IF is the most used Excel function out there. Here are 10 advanced IF tricks to take your formulas to next-level 🚀
In this article, you will learn:
- Only one of, two out of three type rules
- Between condition check with MEDIAN
- Replacing Nested IF with shorter function
- Using boolean logic to replace IF formulas
- Arrays with IF function
- Wildcard checks with IF function
- How to use IF formula in other places
- Conditional formatting
- Data validation
- Charts
Sample data for the examples
All examples in this article use below sample data. Assume it is in the range C8:G23
You can download this data alone for practice purpose from here.
Includes sample data for practice, completed Excel workbook
#1 - Only one of condition
Situation
Identify employees who are only one of gender=male or salary under $85,000
Formula
=IF(XOR(D8="Male",G8<85000),"Include", "Exclude")
Explanation
XOR function will return TRUE if an odd number inputs are TRUE, else FALSE.
So, our XOR(D8=”Male”, G8<85000) will be useful for checking only one of condition.
Note: XOR doesn’t work when you want to check only one of when you have more than 2 conditions. For that refer to next trick.
Also read: Either Or formula in Excel
#2 - Two out of Three Check
Situation
Flag employees when they meet any two out of below three conditions.
- Department is Website
- Year of join is 2019
- Salary is above $90,000
Formula
=IF((E8="Website")+(YEAR(F8)=2019)+(G8>90000)>=2,
"Include", "Exclude")
Explanation
The trick is in understanding Excel treats TRUE as 1 and FALSE as 0.
So, the expression (E8=”Website”)+(YEAR(F8)=2019)+(G8>90000)
will be converted a bunch of 1s & 0s and added up, depending on the details of employee.
We can then simply check if such number is >=2 to see if any two out of three conditions are met.
#3 - Using MEDIAN for Between Condition
Situation
Identify employees joined between 1-Jan-2019 and 30-Jun-2019.
Formula
=IF(MEDIAN(F8,DATE(2019,1,1),DATE(2019,6,30))=F8,
"Review","")
Explanation
Normally, we use AND() function to check for between condition. But, you can also use MEDIAN for this.
The pattern goes like,
=MEDIAN(your value, above, below) = your value
The above will be TRUE if your value is between above and below values.
For example, =MEDIAN(7, 3,9) = 7 is TRUE.
Read more: How to write BETWEEN formula in Excel
#4 - Replacing Nested IF functions
Situation
Calculate staff bonus based on below rules:
- 1% for Website staff
- 3 % for Sales staff joined in 2018
- 2% for others
Formula
=IFS(E8="Website",1%,
AND(E8="Sales",YEAR(F8)=2018),3%,
TRUE,2%)
Explanation
Nested IF functions can be hard to write and tricky to maintain. That is why, you should use the newly introduced IFS() function.
The syntax for IFS goes like this:
=IFS(condition1, value1, condition2, value2…)
But, IFS() doesn’t have ELSE option…?
Well, you can use TRUE as last condition to fix this.
In the above formula TRUE, 2% part handles the ELSE case beautifully.
#5 - Boolean Logic to avoid IF formulas
Situation
Calculate staff bonus based on below rules, but don’t use any IF formulas:
- 1% for Website staff
- 3 % for Sales staff joined in 2018
- 2% for others
Formula
=2% - (E8="Website")*1% + AND(E8="Sales",YEAR(F8)=2018)*1%
Explanation
You can use boolean logic checks to altogether avoid IF formulas. This works well when your outputs are numbers.
The above formula calculates staff bonus by using TRUE=1 & FALSE=0 notion.
Let’s test it out for below staff:
For Gigi:
- 2% – (FALSE)*1% + (TRUE)* 1% = 3%
For Curtice:
- 2% – (FALSE)*1% + (FALSE)*1% = 2%
Read more: Daniel Ferry’s excellent I heart IF
#6 - Checking if a value is in another list
Situation
Check if an employee is part of on call support team
(range: C32:C36)
Formula
=IF(COUNTIFS($C$32:$C$36,C8),"On call","Not on call")
Explanation
We can use COUNTIFS or MATCH functions to do this. I prefer COUNTIFS.
Just count if a given data point is in another list.
Why don’t we check >0?
Remember, Excel treats any number other than 0 as TRUE. So we don’t need to write COUNTIFS($C$32:$C$36,C8)>0.
