Module 3

MS EXCEL

3.1 OVERVIEW OF MS EXCEL

Microsoft Excel is a powerful spreadsheet application that helps users organize, analyze, and
visualize data. Here’s a basic overview:

1. Interface:

• Workbook: The main file you work with, which contains one or more worksheets.
• Worksheet: A single sheet within a workbook, consisting of a grid of cells organized into rows
and columns.
• Cells: The basic unit where data is entered. Each cell is identified by a unique address (e.g., A1,
B2).

2. Key Features:

• Formulas and Functions: Excel allows for calculations and data analysis using built-in functions
(e.g., SUM, AVERAGE) and custom formulas.
• Data Organization: Users can sort, filter, and format data to make it easier to analyze and
interpret.
• Charts and Graphs: Visual representations of data such as bar charts, line graphs, and pie charts.
• Data Analysis Tools: Features like PivotTables and PivotCharts for summarizing and analyzing
complex datasets.
• Conditional Formatting: Allows cells to be formatted based on their content, making patterns
and trends easier to spot.

3. Data Management:

• Data Validation: Ensures that data entered into cells meets specific criteria.
• Data Import and Export: Users can import data from various sources and export data to
different file formats (e.g., CSV, PDF).

4. Advanced Features:

• Macros and VBA: Automate repetitive tasks using recorded macros or write custom scripts in
VBA (Visual Basic for Applications).
• Power Query: For advanced data extraction, transformation, and loading (ETL) tasks.
• Power Pivot: For creating sophisticated data models and performing complex calculations.

5. Collaboration and Sharing:

• Shared Workbooks: Multiple users can work on the same workbook simultaneously.

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• Comments and Annotations: Users can add comments and notes to cells for collaboration and
feedback.

3.1.1 Entering Data into a Set Range

Steps:

1. Select the Range:

o Click and drag to select the range of cells where you want to enter data (e.g., A1).
2. Enter Data:
o Type the data into the first cell.
o Press Tab to move to the next cell on the right or Enter to move to the next cell below.
o Continue entering data until the range is filled.

3.1.2 Entering Dates and Times

Steps:

1. Enter a Date:
o Click on the cell where you want to enter the date.
o Type the date in a recognizable format (e.g., MM/DD/YYYY or DD/MM/YYYY).
o Press Enter. Excel will automatically format the cell as a date.
2. Enter a Time:
o Click on the cell where you want to enter the time.
o Type the time in a format like HH:MM AM/PM or HH:MM.
o Press Enter. Excel will format the cell as a time.

3.1.3 Copying Data Using AutoFill

Steps:

Enter Initial Data:

o Type the starting value

into a cell.

Use Fill Handle:

o Click on the cell with the

data.
o Move your cursor to the
small square (fill handle)
at the bottom-right
corner of the cell.
o Click and drag the fill handle over the cells you want to fill.
o Release the mouse button. Excel will fill the cells based on the pattern.

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3.1.4 Incrementing Values

Steps:

1. Enter Starting Values:

o Type the initial value in a cell (e.g., 1).
o Type the next value in the adjacent cell
(e.g., 2).
2. Use Fill Handle:
o Select both cells with the values.
o Drag the fill handle from the bottom-
right corner of the selected cells.
o Excel will continue the sequence based
on the pattern you provided.

3.1.5 Modifying Cell Formatting

Steps:

1. Select Cells:
o Click and drag to select the cell or range of
cells you want to format.
2. Open Format Dialog:
o Right-click on the selected cells and choose
Format Cells, or use the Home tab options.
3. Apply Formatting:
o In the Format Cells dialog, choose from
options like Number, Alignment, Font,
Border, and Fill.
o Make the desired changes and click OK.

3.1.6 Aligning Text

Steps:

1. Select Cells:
o Click and drag to select the cells where you
want to align text.
2. Use Alignment Options:
o Go to the Home tab.
o Use the alignment buttons to choose
horizontal alignment (Left, Center, Right)
and vertical alignment (Top, Middle,
Bottom).

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3.1.7 Wrapping Text

Steps:

1. Select Cells:
o Click and drag to select the cells
with text you want to wrap.
2. Enable Wrap Text:
o Go to the Home tab.
o Click on Wrap Text. Text will now
appear on multiple lines within the
cell if it exceeds the cell width.

3.1.8 Merging Cells

Steps:

1. Select Cells:
o Click and drag to select the cells
you want to merge.
2. Merge Cells:
o Go to the Home tab.
o Click on Merge & Center, or use the
dropdown to select Merge Across
or Merge Cells based on your need.

3.1.9 Hiding and Showing Rows and Columns

Steps:

1. Hide Rows or Columns:

o Select the row numbers or column
letters you want to hide.
o Right-click and choose Hide.
2. Show Rows or Columns:

Select the rows or columns adjacent to the

hidden ones.

o Right-click and choose Unhide.

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3.1.10 Inserting and Deleting Rows and Columns

Steps:

1. Insert Rows or Columns:

o Right-click on the row number
or column letter where you
want to insert.
o Select Insert. A new row will be
added above or a new column
will be added to the left.
2. Delete Rows or Columns:
o Right-click on the row number
or column letter you want to
delete.
o Select Delete. The row or column will be removed.

3.1.11 Using the Format Painter

Steps:

1. Select the Cell with Desired Formatting:

o Click on the cell that has the
formatting you want to copy.
2. Activate Format Painter:
o Go to the Home tab.
o Click on Format Painter. The
cursor will change to a
paintbrush icon.
3. Apply Formatting:
o Click and drag over the cells
where you want to apply the formatting.

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3.1.12 Creating and Applying Cell Styles

Steps:

1. Create a New Cell Style:

o Select the cell with the desired
formatting.
o Go to the Home tab and click
on Cell Styles.
o Choose New Cell Style, name
your style, and customize
formatting options.
2. Apply a Cell Style:
o Select the cell or range.
o Go to the Home tab and
choose Cell Styles.
o Click on the style you want to
apply.

3.1.13 Applying Number Formats

Steps:

1. Select Cells:
o Click and drag to select the cells
where you want to apply
number formats.
2. Open Format Cells Dialog:
o Right-click on the selected cells
and choose Format Cells, or use
the options in the Home tab.
3. Choose Number Format:
o In the Format Cells dialog, go to
the Number tab.
o Choose from formats like
General, Number, Currency,
Date, Time, Percentage, etc.
o Adjust specific settings as
needed (e.g., decimal places,
currency symbols).
o Click OK to apply.

