INDEX function in Excel - Dashboard Guide

Dashboard Mode - INDEX function

Dashboard Goal

Find specific sales data from a table by selecting the row and column number using the INDEX function.

Sample Data

Product	Q1 Sales	Q2 Sales	Q3 Sales
Apples	120	135	150
Bananas	80	90	100
Cherries	200	210	220
Dates	150	160	170
Elderberries	90	95	100

Dashboard Components

• KPI Card: Total Q2 Sales for Bananas
  Formula: =INDEX(B2:D6,2,2)
  Explanation: Returns the value in 2nd row, 2nd column of the range B2:D6 (Bananas Q2 Sales = 90)
• KPI Card: Q3 Sales for Cherries
  Formula: =INDEX(B2:D6,3,3)
  Explanation: Returns the value in 3rd row, 3rd column (Cherries Q3 Sales = 220)
• Table: Extract entire Q1 Sales column
  Formula in E2 and copied down: =INDEX(B2:B6,ROW()-1)
  Explanation: Returns Q1 sales for each product by row number
• Dynamic Cell: Select Product and Quarter to get sales
  Formula: =INDEX(B2:D6,MATCH(G2,A2:A6,0),MATCH(G3,B1:D1,0))
  Explanation: Uses MATCH to find row and column numbers based on product name in G2 and quarter in G3

Dashboard Layout

+----------------------+----------------------+
| Total Q2 Sales Bananas| Q3 Sales Cherries    |
|      (INDEX result)   |    (INDEX result)    |
+----------------------+----------------------+
| Extracted Q1 Sales    | Dynamic Sales Lookup |
| (Q1 sales column)     | (Select product/quarter)
+----------------------+----------------------+

Interactivity

User enters product name in cell G2 and quarter name in G3. The dynamic sales lookup updates automatically using the INDEX formula combined with MATCH to show the correct sales value.

The other KPI cards and extracted column show fixed values from the data table.

Self Check

If you change the product name in G2 to "Dates" and quarter in G3 to "Q1", what value appears in the dynamic sales lookup cell?

Answer: 150 (Dates Q1 Sales)

Key Result

Dashboard shows how to use INDEX to find specific sales data by row and column numbers, including dynamic lookup by product and quarter.

Practice

1. What does the Excel INDEX function do?

easy

A. Returns a value from a range based on row and column numbers

B. Sorts a list of values alphabetically

C. Counts the number of cells with numbers

D. Finds the position of a value in a list

Solution

1. Step 1: Understand the purpose of INDEX

   The INDEX function returns a value from a specified position in a range, using row and optionally column numbers.

2. Step 2: Compare with other options

   Sorting, counting, and finding positions are done by other functions like SORT, COUNT, and MATCH, not INDEX.

3. Final Answer:

   Returns a value from a range based on row and column numbers -> Option A

4. Quick Check:

   INDEX = value by position [OK]

Hint: INDEX returns value by position, not by sorting or counting [OK]

Common Mistakes:

• Confusing INDEX with MATCH which finds position
• Thinking INDEX sorts data
• Assuming INDEX counts cells

2. Which of the following is the correct syntax for the INDEX function in Excel?

easy

A. INDEX(array; column_num; row_num)

B. INDEX(row_num, array, [column_num])

C. INDEX(array, row_num, [column_num])

D. INDEX(array, column_num, row_num)

Solution

1. Step 1: Recall the correct parameter order

   The correct syntax is INDEX(array, row_num, [column_num]) where array is the range, row_num is the row number, and column_num is optional.

2. Step 2: Check other options for errors

   Options B, C, and D have wrong parameter order or use wrong separators (semicolon instead of comma).

3. Final Answer:

   INDEX(array, row_num, [column_num]) -> Option C

4. Quick Check:

   Syntax = INDEX(array, row, [col]) [OK]

Hint: Remember: array first, then row, then optional column [OK]

Common Mistakes:

• Swapping row and column numbers
• Using semicolons instead of commas
• Putting row number before array

3. Given the range A1:C3 with values:
1 2 3
4 5 6
7 8 9
What is the result of =INDEX(A1:C3, 2, 3)?

medium

A. 8

B. 6

C. 5

D. 3

Solution

1. Step 1: Locate the cell at row 2, column 3 in the range

   Row 2 is the second row: 4, 5, 6. Column 3 is the third value in that row, which is 6.

2. Step 2: Confirm the value returned by INDEX

   INDEX returns the value at that position, which is 6.

3. Final Answer:

   6 -> Option B

4. Quick Check:

   Row 2, Col 3 = 6 [OK]

Hint: Row then column picks the value in that cell [OK]

Common Mistakes:

• Mixing up row and column numbers
• Picking value from wrong row or column
• Confusing INDEX with MATCH

4. What is wrong with this formula: =INDEX(A1:B2, 3, 1) if the range is only 2 rows tall?

medium

A. Column number 1 is invalid

B. INDEX requires a column number for 2D ranges

C. Range A1:B2 is not a valid range

D. Row number 3 is outside the range, causing an error

Solution

1. Step 1: Check the size of the range

   The range A1:B2 has 2 rows and 2 columns only.

2. Step 2: Validate the row number parameter

   The formula uses row number 3, which is outside the 2-row range, causing a #REF! error.

3. Final Answer:

   Row number 3 is outside the range, causing an error -> Option D

4. Quick Check:

   Row 3 > 2 rows = error [OK]

Hint: Row or column number must be inside range size [OK]

Common Mistakes:

• Using row or column numbers larger than range
• Assuming INDEX auto-corrects out-of-range numbers
• Ignoring #REF! errors

5. You have a table in A1:C4 where column A is names, column B is ages, and column C is cities:
John 25 NY
Mary 30 LA
Steve 22 SF
Anna 28 CHI
How would you use INDEX to find the city of the person in row 3?

hard

A. =INDEX(A1:C4, 3, 3)

B. =INDEX(A1:C4, 3, 2)

C. =INDEX(B1:B4, 3)

D. =INDEX(A1:A4, 3)

Solution

1. Step 1: Identify the correct range and position

   The full table is A1:C4. Row 3 corresponds to Steve's data. The city is in column 3.

2. Step 2: Use INDEX with full range, row 3, column 3

   INDEX(A1:C4, 3, 3) returns the value in row 3, column 3, which is Steve's city "SF".

3. Final Answer:

   =INDEX(A1:C4, 3, 3) -> Option A

4. Quick Check:

   Row 3, Col 3 = city [OK]

Hint: Use full table range with row and column for exact cell [OK]

Common Mistakes:

• Using wrong column number for city
• Using only one column range losing row context
• Confusing age column with city column