#7 - Arrays with IF formula
Situation
Calculate median salary of website staff
Formula
=MEDIAN(IF(E8:E23="Website",G8:G23))
Explanation
When you use arrays in the IF formula, it will return an array of outcomes too.
So for eg. =IF({TRUE,TRUE,FALSE}, {1, 2, 3}, {“A”,”B”,”C”}) will return {1, 2, “C”}
We can use this powerful idea to calculate median salary of website staff too.
What about ELSE part? It’s missing no?
If you don’t mention the ELSE part of IF formula, it will simply return FALSE for those values.
So, in our case, we get
{FALSE;90700;48950;FALSE;FALSE;107700;…FALSE}
When MEDIAN reads those values, it will ignore the FALSEs and calculate MEDIAN for rest.
Read more: Calculating RANKIFS with Excel
Situation 2
Show all names of “Finance” staff in one cell, comma seperated.
Formula
=TEXTJOIN(",",,IF(E8:E23="Finance",C8:C23,""))
Explanation
This works same as the MEDIAN(IF()) structure. For more applications of this technique, see the Excel Risk Map
#8 - Wildcard based conditions
Situation
Identify if an employee’s name contains letters bo
Formula
=IF(COUNTIFS(C8,"*bo*"),"bo person","not a bo person")
Explanation
IF function is not aware of wildcards. But we can use one of the other wildcard aware functions inside IF to solve the problem. You can use either of XLOOKUP, XMATCH, MATCH, VLOOKUP, COUNTIFS for this.
I prefer COUNTIFS.
The COUNTIFS(C8, “*bo*”) will be 1 if name in C8 has bo in it, else 0.
Rest is self-explanatory.
Read more: Making VLOOKUP formula go wild | Not so wild lookups
#9 - IF formula with Conditional Formatting
Situation
Highlight employees that meet conditions specified in below cells.
Rule
=AND($E8=$J$50,$D8=$J$51)
Explanation
When checking rules in conditional formatting you don’t need to use IF formula. Just use the condition part of the formula alone.
Here is the result of our rule.
#10 - Using IF with Charts
Situation
Make a chart with employee salaries, but highlight staff making above average salary in a different color.
Process
- Add an extra column in your data and use IF formula to check if a person’s salary is above average.
- Make chart with both original salary & the new column.
- Overlap the bars (or columns) 100%
- Color them accordingly.
Formula
=IF(G8>AVERAGE($G$8:$G$23),G8,NA())
Outcome
Resources - File & Video
Includes sample data for practice, completed Excel workbook
Watch the video & learn these techniques
More on IF formula
Resources
Check out below tutorials to master IF formulas & business logic
Homework problems
Use these homework problems to sharpen your if muscle.
What is your favorite IF formula trick?
Share it in the comments. Let’s learn from each other.
63 Responses to “Custom Chart Axis Formating – Part 2.”
Hui, these are cool little tricks. Not one I need today, but well worth remembering for future dashboards
I recently learned what I thought was a really simple but useful number format. A custom format followed by ;;; will not display 0 values. Example format #,##0.00,,;;; will display 12,570,000 as 12.57 and display 0 as blank. I found that this really helped me reduce some of the clutter on dynamic charts. Thanks for another good article.
Like! 🙂
hi Hui,
Once I have created a custom format, how do I remove/delete it from the list again? I tried a few methods such as right click (no option to remove). I tried hi-lighting the custom format and hit the delete key. Nothing works.
@Fred,
Unlike the Custom Number format dialog for cells they don't have a Delete Button on the Chart Number Formats dialog, Maybe next version?
.
If you don't want to use your Custom Format select one of the built in formats.
hi chandoo and all,
great tips on the formatting.
1 curious answer: Is it possible to highlight Sat/Sun for DATES on x-axis?
assuming i have 1 month of daily product sales, x-axis = dates, y-axies = sum of sales.
thanks!
@Davidlim
.
You have limited options here as you can only use 3 conditional ranges in the [ ] brackets
So you can do something like
[Green][<40787]ddd;[Blue][>40788]ddd;[Red]ddd
This will make:
Dates earlier than September 2011 Green
Dates after September 2nd 2011 Blue
Dates on September 1 or 2nd, 2011 Red
.