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 SORTING AND FILTERING DATA
3.2 Overview

Sorting Data:

• Purpose: Sorting organizes data in a specified order, either alphabetically (A-Z or Z-A),
numerically (smallest to largest or largest to smallest), or by date.
• How to Sort:
o Select a column and use the "Sort A to Z" or "Sort Z to A" options in the "Data" tab.
o For multi-level sorting, use the "Sort" option to sort by multiple columns or custom
criteria.

Filtering Data:

• Purpose: Filtering allows you to display only the rows that meet certain criteria, making it easier
to focus on specific data subsets.
• How to Filter:
o Enable filters by selecting your data range and clicking "Filter" in the "Data" tab.
o Click the filter arrow in the column header to choose criteria, such as specific values, text,
or date ranges.
o You can clear or remove filters to view all data again.

3.2.1 Finding and Replacing Data

a. Finding Data:

• Purpose: Locate specific text,

numbers, or data within a
worksheet.
• Steps:
1. Press Ctrl + F to open the
Find dialog box.
2. Enter the text or value you
wish to find in the "Find
what" field.
3. Click "Find Next" to search
for each occurrence or "Find
All" to view a list of all
matches.

b. Replacing Data:

Purpose: Substitute specific text or values within a worksheet.

Steps:

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 • Press Ctrl + H to open the Replace dialog box.
• Enter the text you want to find
in the "Find what" field.
• Enter the replacement text in
the "Replace with" field.
• Click "Replace" to change each
instance one by one or "Replace
All" to update all occurrences at
once.

3.2.2 Sorting Data

Sorting in Ascending or Descending Order:

Purpose: Organize data

alphabetically, numerically, or
chronologically.

Steps:

• Select the Data: Click on a cell in

the column you wish to sort.
• Apply Sort:
1. Go to the "Data" tab.
2. Click "Sort A to Z"
(ascending) or "Sort Z to A"
(descending).

Custom Sort:

• Purpose: Sort by multiple columns or custom criteria.

• Steps:
1. Go to the "Data" tab and click "Sort."
2. In the dialog box, choose the first column to sort by and select ascending or descending.
3. Add additional levels if necessary by clicking "Add Level."

3.2.3 Filtering Data

Filtering data in Excel allows you to display only the rows that meet specific criteria, hiding the rest.
Excel's built-in filter tool makes it easy to sort and filter large datasets based on text, numbers, dates,
and other attributes.

Steps to Filter Data in Excel:

1. Prepare Your Data:

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 o Ensure your data is organized with column headers. Excel uses these headers to
apply filters.
2. Select the Data Range:
o Click anywhere inside your data
table or manually select the
data range (including headers).
3. Enable Filters:
o Go to the Data tab and click on
Filter in the Sort & Filter group.
o Small dropdown arrows will
appear next to each column
header.
4. Apply a Filter:
o Click the dropdown arrow in the
column you want to filter.
o You can filter based on specific values, text, or conditions such as greater than, less
than, equals, etc.
5. Clear or Remove a Filter:
o To clear the filter, click the filter icon again and choose Clear Filter from [Column
Name].
o To remove all filters, click the Filter button on the ribbon to turn it off.

Example of Filtering Data in Excel

Consider the following dataset of Sales Data:

Product Region Sales Salesperson

Laptop West 5000 Jane
Phone East 3000 John
Tablet West 2500 Doe
Laptop East 4500 Sam
Phone West 3500 Jane

Scenario 1: Filter by a Specific Text (Filter by "Product")

You want to view only the sales for Laptops.

Steps:

1. Click the dropdown arrow on the Product column.

2. Uncheck Select All and check only Laptop.
3. Click OK.

The result will show only the rows where the Product is "Laptop":

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Product Region Sales Salesperson
Laptop West 5000 Jane
Laptop East 4500 Sam

Scenario 2: Filter by Number (Sales greater than 3000)

You want to view only the sales records where the Sales amount is greater than 3000.

Steps:

1. Click the dropdown arrow on the Sales column.

2. Select Number Filters > Greater Than...
3. In the box that appears, enter 3000 and click OK.

The result will show rows where the Sales are greater than 3000:

Product Region Sales Salesperson

Laptop West 5000 Jane
Laptop East 4500 Sam
Phone West 3500 Jane

Scenario 3: Filter by Multiple Criteria (Sales > 3000 AND Product = "Phone")

You want to view only the sales records for Phones where the Sales are greater than 3000.

Steps:

1. Click the dropdown arrow on the Sales column.

2. Select Number Filters > Greater Than..., enter 3000, and click OK.
3. Now, click the dropdown arrow on the Product column.
4. Uncheck Select All, then check Phone and click OK.

The result will be:

Product Region Sales Salesperson

Phone West 3500 Jane

Benefits of Using Filters

• Easy data analysis: Allows you to focus on specific information without modifying or
deleting other data.
• Custom filtering options: Can combine filters (e.g., by text, number, date) for more precise
data analysis.
• Efficient management: Makes large datasets manageable by hiding unnecessary
information.

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b. Removing a Filter:

Purpose: Display all data by clearing the filter.

Steps:

1. Click the filter arrow in the filtered column.

2. Select "Clear Filter from [Column Name]."

Advanced Filter in Excel:

Purpose: Allows you to filter data based on complex criteria, including multiple conditions and
criteria across multiple columns. It can also be used to extract data to a different location.

The Advanced Filter in Excel allows you to filter data based on complex criteria and copy the
filtered data to another location. Unlike the basic filter, it gives you more control, such as filtering
by multiple conditions or criteria across multiple columns.

Steps to Use Advanced Filter

1. Prepare Your Data and Criteria:

o You need two ranges: the data range and the criteria range.
o The criteria range should have the same headers as the data range, and below each
header, you input the criteria you want to filter by.
2. Select the Data Range:
o Highlight the data (including headers) you want to filter.
3. Set Up the Criteria Range:
o Create a new table for the criteria, using the same headers as your data range.
o Enter your filtering criteria under the appropriate headers. You can have multiple
rows for complex conditions (AND/OR).
4. Open the Advanced Filter:
o Go to the Data tab and click on Advanced in the Sort & Filter group.
5. Choose Filter Options:
o In the dialog box, select Filter the list, in place if you want the results in the same
location, or Copy to another location if you want the results elsewhere.
o Set the List range (your data range) and Criteria range (the criteria you’ve set up).
o If you selected Copy to another location, specify the destination range.
6. Click OK to apply the filter.

Example

Consider a dataset with Sales Data for a company:

Product Region Sales Salesperson

Laptop West 5000 Jane
Phone East 3000 John

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 Product Region Sales Salesperson
Tablet West 2500 Doe
Laptop East 4500 Sam
Phone West 3500 Jane

Scenario:

You want to filter:

1. Products that are either Laptop or Phone.

2. Sales greater than 3000.

Criteria Range:

Product Sales
Laptop >3000
Phone >3000

Steps:

• Highlight the data range, including headers.

