Three practical functions for Excel data extraction and summary

Suppose you have a large workbook with beautifully formatted, filtered and sorted tables. You might think the work is done, but in reality, Excel is waiting for you to do more on these tables, eager to help you make the most of the hard work you have done so far.

This article will introduce three functions or combinations of functions that I often use that can be used to extract or summarize information in Excel tables.

VLOOKUP and HLOOKUP

VLOOKUP and HLOOKUP are both used to find and retrieve values ??at specific locations in a table.

• VLOOKUP relies on a vertical data table and looks up the first column (vertical) in the table.
• HLOOKUP relies on the horizontal data table and looks up the first row (horizontal) in the table.

VLOOKUP

Here, I have a list of test scores and the required grades for each grade (we call it Table 1). I also have a table with student grades (called Table 2 from this point). I want Excel to use the information in Table 1 to complete the missing columns in Table 2.

I will use VLOOKUP because I want Excel to look up the values ??in the first column of Table 1 to return the grades of each student in Table 2. The syntax of the VLOOKUP function is as follows:

<code>=VLOOKUP(a,b,c,d)</code>

Of:

• a is the value to be looked for (in the above example, that is the value in column E),
• b is a table containing the reference values ??(in this case, it is cells A1 to B9, or Table 1),
• c is the column number in that table (I want it to return the level, so it is the second column in Table 1), and
• d is an optional condition that tells Excel whether to approximate lookup values ??("TRUE") or exact lookup values ??("FALSE"). If left blank, the default value is TRUE.

So, in my case, I would enter this formula in cell F2 to calculate the grades of Tom and then use autofill to find other grades in the table:

<code>=VLOOKUP(E2,$A:$B,2,TRUE)</code>

I used the $ symbol to create an absolute reference for the above value b because I want Excel to continuously use cells A1 to B9 to find the value. I also used "TRUE" for the value d because the score boundary table contains ranges, not the rank assigned to a single score.

HLOOKUP

Here, we have the same level boundary information, but this time it is displayed horizontally. This means that the data we want to fetch is located in the second row of the boundary table.

The syntax of the HLOOKUP function is similar to that of VLOOKUP:

<code>=HLOOKUP(a,b,c,d)</code>

Of:

• a is the value to be found (in this example, the value in column C),
• b is an absolute reference to the cell containing the search value (in this case, it is A1 to I2),
• c is the row number in the table (I want it to return the level, so it is the second row), and
• d (optional) is "TRUE" (approximate value) or "FALSE" (exact value).

So I will enter this formula in cell C5 to calculate the grades of Tom and then use autofill to find other grades in the table:

<code>=VLOOKUP(a,b,c,d)</code>

INDEX and MATCH

Another effective way to find and retrieve values ??is through INDEX and MATCH, especially when used together. INDEX looks for and returns the value of the defined position, while MATCH looks for and returns the bit of the value. Together, they can implement dynamic data retrieval.

Single grammar

Before we look at these functions together, let's briefly view them individually.

The syntax of INDEX is

<code>=VLOOKUP(E2,$A:$B,2,TRUE)</code>

where a is the range of cells containing data, b is the row number to be evaluated, and c is the column number to be evaluated.

Based on this,

<code>=HLOOKUP(a,b,c,d)</code>

will evaluate cells B2 to D8 and return the values ??in the fourth row and second column in that range.

For MATCH, we follow

<code>=HLOOKUP(B5,$A:$I,2,TRUE)</code>

where x is the value we are looking for, y is the range of values ??we are looking for, and z (optional) is the matching type.

Based on this,

<code>INDEX(a,b,c)</code>

will tell me where the number 5 is in range B2 to B8, while 0 tells Excel to perform an exact match.

Use in combination

In this example, I want Excel to tell me the number of goals a specified player scores in a given month. More specifically, I want to know how many goals a player C scored in the third month, but I will create this formula so that I can change those conditions at any time.

To do this, I need Excel to determine the position of player C in the table and then tell me the value in the third column of the data.

In cell G4, I will start with the INDEX function because I want Excel to look up from my original data and return a value. I will then tell Excel where to look for that data.