Otherwise you can use the techniques where you use a Combination chart and color the weekend column a highlight color to emphasize them
Have a look at: http://chandoo.org/wp/2009/08/26/combo-charts-to-group-times/
Download the file just below:
Download this excel combo chart and play with it to learn more
Select the hidden bars and apply a fill
Great post,
I would like to know a way to apply custom formatting to the horizontal axis.
Suppose, I want to highlight F,G & H in Red
@Fowmy
As far as I'm aware it can't be done using Custom Formats
You can of course use cells lined up under the chart and do the Conditional Formatting in those cells
@Hui:
How do I get the number formats to work on a Dynamic Chart.i.e: Chart with different scaling based on different data sources. For example, if I have five KPI and each have a Target, how do I get the chart to dynamically change number format based on the data selected?
@Donald
Have a read of this Forum and my comments and see if that helps you
http://chandoo.org/forums/topic/making-vlookup-recieve-multiple-formats-of-data
@Hui: Thanx for the speedy comment, I've checked the link and your last comment is almost what I need but I can't get it right for my application. See below my problems. Data below is displayed on the dynamic graph. The Graph only shows two data lines Target and the actual KPI data. on the data line I won't to highlight the numbers based on the info below relative to the Target line.
KPI Target GREEN ORANGE RED
DCR 1 and 1.2
BSS Setup 99 >99 95> and <99 <95
TCH BLK 0.5 and 1
SD BLK 0.5 and 1
UL_TBF S_Rate 90 >85 85> and <90 85 85> and <90 <85
@Donald
Do you want to email me this file
I'm struggling to visualise this
add instructions please
I remember seeing a blog post some time ago about the number format colors. The default green color is ugly, and there was some neat trick to change that into more dark green version. I think it had to do with assigning some code instead of [green].
@Hui: I just forward you a mail now. I've also noticed that the custom only allows two conditions and I struggling to put more custom for same chart. As indicated, the graph has different target format i.e 1% and 95%.
@Donald: I'm not sure what do you want to get in your case, here is what I've used in my dashboard for different KPI values:
[50000]$#,K;0
I have %'s, monthly sales amounts (all > $50000) and invoice counts. However I didn't apply this formatting to the axis number format - it will always have 0 as 0.00% - any ideas how to avoid this?
Formatting in my comment above should be as following: [50000]$#,K;0
one more time:
[50000]$#,K;0@Oleksiy: Follow link on Hui comment (11). Looks like it might address your problem.
@Donald: I have done similar for series values already, just for some reason Chandoo's website modified my comment from "/<1/0.00%; /50000/$#,K;0" where / - [ and ]. 🙂
Problem is that I can't apply this to the axis format as it always has zero.
Thanks, Hui.
Hello Hui, Please suggest how can I highlight ( making it bold or colored) a particular month among 12 months that I put in X axis.
You can use the same technique with Dates that are Dates, but not when they are Text.
That is if your X-Axis has dates, apply a custom number format like
[Red][<=40790]d-mmm;[Black]d-mmm
that is Dates <= 4 Sept 2011 will be Red, others will be Black where 40790 is the serial number for 4 Sept 2011 You can change the Date Format d-mmm to whatever suits you . [Red][<=40790]d-mmm;[Black][<40798]d-mmm;[Green]d-mmm
Red <=4 Sep Black < 12 Sep Green >= 12 Sep
.
The Date fomats can change as well
[Red][<=40790]d mm;[Black][<40798]d-mmm;[Green]d mmmm yy
Red <= 4 Sept; displayed as 4 09 Black < 12 Sept; displayed as 12-Sep Green >= 12 Sept; displayed as 12 September 11
Thanks a lot Hui for your great suggestion. So it is only possible for months not for any other texts!
@Tamoghna
Its possible for any Numbers, %, $, Dates or Times,
Which are all numbers anyway.
It is not possible for Text
If you need to do text, you can consider using Text Boxes or cells behind the chart where you can apply conditional formats to.
So instead of using the Built In axis labels, make the chart transparent and place a number of Columns behind the chart with the approriate text and Conditional Formats in it
A similar approach can be done using Text Boxes linked to cells
Hui,
This is great and very timely because I suddenly have a need for lables that change format according to the values - so thank you.
A quick question however, on a slightly different issue. Is it possible to format the markers so they don't show for a zero value but do show for any value above or below zero.
