Excel

For
DATA ANALYSTS
Day-7
(Top 10 Excel Functions)

BY
MOHAMMED UMAER
DATA ANALYST
Excel for Data Analysts
1. Excel VLOOKUP Function
VLOOKUP Function
The VLOOKUP function is a premade function in Excel, which allows searches
across columns.
It is typed =VLOOKUP and has the following parts:
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Note: The column which holds the data used to lookup must always be to the
left.
Note: The different parts of the function are separated by a symbol, like
comma, or semicolon ;
Lookup_value: Select the cell where search values will be entered.
Table_array: The table range, including all cells in the table.
Col_index_num: The data which is being looked up. The input is the number of
the column, counted from the left:

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Range_lookup: TRUE if numbers (1) or FALSE if text (0).
Note: Both 1 / 0 and True / False can be used in Range_lookup.
How to use the VLOOKUP function.
1. Select a cell (H4)
2. Type =VLOOKUP
3. Double click the VLOOKUP command
4. Select the cell where search value will be entered (H3)
5. Type (,)
6. Mark table range (A2:E21)
7. Type (,)
8. Type the number of the column, counted from the left (2)
9. Type True (1) or False (0) (1)
10. Hit enter
11. Enter a value in the cell selected for the Lookup_value H3(7)
Let's have a look at an example!
Use the VLOOKUP function to find the Pokemon names based on their ID#:

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H4 is where the search result is displayed. In this case, the Pokemons names
based on their ID#.

H3 selected as lookup_value. This is the cell where the search query is entered.
In this case the Pokemons ID#.

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The range of the table is marked at table_array, in this example A2:E21.

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The number 2 is entered as col_index_number. This is the second column from

the left and is the data that is being looked up.

An illustration for selecting col_index_number 2.

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Ok, so next - 1 (True) is entered as range_lookup. This is because the most left
column has numbers only. If it was text, 0 (False) would have been used.

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The function returns the #N/A value. This is because there have not been
entered any value to the Search ID# H3.
Let us feed a value to it, type H3(7):

Have a look at that! The VLOOKUP function has successfully found the
Pokemon Squirtle which has the ID# 7.
One more time, type (H3)4:

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It still works! The function returned Charmanders name, which has 4 as its
ID#. That's great.

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2. INDEX and MATCH Function in Excel
INDEX-MATCH has become a more popular tool for Excel as it solves the
limitation of the VLOOKUP function, and it is easier to use. INDEX-MATCH
function in Excel has a number of advantages over the VLOOKUP function:
1. INDEX and MATCH are more flexible and faster than Vlookup
2. It is possible to execute horizontal lookup, vertical lookup, 2-way lookup,
left lookup, case-sensitive lookup, and even lookups based on multiple
criteria.
3. In sorted Data, INDEX-MATCH is 30% faster than VLOOKUP. This means
that in a larger dataset 30% faster makes more sense.
Let’s begin with the detailed concepts of each INDEX and MATCH.
INDEX Function
The INDEX function in Excel is very powerful at the same time a flexible tool that
retrieves the value at a given location in a range. In other words, It returns the
content of a cell, specified by row and column offset.
Syntax:
=INDEX(reference, [row], [column])
Parameters:
 reference: The array of cells to be offset into. It can be a single range or an
entire dataset in a table of data.
 row [optional]: The number of offset rows. It means if we choose a table
reference range as “A1:A5” then the Cell/content that we want to extract
is at how much vertical distance. Here, for A1 row will be 1, for A2 row = 2,
and so on. If we give row = 4 then it will extract A4. As row is optional so if
we don’t specify any row number then it extracts entire rows in the
reference range. That is A1 to A5 in this case.
 column [optional]: The number of offset columns. It means if we choose a
table reference range as “A1:B5” then the Cell/content we want to extract
is at how much horizontal distance. Here, for A1 row will be 1 and the
column will be 1, for B1 row will be 1 but the column will be 2 similarly for
A2 row = 2 column = 1, for B2 row = 2 column = 2, and so on. If we give
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row = 5 and column 2 then it will extract B5. As the column is optional so if
we don’t specify any row no. then it will extract the entire column in the
reference range. For example, if we give row = 2 and column as empty
then it will extract (A2:B2). If we don’t specify Row and column both then
it will extract the entire reference table that is (A1:B5).
Reference Table: The following table will be used as a reference table for all the
examples of the INDEX function. The first Cell is at B3 (“FOOD”) and the Last
Diagonal Cell is at F10 (“180”).

Examples: Below are some examples of Index functions.

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Case 1: No Rows and Columns are mentioned.
Input Command: =INDEX(B3:C10)

Case 2: Only Rows are Mentioned.

Input Command: =INDEX(B3:C10,2)

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Case 3: Both Rows And Columns are mentioned.
Input Command: =INDEX(B3:D10,4,2)

Case 4: Only Columns are mentioned.

Input Command: =INDEX(B3 : D10 , , 2)

Problem With INDEX Function: The problem with the INDEX function is that
there is a need to specify rows and columns for the data that we are looking for.
Let’s assume we are dealing with a machine learning dataset of 10000 rows and
columns then it will be very difficult to search and extract the data that we are
looking for. Here comes the concept of Match Function, which will identify rows
and columns based on some condition.
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MATCH Function
It retrieves the position of an item/value in a range. It is a less refined version of
a VLOOKUP or HLOOKUP that only returns the location information and not the
actual data. MATCH is not case-sensitive and does not care whether the range
is Horizontal or Vertical.
Syntax:
=MATCH(search_key, range, [search_type])
Parameters:
 search_key: The value to search for. For example, 42, “Cats”, or I24.
 range: The one-dimensional array to be searched. It Can Either be a single
row or a single column.eg->A1:A10 , A2:D2 etc.
 search_type [optional]: The search method. = 1 (default) finds the largest
value less than or equal to search_key when the range is sorted in
ascending order.
o = 0 finds the exact value when the range is unsorted.
o = -1 finds the smallest value greater than or equal to search_key
when the range is sorted in descending order.
Row number or Column number can be found using the match function and can
use it inside the index function so if there is any detail about an item, then all
information can be extracted about the item by finding the row/column of the
item using match then nesting it into index function.
Reference Table: The following table will be used as a reference table for all the
examples of the MATCH function. First Cell is at B3 (“FOOD”) and the Last
Diagonal Cell is At F10 (“180”)

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Examples: Below are some examples of the MATCH function-

Case 1: Search Type 0, It means Exact Match.

