new functions will allow us to look up a value in a subtable.

We will begin this class by quickly reconstructing our student gradebook from previous classes. I'll spend just a few minutes touching on the major concepts from Excel 201, such as the IF function and relative v. absolute references. You'll need to know them well for today's class.

Next, we'll learn how to make named cells in our sheets. Named cells make it easier to jump to different locations in our sheets, and make it much easier to create formulas. Here's a named cell called PassingGrade which points to cell A9.

We'll see how it's much easier to use those named cells and ranges in our formulas, than remembering all of those long cell references.

You will learn how to create, edit, delete, and work with multiple named cells.

Next we'll work with named ranges - which like named cells allow you to specify names for entire blocks of cells (ranges of cells). You can use this technique to make it easier to work with functions and formulas. Here, for example, we'll assign a name to the entire range of cells that identify this test's grades:

Next, we'll set up a sheet to track business income and expenses. We'll again use named ranges to make it easier to work with the sheet.

Then, we'll use these ranges to calculate values based on where they intersect. These are called Range Intersections. We can use them, for example, to calculate January's rent...

You'll learn how to paste in a list of all of your cell and range names. You'll also learn how to have Excel automatically create cell and range names based on the column and row headers in your sheet (saves you a lot of work).

Excel can also take any existing ranges you have defined in your sheet and retroactively apply new named ranges to them.

Next, we'll learn about Nested IF Functions. This is where you take one IF function and "nest" it inside of another one... so instead of only being able to have two possible outcomes (true or false) you can now have three or more! Here for example, we'll create a nested IF function that can first check to see if the student has taken all of his tests - if not, give him an incomplete - if yes, then use another IF branch to calculate their pass/fail grade.

Then I'll show you another example of how to calculate letter grades with nested IF functions - although we'll learn a better way to do this later with the VLOOKUP function.

What's VLOOKUP? It's a Vertical LOOKUP. In other words, we're looking up a value in a little sub-table (lookup table). Here, for example, we'll create a little lookup table that has the letter grades in them and what their values are...

Then the VLOOKUP function can tell you what each student's letter grade is based on their test averages.

Just to make sure you've got it, we'll do another VLOOKUP example using commission rates. This time, the sales rep's commission rate is based on his overall sales.

I'll teach you how you can use VLOOKUP to return values from multiple columns - not just one. Here, for example, we want to be able to get the sales reps' commision rates plus their bonus values.

Now, I've avoided using the Function Wizard up until now - because I really don't like it - but I'll show you how to use the function wizard quickly for one example... just so I can say we covered it... even though I still don't like it.  :)

We'll use the HLOOKUP function (a close relative of VLOOKUP) to calculate both the discount and the sales tax rate for a basic Invoice form we'll create.

 

This class is a lot of fun! We'll learn a bunch of very powerful features: named cells, ranges, nested IF functions, VLOOKUP, and HLOOKUP. These are all power user features that you don't want to miss out on!

 

 

 Click here for the Teacher's Outline
 
 


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Student Interaction: Microsoft Excel 202

Richard on 1/1/2007:  In this class, we will be learning about Named Cells and Named Ranges, Nested IF Functions, and the very powerful VLOOKUP and HLOOKUP functions. These new functions will allow us to look up a value in a subtable.
Carla Gamble on 3/11/2008: OK, new to VLOOKUP, not a real quick study here,been reading up on VLOOKUP and understand the concept. I can't apply it to my spreadsheet at work.
I have a excel shortage report. I need to take the report the vendor returns back to me and put updated information on my orginal shortage report. IE: parts in stk, qty, pricing, etc. HELP

Richard Rost on 3/13/2008: Carla, I'd love to help you, but without seeing your spreadsheet and knowing more about what you want to accomplish, it's impossible for me to tell you what direction to go in. You can submit your spreadsheet with detailed instructions to me on my www.599cd.com/TECHHELP page.
Robert Samagalsky on 1/11/2009: Is there a maximum number of columns allowed for the columns allowed in the lookup table itself?
Richard Rost on 1/20/2009: Robert, I'm sure there IS a maximum, although without researching it, I don't know what it is offhand. I know that I have personally used lookup tables in Excel that were 20 or so columns wide. Generally, VLOOKUP is used for small lists. Anything bigger really should be done in Access.
Emma Lara on 12/13/2009: Hi richard, I lost audio during some parts of the video.I cheked my computer and it wasn" on mute, what do you think happened?

The lessons looked easy, but I I don't know if that's still the case when I do it on my own. Thank you.

Richard Rost on 12/14/2009: Emma, I've never had any problems with Excel 202 losing audio. This class is over 4 years old now, and nobody else has complained about it. Perhaps it was a buffering issue on your PC. I would recommend rebooting and trying again.

If you're having problems understanding something in one of the lessons, just post your questions here and I'll be happy to answer them. Remember, the lessons make much more sense the SECOND time through. Watch the video ONCE through without doing anything. Then watch it a second time and follow along with my examples.

Lynne on 1/3/2010: Hi Richard
Do V & Hlookup only work for numeric?
I have S/S1 with supplers item nunber(mixed alpha/num) & sales $ & need to match to S/S2 that has suppliers & my item number(alpha/numeric). I need to bring my item number back to S/S1. I cant get Vlookup to work???
thanks

Richard Rost on 1/3/2010: Normally VLOOKUP looks for the "closest numeric match" - like my example with the test grades. If you want to find an EXACT MATCH there is a fourth optional parameter you can use to specify that.
 UMESH on 2/22/2010: VERY VERY INFORMATIVE.

Reply from Richard Rost:

Thank you.

 Sandy on 8/26/2010: I have a question concerning Vlookup when populating alpha data from one spreadsheet to another. Normally I work with very large spreadsheets. I've found that if the field is not unique, vlookup returns the first value it finds for the lookup field. Is there a work around so it will also look at secondary information or ??? Possibly a vlookup in conjunction with hlookup?
 Tom on 6/9/2011: which lesson do I need to buy to tell me how to do this if funtion with dates;
example: if a child is born between 09/01/06 and 09/01/07, then he is 4 as of 09/01/11 and can be in kindergarten, if not, then not 4.
Hope this make sense, thanks

Reply from Richard Rost:

I teach you how to calculate someone's age exactly in Excel 2010 Expert Level 2. You can then use the IF function to perform any if/then calculations on it. IF is covered in Level 3.

tom on 6/9/2011: Regarding the dates, I have Excel 2003. Where would that be in your list of offerings. Thanks

Reply from Richard Rost:

I would say 99% of the material covered in that Excel 2010 Expert 2 is exactly the same for Excel 2003. I'm covering mostly functions, and the time/date functions really haven't changed much since Excel 95. I really didn't cover date/time functions anywhere near as extensively in my Excel 2003 classes. The different date/time functions are all over the place. In fact, so far ALL of the Expert classes for Excel 2010 are pretty much the same way. There are a few functions that are new (like SUMIFS) but the vast majority of them have been around in Excel for a LONG time.

 

You may want to read these articles from the 599CD News:

 

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