- •About the Author
- •About the Technical Editor
- •Credits
- •Is This Book for You?
- •Software Versions
- •Conventions This Book Uses
- •What the Icons Mean
- •How This Book Is Organized
- •How to Use This Book
- •What’s on the Companion CD
- •What Is Excel Good For?
- •What’s New in Excel 2010?
- •Moving around a Worksheet
- •Introducing the Ribbon
- •Using Shortcut Menus
- •Customizing Your Quick Access Toolbar
- •Working with Dialog Boxes
- •Using the Task Pane
- •Creating Your First Excel Worksheet
- •Entering Text and Values into Your Worksheets
- •Entering Dates and Times into Your Worksheets
- •Modifying Cell Contents
- •Applying Number Formatting
- •Controlling the Worksheet View
- •Working with Rows and Columns
- •Understanding Cells and Ranges
- •Copying or Moving Ranges
- •Using Names to Work with Ranges
- •Adding Comments to Cells
- •What Is a Table?
- •Creating a Table
- •Changing the Look of a Table
- •Working with Tables
- •Getting to Know the Formatting Tools
- •Changing Text Alignment
- •Using Colors and Shading
- •Adding Borders and Lines
- •Adding a Background Image to a Worksheet
- •Using Named Styles for Easier Formatting
- •Understanding Document Themes
- •Creating a New Workbook
- •Opening an Existing Workbook
- •Saving a Workbook
- •Using AutoRecover
- •Specifying a Password
- •Organizing Your Files
- •Other Workbook Info Options
- •Closing Workbooks
- •Safeguarding Your Work
- •Excel File Compatibility
- •Exploring Excel Templates
- •Understanding Custom Excel Templates
- •Printing with One Click
- •Changing Your Page View
- •Adjusting Common Page Setup Settings
- •Adding a Header or Footer to Your Reports
- •Copying Page Setup Settings across Sheets
- •Preventing Certain Cells from Being Printed
- •Preventing Objects from Being Printed
- •Creating Custom Views of Your Worksheet
- •Understanding Formula Basics
- •Entering Formulas into Your Worksheets
- •Editing Formulas
- •Using Cell References in Formulas
- •Using Formulas in Tables
- •Correcting Common Formula Errors
- •Using Advanced Naming Techniques
- •Tips for Working with Formulas
- •A Few Words about Text
- •Text Functions
- •Advanced Text Formulas
- •Date-Related Worksheet Functions
- •Time-Related Functions
- •Basic Counting Formulas
- •Advanced Counting Formulas
- •Summing Formulas
- •Conditional Sums Using a Single Criterion
- •Conditional Sums Using Multiple Criteria
- •Introducing Lookup Formulas
- •Functions Relevant to Lookups
- •Basic Lookup Formulas
- •Specialized Lookup Formulas
- •The Time Value of Money
- •Loan Calculations
- •Investment Calculations
- •Depreciation Calculations
- •Understanding Array Formulas
- •Understanding the Dimensions of an Array
- •Naming Array Constants
- •Working with Array Formulas
- •Using Multicell Array Formulas
- •Using Single-Cell Array Formulas
- •Working with Multicell Array Formulas
- •What Is a Chart?