Input Command: =MATCH(“South Indian”,C3:C10,0)

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Case 2: Search Type 1 (Default).
Input Command: =MATCH(“South Indian”,C3:C10)

Case 3: Search Type -1.

Input Command: =MATCH(“South Indian”,C3:C10,-1)

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INDEX-MATCH Together
In the previous examples, the static values of rows and columns were provided
in the INDEX function Let’s assume there is no prior knowledge about the rows
and column position then rows and columns position can be provided using the
MATCH function. This Is a dynamic way to search and extract value.
Syntax:
=INDEX(Reference Table , [Match(SearchKey,Range,Type)/StaticRowPosition],
[Match(SearchKey,Range,Type)/StaticColumnPosition])
Reference Table: The following reference table will be used. The first Cell is at
B3 (“FOOD”) and the Last Diagonal Cell is At F10 (“180”)

Example: Let’s say the task is to find the cost of Masala Dosa. It is known that
column 3 represents the cost of items, but the row position of Masala Dosa is
not known. The problem can be divided into two steps-
Step 1: Find the position of Masala Dosa by using the formula:
=MATCH("Masala Dosa",B3:B10,0)
Here B3:B10 represents Column “Food” and 0 means Exact Match. It will return
the row number of Masala Dosa.
Step 2: Find the cost of Masala Dosa. Use the INDEX Function to find the cost of
Masala Dosa. By substituting the above MATCH function query inside the INDEX

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function at the place where the exact position of Masala Dosa is required, and
the column number of cost is 3 which is already known.
=INDEX(B3:F10, MATCH("Masala Dosa", B3:B10 , 0) ,3)

Two Ways Lookup With INDEX-MATCH Together

In the previous example, the column position Of the “Cost” attribute was
hardcoded. So, It was not fully dynamic.
Case 1: Let’s assume there is no knowledge about the column number of Cost
also, then it can be obtained using the formula:
=MATCH("Cost",B3:F3,0)
Here B3:F3 represents Header Column.
Case 2: When row, as well as column value, are provided via MATCH function
(without giving static value) then it is called Two-Way Lookup. It can be achieved
using the formula:
=INDEX(B3:F10, MATCH("Masala Dosa",B3:B10, 0) , MATCH("Cost" ,B3:F3 ,0))

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Left Lookup
One of the key advantages of INDEX and MATCH over the VLOOKUP function is
the ability to perform a “left lookup”. It means it is possible to extract the row
position of an item from using any attribute at right and the value of another
attribute in left can be extracted.
For Example, Let’s say buy food whose cost should be 140 Rs. Indirectly we are
saying buy “Biryani”. In this example, the cost Rs 140/- is known, there is a need
to extract the “Food”. Since the Cost column is placed to the right of the Food
column. If VLOOKUP is applied it will not be able to search the left side of the
Cost column. That is why using VLOOKUP it is not possible to get Food Name.
To overcome this disadvantage INDEX-MATCH function Left lookup can be
used.
Step 1: First extract row position of Cost 140 Rs using the formula:
=MATCH(140, D3:D10,0)
Here D3: D10 represents the Cost column where the search for the Cost 140 Rs
row number is being done.
Step 2: After getting the row number, the next step is to use the INDEX Function
to extract Food Name using the formula:
=INDEX(B3:B10, MATCH(140, D3:D10,0))
Here B3:B10 represents Food Column and 140 is the Cost of the food item.

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Case Sensitive Lookup

By itself, the MATCH function is not case-sensitive. This means if there is a Food
Name “DHOKLA” and the MATCH function is used with the following search
word:
1. “Dhokla”
2. “dhokla”
3. “DhOkLA”
All will return the row position of DHOKLA. However, the EXACT function can be
used with INDEX and MATCH to perform a lookup that respects upper and lower
case.
Exact Function: The Excel EXACT function compares two text strings, taking into
account upper and lower case characters, and returns TRUE if they are the
same, and FALSE if not. EXACT is case-sensitive.
Examples:
1. EXACT(“DHOKLA”,”DHOKLA”): This will return True.
2. EXACT(“DHOKLA”,”Dhokla”): This will return False.
3. EXACT(“DHOKLA”,”dhokla”): This will return False.
4. EXACT(“DHOKLA”,”DhOkLA”): This will return False.
Example: Let say the task is to search for the Type Of Food “Dhokla” but in Case-
Sensitive Way. This can be done using the formula-
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=INDEX(C3:C10, MATCH(TRUE , EXACT("Dhokla", B3:B10) ,0))
Here the EXACT function will return True if the value in Column B3:B10 matches
with “Dhokla” with the same case, else it will return False. Now MATCH function
will apply in Column B3:B10 and search for a row with the Exact value TRUE.
After that INDEX Function will retrieve the value of Column C3:C10 (Food Type
Column) at the row returned by the MATCH function.

Multiple Criteria Lookup

One of the trickiest problems in Excel is a lookup based on multiple criteria. In
other words, a lookup that matches more than one column at the same time. In
the example below, the INDEX and MATCH functions and Boolean logic are used
to match on 3 columns-
1. Food.
2. Cost.
3. Quantity.
To extract total cost.
Example: Let’s say the task is to calculate the total cost of Pasta where
1. Food: Pasta.
2. Cost: 60.
3. Quantity: 1.