• Set up the criteria range as shown above.
• Open the Advanced Filter from the Data tab.
• Select your data and criteria ranges.
• Click OK, and Excel will filter and display only the rows that meet these conditions.

In this case, you would see:

Product Region Sales Salesperson

Laptop West 5000 Jane
Laptop East 4500 Sam
Phone West 3500 Jane

What-If Analysis in Excel:

What-If Analysis in Excel helps you test different scenarios by changing the values in your data to
see how those changes affect the outcome. Excel provides three main What-If Analysis tools:

1. Scenario Manager
2. Goal Seek
3. Data Table

Example: Monthly Budget Planning using Scenario Manager

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Data Setup:

Let's create a simple monthly budget with categories like Rent, Groceries, Utilities,
Entertainment, and Savings.

Scenario Manager:

Category Current Amount

Rent 3000
Groceries 1000
Utilities 500
Entertainment 700
Spent money 5200 (Sum of all expenses)
Total 30000
Savings 24800 (=Total Income - Spent Money)

1. Scenario 1: Current Budget

o Go to the Data tab → What-If Analysis → Scenario Manager.
o Click Add, name the scenario "Current Budget".
o Select the cells you want to change (B2 for Rent, Groceries, Utilities, Entertainment,
and Savings).
o Click OK.
2. Scenario 2: Reduced Entertainment
o Click Add again, name the scenario "Reduced Entertainment".
o Select the same cells as before (B2).
o Modify the Entertainment value to 100 and leave other values unchanged.
o Click OK.
3. Scenario 3: Increased Savings
o Repeat the steps and name this one "Increased Savings".
o Modify the Savings value to 600 while keeping other values the same.
4. View Results
o In Scenario Manager, select each scenario and click Show to see how the total
budget changes.

Goal Seek

Example:

• You’ve taken 4 tests and received the following scores: 75, 80, 85, and 90.
• You need an average of 80 across all 5 tests to pass the course.

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 • You want to know what score you need on your 5th test to achieve that average.

Steps to use Goal Seek:

1. Set up your worksheet:

o Enter your scores and average formula in Excel.

Test Number Score

Test 1 75
Test 2 80
Test 3 85
Test 4 90
Test 5 (Empty, to be calculated)
Average Score = (Sum of Test 1 to Test 5) / 5

2. Enter the formula for Average Score:

o In the cell for Average Score, type:

=(Test1 + Test2 + Test3 + Test4 + Test5) / 5

(Replace Test1, Test2, etc., with the actual cell references where the scores are located.)

3. Apply Goal Seek:

o Go to the Data tab.
o Click What-If Analysis → Goal Seek.
o In the Goal Seek box:
▪ Set Cell: Select the cell where the average score formula is.
▪ To Value: Enter 80, since you need an average score of 80 to pass.
▪ By Changing Cell: Select the cell for the Test 5 score (which is empty).
4. Click OK:
o Excel will calculate the score you need on your 5th test to get an average of 80.

Example Outcome:

• Goal Seek might show that you need to score 70 on the last test to achieve the average of 80
across all 5 tests.

Data Table

=PMT(rate, nper, pv, [fv], [type])

• rate: The interest rate for each period.
• For monthly payments, divide the annual interest rate by 12.
• nper: The number of periods over which the loan is to be repaid.
• For monthly payments, multiply the number of years by 12.
• pv: The present value or principal amount of the loan.
• This is the total amount of the loan (e.g., $50,000).

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• fv (optional): The future value, or the desired balance after the last payment.
• If the loan should be fully repaid, this is typically 0 (default).
• type (optional): When payments are due.
• 0 (default): Payments are due at the end of the period.
• 1: Payments are due at the beginning of the period.

You have a loan with these values:

• Interest Rate: 5%
• Loan Term: 10 years
• Loan Amount: $50,000
• Monthly Payment formula: =PMT(B1/12, B2*12, -B3)

Goal:

You want to calculate how the monthly payment changes if the interest rate changes.

Steps to Create a Data Table:

1. Set up your worksheet:

You’ll have the input data (Interest Rate, Loan Term, Loan Amount) and the formula for
Monthly Payment, as follows:

Category Value
Interest Rate (%) 5
Loan Term (Years) 10
Loan Amount ($) 50,000
Monthly Payment =PMT(B1/12, B2*12, -B3)

In this formula:

oB1 is the interest rate (5%).

oB2 is the loan term in years (10 years).
oB3 is the loan amount ($50,000).
2. Prepare a column of interest rates to test:

Below the table, create a list of different interest rates you want to analyze, for example:

Interest Rate
3%
4%
5% (current)
6%

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 Interest Rate
7%

3. Link the Monthly Payment formula to a cell:

o Put the Monthly Payment formula somewhere near this list so that you can link it to
the data table.
o For example, place it in cell D1:

=PMT(B1/12, B2*12, -B3)

4. Create the Data Table:

o Highlight the column of interest rates and the cell where the Monthly Payment
formula is linked (e.g., from A8 to B12, with B12 containing the formula).
o Go to the Data tab in the Excel ribbon.
o Click on What-If Analysis and select Data Table.
o A pop-up will appear. Since you are using a one-variable data table:
▪ Column input cell: Select the cell where the original interest rate is (cell B1
in this case).
5. Click OK:
o Excel will calculate and fill in the Monthly Payments for each interest rate in the
column.

Example Outcome:

Your table might look like this after running the Data Table:

Interest Rate Monthly Payment

3% $483.14
4% $506.23
5% $530.33
6% $555.36
7% $581.38

Why This is Useful:

• Data Tables allow you to quickly see how different inputs (like interest rates) affect the
outcome (monthly payments).
• You can explore multiple scenarios at once, without manually changing values one by one.

3.2.4 Applying Conditional Formatting

Purpose:

• Highlight cells based on specific criteria (e.g., values greater than a threshold, duplicate
entries, etc.).

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Steps:

1. Select the Range:

o Highlight the cells where you
want to apply formatting.
2. Apply Conditional Formatting:
o Go to the "Home" tab and
click "Conditional
Formatting."
o Choose a rule (e.g., "Highlight
Cells Rules," "Top/Bottom
Rules").
o Define the criteria (e.g.,
greater than a certain value).
3. Customize and Apply:
o Choose the formatting style
(e.g., font color, fill color).
o Click "OK" to apply the rule.

c. Managing Rules:

• Access "Manage Rules" under Conditional Formatting to edit or remove existing rules.

Example 1: Highlight Cells with Sales Greater Than 4000

Product Region Sales

Laptop West 5000
Phone East 3000
Tablet West 2500
Laptop East 4500
Phone West 3500

You want to highlight the Sales values greater than 4000.