Thanks,
Linda
@Linda
try a format like
[red]0;[green]-2;;
.
Note the custom format layout is
Positive;Negative;0;Text
.
so by having a third parameter of ;;
you get no format when it is 0
Hui,
Thanks for the quick response. However, I don't seem to know where to type the format. I can see how to do this for the Labels but not for the actual graph marker itself. Esentially I want the marker to show if there is a value, but not if it is 0.
Appreciate your help.
Linda
@Linda
Sorry, I'd misread your requirements
Where your data is, change the formula to be
=if(my formula=0, na(), my Formula)
.
You may have to change the settings
Select chart
Right Click, Select data
Hidden & Empty cells
Adjust to suit
Hui,
Thank you so much that worked well. I had a couple of problems at first because I had the graph type set as a line and the #NA had no effect. However, once I changed it to XY scatter, your suggestion worked like a treat!
Thanks so much for your help
Linda
@Linda
You may want to also have a read of
http://chandoo.org/wp/2010/11/11/highlight-data-points-scatter-line-charts/
Hello Hui,
I have a data validation cell (A1) with a dropdown list for "Qty" and "$$$".
My data set is values that I plot asa Pie Chart (In Column B1).
These values are conditionally read from 2 different tables depending on the drop down list selection for $$$$ or Qty.
I have conditionlly formatted all cells in B1 to display number format as Number (0 decimal places) or Currency $ again dependent on selection made in A1.
Now my pie chart is updating correctly based on my selections and data but the labels do not get formatted to Number or Currency automatically.
How can I conditionally format the labels based on selection in A1?
@Aashtee
You can't conditionally format chart objects against another cell only against there own values.
If the values for Qty and price are different
ie: Price $100-200
Qty 1-20
you can use a Custom Number format like
[Blue][>=100]$#,###.00 ;[Red][<100]#,###;
.
But if they overlap it can't be done
[...] http://chandoo.org/wp/2011/08/22/custom-chart-axis-formating-part-2/ [...]
Hi Hui,
I'm trying to customize the x-axis from 0,1,2,3,4,5 to read: 0, KG, 1, 2, 3, 4, 5. How can I do this?
Also, the x-axis figures are currently on top of my chart, how can I move these to be on the bottom?
Thanks!
@Annie
Try the following Custom Number Format
#;-#;0" Kg";@Thanks! This almost works perfectly, except that the "0" and the "KG" are labels for the same point (0). I need the "0" at 0 and then "KG" then 1, 2, 3,...
Thank you for your help with this!
Select the X Axis
Ctrl 1
Axis Options Tab
Vertical Axis Crosses
Axis Value: 0.0
That didn't change anything.
To clarify, I'm trying to get the x-axis to read: 0 KG 1 2 3 4 5 (evenly spaced). The problem may be in trying to put "KG" in the "1" place, "1" in the "2" place, and so on.
Annie
What type of Chart is this ?
It's a clustered bar chart that I'm using to show when curriculum was developed for different subjects. The y-axis indicates the year the curriculum was developed and the x-axis corresponds to the grade level (KG is short for kindergarten, followed by Class 1, 2, 3, 4 and 5).
@Annie
I'm struggling with an easy solution for this one
One way would be to delete the axis altogether or use a Custom Number format like ;;;
Then setup a manual set of cells with the 0 K 1 2 3 4 etc which would be located behind the chart and then resemble the Axis Labels
or
Setup a Text Box/es with the same Sequence 0 K 1 2 3 4 etc and place that where the axis would be
Once properly located and sized, The Text Box could be grouped with the chart so that they remain fixed to each other.
Hi Annie,
I think this might work for you...basically what Hui said but a couple small tweaks.
use this custom format
General;[<0]"0";"KG"
It will make negatives appear as 0 and 0 appear as KG, positive numbers will remain as they are.
Then select the x-axis and ctrl+1 to go to format axis.
Axis Options
1/Set Minimum to -1 (Fixed)
2/Set Maximum to 5 (Fixed, optional)
3/Vertical axis crosses; Axis Value = -1
In your data, make sure that all data points relating to KG are 0.
Your clustered bar chart should have 0 KG 1 2 3 4 5 for the x-axis labels.
Kyle
THANK YOU SO MUCH!
This worked perfectly. I really appreciate all of your help.