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So in this example, there are three criteria to perform a Match. Below are the
steps for the search based on multiple criteria-
Step 1: First match Food Column (B3:B10) with Pasta using the formula:
"PASTA" = B3:B10
This will convert B3:B10 (Food Column) values as Boolean. That Is True where
Food is Pasta or else False.
Step 2: After that, match the Cost criteria in the following manner:
60 = D3:D10
This will replace D3:D10 (Cost Column) values as Boolean. That is True where
Cost=60 else False.
Step 3: Next step is to match the third criteria that are Quantity = 1 in the
following manner:
1 = E3:E10
This will replace E3:E10 Column (Quantity Column) as True where Quantity = 1
else it will be False.
Step 4: Multiply the result of the first, second, and third criteria. This will be the
intersection of all conditions and convert Boolean True / False as 1/0.
Step 5: Now the result will be a Column with 0 And 1. Here use the MATCH
Function to find the row number of columns that contain 1. Because if a column
is having the value 1, then it means it satisfies all three criteria.
Step 6: After getting the row number use the INDEX function to get the total
cost of that row.
=INDEX(F3:F10, MATCH(1, ("Pasta"=B3:B10) * (60=D3:D10) * (1=E3:E10) , 0 ))
Here F3:F10 represents the Total Cost Column.

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3. Excel CONCAT Function

CONCAT Function
To concatenate is to link something together.
CONCAT is a function in Excel and is short for concatenate.
The CONCAT function is used to link multiple cells without adding any delimiters
between the combined cell values.
It is typed =CONCAT
=CONCAT(cell1, delimiter, cell2)

Note: Delimiters are spacing or symbols used to separate content elements

apart from each other.
Example of delimiters
comma , semicolon ; quotes " or ' braces {} pipes | slashes / \

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Info: CONCAT is a new version of the old CONCATENATE function. Recent
versions of Excel do not accept the old CONCATENATE function as it is only
compatible with earlier versions of Excel. To use CONCATENATE in the latest
versions of Excel, use CONCAT.

How to Use CONCAT Function

To combine values from multiple Excel cells, use CONCAT.
Note: The different parts of the function are separated by a symbol, like
comma, or semicolon ;

Step 1) Start the CONCAT function

1. Select a cell E2
2. Type =CONCAT
3. Double click the CONCAT command

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Step 2) Link cells
4. Select a cell (A2)
5. Add a comma (,)
6. Add a space inside of quotation marks to create a delimiter (" ")
7. Select another cell (A3)
8. Hit enter
Note: The CONCAT function does not provide any delimiters between cell
values used in the function. If you want your cell values to be displayed with
delimiters, you have to add the delimiters between the selected cells. You can
use any symbol as a delimiter, if you want the delimiter to be a space, enter " ".

The function returns the content of A2 and A3 separated with a " " dilimiter.

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You can also use more symbols as a demilter, such as adding the word " and ".

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The CONCAT function accepts cell values of both text and numbers, you can
combine them in any way you prefer.
Combine the cell values with text strings as delimiters to make the output more
descriptive!
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4. Excel IFERROR Function
When you work with data and formulas in Excel, you’re bound to encounter
errors.
To handle errors, Excel has provided a useful function – the IFERROR function.
Before we get into the mechanics of using the IFERROR function in Excel, let’s
first go through the different kinds of errors you can encounter when working
with formulas.
Types of Errors in Excel
Knowing the errors in Excel will better equip you to identify the possible reason
and the best way to handle these.
Below are the types of errors you might find in Excel.
#N/A Error
This is called the ‘Value Not Available’ error.
You will see this when you use a lookup formula and it can’t find the value
(hence Not Available).
Below is an example where I use the VLOOKUP formula to find the price of an
item, but it returns an error when it can’t find that item in the table array.

#DIV/0! Error
You’re likely to see this error when a number is divided by 0.
This is called the division error. In the below example, it gives a #DIV/0! error as
the quantity value (the divisor in the formula) is 0.
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#VALUE! Error
The value error occurs when you use an incorrect data type in a formula.
For example, in the below example, when I try to add cells that have numbers
and character A, it gives the value error.
This happens as you can only add numeric values, but instead, I tried adding a
number with a text character.

#REF! Error
This is called the reference error and you will see this when the reference in the
formula is no longer valid. This could be the case when the formula refers to a
cell reference and that cell reference does not exist (happens when you delete a
row/column or worksheet that was referred to in the formula).

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In the below example, while the original formula was =A2/B2, when I deleted
Column B, all the references to it became #REF! and it also gave the #REF! error
as the result of the formula.

#NAME ERROR
This error is likely to be a result of a misspelled function.
For example, if instead of VLOOKUP, you by mistake use VLOKUP, it will give
a name error.

#NUM ERROR
Num error can occur if you try and calculate a very large value in Excel. For
example, =187^549 will return a number error.

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Another situation where you can get the NUM error is when you give a non-
valid number argument to a formula. For example, if you’re calculating the
Square Root of a number and you give a negative number as the argument, it
will return a number error.
For example, in the case of the Square Root function, if you give a negative
number as the argument, it will return a number error (as shown below).
While I have shown only a couple of examples here, there can be many other
reasons that can lead to errors in Excel. When you get errors in Excel, you can’t
just leave it there. If the data is further used in calculations, you need to make
sure the errors are handled the right way.
Excel’s IFERROR function is a great way to handle all types of errors in Excel.
Using the IFERROR function, you can specify what you want the formula to
return instead of the error. If the formula does not return an error, then its own
result is returned.
IFERROR Function Syntax
=IFERROR(value, value_if_error)
Input Arguments
 value – this is the argument that is checked for the error. In most cases, it
is either a formula or a cell reference.
 value_if_error – this is the value that is returned if there is an error. The
following error types evaluated: #N/A, #REF!, #DIV/0!, #VALUE!, #NUM!,
#NAME?, and #NULL!.
Additional Notes:
 If you use “” as the value_if_error argument, the cell displays nothing in
case of an error.

