Hello, today we will learn how to use SWITCH function in Google Sheets. The switch is a brand-new feature in Sheets and another feature borrowed from programming languages. Python, C++, and JavaScript all display the switch. It is one of the IF family’s alternatives but offers several advantages over IFS. As a result, we will utilize it today and learn about it by using examples to contrast its syntax with IF syntax. SWITCH operates similarly to a switch; it has a variety of situations and, depending on the logic, executes a single action.
To call a single day, for example, you would define cases containing the numbers corresponding to each day’s name and then return a day. For example, let’s say you have a Switch function 7-day names and assigned numbers from 1 to 7 each day. Additionally, it will provide a default scenario, which might be a customized message like “Invalid day number”, etc., if you have entered an invalid number. So let’s apply the SWITCH function in Google Sheets in practice today.
Why it is Important to Use Switch Function in Google Sheets
When working with conditional statements, we typically utilize the IF function, IFS function, or COUNTIF functions. However, there are some use situations when these functions grow excessively long, making it challenging for the user to read and understand the syntax. Since Switch has a simpler syntax and is simpler to understand, it can address the problem of verbose syntax. Switch’s syntax mostly consists of case statements and cell references.
Therefore, the SWITCH syntax will be done within 1-2 lines when working with the comparison of, say, 10 cells, whereas the IFS syntax may go to 5–6 lines. This is the main benefit of learning the SWITCH function in Google Sheets. SWITCH provides more advantages than IFS because we only need to define the case once and it will check it on its own, rather than having to define the cells repeatedly for comparison. After that, let’s start and discover how to use the SWITCH function in Google Sheets.
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How to Use Switch Function in Google Sheets?
We will learn how to use the Switch function in Google Sheets from this part. We’ll look at some usage cases and implementations of the Switch function, and then we’ll compare one of those examples to the IF or IFS function. Consequently, let’s start right now.
How to Use Switch Function in Google Sheets – First Simple Usage
In this section, we will look at the switch function’s syntax and easy use in Google Sheets. We will also learn how to use the switch function. So let’s look at the syntax first, then go on to an example and implement it with the help of some fictitious data.
Formula (Syntax) of the SWITCH Function
Switch Function
checks an expression against a set of cases and, if any matches are found, returns the value associated with the first matching case; otherwise, a default value is returned. Until there is no match, not providing the default value will not result in an error.
Formula (Syntax) =SWITCH(expression, case1, value1, [case2, value2, …], [default])
expression – can be any legal value or a cell reference.
case1 – The first case you want to compare to the previous experience
If there is a match, value 1 will be the equivalent value for scenario 1, it will not be included in the result.
Case 2 – Value 2 is optional. If any of the other cases and values are matched, they should be studied after the first case; otherwise, the first case should be checked.
Default – by default Though optional, the following argument is advised: You can specify it at the conclusion of your Switch function as an optional value. This is returned when none of the matches from the previous case in point are found. Remember that if you miss this, your function will still run, but it will produce an error if no match case is detected. Adding
Simple Usage
Let’s look at a real-world example of the switch function after knowing the syntax. We will utilize the sample data I have for my function to understand the switch function.
Step 1>
Open your Google Sheets File.
In my fictional situation, I would have a list of students’ names and positions, send them through the switch function, and then look for the student who had taken the top spot. Check out the output of my function.
Step 2>
Start the “Switch” function syntax.
Step 3>
Pass the expression first, which can either be a valid value or a cell reference. Consequently, I am including a cell reference here that I will use to look for the student’s name and the corresponding rank.
Step 4>
The value that will be matched to your search is the first case value, which you should now pass.
Step 5>
Pass the initial value for the first case to create values in pairs.
Step 6>
Once the necessary arguments have been completed, repeat steps 3 and 4 to complete your values as shown in the below screenshot.
Step 7>
Add a default value now inside double quotations.
=SWITCH(D2,A2,B2,A3,B3,A4,B4,A5,B5,A6,B6,”Invalid Input”)
Step 8>
Search right now to find results in the search box.
Step 9>
By looking up students’ names, you can see that we are obtaining their rankings.
Note: You can change it back to searching by student names and ranks if you choose.
Step 10>
To reverse this function, we simply must change the case and values by position.
Step 11>
The switch function operates as follows: after defining the name and rankings as cases and values, we are now receiving appropriate values.
Guidance: You can also achieve this by defining everything inside the function without using any sample data.
Step 12>
You can use the following way to maintain all the data inside the function body.