Steps:

1. Select the Data Range:

o Highlight the cells in the Sales column (C2:C6).
2. Go to the Conditional Formatting Menu:
o On the Home tab, click Conditional Formatting.
3. Choose a Rule Type:
o Select Highlight Cells Rules > Greater Than...
4. Set the Rule:
o In the pop-up box, enter 4000.
o Choose the formatting style, such as Light Red Fill with Dark Red Text (you can also
create custom formatting if needed).

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 5. Click OK to apply the rule.

Result:

The cells in the Sales column with values greater than 4000 will be highlighted. In this case:

Product Region Sales

Laptop West 5000
Phone East 3000
Tablet West 2500
Laptop East 4500
Phone West 3500

Example 2: Use a Color Scale to Visualize Sales

You can also use a Color Scale to visualize data. For example, you might want higher sales figures
to have a darker color, and lower sales to be lighter.

Steps:

1. Select the Data Range:

o Highlight the cells in the Sales column (C2:C6).
2. Go to the Conditional Formatting Menu:
o Click Conditional Formatting > Color Scales.
3. Choose a Color Scale:
o Select a two-color or three-color scale, such as Green-Yellow-Red.
4. Click OK.

Result:

The Sales column will have cells shaded from green (higher sales) to red (lower sales), giving a
visual representation of the data distribution.

Product Region Sales

Laptop West 5000
Phone East 3000
Tablet West 2500
Laptop East 4500
Phone West 3500

The 5000 value will be green, 2500 will be red, and other values will be shaded proportionally in
between.

Example 3: Highlight Duplicate Values

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To highlight duplicate values in the Product column:

1. Select the Data Range:

o Highlight the cells in the Product column (A2:A6).
2. Go to the Conditional Formatting Menu:
o Click Conditional Formatting > Highlight Cells Rules > Duplicate Values.
3. Choose a Formatting Style:
o Choose a fill color to highlight duplicates, e.g., Light Red Fill with Dark Red Text.
4. Click OK.

Result:

Duplicates like "Laptop" will be highlighted.

Product Region Sales

Laptop West 5000
Phone East 3000
Tablet West 2500
Laptop East 4500
Phone West 3500

Benefits of Conditional Formatting:

• Data Visualization: Makes it easy to spot trends, outliers, or patterns in large datasets.
• Customization: You can set a wide variety of conditions and apply different formatting
styles (colors, font styles, icons, data bars).
• Efficiency: Quickly apply rules to large data sets without manual editing.

Types of conditional formatting

1. Highlight Cell Rules

• This type of conditional formatting highlights cells based on specific rules or comparisons.
• Examples:
o Greater than/Less than: Highlights cells with values greater or less than a specified
number.
o Between: Highlights cells that fall between two specified values.
o Equal to: Highlights cells that match a specific value.
o Text that Contains: Highlights cells containing specific text.
o A Date Occurring: Highlights cells that contain a specific date (e.g., yesterday,
today, last week).
o Duplicate Values: Highlights duplicate or unique values.

2. Top/Bottom Rules

• This type highlights cells based on their ranking within the data.

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 • Examples:
o Top 10 Items/Top 10%: Highlights the highest values within the top 10 items or top
10% of the dataset.
o Bottom 10 Items/Bottom 10%: Highlights the lowest values within the bottom 10
items or bottom 10%.
o Above Average/Below Average: Highlights values above or below the average of
the data range.

3. Data Bars

• Data Bars visually represent the value in each cell by shading the cell with a bar
proportional to the value’s magnitude. Higher values have longer bars, while lower values
have shorter bars.
• Can be applied with Gradient Fill or Solid Fill.

4. Color Scales

• Color Scales use a color gradient to visually represent the range of values in a dataset. Each
cell is colored based on its value relative to others.
• Two-Color Scale: Colors blend between two shades based on the value’s position between
the lowest and highest.
• Three-Color Scale: Colors blend between three shades (e.g., green for low values, yellow
for mid-range values, and red for high values).

5. Icon Sets

• Icon Sets apply icons (e.g., arrows, flags, circles, stars) to cells based on their values. Icons
provide a quick, visual way to compare data.
• Types:
o Directional Icons (e.g., up, down, and sideways arrows).
o Shape Icons (e.g., circles or squares of different colors).
o Rating Icons (e.g., stars, flags, or traffic lights).
o You can use 3 to 5 icons to represent different data ranges.

6. Custom Conditional Formatting with Formulas

• You can create custom rules by writing your own formulas that return TRUE or FALSE. Cells
meeting the condition (where the formula returns TRUE) will be formatted.
• Example: Highlight rows where sales exceed 1000 and product category equals
“Electronics”:

=AND(A2>1000, B2="Electronics")

7. Conditional Formatting Based on Another Cell's Value

• You can apply formatting to one set of cells based on the values in another set of cells.
• Example: If you want to highlight a row if the value in column C is greater than 500, you
would apply a rule that checks the condition in column C but applies formatting to the entire
row.

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8. Blanks/Non-Blanks

• Highlights cells that are either blank or non-blank.

• Example: Highlight cells with missing data (blank cells) to easily identify gaps in the
dataset.

9. Errors

• Highlights cells that contain errors, such as #DIV/0!, #N/A, or #VALUE!.

• Example: You can format cells with errors to make them stand out for correction.

3.2.5 Creating a PivotTable

Purpose:

Summarize, analyze, explore, and present large data sets.

Steps:

1. Select the Data Range:

o Highlight the range of data you
want to include in the
PivotTable.
2. Insert a PivotTable:
o Go to the "Insert" tab and click
"PivotTable."
o Choose whether to place the
PivotTable in a new worksheet
or the current one.
3. Building the PivotTable:
o Drag and drop fields into the
"Rows," "Columns," "Values,"
and "Filters" areas in the PivotTable Field List.
o Adjust and reorganize the fields to summarize your data as needed.

c. Analyzing Data:

• Use the PivotTable to drill down into data by rearranging fields or applying filters to analyze
specific aspects.

Example: Creating a PivotTable

Consider the following dataset of Sales Data:

Product Region Salesperson Sales

Laptop West Jane 5000
Phone East John 3000

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 Product Region Salesperson Sales
Tablet West Doe 2500
Laptop East Sam 4500
Phone West Jane 3500
Tablet East John 2000
Laptop West Sam 4000

Scenario:

You want to analyze the total sales per product and region.