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 If the value or value_if_error argument refers to an empty cell, it is treated
as an empty string value by the Excel IFERROR function.
 If the value argument is an array formula, IFERROR will return an array of
results for each item in the range specified in value.
Excel IFERROR Function – Examples
Here are three examples of using IFERROR function in Excel.
Example 1 – Return Blank Cell Instead of Error
If you have functions that may return an error, you can wrap it within the
IFERROR function and specify blank as the value to return in case of an error.
In the example shown below, the result in D4 is the #DIV/0! error as the divisor
is 0.

In this case, you can use the following formula to return blank instead of the
ugly DIV error.
=IFERROR(A1/A2,””)

This IFERROR function would check whether the calculation leads to an error. If
it does, it simply returns a blank as specified in the formula.

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Here, you can also specify any other string or formula to display instead of the
blank.
For example, the below formula would return the text “Error”, instead of the
blank cell.
=IFERROR(A1/A2,”Error”)

Note: If you are using Excel 2003 or a prior version, you will not find the
IFERROR function in it. In such cases, you need to use the combination of IF
function and ISERROR function.
Example 2 – Return ‘Not Found’ when VLOOKUP Can’t Find a Value
When you use the Excel VLOOKUP Function, and it can’t find the lookup value in
the specified range, it would return the #N/A error.
For example, below is a data set of student names and their marks. I have used
the VLOOKUP function to fetch the marks of three students (in D2, D3, and D4).

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While the VLOOKUP formula in the above example finds the names of first two
students, it can’t find Josh’s name on the list and hence it returns the #N/A
error.
Here, we can use the IFERROR function to return a blank or some meaningful
text instead of the error.

Below is the formula that will return ‘Not Found’ instead of the error.

=IFERROR(VLOOKUP(D2,$A$2:$B$12,2,0),”Not Found”)

Note that you can also use IFNA instead of IFERROR with VLOOKUP. While
IFERROR would treat all kinds of error values, IFNA would only work on the
#N/A errors and wouldn’t work with other errors.

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Example 3 – Return 0 in case of an Error
If you don’t specify the value to return by IFERROR in the case of an error, it
would automatically return 0.

For example, if I divide 100 with 0 as shown below, it would return an error.

However, if I use the below IFERROR function, it would return a 0 instead. Note
that you still need to use a comma after the first argument.

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Example 4 – Using Nested IFERROR with VLOOKUP
Sometimes when using VLOOKUP, you may have to look through the
fragmented table of arrays. For example, suppose you have the sales
transaction records in 2 separate worksheets and you want to look-up an item
number and see it’s value.
Doing this requires using nested IFERROR with VLOOKUP.

Suppose you have a dataset as shown below:

In this case, to find the score for Grace, you need to use the below nested
IFERROR formula:

=IFERROR(VLOOKUP(G3,$A$2:$B$5,2,0),IFERROR(VLOOKUP(G3,$D$2:$E$5,2,0
),"Not Found"))

This kind of formula nesting ensure that you get the value from either of the
table and any error returned is handled.
Note that in case the tables are on the same worksheet, however, in a real-life
example, it likely to be on different worksheets.

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5. Excel Filter Function
Below is the syntax of the FILTER function:
=FILTER(array,include,[if_empty])
 array – this is the range of cells where you have the data and you want to
filter some data from it
 include – this is the condition that tells the function what records to filter
 [if_empty] – this is an optional argument where you can specify what to
return in case no results are found by the FILTER function. By default
(when not specified), it returns the #CALC! error
Now let’s have a look at some amazing Filter function examples and stuff it can
do which used to be quite complex in its absence.
Example 1: Filtering Data Based on One Criteria (Region)
Suppose you have a dataset as shown below and you want to filter all the
records for the US only.

Below is the FILTER formula that will do this:

=FILTER($A$2:$C$11,$B$2:$B$11="US")

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The above formula uses the dataset as the array and the condition is
$B$2:$B$11=”US”
This condition would make the FILTER function check every cell in column B
(one that has the region) and only those records that match this criterion would
be filtered.
Also, in this example, I have the original data and the filtered data on the same
sheet, but you can also have these in separate sheets or even workbooks.
Filter Function returns a result that is a dynamic array (which means that
instead of returning one value, it returns an array that spills to other cells).
For this to work, you need to have an area where the result would come to be
empty. In any of the cells in this area (E2:G5 in this example) already has
something in it, the function will give you the #SPILL error.
Also, since this is a dynamic array, you can not change a part of the result. You
can either delete the entire range that has the result or cell E2 (where the
formula was entered). Both of these would delete the entire resulting array. But
you can not change any individual cell (or delete it).
In the above formula, I have hard-coded the region value, but you can also have
it in a cell and then reference that cell that has the region value.
For example, in the below example, I have the region value in cell I2 and this is
then referenced in the formula:
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=FILTER($A$2:$C$11,$B$2:$B$11=I1)
This makes the formula even more useful and now you can simply change the
region value in cell I2 and the filter would automatically change.
You can also have a drop-down in cell I2 where you can simply make the
selection and it would instantly update the filtered data.
Example 2: Filtering Data Based on One Criteria (More Than or Less Than)
You can also use comparative operators within the filter function and extract all
the records that are more or less than a specific value.
For example, suppose you have the dataset as shown below and you want to
filter all the records where the sales value is more than 10000.