<code>INDEX(B2:D8,4,2)</code>

The next part of the INDEX syntax is the line number, which will vary depending on the player I declare in cell G2. For example, if I want to find player A, it will be the first row. To do this, I'll start the MATCH function because I want Excel to match the player in cell G2 to the corresponding cell in player column (A2:A8) and figure out which row it is located. I also added the last 0 because I want Excel to return exact retrieval.

<code>=VLOOKUP(a,b,c,d)</code>

Now that I have told the Excel INDEX function line number, I need to do it with the column number. In my example, the column number represents the month number I typed in cell G3.

<code>=VLOOKUP(E2,$A:$B,2,TRUE)</code>

When I pressed the Enter key, Excel correctly told me that Player C had scored five goals in the third month.

Now I can change any value in my lookup table to find the total of any player in any month.

COUNTIF and SUMIF

As you can see from their names, these two functions count and sum values ??based on the conditions you set. Anything not included in your condition will not be added or counted, even if it is within the scope you specified.

COUNTIF

COUNTIF counts cells containing specific conditions. The syntax is

<code>=HLOOKUP(a,b,c,d)</code>

where a is the range you want to count, and b is the condition for counting.

Similarly, if I want to include multiple conditions, I will use COUNTIFS:

<code>=HLOOKUP(B5,$A:$I,2,TRUE)</code>

where a and b are the first range condition pairing, and c and d are the second range condition pairing ( You can have up to 127 pairs).

If any condition is a text or logical or mathematical symbol, it must be enclosed in double quotes.

In my salary table below, I want to calculate the number of people earning over ￡40,000 and the number of people who receive over ￡1,000 bonuses separately.

To calculate the number of employees who have a salary of more than ￡40,000, I need to enter this formula in cell D8:

<code>INDEX(a,b,c)</code>

where C2:C6 is the range of salary, ">40000" is the condition.

To calculate the number of service staff who receive over ￡1,000 bonus, I will use COUNTIFS because I have two conditions.

<code>INDEX(B2:D8,4,2)</code>

B2:B6,"Services" Part is the first range conditional pairing, D2:D6,">1000" is the second one.

Even if I separate thousands digits with commas in my table above, I don't include these commas in the formula, because commas have different functions here.

SUMIF

SUMIF sums cells according to the conditions you set. It works similarly to COUNTIF, but contains more parameters in parentheses. The syntax is

<code>MATCH(x,y,z)</code>

where a is the range of cells you want to evaluate before requesting, b is the condition for that evaluation (this can be a value or a cell reference), c (optional) is the cell to be added if it is different from a.

This time, we have to calculate three things: the total salary for more than ￡40,000, the total salary for the service department and the total bonus for employees who have more than ￡35,000.

First, to calculate the total salary of more than ￡40,000, I need to enter the following formula in cell D8:

<code>=VLOOKUP(a,b,c,d)</code>

where C2:C6 quotes the salary in the table, ">40000" tells Excel to sum only values ??exceeding this amount.

Next, I want to find out the total salary of the service department. So, in cell C9, I will type

<code>=VLOOKUP(E2,$A:$B,2,TRUE)</code>

where B2:B6 quotes department columns, "Services" Tell Excel I'm looking for employees in the service department, C2:C6 Tell Excel about these Employees' wages are summed.

My last task was to find out how much bonus the employees earning over ￡35,000 received. In cell C10, I will type

<code>=HLOOKUP(a,b,c,d)</code>

where C2:C6 tells Excel to evaluate wages, ">35000" are the conditions for these wages, D2:D6 Tell Excel to meet the conditions Personal bonus sum.

Excel also has the SUMIFS function, which performs the same procedure, but for multiple conditions. It is very different from SUMIF's syntax:

<code>=HLOOKUP(B5,$A:$I,2,TRUE)</code>

where a is the range of cells to be added, b is the first range to be evaluated, c is b, d and e are the next range condition pairing (you can have up to 127 pairs).

Using the table above, let's say I want to sum the bonuses for employees who earn more than ￡45,000. Here is the formula I will enter:

<code>INDEX(a,b,c)</code>

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After mastering the above functions, try using the XLOOKUP function, which is designed to solve some of the disadvantages of VLOOKUP by finding the values ??on the left and right of the Find Value column without rearranging the data.

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