Steps to Create a PivotTable:

1. Select the Data:

o Click anywhere in the dataset.
o Go to the Insert tab and select PivotTable.
2. Choose Data Range:
o Excel will automatically select the data range. Ensure the correct range is selected
(A1:D8).
o Choose where to place the PivotTable (new worksheet or existing worksheet). Click
OK.
3. Build the PivotTable:
o In the PivotTable Fields pane, you will see the columns (Product, Region,
Salesperson, Sales).
o Drag Product to the Rows area.
o Drag Region to the Columns area.
o Drag Sales to the Values area. Excel will automatically summarize the sales data by
summing them.

Optionally, you could drag Salesperson to the Rows area below Product if you want to
analyze sales by both product and salesperson.

4. Resulting PivotTable:

East West Grand Total

Laptop 4500 9000 13500
Phone 3000 3500 6500
Tablet 2000 2500 4500
Grand Total 9500 15000 24500

Explanation:

• Rows (Product): The products (Laptop, Phone, Tablet) are listed as rows.
• Columns (Region): The regions (East, West) are listed as columns.

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 • Values (Sum of Sales): The PivotTable automatically sums the sales for each product in
each region.
• The Grand Total row and column show the total sales for each product and each region.

Customization Options:

1. Changing Value Calculation:

o To change the value from Sum to another metric (like Average, Count, etc.), click
the dropdown next to "Sum of Sales" in the Values area, and select Value Field
Settings. From there, you can choose other calculations.
2. Filtering the Data:
o You can drag the Salesperson field to the Filters area to filter the PivotTable based
on specific salespeople.
3. Adding More Fields:
o You can drag Salesperson below Product in the Rows area to further break down
the sales by product and salesperson.

Example:

East West Grand Total

Laptop 4500 9000 13500
- Jane 5000 5000
- Sam 4500 4000 8500
Phone 3000 3500 6500
- Jane 3500 3500
- John 3000 3000
Tablet 2000 2500 4500
- Doe 2500 2500
- John 2000 2000
Grand Total 9500 15000 24500

Benefits of PivotTables:

• Quick Data Analysis: PivotTables let you summarize large amounts of data in just a few
clicks.
• Customizable: You can drag and drop fields to organize the table in various ways and
choose different calculations (sum, count, average, etc.).
• Interactive: You can add filters, group data, and refresh the table when new data is added.

various ways a Pivot Table can be used for data analysis:

1. Summarizing Large Data Sets
o Pivot Tables allow you to quickly summarize large amounts of data by grouping
values by categories and performing calculations like sums, averages, and counts.
2. Filtering Data

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 o You can apply filters to Pivot Tables, allowing you to narrow down data based on
specific criteria, making it easy to analyze subsets of your data.
3. Grouping Data
o Pivot Tables can group data by date ranges (e.g., months, quarters, years) or by
numerical ranges, helping you spot trends or analyze specific time periods or number
intervals.
4. Creating Cross-Tabulations
o You can display two or more variables at once, showing relationships or
comparisons between them (e.g., product sales by region and quarter).
5. Calculating Percentages
o Pivot Tables can calculate percentages of totals, making it easy to compare parts of
the whole, such as what percentage of total sales each product category represents.
6. Sorting and Ranking Data
o You can easily sort data in ascending or descending order and rank items based on
values, such as highest to lowest sales.
7. Using Slicers for Visualization
o Slicers are interactive filters that allow users to select multiple options and instantly
update the Pivot Table view, offering a visual and dynamic way to explore data.
8. Creating Calculated Fields
o Pivot Tables allow the creation of custom calculated fields, enabling you to perform
additional calculations on the data beyond basic sums and averages.
9. Analyzing Trends Over Time
o You can analyze trends by using time-based grouping (e.g., grouping sales by month
or year) to spot seasonality or growth patterns.
10. Drilling Down for Details
o Pivot Tables offer the ability to drill down into the underlying data behind
summarized values, letting you view more granular details as needed.
11. Comparing Data Across Categories
o You can compare data across categories, such as comparing the performance of
different sales regions, product types, or departments.
12. Showing Data with Different Visual Layouts
o Pivot Tables can be displayed in different layouts, such as tabular or compact forms,
making the data more readable and adaptable to different analysis needs.

APPLYING FORMULAS AND FUNCTIONS

3.3 Overview

Formulas:

• Purpose: Formulas are expressions that perform calculations on data in your worksheet,
allowing you to compute values based on cell references.
• How to Use:
o Start a formula with an = sign, followed by your expression (e.g., =A1 + B1).

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 o Press Enter to see the result.

Functions:

• Purpose: Functions are predefined formulas in Excel that perform specific calculations, like
summing, averaging, or finding maximum/minimum values.
• How to Use:
o Start with = followed by the function name and arguments in parentheses (e.g.,
=SUM(A1:A10)).
o Common functions include SUM, AVERAGE, IF, VLOOKUP, and COUNT.

3.3.1 Constructing a Formula

Purpose:

• Formulas perform calculations or operations on data in your worksheet.

Components of a Formula:

• Operators: Symbols like +, -, *, /, and ^ (addition, subtraction, multiplication, division, and

exponentiation).
• Cell References: Use cell addresses (e.g., A1, B2) to include data from those cells in your
calculations.
• Functions: Predefined formulas (e.g., =SUM(A1:A5)).

c. How to Construct a Formula:

1. Start with =: All formulas begin with an equal sign.

2. Combine Elements: Enter the desired combination of cell references, operators, and functions
(e.g., =A1 + B1 * C1).
3. Press Enter: Complete the formula and see the result.

3.3.2 Excel Functions

a. Purpose:

Functions simplify complex calculations by using predefined formulas for common tasks like
summing, counting, or rounding numbers.

b. Using Functions:

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1. Begin with =: Start with an equal
sign, followed by the function
name (e.g., =SUM).
2. Add Arguments: Enclose
arguments in parentheses,
separating multiple arguments
with commas (e.g.,
=SUM(A1:A10, B1:B10)).

c. Accessing Functions:

• Use the Function Library on the

"Formulas" tab to browse and
insert functions.

3.3.3 Function Library

a. Purpose:

• The Function Library provides access to all Excel functions categorized by their purpose (e.g.,
Math & Trig, Statistical, Logical, Text).

b. How to Use:

1. Go to the "Formulas" Tab: Click on the "Formulas" tab on the ribbon.

2. Explore Categories: Browse through categories like "Financial," "Logical," "Text," etc.
3. Insert Function: Click on a function, and Excel will open a dialog box to help you enter the
required arguments.

3.3.4 Relative vs. Absolute References

a. Relative References:

Adjust automatically when a formula is copied to another cell.

• Example: In =A1 + B1, copying this formula down one row changes it to =A2 + B2.

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b. Absolute References:

• Remain constant, even when a

formula is copied to another cell.
• Syntax: Use $ to lock the reference
(e.g., $A$1).

c. Mixed References:

• Part of the reference is relative, and

part is absolute (e.g., $A1 or A$1).