The below formula can do this:

=FILTER($A$2:$C$11,($C$2:$C$11>10000))

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The array argument refers to the entire dataset and the condition, in this case,
is ($C$2:$C$11>10000).
The formula checks each record for the value in Column C. If the value is more
than 10000, it is filtered, else it’s ignored.
In case you want to get all the records less than 10000, you can use the below
formula:
=FILTER($A$2:$C$11,($C$2:$C$11<10000))
You can also get more creative with the FILTER formula. For example, if you
want to filter the top three record based on the sales value, you can use the
below formula:
=FILTER($A$2:$C$11,($C$2:$C$11>=LARGE(C2:C11,3)))

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The above formula uses the LARGE function to get the third-largest value in the
dataset. This value is then used in the FILTER function criteria to get all the
records where the sales value is more than or equal to the third-largest value.
Example 3: Filtering Data with Multiple Criteria (AND)
Suppose you have the below dataset and you want to filter all the records for
the US where the sale value is more than 10000.

This is an AND condition where you need to check for two things – the region
needs to the US and the sales need to be more than 10000. If only one condition
is met, the results should not be filtered.

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Below is the FILTER formula that will filter records with the US as the region and
sales of more than 10000:
=FILTER($A$2:$C$11,($B$2:$B$11="US")*($C$2:$C$11>10000))

Note that the criterion (called the include argument) is

($B$2:$B$11=”US”)*($C$2:$C$11>10000)
Since I am using two conditions and I need both to be true, I have used the
multiplication operator to combine these two criteria. This returns an array of
0’s and 1’s, where a 1 is returned only when both conditions are met.
In case there are no records that meet the criteria, the function would return
the #CALC! error.
And in case you want to return something meaningful (instead of the error), you
can use a formula as shown below:
=FILTER($A$2:$C$11,($B$2:$B$11="USA")*($C$2:$C$11>10000),"Nothing
Found")
Here, I have used “Not Found” as the third argument, which is used when no
records are found that match the criteria.

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Example 4: Filtering Data with Multiple Criteria (OR)
You can also modify the ‘include’ argument in the FILTER function to check for
an OR criteria (where any one of the given conditions can be true).
For example, suppose you have the dataset as shown below and you want to
filter the records where the country is either the US or Canada.

Below is the formula that will do this:

=FILTER($A$2:$C$11,($B$2:$B$11="US")+($B$2:$B$11="Canada"))

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Note that in the above formula, I have simply added the two conditions by using
the addition operator. Since each of these conditions returns an array of TRUEs
and FALSEs, I can add to get a combined array where it’s TRUE if any one of the
conditions is met.
Another example could be when you want to filter all the records where either
the country is the US or the sale value is more than 10000.
The below formula will do this:
=FILTER($A$2:$C$11,($B$2:$B$11="US")+(C2:C11>10000))
Note: When using AND criteria in a FILTER function, use the multiplication
operator (*) and when using the OR criteria, use the addition operator (+).
Example 5: Filtering Data To Get Above/Below Average Records
You can use formulas within the FILTER function to filter and extract records
where the value is above or below the average.
For example, suppose you have the dataset as shown below and you want to
filter all the records where the sale value is above average.

You can do that using the following formula:

=FILTER($A$2:$C$11,C2:C11>AVERAGE(C2:C11))

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Similarly, for below-average, you can use the below formula:

=FILTER($A$2:$C$11,C2:C11<AVERAGE(C2:C11))
Example 6: Filtering Only the EVEN Number Records (Or ODD Number
Records)
In case you need to quickly filter and extract all the records from even-number
rows or odd-number rows, you can do that with the FILTER function.
To do this, you need to check the row number within the FILTER function, and
only filter row numbers that meet the row number criteria.
Suppose you have the dataset as shown below and I only want to extract even-
numbered records from this dataset.

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Below is the formula that will do this:
=FILTER($A$2:$C$11,MOD(ROW(A2:A11)-1,2)=0)

The above formula uses the MOD function to check the row number of each
record (which is given by the ROW function).
The formula MOD(ROW(A2:A11)-1,2)=0 returns TRUE when the row number is
even and FALSE when it’s odd. Note that I have subtracted 1 from the
ROW(A2:A11) part as the first record is in the second row, and this adjusts the
row number to consider the second row as the first record.
Similarly, you can filter all the odd-numbered records using the below formula:
=FILTER($A$2:$C$11,MOD(ROW(A2:A11)-1,2)=1)
Example 7: Sort the Filtered the Data With Formula
Using FILTER function with other functions allows us to get a lot more done.
For example, if you filter a dataset using the FILTER function, you can use the
SORT function with it to get the result that is already sorted.
Suppose you have a dataset as shown below and you want to filter all the
records where the sales value is more than 10000. You can use the SORT
function with the function to make sure the resulting data is sorted based on
the sales value.

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The below formula will do this:

=SORT(FILTER($A$2:$C$11,($C$2:$C$11>10000)),3,-1)

