ADVANCED EXCEL

UNIT II
1. Data Validations in Excel
Data validation ensures that the data entered into a cell meets specific criteria. This helps maintain accuracy and
consistency in data entry. Excel allows you to specify valid ranges of values, lists of acceptable entries, and even custom
validation formulas.
Types of Data Validation:
1. Whole Number: Restricts input to integers. Example: Numbers between 1 and 100.
2. Decimal: Restricts input to decimal numbers. Example: Values between 1.5 and 99.99.
3. List: Restricts input to a predefined list. Example: Dropdown list of "Apple, Banana, Orange."
4. Date: Restricts input to valid dates Example: Dates between January 1, 2020, and December 31, 2025.
5. Time: Restricts input to valid times. Example: Times between 9:00 AM and 6:00 PM.
6. Text Length: Restricts input based on the number of characters. Example: Exactly 10 characters for a phone number.
7. Custom Formula: Uses formulas to define complex validation rules. Example: =A1>B1 for validating input based on another
cell’s value.
8. Error Alerts: Displays a message when invalid data is entered. Example: "Enter a value between 1 and 100."
9. Input Message: Displays a message when the cell is selected. Example: "Enter date in MM/DD/YYYY format."
10. Whole Number/Decimal Range: Allows both whole numbers and decimals within a range. Example: Numbers between 0 and 10
a) Specifying a Valid Range of Values
You can restrict the data entered into a cell by specifying a valid range. For example, if you want to ensure that only
values between 1 and 100 can be entered in a cell, you can set this range using data validation.
Steps:
Select the cell(s) you want to validate.
Go to the Data tab and click on Data Validation.
In the Settings tab, select Whole Number or Decimal.
Choose between and set the minimum and maximum values (e.g., 1 and 100).
Example:
Valid entries: 10, 50, 99
Invalid entries: 0, 101, text values
b) Specifying a List of Valid Values
You can limit entries to a predefined list of values, such as names, categories, or other predefined options. This
ensures that users can only select values from the list, preventing errors.
Steps:
Select the cell(s) to validate.
Go to Data > Data Validation.
In the Settings tab, select List.
In the Source box, enter the values separated by commas (e.g., "Apple, Banana, Orange") or refer to a range
containing the list.
Example:
List: "Red, Blue, Green"
Users can only select one of these colors from the dropdown list in the cell.
c) Specifying Custom Validations Based on Formula
Custom data validation allows you to use formulas to create more advanced validation criteria. This method
is useful for complex conditions.
Steps:
Select the cell(s) to validate.
Go to Data > Data Validation.
In the Settings tab, select Custom.
In the Formula box, enter a formula that returns TRUE (valid) or FALSE (invalid).
Example:
If you want to ensure that an entry in cell A1 is greater than 10, use the formula:
=A1>10
This formula will only allow values greater than 10 to be entered in cell A1.
2. Working with Templates
Templates are predefined document structures in Excel that allow users to create standardized and
consistent workbooks. They are particularly useful when you want to ensure uniformity across multiple
files.
a) Designing the Structure of a Template
When designing a template, consider:
1. Standard Layout: Include headers, rows, and columns to match the intended use (e.g., budget
sheets, inventory tracking).
2. Predefined Formatting: Apply consistent font styles, colors, and cell formatting (e.g., currency,
date formats).
3. Formulas and Functions: Incorporate commonly used functions or formulas (e.g., SUM,
AVERAGE) that will be used in future workbooks.
b) Templates for Standardization of Worksheets
Templates ensure consistency across multiple documents. For instance:
Budget Template: Includes predefined categories for income and expenses, set ranges for acceptable values,
and specific formatting for financial data.
Invoice Template: Has structured columns for product names, quantities, prices, and total amounts, along
with standard tax rates.
How to Save a Template:
1. Design your workbook with the desired layout and formatting.
2. Save the file as an Excel Template (.xltx or .xltm format).
3. To use the template, select New in Excel, then choose Personal to see your custom templates.
3. Sorting and Filtering Data
Sorting and filtering data helps in organizing, analyzing, and visualizing large datasets efficiently. It enables you to
arrange and view the data according to specific criteria.
a) Sorting Data
Sorting allows you to rearrange data in ascending or descending order based on one or more columns.
Steps to Sort Data:
1. Select any cell in the range or table.
2. Go to the Data tab.
3. Click on Sort.
In the Sort dialog box, choose the column to sort by, and specify whether to sort in Ascending or Descending order.
If sorting by multiple columns, click Add Level to specify additional columns for sorting.
Example:
Sorting employee data by Salary in Descending order will list the highest-paid employees at the top.
Sorting by Multiple Columns:
4. Primary Column: Sort by Last Name (A-Z).
5. Secondary Column: Within the same last name, sort by First Name (A-Z).
b) Filtering Data
Filtering allows you to display only the rows that meet specific criteria while hiding the others.
Steps to Filter Data:
1. Select the data range or table.
2. Go to the Data tab.
3. Click on Filter to enable filtering.
Use the dropdown arrows in the column headers to select or deselect specific data points or apply advanced
filter criteria.
Example:
You can filter a sales dataset to show only sales from January or sales above a certain amount (e.g., sales
greater than $500).
Advanced Filtering:
You can use Custom Filters to apply more complex criteria, such as values greater than or less than a certain
number, or text matching specific patterns (e.g., "contains" or "begins with").