3.3.5 Basic Functions

1) INT:
Purpose: Rounds a number down to the nearest integer.
Syntax: =INT(number)
Example: =INT(4.7) returns 4.
2) ROUND:
Purpose: Rounds a number to a specified number of digits.
Syntax: =ROUND(number, num_digits)
Example: =ROUND(3.14159, 2) returns 3.14.
3) SUM:
Purpose: Adds up a range of numbers.
Syntax: =SUM(range)
Example: =SUM(A1:A10) adds the numbers in cells A1 through A10.
4) SUMIF
Purpose: Adds the values in a range that meet a specified condition.
Syntax: =SUMIF(range, criteria, [sum_range])
Example: =SUMIF(A1:A10, ">50", B1:B10) returns the sum of the values in cells B1:B10 where
the corresponding cells in A1:A10 are greater than 50.
5) COUNT:
Purpose: Counts the number of cells that contain numbers.
Syntax: =COUNT(range)
Example: =COUNT(A1:A10) counts the numeric cells in A1 through A10.
6) COUNTIF:

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 Purpose: Counts the number of cells in a range that meet a specified condition.
Syntax: =COUNTIF(range, criteria)
Example: =COUNTIF(A1:A10, ">50") counts the number of cells in the range A1:A10 that
contain values greater than 50.
7) COUNTA:
Purpose: Counts the number of non-empty cells in a range.
Syntax: =COUNTA(value1, [value2], ...)
Example: =COUNTA(A1:A10) returns the number of non-empty cells in the range A1:A10,
including cells with numbers, text, or any other content.
8) COUNTBLANK:
Purpose: Counts the number of empty cells in a specified range.
Syntax: =COUNTBLANK(range)
Example: =COUNTBLANK(A1:A10) returns the number of empty cells in the range A1:A10.
9) IF:
Purpose: Returns one value if a condition is true and another if it's false.
Syntax: =IF(logical_test, value_if_true, value_if_false)
Example: =IF(A1 > 10, "Yes", "No") returns "Yes" if A1 is greater than 10, otherwise "No."
10) AND:
Purpose: Returns TRUE if all arguments are true.
Syntax: =AND(logical1, [logical2], ...)
Example: =AND(A1 > 5, B1 < 10) returns TRUE if both conditions are true.
11) OR:
Purpose: Returns TRUE if any argument is true.
Syntax: =OR(logical1, [logical2], ...)
Example: =OR(A1 > 5, B1 < 10) returns TRUE if either condition is true.
12) VLOOKUP:
Purpose: Looks for a value in the first column of a table and returns a value in the same row
from another column.
Syntax: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Example: =VLOOKUP(3, A1:B10, 2, FALSE) looks for 3 in column A and returns the
corresponding value from column B.

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13) CONCATENATE (or CONCAT):
Purpose: Joins two or more text strings into one.
Syntax: =CONCATENATE(text1, [text2], ...)
Example: =CONCATENATE("Hello", " ", "World") returns "Hello World."
14) AVERAGE:
Purpose: Returns the average (arithmetic mean) of a range of numbers.
Syntax: =AVERAGE(range)
Example: =AVERAGE(A1:A10) returns the average of the numbers in cells A1 through A10.
15) AVERAGEIF:
Purpose: Returns the average (arithmetic mean) of the values in a range that meet a specified
condition.
Syntax: =AVERAGEIF(range, criteria, [average_range])
Example: =AVERAGEIF(A1:A10, ">50", B1:B10) returns the average of the values in cells B1:B10
where the corresponding cells in A1:A10 are greater than 50. If the average_range is omitted,
Excel averages the values in the range (i.e., A1:A10).
16) SORT:
Purpose: Sorts the contents of a range or array.
Syntax: =SORT(array, [sort_index], [sort_order], [by_col])
• array: The range or array to be sorted.
• sort_index (optional): The column or row to sort by (default is the first column or row).
• sort_order (optional): The order to sort, 1 for ascending (default) or -1 for descending.
• by_col (optional): Sort by columns (TRUE) or by rows (FALSE).
Example: =SORT(A1:B10, 2, 1) sorts the range A1:B10 based on the second column in ascending
order.
17) YEAR:
Purpose: Extracts the year from a date value.
Syntax: =YEAR(serial_number)
serial_number: The date from which you want to extract the year.
Example: =YEAR(A1) returns the year from the date in cell A1. If A1 contains
"12/25/2023", the function will return 2023.

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EXAMPLE:
A B C D D
1 Name Age Score Loan Date
2 John 23 85.5 10000 01-01-2023
3 Alice 29 72.345 15000 3/15/2023
4 Mark 19 92.1 5000 5/22/2023
5 Linda 31 67.9 25000 6/30/2023
6 Tom 25 89.4 20000 12-05-2023
7 Sarah 22 75.2 18000 09-10-2023
8 Peter 28 91 30000 11/25/2023

Example formulas using the dataset:

1. INT:

• Formula: =INT(C2)
• Example: For John (Score 85.5), =INT(C2) will return 85, rounding the score down to the
nearest integer.

2. ROUND:

• Formula: =ROUND(C3, 1)
• Example: For Alice (Score 72.345), =ROUND(C3, 1) will round the score to one decimal,
returning 72.3.

3. SUM:

• Formula: =SUM(D2:D8)
• Example: Adds all the loan amounts, returning the total sum of loans: 10000 + 15000 +
5000 + 25000 + 20000 + 18000 + 30000 = 123000.

4. SUMIF:

• Formula: =SUMIF(C2:C8, ">80", D2:D8)

• Example: Adds the loans where the score is greater than 80. The total is 10000 + 5000 +
20000 + 30000 = 65000.

5. COUNT:

• Formula: =COUNT(B2:B8)
• Example: Counts the number of numeric entries in the "Age" column. The result is 7.

6. COUNTIF:

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 • Formula: =COUNTIF(B2:B8, ">25")
• Example: Counts how many people are older than 25. The result is 4 (Alice, Linda, Tom,
Peter).

7. COUNTA:

• Formula: =COUNTA(A2:A8)
• Example: Counts the number of non-empty cells in the "Name" column. The result is 7.

8. COUNTBLANK:

• Formula: =COUNTBLANK(A2:A8)
• Example: Counts the number of empty cells in the "Name" column. In this case, the result is
0.

9. IF:

• Formula: =IF(B2>25, "Older", "Younger")

• Example: For John (Age 23), =IF(B2>25, "Older", "Younger") returns "Younger"
because 23 is less than 25.

10. AND:

• Formula: =AND(B2>20, D2<20000)

• Example: For John, the formula checks if his age is greater than 20 and his loan is less than
20000. The result is TRUE.