The above function uses the FILTER function to get the data where the sale
value in column C is more than 10000. This array returned by the FILTER
function is then used within the SORT function to sort this data based on the
sales value.
The second argument in the SORT function is 3, which is to sort based on the
third column. And the fourth argument is -1 which is to sort this data in
descending order.
So these are 7 examples to use the FILTER function in Excel.
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6. Sequence Function in Excel
Sequencing your data in an Excel worksheet is a tedious task. But fortunately,
those days are long gone! Though many users may think of using the AutoFill
feature to list down the numbers series in a sequence. But this modern autofill
feature doesn't work if you have a more specified sequential task to perform.
Therefore, in such cases, you can use the inbuilt SEQUENCE function, which is
specially created for this pursuit.
In this tutorial, you will learn what is Sequence function, its syntax, parameter,
points to remember, how this formula works and various examples by using the
Sequence function to return a new dynamic array by auto-generating a series of
Roman numbers and random integers
What is Sequence Function?
"The SEQUENCE function is an inbuilt Excel function that generates an array of
sequential numbers whether number, roman number, alphabets. For example:
1, 2, 3, etc."
The SEQUENCE function is a new dynamic array function that generates a list of
sequential numbers in an array. Though the resultant array can be one-
dimensional or two-dimensional, determined by the specified parameters i.e.,
rows and columns. This function always returns a dynamic array that arranging
the rows and columns in the specified sequence.
The SEQUENCE function is introduced in the new Microsoft Excel 365.
Therefore, if you are using the previous Excel versions, this function won't be
available. To use this function, make sure to update your Excel version to Excel
365 or above.
NOTE: If you are trying to access the Sequence function in previous Excel
versions, unlike Excel 2019, Excel 2016, and lower, you won't find it.
Syntax
SEQUENCE(rows, [columns], [start], [step])

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Parameters
Rows (required) - This parameter represents the number of rows to sequence
your data.
Columns (optional) - This parameter represents the number of columns to fill. If
the user doesn't provide this argument, by default it takes 1.
Start (optional) - This parameter represents the starting number in the
sequence. If the user doesn't provide this argument, by default it takes 1.
Step (optional) - This parameter represents the increment or decrement for
each subsequent value in the sequence. It can take the following values:
 If you provide a positive number, the start number gets added in the
subsequent value, producing an ascending sequential order.
 If you provide a negative number, the start number gets subtracted from
the subsequent values decrease, creating a sequential order.
 If you don't provide any value to this parameter, by default it takes 1.
Return Type
The Excel Sequence Function returns a dynamic array by automatically
arranging the rows and columns in the specified sequence.
Formula to create a number sequence in Excel
If you want to create a column of rows with sequential numbers starting at 1,
you can use the Excel SEQUENCE function in its simplest form:
To place values in the first row:
=SEQUENCE(1)
To put value in a column:
SEQUENCE(1, n)
Where n represents the number of values available in the sequence.
For instance, to create a column with 100 numbers, enter the following formula
in the first cell (we have takes B2 in our case) and press the Enter button:
=SEQUENCE(100)

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The output will be automatically be spilled in the rows starting from the
selected row.
Things to Remember about Sequence Function
Before working on Microsoft Excel Sequence Function, make sure to go through
with the below facts:
 The SEQUENCE function is only available in the Microsoft Excel 365 or the
newer versions. Therefore, if you are using the previous Excel versions
(2019, 2018, etc), this function won't be available and it won't create
dynamic arrays.
 If the array of sequential numbers is the final output, Excel aligns all the
numbers automatically in a spill range. So, always make sure you provide
sufficient empty cells (using the rows and columns parameter) to the
down and right of the cell where you enter the formula; otherwise, Excel
will throw a #SPILL error.
 The returned array can be 1-dimensional or 2-dimensional depending
upon how you pass the rows and parameters in the Sequence function.
 If any optional parameter is omitted, by default, its value is 1.
Examples:
#SEQUENCE Example1: How to create a number sequence in descending order
in Excel
In the below sheet, as you see we have a list of values organised in a random
order.

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As asked in the question, to arrange the values in their descending order using
the Sequence function, we just need to do a little trick, i.e., we will supply
negative one (-1) in the step parameter.
Follow the below-given steps to fetch the descending sequential series of the
above-given numbers using the Excel Sequence() function:
Step 1: Select a cell to position your Sequenced data
Place your mouse cursor to a cell from where you want to start the sequencing
of your data. In our case, we have selected cell C2 of our Excel worksheet.
Refer to the given below image:

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STEP 2: Type the SEQUENCE function
In the selected cell, we will start your function with the equal to (=) sign
followed by the Sequence function. The formula will be as follows: =
SEQUENCE(

STEP 3: Insert all the parameters

 At first, this function will ask you to specify the ROWS parameter. We will
specify the number to fill and sequence the values. Since we have 10
values so here we will mention 10. The formula will be = SEQUENCE(10,
 The next argument is Column. This parameter represents the Column to
start the sequence here we will specify 1. = SEQUENCE(10,1,
 Next, specify the start parameter. In this, we will specify the value we
want to start our sequencing with. Here we will mention 10. =
SEQUENCE(10,1,10
 Since we want the sequencing to be ordered in descending order.
Therefore in the step parameter, we will specify -1. = SEQUENCE(10,1,10,-
1)
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Step 4: The Sequence function will return the output

As a result, the SEQUENCE function will return the 10 numbers in descending
sequential order.

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This function will select 10 values and start the counting from 10. It will subtract
1 from 10, and return 9. Again, it will subtract 1 and return 8, and in the
pattern, it will return 10 values in the descending sequential order.
Example2: How to create a 2-D array where sequential order moves vertically
top to bottom.
When working with an array of cells, the standard sequencing rule goes
horizontally across the first row till its last element, and next, it moves down to
the next row, in a similar method to reading text from left to right. But in
various scenarios, the range of cells is not listed in sequential order as per the
given Excel data.