The syntax will change and become:
=SWITCH(D2,”first”,”alyssa”,”second”,”ana”,”third”,”aleman”,”fourth”,”bruna”,”fifth”,”andrea”,”Invalid input”)
This is how to use the Switch function in Google Sheets for easy usage, and it functions exactly the same as the previous example.
How to Use Switch Function in Google Sheets – The Default Example
In this section, we’ll look at the default situation and learn how to use the Switch function in Google Sheets. We haven’t seen a default case in the example above, but I created one just in case. In this part, we’ll introduce a few erroneous inputs and observe the results both with and without the default scenario.
Step 1>
With data outside of the function, I’m using the same examples.
Step 2>
The default value is now being eliminated from the function body.
Step 3>
I’m adding the incorrect input here.
Step4>
As you can see, the function returns a “No match” #N/A error.
Step 5>
Let’s now maintain the status quo while adding a default case to the function body.
Step 6>
Now you can see that it is not returning an error but rather a helpful message instead. pop-up.
The users or viewers will benefit greatly from this type of error because it does not appear to be one. I always advise against omitting the default case because of this.
How to Use Switch Function in Google Sheets – Other Scenario Example
This part will teach you how to use the Switch function in Google Sheets and show you another use case with an example. Therefore, let’s start with the sample data.
Step 1>
This is my sample data.
Activities have been provided for every day of the week.
Step 2>
I’ll add a similar Switch function formula here since I want to enter the day’s name and obtain its related activity.
Step 3>
You can see how it functions from the fact that I am receiving the appropriate activities for each day.
It should be noted that the data is not case-sensitive; Sunday is the same as Sunday or SUNDAY.
This is how to use Google Sheets’ switch function. I sincerely hope this tutorial was helpful.
How to Use Switch Function in Google Sheets – SWITCH vs IF
The switch function will be covered in this part, along with a comparison of the IF and SWITCH functions. Technically speaking, IFS rather than IF can be used to compare SWITCH.
Although the IF function functions similarly to the SWITCH, it can be used with logical expressions like “less than“, “greater than“, or “equal to“. That is equivalent to a2=4 while Switch can only be used with equal reasoning.
Use the IF function to do logical checking on your data. However, SWITCH is preferable for limited comparisons or equal logic because of its simpler and shorter syntax. When directly comparing values and wishing to avoid complex and difficult syntax, it can be a useful function.
The formula we used for the final section was SWITCH.
=SWITCH(C8,A7,B7,A8,B8,A9,B9,A10,B10,A11,B11,A12,B12,A13,B13,”Invalid input”)
Identical formula with IF
=IF(C7=A7,B7,if(C7=A8,B8,IF(C7=A9,B9,IF(C7=A10,B10,IF(C7=A11,B11,IF(C7=A12,B12,IF(C7=A13,B13,”Invalid”)))))))
Remember
Expression, case1, and value1 are the minimal number of arguments required by the SWITCH function. As required, you can add more values and cases.
The cases are assessed in the formula’s order of appearance. Subsequent cases won’t be considered; only the first matching case will be returned. So, start with your most particular situations.
Make sure the data types of the values and the expressions are consistent. The expression and values should be of the same type, or at least, you should transform them as needed within the SWITCH function.
To handle more complex situations, you can nest SWITCH functions inside of one another. Just be careful when choosing the nesting depth since it can make your formulas more difficult to read and maintain.
It’s important to make sure that the values in your cells correspond to the anticipated circumstances when utilizing SWITCH for data validation.
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Frequently Asked Questions
If none of the cases fulfill the expression, what happens?
The default value (if given) will be returned by the SWITCH function if none of the circumstances fit the expression. It will return an error if no default value is given.
Are text comparisons using the SWITCH function case-sensitive?
The SWITCH function does, in fact, take into account cases when comparing texts. The words “apple” and “apple” have various meanings. Before utilizing the SWITCH method, you can normalize the case using functions like UPPER() or LOWER().
Can I nest SWITCH functions inside of one another?
You can indeed nest SWITCH routines to deal with more intricate situations. The nesting depth should be considered, though, as it can make your formulas more difficult to comprehend and maintain.
Conclusion
The details of Google Sheets’ SWITCH feature have been addressed. You’ve studied its syntax, observed real-world applications, and contrasted it with the IF function. With this information, you are prepared to use SWITCH to handle data in your spreadsheets more effectively. Watch OfficeChaser for future updates on smart guides. Thank you for joining us on this learning journey.
