Excel Functions and Formulas: Excel is more than just a spreadsheet application. Microsoft Excel offers over 450 functions. This will allow users to accomplish anything from basic calculations to highly complex operations. Mastering advanced formulas that combine multiple functions is the real game-changer. In this blog, we’ll give into some of the most powerful Excel functions and formulas that every advanced user should know.
Advanced Excel Functions and Formulas
Below is a table showcasing key Excel functions, their descriptions, and examples to help you understand their application:
| Function | Description | Example |
|---|---|---|
| XLOOKUP | Searches a range or array and returns a matching result. | =XLOOKUP("Apple", A2:A10, B2:B10) returns the value from column B where “Apple” is in column A. |
| VLOOKUP | Looks up a value in a column and returns a value in the same row from another column. | =VLOOKUP(101, A2:C10, 3, FALSE) finds data for ID 101 from the third column in the range A2:C10. |
| INDEX/MATCH | Combines two functions to search and retrieve data flexibly. | =INDEX(B2:B10, MATCH("John", A2:A10, 0)) returns John’s data from column B. |
| SUMPRODUCT | Multiplies arrays and sums the resulting products, ideal for conditional calculations. | =SUMPRODUCT((A2:A10="East")*(B2:B10>100)*(C2:C10)) adds sales values >100 for the “East” region. |
| SUMIF/COUNTIF | Conditionally sums or counts values in a range based on a single criterion. | =SUMIF(A2:A10, ">500", B2:B10) adds sales >500; =COUNTIF(A2:A10, "Apple") counts “Apple.” |
| FILTER | Extracts data that meets specific criteria dynamically. | =FILTER(A2:C10, B2:B10="East") returns rows where column B has “East.” |
| SORT/SORTBY | Dynamically sorts data in ascending or descending order. | =SORT(A2:C10, 2, 1) sorts by the second column; =SORTBY(A2:C10, C2:C10, -1) sorts by column C. |
| UNIQUE | Returns a list of unique values from a dataset. | =UNIQUE(A2:A10) lists all distinct items in column A. |
| TEXTJOIN | Combines text from multiple cells into one, with a specified delimiter. | =TEXTJOIN(", ", TRUE, A2:A5) combines cells A2 to A5 with commas. |
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Top Advanced Excel Functions You Must Know
1. XLOOKUP: The Ultimate Lookup Function
The XLOOKUP function is the undisputed champion of lookup formulas in Excel. Introduced in Excel 2021 and Microsoft 365, it’s a significant upgrade over the classic VLOOKUP.
Why Use XLOOKUP?
- Searches both horizontally and vertically.
- Eliminates the limitations of VLOOKUP, such as the fixed column index.
- Handles errors gracefully with the IF_NOT_FOUND argument.
Example:
If you have a list of product IDs and their prices, you can use XLOOKUP to find the price of any product instantly.
| Product ID | Price |
| P001 | 500 |
| P002 | 700 |
| P003 | 900 |
Formula:
=XLOOKUP(“P002”, A2:A4, B2:B4)
This returns 700.
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2. VLOOKUP: The Classic Powerhouse
VLOOKUP has long been a favourite among Excel users, and while XLOOKUP has stolen the spotlight, VLOOKUP remains a staple for those using older Excel versions.
Key Features:
- Searches for a value in the first column of a range and returns a value in the same row from another column.
- Ideal for simple, one-dimensional data lookups.
Limitations:
- Only searches vertically.
- Requires the lookup value to be in the first column.
3. INDEX-MATCH Combo: A Dynamic Duo
The combination of INDEX and MATCH is a robust alternative to VLOOKUP and XLOOKUP, offering greater flexibility.
Why Use INDEX-MATCH?
- Works with data arranged in any direction (horizontal or vertical).
- Handles dynamic ranges and multi-criteria lookups effectively.
Formula Example:
=INDEX(C2:C5, MATCH(“P003”, A2:A5, 0))
This returns the corresponding value for P003 from column C.
4. SUMPRODUCT: Beyond Simple Summations
SUMPRODUCT is a versatile function that goes beyond summing values. It’s perfect for advanced conditional calculations.
Key Use Cases:
- Calculate weighted averages.
- Perform conditional summations based on criteria.
- Combine multiple conditions in one formula.
Example:
| Salesperson | Region | Sales |
| John | East | 1200 |
| Mary | West | 900 |
| Alex | East | 1500 |
To calculate total sales for the East region:
=SUMPRODUCT((B2:B4=”East”)*(C2:C4))
This returns 2700.
5. FILTER: Extract Data Dynamically
The FILTER function simplifies extracting specific data subsets.
Why It’s Powerful:
- Dynamic updates when the source data changes.
- Eliminates the need for manual filtering or complex formulas.
Example:
Extract sales data for the East region:
=FILTER(A2:C5, B2:B5=”East”)
| Salesperson | Region | Sales |
| John | East | 1200 |
| Alex | East | 1500 |
6. SUMIF/COUNTIF & SUMIFS/COUNTIFS
These functions are essential for conditional summations and counts.
Key Differences:
- SUMIF and COUNTIF handle a single condition.
- SUMIFS and COUNTIFS handle multiple conditions.
Example:
Calculate total sales for a specific region (East):
=SUMIF(B2:B5, “East”, C2:C5)
Example (Multiple Conditions):
Calculate sales for John in the East region:
=SUMIFS(C2:C5, A2:A5, “John”, B2:B5, “East”)
7. SORT & SORTBY: Dynamic Data Sorting
Sorting no longer requires static manual operations, thanks to SORT and SORTBY.
Why Use These Functions?
- Dynamically sort data based on one or more criteria.
- Automatically update when the source data changes.
Example:
Sort sales data by region:
=SORT(A2:C5, 2, 1)
8. UNIQUE: Extract Distinct Values
Extracting unique values has never been easier.
Example:
Given a list of regions: East, West, East, North, use:
=UNIQUE(A2:A5)
Result: East, West, North.
9. TEXTJOIN: Simplify Text Concatenation
Combine text from multiple cells seamlessly with a delimiter.
Example:
If you have names in A2:A5, use:
=TEXTJOIN(“, “, TRUE, A2:A5)
Result: “John, Mary, Alex, Sarah”.
🌟 Why Master Advanced Excel Functions?
- Efficiency: Automate repetitive tasks and save time.
- Accuracy: Reduce errors in calculations and analyses.
- Versatility: Solve complex problems with ease.
📌 Quick Reference Table
| Function | Purpose | Use Case |
| XLOOKUP | Dynamic lookups | Replacing VLOOKUP limitations |
| VLOOKUP | Vertical lookups | Data searches in older Excel versions |
| INDEX-MATCH | Flexible lookups | Multi-directional lookups |
| SUMPRODUCT | Conditional summations | Weighted averages and advanced calculations |
| FILTER | Dynamic filtering | Extracting subsets from large datasets |
| SORT/SORTBY | Dynamic sorting | Sorting based on multiple columns |
| UNIQUE | Extract unique values | Removing duplicates dynamically |
| TEXTJOIN | Text concatenation | Combining cell values with a delimiter |