To propagate the above data in the top to bottom order across the first column
and then right to the next column, we will use the combination of the
SEQUENCE function and the TRANSPOSE function. Follow the below-given steps
to fetch the results using Excel SEQUENCE() function:
Step 1: Select a cell to position your Sequenced data
Place your mouse cursor to a cell from where you want to start the sequencing
of your data. In our case, we have selected cell F2 of our Excel worksheet.
Refer to the given below image:

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STEP 2: Type the SEQUENCE function

In the selected cell, we will start your function with the equal to (=) sign
followed by the Sequence function. The formula will be as follows: =
SEQUENCE(

STEP 3: Insert all the parameters

 At first, this function will ask you to specify the ROWS parameter. Since in
our case we have our data in three rows. Therefore, we will specify 3 in
this parameter. The formula will be = SEQUENCE(3,
 The next argument is Column. This parameter represents the Column to
start the sequence. Since we have 3 columns, therefore will specify 3. The
formula will be = SEQUENCE(3,3,
 Next, specify the start parameter. In this, we will specify the value we
want to start our sequencing with. Here we will mention 10. The formula
will be = SEQUENCE(3,3,10

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 Since we want the sequencing to be ordered with a gap of 10 order.
Therefore, in the step parameter, we will specify 10. =
SEQUENCE(3,3,10,10)

Step 4: The Sequence function will return the output

As a result, the regular SEQUENCE function will moves horizontally left to right
(column-wise) and return the following maintaining a gap of 10 between the
values.

Step 5: Nest Sequence function inside the Transpose Function

Though the above output is also correct, that's not what we were looking for. In
the question, we are asked to create a sequence that moves vertically from top
to bottom (row-wise), maintaining order of 10. Therefore, we will use the
Transpose function and nest the above Sequence function inside it.
The formula will be as follows:
=TRANSPOSE(SEQUENCE(3, 3, 10, 10))

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Step 6: Excel will fetch you the result

Once done, press the enter button and Excel will arrange all the data in the
specified sequence where the is arranged in the array sequencing vertically
from top to bottom (row-wise).
Refer to the below image for your reference.

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7. Excel String Functions – LEFT, RIGHT, and MID
Excel is mostly about numerical, however, we often have data of text data type.
Here are a few functions we should know to handle text data.
 LEFT
 RIGHT
 MID
The LEFT function
The LEFT function returns a given text from the left of our text string based on
the number of characters specified.
Syntax:
LEFT(text, [num_chars])
Parameters:
 Text: The text we want to extract from.
 Num_chars (Optional): The number of characters you want to extract.
Default num_chars is 1 and the number must be a positive number that is
greater than zero.
 Example:
Step 1: Format your data.
Now if you want to get the first “Geeks” from “Geeksforgeeks” in B2. Let us
follow the next step.

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Step 2: We will enter =LEFT(B2,5) in the B3 cell. Here we want Excel to extract
the first 5 characters from the left side of our text in B2.

This will return “Geeks”.

The RIGHT Function

The RIGHT function returns a given text from the left of our text string based on
the number of characters specified.
Syntax:
RIGHT(text, [num_chars])
Parameters:
 Text: The text we want to extract from.
 Num_chars (Optional): The number of characters you want to extract.
Default num_chars is 1 and the number must be a positive number that is
greater than zero.
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Example:
Step 1: Format your data.
Now if you want to get the last geeks from “Geeksforgeeks” in B2. Let us follow
the next step.

Step 2: We will enter =RIGHT(B2,5) in the B3 cell. Here we want Excel to extract
the last 5 characters from the right side of our text in B2.

This will return “geeks”.

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The MID function

The MID function returns the text from any middle part of our text string based
on the starting position and the number of characters specified.
Syntax:
MID(text, start_num, num_chars)
Parameters:
 Text: The text we want to extract from.
 start_num: The starting number of the first character from the text we
want to extract.
 Num_chars: The number of characters you want to extract.

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Example:
Step 1: Format your data.

Now if you want to get the character “for” which is located in the middle of our
text “Geeksforgeeks” in B2. Let us follow the next step.
Step 2: We will enter =MID(B2,5,3) in the B3 cell. Here we want Excel to extract
the characters located in the middle of our text in B2.

This will return “for”.

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8. Excel SMALL and LARGE functions

Want to pick out the smallest or the largest numbers from your dataset? But
don’t want to reposition it?
The SMALL and LARGE functions of Excel will help you do that without reshaping
your data.
I will walk you through both these functions using multiple examples. So don’t
wait any further – and dive right in.
How to use the SMALL function
The SMALL function (just like you guessed it) will extract the k-th smallest value
from any given dataset
It has two required arguments:
 Array – the array of range values from where the smallest value is sought
 K – the k-th smallest value that is sought
I know it’s always boring to keep reading about functions. So how about an
example
The holiday season is yet not over, and we have a list of airlines with their ticket
prices mentioned next to them.

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Let’s find the 4th cheapest ticket from the list above
To help you double-check the accuracy of the function, we have organized the
data in ascending order. This is not needed to run the SMALL otherwise
1. Write the SMALL function as below:
= SMALL (

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2. For the first argument (array), create a reference to the cell range
containing the numeric values (from where the smallest value is sought).
We are creating a reference to the cell range B2:B8.
= SMALL (B2:B8

3. For argument K, write the position of the lowest value.

We want to find the 4th cheapest ticket. In other words, we seek the 4th
smallest value from the dataset above.
So our function becomes:
= SMALL (B2:B8, 4)

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Pro Tip!
Be careful while you write the k argument. If the value for k is a number smaller
than 1 or a number greater than the number of values in your dataset, the
SMALL function will return the #NUM error or the wrong value.
For example, the data above has a total of 7 numerical values. If you write the k
argument as 8 (or any number greater than 7), you’ll end up getting the #NUM
error

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4. You’re only an ‘Enter’ away from the desired results. So go on and hit it.

That’s $700 by Purple Airlines. Impressive to see how the SMALL function works,
isn’t it
The SMALL function is available in all versions of Microsoft Excel starting from
Excel 2010 to Excel 365.

How to use the LARGE function

If you thought the LARGE function would be a dupe of the SMALL function – you
made a bang-on target
The Excel LARGE function will extract the k-th largest value from any given
dataset.
It also has the same two arguments:
 Array – the array of range values from where the largest value is sought
 K – the k-th largest value that is sought

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Let’s not go any far and try using the LARGE function on the same example, as
above. However, this time, we are on the hunt for the second-highest ticket
price
1. Write the LARGE function as below:
= LARGE (

2. For the first argument (array), create a reference to the cell range
containing the values (from where the largest value is sought).
We are again creating a reference to the cell range B2:B8.
= LARGE (B2:B8

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3. For argument K, write the position of the largest value.