11. OR:

• Formula: =OR(B2>25, C2>90)

• Example: Checks if John's age is greater than 25 or his score is greater than 90. The result is
FALSE.

12. VLOOKUP:

• Formula: =VLOOKUP("Mark", A2:E8, 3, FALSE)

• Example: Looks up Mark in column A and returns his score (92.1) from column C.

13. CONCATENATE:

• Formula: =CONCATENATE(A2, " ", B2)

• Example: Joins "John" and "23", returning "John 23".

14. AVERAGE:

• Formula: =AVERAGE(C2:C8)
• Example: Averages the scores. The result is (85.5 + 72.345 + 92.1 + 67.9 + 89.4 +
75.2 + 91) / 7 = 81.92.

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15. AVERAGEIF:

• Formula: =AVERAGEIF(C2:C8, ">80")

• Example: Averages the scores greater than 80, resulting in 86.9.

16. SORT:

• Formula: =SORT(A2:E8, 3, -1)

• Example: Sorts the table by "Score" in descending order.

This demonstrates how the formulas can be applied to your dataset.

Excel formulas to explore by yourself:

1) MIN:
=MIN(range)
2) MAX:
=MAX(range)
3) LEN:
=LEN(text)
4) LEFT:
=LEFT(text, num_chars)
5) RIGHT:
=RIGHT(text, num_chars)
6) PROPER:
=PROPER(text)
7) TRIM:
=TRIM(text)
8) IFERROR:
=IFERROR(value, value_if_error)
9) INDEX:
=INDEX(array, row_num, [col_num])
10) MATCH:
=MATCH(lookup_value, lookup_array, [match_type])
11) SUBTOTAL:
=SUBTOTAL(function_num, range)
12) TEXT:
=TEXT(value, format_text)
13) PMT:
=PMT(rate, nper, pv, [fv], [type])
14) HLOOKUP:
=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
15) NOW:
=NOW()

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 Criteria Advantages of SUMIF/COUNTIF Disadvantages of SUMIF/COUNTIF

1. Ease of Use SUMIF/COUNTIF are easy to use Manual calculations are more labor-
for single-condition tasks, requiring intensive and require setting up custom
minimal effort and no need for logic, making them more complex for the
complex formulas. user.

2. Speed for Built-in functions quickly calculate SUMIF/COUNTIF have limited flexibility and
Simple results, especially for basic may not work well for multi-conditional or
Calculations summing and counting with a non-standard scenarios, requiring manual
single condition. formulas or more advanced functions like
SUMIFS/COUNTIFS.

3. Automation Automatically recalculates with Manual calculations may require updates or

data changes, which makes them modifications as data changes, increasing
ideal for dynamic datasets. the chance of errors.

4. Performance May perform well for small-to- Can slow down with large datasets due to
with Large Data medium-sized datasets, offering a automatic re-evaluation of dynamic ranges,
straightforward solution for affecting overall workbook performance.
conditional calculations.

5. Formula Built-in functions hide the Lack of transparency can make it difficult for
Transparency complexity behind the formula, others to understand or trace how the result
simplifying how the results are was achieved. Manual calculations, on the
obtained. other hand, lay out each step explicitly.

6. Error Handling SUMIF/COUNTIF functions handle Built-in functions might not manage errors
errors automatically for many like #N/A, #DIV/0!, or empty cells effectively,
standard cases. whereas manual calculations can
incorporate more detailed error handling
using functions like IFERROR.
7. Customization Built-in functions are great for Manual calculations offer more flexibility
and Flexibility straightforward conditional and customization, as they can be tailored to
calculations. complex conditions and allow for multi-step
processes.

Data types

1) Text (String): Used for storing alphanumeric characters. It can include letters, numbers,
symbols, and spaces. Text is aligned to the left of the cell by default.

• Example: "John Doe", "ABC123"

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2) Numbers: Represents numerical values that can be used in mathematical calculations.
Numbers are aligned to the right of the cell by default.

• Example: 123, 45.67, -89

3) Date and Time: Special data types used to represent dates and times. Excel stores dates as
sequential numbers (called serial numbers) and times as decimal fractions.

• Example: "09/29/2024", "11:45 AM"

4) Boolean (Logical): Represents TRUE or FALSE values, which are typically the result of
logical expressions.

• Example: TRUE, FALSE

5) Error: When a formula or operation fails, Excel displays an error value. These errors include:

• #DIV/0!: Division by zero

• #N/A: Value not available
• #NAME?: Unrecognized text in a formula
• #VALUE!: Wrong type of argument or operand

6) Currency: A specialized number format for monetary values. Excel formats currency with a
currency symbol and two decimal places.

• Example: $100.00, €250.50

7) Percentage: Represents numbers as percentages. The number is multiplied by 100 and

displayed with a percentage symbol.

• Example: 0.25 is displayed as 25%

8) Fraction: Displays numbers as fractions instead of decimals.

• Example: 1/2, 3/4

9) Scientific (Exponential): Used for very large or very small numbers, Excel displays them in
scientific notation.

• Example: 2.5E+10 (which represents 25,000,000,000)

Data Validation
Data Validation in Excel is a feature that helps control the type of data or the values users can
enter into a cell. It improves data accuracy and consistency by preventing invalid data entry.

1. Types of Data Validation

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a) Whole Numbers

• Allows users to enter only whole numbers within a specified range or meeting certain
criteria.
• Example: Only allow values between 1 and 100.

b) Decimal

• Allows users to enter decimal numbers within a specified range or with certain conditions.
• Example: Only allow values between 0.5 and 5.0.

c) List

• Restricts users to selecting values from a pre-defined list of options.

• Example: Only allow selections from a list such as "Red", "Green", "Blue".
• How to Use: You can type the list directly in the dialog box or reference a range of cells
containing the list items.

d) Date

• Limits the input to a specific date or range of dates.

• Example: Only allow dates between January 1, 2023, and December 31, 2023.

e) Time

• Restricts input to a specific time or a range of times.

• Example: Only allow times between 9:00 AM and 5:00 PM.

f) Text Length

• Controls the length of the text entered in a cell.

• Example: Only allow text with 5 characters or less.

g) Custom

• Allows you to create custom data validation rules using formulas. This is useful when
predefined options don’t meet your needs.
• Example: Only allow entries where the sum of values in cells A1 and B1 is less than 100.