Phew!
Annie
minor note on the customer format I posted...it doesn't need the [<0] in General;[<0]"0";"KG". You can just use General;"0";"KG"
hi drea,
thank you so much !
i am from iran.
this site is very good for me.
this site has very good information from excel.
by
I need to do something like your highlight thousands as K, but to this degree:
1? 0.000001
10? 0.00001 100? 0.0001 1m 0.001 10m 0.010 100m 0.100
1 1.000
10 10.000
100 100.000
1k 1000.000 10k 10000.000 100k 100000.000 1M 1000000.000 10M 10000000.000 100M 100000000.000 1G 1000000000.000 10G 10000000000.000
100G 100000000000.000
From what i've been told i can not express all of that as a chart label number format, so i was looking at other options.
Within VBA and Excel, how can i apply a NumberFormat like this to a chart?
Any help is greatly appreciated!
Russ
Actually the numbers ghot screwed up when i pasted.
They should be like
1K 1000.0
10K 10000.0
100K 100000.0
etc.
If it is just "k"s that you want to add, then using the format #,"k" should work.
My y axis goes from 0 to 1 with increments of 0.1
I want it do be displayed in terms of p10,p20 all the way to p100
For ex instead of 0.1 i want p90 and instead of 0.2 i want p80 all the waiy to p0. Is this possible?
@Yousuf
You can't do maths in Number Formatting apart from the Power of 10 tricks discussed here: http://chandoo.org/wp/2012/01/31/custom-number-formats-multiply-divide-by-any-power-of-10/
However you can still do what you want
Setup your chart
Select the Y Axis and set Max to 1, Min to 0 and Major Unit to 0.1
With the Chart selected Add text boxes and type the text you want for each Axis Point eg: p10, p20 etc
Locate the text boxes in the correct locations using the Axis as a guide
Set the text size, font, Bold etc to suit
Select all the text boxes and group them
Select the axis and set the text color to None
How can I use an image instead of a text on chart axes? I would like to use companies logos instead of using the names on x-axis. Is it possible?
@lonchas
With the chart selected
Select the axis
Set the Custom Number format to "";"";""
This will display the axis without labels
Then paste the pictures in, rescale and position as appropriate
Is it not possible to insert the picture automatically, just associating each label with a picture?
I am trying to do something like that:
http://www.ricaperrone.com.br/2012/09/br12-publico-e-renda/
(pls, see the third image).
I though the images had been inserted directly from cells through a formule.
I have data labels in percentage format. which custom format i should use to have green color fornt if more then 100% and red color font if less then 100%.
@Bisal
try:
[>1][Green]0%;[<=1][Red]0%
I'm hoping you can help. I have a dynamic chart for financial data. Most of the charts have a y axis based on $ with a couple charts that are a %. I can not use a option mentioned above since some of the $s have a negative value. I tried conditional formatting the source, but the 'Link to source' does not pick up the conditional formatting. Is there a way to have the y axis dynamically change from $ to %. I am using a combo box to change the data on the chart.
@Shelley
Can you post or email me a sample file ?
I emailed the file. Did you receive it?
I need this question to be answered for me too. My "linked" data is conditional formatted to be red given some criteria. I want my axis to be red too, but it only picks up the number format, not the conditional formatting.
The “linked” data from my table is conditional formatted to be red based off of some criteria. I want my chart axis to be red too, but it only picks up the number format, not the conditional formatting.
Is there any way to link conditional formatting of sourced data to axis labels?
You are awesome chandoo. Thanks
Hi Chandoo,
Your posts are very helpful.
Is there a way to conditionally format the data label position/location (in addition color, as you have shown in this post)?
I have some line charts with markers showing the same measure from year to year. Each chart has two lines. One of the lines is an average of participants in the group and stays the same. The other line is for each participant and gets updated dynamically to produce about 50 unique charts total. If I put the data labels "above" or "below," they look good for about half the participants, then overlap or are confusing next to each other for the remaining half of the participants (given that the one line is the average of all participants). Right, left, and center do not look good, as they overlap the lines. I tried using the Chart Tools---> Design---> Style 2, which makes the markers bigger and places the data label inside the marker. However, for the 3-4 participants per year who have about average values, the marker for the participant overlaps with that for the average and makes the labels unreadable.
Thank you for any help you can offer!