We want to find the 2nd most expensive ticket (the 2nd largest value) from the
dataset above.
So our function becomes:
= LARGE (B2:B8, 2)

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4. Hit Enter to get the results as follows:

That’s $900 by Red Airlines

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Both the SMALL and the LARGE functions are super simple to use. And you
vouch for that too now, don’t you?
Pro Tip!
Why were the LARGE and SMALL functions needed when Excel had the MIN and
the MAX functions
The MIN and the MAX functions will only return the minimum and the
maximum values from a given dataset. However, you don’t want the lowest but
the second, third (or any k-th) lowest or highest numeric value from the same
dataset, these functions would no more help.
That’s where you’d need the LARGE and the SMALL function
SMALL and LARGE functions examples
The basic application of the SMALL and the LARGE function is just that simple.
And now, we are diving into more examples for both these functions.
Example #1: SMALL and LARGE function with Dates
Did you know? You can use the SMALL and LARGE functions with dates too
We will show you that here. The images below have a list of flights (all
scheduled for different dates).

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To see when the third latest flight is scheduled, let’s apply the LARGE function:
1. Write the LARGE function as below:
= LARGE (B2:B8

For the first argument (array), we have referred to the cell range that contains
the dates.
2. For argument K, write 3. That’s because we want to find the third latest
flight.
= LARGE (B2:B8, 3)

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3. Hit Enter to get the results as follows

That’s on 31st May 2023.

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Pro Tip!
Instead of the date (31st May 2023), are you getting a serial number as result? If
that’s the case, relax
There is no problem with your function. You only need to reformat the subject
cell. To do that:
 Select the cell.
 Go to the Home Tab > Format > Short Date Format.
And everything will be sorted.
Similarly, if you want to find the third earliest flight:
4. Write the SMALL function as follows:
= SMALL (B2:B8, 3)

The function above translates as “Find the 3rd smallest date from the cell
range B2 to B8″.
5. Hit Enter to get the results.

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And there you have it! On 25th March 2023

Example #2: With the XLOOKUP function
In the above example, we have found the third earliest and the third latest
dates when the flights are scheduled.
But what if we want the answer to be different? What if you want to fetch Flight
No., and not the date when that flight is scheduled
We need to combine the XLOOKUP function with the SMALL and LARGE
functions to get that. So let’s do it.
1. Write the XLOOKUP function as follows:
= XLOOKUP (

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2. As the lookup_value, write in the LARGE function as written above.

= XLOOKUP ( LARGE (B2:B8, 3)

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We have just told Excel to look for the third largest value from the cell
range B2:B8.
3. Create a reference to the lookup range (where the lookup value is to be
looked for).
The lookup value will be the third latest date, so the lookup range will be the
cell range where the dates sit
= XLOOKUP ( LARGE (B2:B8, 3), B2:B8

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4. Create a reference to the return array.
We want the flight number to be returned so, the return array will be the
column for flight numbers.
= XLOOKUP ( LARGE (B2:B8, 3), B2:B8, A2:A8)

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5. Hit Enter.
We get Flight No. 1. Check out the date against it. It’s 31st May 2023 – the same
that we got above
Let’s do the same for the third earliest flight. Here you go!
6. Write the XLOOKUP function as follows:
= XLOOKUP ( SMALL (B2:B8, 3), B2:B8, A2:A8)

Take a closer look at the function above. We have only replaced the LARGE
function with the SMALL function.
And the results are here.

This time it’s Flight No. 2 (dated 25th March 2023)

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The Excel UNIQUE function can extract a list of distinct values, or a list of values
that only occur once, i.e. unique values. It can return a unique or distinct list
from one column or from multiple columns.
Syntax: =UNIQUE(array, [by_col], [occurs_once])
array is the range or array you want the unique values returned from.
by_col is an optional logical value (TRUE/FALSE) and allows you to compare
values by row (FALSE), or by column (TRUE).
occurs_once is also an optional logical value (TRUE/FALSE) and allows you to
find the truly unique values, i.e. the values that only occur once (TRUE), or all
distinct values (FALSE). If you omit this argument, it will default to FALSE and
return a distinct list.
Note: The UNIQUE function is part of the new Excel Dynamic Arrays family and
at the time of writing, Dynamic Arrays are only available in Office 365 and are
currently in beta on the Insiders channel. Excel 2019 will not have the Dynamic
Array functions.
Excel UNIQUE Function Examples
Let’s say we want to find a list of distinct values from the Item column (C) in the
table below:

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We can write a simple UNIQUE formula like this:
=UNIQUE(C7:C21)
You can see the results in cells B26:B30 in the image below:

The Excel UNIQUE function ‘spills’ the results into the rows below. This is the
new dynamic array behaviour that occurs when the final result of the formula
returns multiple values.
Note: In the example above, I’ve omitted the by_col argument, which means it
will default to FALSE and compare values by row. I’ve also omitted the
occurs_once argument so it has defaulted to FALSE and returned a distinct list.
Extract a list of Unique Values
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If you want to find a list of values that only occur once in a list, i.e. a list of truly
unique values, the occurs_once argument is set to TRUE. In the example below,
you can see ‘Support’ is the only unique value in the range A2:A9:

Extracting UNIQUE Rows of Values

In the example below, you can see there are whole rows containing duplicates.
Setting the by_col and occurs_once arguments to FALSE we get a list of unique
rows, as shown below:

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10. SUMIFS function in Excel.
Already discussed in Day 6 of #excelwithumaer series.

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