Are you looking to optimize the use of formulas in your Google Sheets? Look no further – meet the SWITCH function! In this article, we will explain everything you need to know about this function and when to use it instead of traditional IF formulas.
What is the SWITCH function in Google Sheets?
The SWITCH function in Google Sheets works similarly to a nested IF formula. However, using multiple IF formulas can make the formula complex and slow down the performance of the spreadsheet. The SWITCH function has the advantage of having a much simpler syntax, making it accessible to everyone for tracking and analyzing data in a spreadsheet.
The SWITCH function analyzes a logical expression and compares it to several possible cases. The specified value in the corresponding case is then returned. When there is no corresponding case, a default value is returned.
Syntax of the SWITCH function in Google Sheets
Before we explain how the SWITCH function works, let’s take a look at its syntax. The syntax is as follows:
=SWITCH(exp, cas1, val1, [cas2, val2], [default])
Now that we’ve had a first look at the syntax of the SWITCH formula, let’s examine its parameters and their meanings.
exp: This parameter represents an expression, a value, or a reference to cells containing the expression or values. The function will test this expression to see if it matches.cas1: This is the value with which the function will compare theexpparameter. This parameter is mandatory for the function to work.val1: This parameter defines the value that will be returned if thecas1parameter matches theexpparameter. This parameter is also required for the formula to work.cas2: Similar to thecas1parameter, this is the value with which the function will compare theexpparameter. This parameter and the followingcasparameters are optional.val2: Similar to theval1parameter, this parameter defines the value that will be returned if thecas2parameter matches theexpparameter. This parameter and the followingvalparameters are optional.default: This optional parameter defines the last value that will be returned if none of the defined cases match the expression.
How to use the SWITCH statement in Google Sheets
In this example, let’s say we have a column with ratings from 1 to 5 corresponding to an evaluation. We also have the names of some students with their ratings next to them. We want to display their rating next to their name. In this case, we will use the SWITCH function to achieve this.
Here are the steps to follow:
- Start by writing the initial part of the formula by adding an equal sign (=).
- Add the SWITCH function keyword followed by an opening parenthesis. The formula will look like
=SWITCH(. - Add the first parameter, which is the expression. In this example, it is cell B2 that contains the student’s rating.
- Add the cas and val parameters. In our example, we have 5 cases, so we need to add 10 parameters. Once you’ve added them, the formula will be
=SWITCH(B2, J2, K2, J3, K3, J4, K4, J5, K5, J6, K6).
As you can see, manually adding ratings for many students can be extremely tedious and error-prone. However, by using the auto-completion feature suggested by Google, not only will the exp parameter shift, but the cas and val parameters will also shift, resulting in an undesirable outcome.
To remedy this, we want to ensure that the cas and val parameters do not change even if the exp parameter changes. To do this, we will use absolute references by adding a dollar sign ($) next to the row and column constants. This way, a cell reference like A1 will look like $A$1 when converted to an absolute reference.
When you convert the formula from the example to be able to use the suggested auto-completion, the formula will become =SWITCH(B2, $J$2,$K$2,$J$3,$K$3,$J$4,$K$4,$J$5,$K$5,$J$6,$K$6).
There may be cases where a data in your spreadsheet does not match any of the defined cases. In such cases, you can specify a default parameter that will be displayed in the absence of a match.
The default parameter is added last in the formula. It should be enclosed in quotation marks. In this example, we added a parameter that displays a message “Invalid rating” if none of the expressions match the specified case.
Differences between IFS, IF, and SWITCH formulas
While these three functions may seem similar at first glance, there are some key differences that can make one function better than the other.
Explanation of the SWITCH function
When you use the SWITCH function, the function returns the corresponding value of the case. In the example above, the function matched the student’s rating with the rating specified in the rating key. After comparison, the rating was displayed when it matched the student’s rating.
If the test cannot find a matching case, the function can return a default value. This value is optional and can be added as the last parameter in quotation marks. For the above example, this option displayed a “Invalid rating” message. The formula will display an error #N/A if no parameter is added.
Explanation of the IFS function
When you use the IFS function, it works similarly to SWITCH and evaluates multiple conditions. It then returns a value for the first case that returns a true value.
However, it differs from the SWITCH function as the IFS function cannot immediately return a value if there is no match. This can be done using a workaround, but it can be tedious for many users.
Explanation of the IF function
The IF function is very similar to IFS as it returns a value if an expression is true and another value if the logical expression is false. However, IF can only have two possible outcomes, true or false. You need to nest the function if you want to check multiple criteria.
Frequently Asked Questions
Does Google Sheets have a SWITCH function?
Yes, Google Sheets has a SWITCH function that uses the following syntax:
=SWITCH(exp, cas1, val1, [cas2, val2], [default])
What does the SWITCH function in Google Sheets do?
To change the behavior of a cell based on a value in another cell, use the SWITCH function in Google Sheets. It is extremely useful for displaying and understanding data. Consider the SWITCH function as a function that can examine multiple IF conditions to understand how it works.
What is the syntax of SWITCH in Google Sheets?
The syntax of SWITCH is =SWITCH(exp, cas1, val1, [cas2, val2], [default]). The formula requires at least three parameters to work.
The exp parameter represents an expression, value, or reference to cells containing the expression or values that can return a value.
The cas parameter represents the value that the function will compare to the exp parameter.
The val parameter defines the value that will be returned if the cas parameter matches the exp parameter. The default parameter is an optional parameter that defines the last value returned if none of the defined cases match the expression.
Should I use IF, IFS, or SWITCH?
Use IF if you want to evaluate your data in a logical way. While the IF function is similar to the SWITCH function, you can use it with logical expressions such as greater than or less than. However, SWITCH can be an interesting alternative if you are looking for exact matches with criteria in your dataset to avoid using long and complex nested IF formulas. The IF function is much better for finding values if they contain partial matches with the use of wildcards.
When should I not use SWITCH in Google Sheets?
There are a few cases in Google Sheets where you should not use SWITCH (e.g., when you would want to use an OFFSET function). For example, if you want to compare a number to a list of textual values, you can use the IF function. If you need to compare more than two criteria, it is also best to avoid SWITCH. The IFERROR function can be used to compare all conditions at once.
Conclusion of the guide on the SWITCH function in Google Sheets
This guide has explained what the SWITCH function does and when to use it. There are many applications for this powerful function, but remember that sometimes using IF or IFS may be preferable. Let us know in the comments if you need more information.