=A1 + B1 < 100

2. Steps to Set Up Data Validation

1. Select the Cells: Choose the cells where you want to apply data validation.
2. Open the Data Validation Dialog Box:
o Go to the Data tab on the ribbon.
o Click Data Validation > Data Validation.
3. Set the Validation Criteria:

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 o Under the Settings tab, choose the validation criteria (e.g., whole number, decimal,
list, date, etc.).
4. Input Message (Optional):
o Under the Input Message tab, you can enter a message that appears when a user
selects a cell. This can be a helpful guide for what the user should enter.
5. Error Alert (Optional):
o Under the Error Alert tab, customize the error message that appears if the user
enters invalid data. You can choose between Stop, Warning, or Information alert
types:
▪ Stop: Prevents entry of invalid data (strongest enforcement).
▪ Warning: Displays a warning, but users can still proceed with the entry.
▪ Information: Informs users, but allows them to enter the data.

3. Examples of Common Use Cases for Data Validation

• Restricting Input to a List of Items:

o In a survey, users can select their department from a predefined list: "Sales",
"Marketing", "IT", etc.
• Validating Dates in a Specific Range:
o Limit the entry of invoice dates to be within the current fiscal year.
• Restricting Text Length:
o Limit text in a feedback form to 250 characters or less.
• Preventing Duplicates:
o Use a custom formula in Data Validation to prevent duplicate entries in a column.

=COUNTIF(A:A, A1) = 1

4. Advantages of Data Validation

• Ensures Data Consistency: Prevents incorrect or out-of-range data from being entered,
improving the accuracy of data analysis.
• Increases Efficiency: Reduces the need for manual data correction and improves data entry
speed by guiding users.
• Improves User Experience: Provides helpful messages and alerts to guide users in entering
valid data.

5. Editing or Removing Data Validation

• To edit: Select the cells with data validation, then go to Data Validation in the Data tab and
change the criteria.
• To remove: Select the cells, open Data Validation, and click Clear All.

6. Using Data Validation in Combination with Other Features

• Conditional Formatting: Use Data Validation together with Conditional Formatting to

visually highlight invalid data.

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 • Drop-down Lists: One of the most common applications of Data Validation is creating
drop-down lists for users to select from.

7. Limiting Invalid Data Entry Across Multiple Sheets

• You can extend validation across multiple sheets by applying the same rules to different
ranges, helping to maintain consistency in large workbooks.

CREATING CHARTS BASED ON WORKSHEET DATA

3.4 Overview

Purpose: Charts visually represent worksheet data, making it easier to analyze trends, patterns,
and comparisons.

Steps to Create a Chart:

1. Select Data:
o Highlight the data range you want to include in the chart.
2. Insert Chart:
o Go to the "Insert" tab on the ribbon.
o Choose the type of chart you want (e.g., Column, Line, Pie, Bar).
3. Customize Chart:
o Use the Chart Tools to modify the design, layout, and format of your chart.
o Add titles, labels, and adjust colors as needed.

Plotting Non-Contiguous Data

Purpose:

• Plot data from multiple, non-adjacent ranges on a single chart.

Steps to Plot Non-Contiguous Data:

1. Select the First Data Range:

o Highlight the first set of data you want to include in the chart.
2. Add Additional Data:
o Hold down the Ctrl key (or Command key on Mac) and select the other non-
contiguous ranges.
3. Insert the Chart:
o Go to the "Insert" tab and choose your desired chart type.

Example :

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 A B C D
1 Month Sales A Sales B Sales C
2 January 100 150 120
3 February 110 160 130
4 March 120 170 140
5 April 130 180 150
6 May 140 190 160

Task:

You want to plot a chart for Sales A and Sales C, ignoring Sales B.

Steps to Plot Non-Contiguous Data in Excel

1. Select the First Data Series:

o Highlight the cells for Sales A (the range of data for the first series), i.e., B2:B6.
2. Add the Second Data Series:
o Hold the Ctrl key (on Windows) or the Command key (on Mac).
o While holding, select the range for Sales C (i.e., D2:D6).
3. Insert a Chart:
o With both ranges selected, go to the Insert tab.
o Choose the chart type you want (e.g., Line Chart, Column Chart).
4. Add Axis Labels (Optional):
o If the axis labels (months) do not automatically appear, right-click the chart, choose
Select Data, and use the Edit option under Horizontal (Category) Axis Labels to select
the range A2:A6 (Months).

Explanation:

In this example, the chart will plot the data for "Sales A" and "Sales C" while skipping "Sales B." By
using the Ctrl/Command key, you can select non-adjacent cells and include only the data you want
in the chart.

3.4.1 Selecting a Chart

Purpose:

• Choose a chart type that best represents your data (e.g., Column, Line, Pie, Bar, etc.).

How to Select a Chart:

1. Highlight Your Data:

o Select the data range you want to visualize.
2. Insert a Chart:
o Go to the "Insert" tab and choose a chart type from the Charts group.

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 o Consider the data type (categorical, continuous, etc.) when selecting the chart.

3.4.2 Resizing a Chart

Purpose:

• Adjust the size of a chart to better fit your

worksheet or presentation.

Steps to Resize a Chart:

1. Select the Chart:

o Click on the chart to select it.
2. Drag to Resize:
o Click and drag the sizing handles
(small squares) on the chart's
corners or edges to resize it.
o Alternatively, right-click the chart,
choose "Format Chart Area," and
manually enter height and width dimensions.

3.4.3 Changing Chart Placement

Purpose:

• Move the chart within the worksheet or to a new worksheet.

Steps to Change Chart Placement:

1. Move the Chart:

o Click on the chart to select it.

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 o Drag the chart to a new location within the same worksheet.
2. Move to a New Worksheet:
o Right-click the chart and choose "Move Chart."
o In the dialog box, select "New sheet" to move the chart to its own worksheet or "Object
in" to move it to another existing worksheet.

3.4.4 Changing the Chart Type

Purpose:

• Switch between different chart types

to better visualize your data.

Steps to Change the Chart Type:

1. Select the Chart:

o Click on the chart to select it.
2. Change the Type:
o Go to the "Chart Tools" tab,
then click "Change Chart
Type."
o Choose a new chart type from
the available options and click
"OK."

3.4.5 Changing the Chart Style

Purpose:

• Apply predefined visual styles

to enhance the appearance of
your chart.

Steps to Change the Chart

Style:

1. Select the Chart:

o Click on the chart to
activate it.
2. Apply a Style:
o Go to the "Chart Tools" tab and select "Design."
o Choose a style from the "Chart Styles" gallery to apply it.

Prepared by Assit.Prof. Pandi Prabha S

3.4.6 Changing the Quick Layout

Purpose:

• Quickly apply a predefined layout

to organize chart elements like
titles, legends, and labels.

Steps to Change the Quick

Layout:

1. Select the Chart:

o Click on the chart to select
it.
2. Apply a Quick Layout:
o Go to the "Chart Tools"
tab and select "Design."
o Click on "Quick Layout"
and choose a layout option that best suits your data presentation.

Prepared by Assit.Prof. Pandi Prabha S