- •Understanding How Excel Handles Charts
- •Creating a Chart
- •Working with Charts
- •Understanding Chart Types
- •Learning More
- •Selecting Chart Elements
- •User Interface Choices for Modifying Chart Elements
- •Modifying the Chart Area
- •Modifying the Plot Area
- •Working with Chart Titles
- •Working with a Legend
- •Working with Gridlines
- •Modifying the Axes
- •Working with Data Series
- •Creating Chart Templates
- •Learning Some Chart-Making Tricks
- •About Conditional Formatting
- •Specifying Conditional Formatting
- •Conditional Formats That Use Graphics
- •Creating Formula-Based Rules
- •Working with Conditional Formats
- •Sparkline Types
- •Creating Sparklines
- •Customizing Sparklines
- •Specifying a Date Axis
- •Auto-Updating Sparklines
- •Displaying a Sparkline for a Dynamic Range
- •Using Shapes
- •Using SmartArt
- •Using WordArt
- •Working with Other Graphic Types
- •Using the Equation Editor
- •Customizing the Ribbon
- •About Number Formatting
- •Creating a Custom Number Format
- •Custom Number Format Examples
- •About Data Validation
- •Specifying Validation Criteria
- •Types of Validation Criteria You Can Apply
- •Creating a Drop-Down List
- •Using Formulas for Data Validation Rules
- •Understanding Cell References
- •Data Validation Formula Examples
- •Introducing Worksheet Outlines
- •Creating an Outline
- •Working with Outlines
- •Linking Workbooks
- •Creating External Reference Formulas
- •Working with External Reference Formulas
- •Consolidating Worksheets
- •Understanding the Different Web Formats
- •Opening an HTML File
- •Working with Hyperlinks
- •Using Web Queries
- •Other Internet-Related Features
- •Copying and Pasting
- •Copying from Excel to Word
- •Embedding Objects in a Worksheet
- •Using Excel on a Network
- •Understanding File Reservations
- •Sharing Workbooks
- •Tracking Workbook Changes
- •Types of Protection
- •Protecting a Worksheet
- •Protecting a Workbook
- •VB Project Protection
- •Related Topics
- •Using Excel Auditing Tools
- •Searching and Replacing
- •Spell Checking Your Worksheets
- •Using AutoCorrect
- •Understanding External Database Files
- •Importing Access Tables
- •Retrieving Data with Query: An Example
- •Working with Data Returned by Query
- •Using Query without the Wizard
- •Learning More about Query
- •About Pivot Tables
- •Creating a Pivot Table
- •More Pivot Table Examples
- •Learning More
- •Working with Non-Numeric Data
- •Grouping Pivot Table Items
- •Creating a Frequency Distribution
- •Filtering Pivot Tables with Slicers
- •Referencing Cells within a Pivot Table
- •Creating Pivot Charts
- •Another Pivot Table Example
- •Producing a Report with a Pivot Table
- •A What-If Example
- •Types of What-If Analyses
- •Manual What-If Analysis
- •Creating Data Tables
- •Using Scenario Manager
- •What-If Analysis, in Reverse
- •Single-Cell Goal Seeking
- •Introducing Solver
- •Solver Examples
- •Installing the Analysis ToolPak Add-in
- •Using the Analysis Tools
- •Introducing the Analysis ToolPak Tools
- •Introducing VBA Macros
- •Displaying the Developer Tab
- •About Macro Security
- •Saving Workbooks That Contain Macros
- •Two Types of VBA Macros
- •Creating VBA Macros
- •Learning More
- •Overview of VBA Functions
- •An Introductory Example
- •About Function Procedures
- •Executing Function Procedures
- •Function Procedure Arguments
- •Debugging Custom Functions
- •Inserting Custom Functions
- •Learning More
- •Why Create UserForms?
- •UserForm Alternatives
- •Creating UserForms: An Overview
- •A UserForm Example
- •Another UserForm Example
- •More on Creating UserForms
- •Learning More
- •Why Use Controls on a Worksheet?
- •Using Controls
- •Reviewing the Available ActiveX Controls
- •Understanding Events
- •Entering Event-Handler VBA Code
- •Using Workbook-Level Events
- •Working with Worksheet Events
- •Using Non-Object Events
- •Working with Ranges
- •Working with Workbooks
- •Working with Charts
- •VBA Speed Tips
- •What Is an Add-In?
- •Working with Add-Ins
- •Why Create Add-Ins?
- •Creating Add-Ins
- •An Add-In Example
- •System Requirements
- •Using the CD
- •What’s on the CD
- •Troubleshooting
- •The Excel Help System
- •Microsoft Technical Support
- •Internet Newsgroups
- •Internet Web sites
- •End-User License Agreement
CHAPTER
Using Data
Validation
This chapter explores a very useful Excel feature: data validation. Data validation enables you to add dynamic elements to your worksheet without using any macro programming.
About Data Validation
The Excel data validation feature allows you to set up certain rules that dictate what can be entered into a cell. For example, you may want to limit data entry in a particular cell to whole numbers between 1 and 12. If the user makes an invalid entry, you can display a custom message, such as the one shown in Figure 25.1.
FIGURE 25.1
Displaying a message when the user makes an invalid entry.
IN THIS CHAPTER
An overview of Excel’s data validation feature
Practical examples of using data validation formulas
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Excel makes it easy to specify the validation criteria, and you can also use a formula for more complex criteria.
Caution
The Excel data validation feature suffers from a potentially serious problem: If the user copies a cell that does not use data validation and pastes it to a cell that does use data validation, the data validation rules are deleted. In other words, the cell then accepts any type of data. n
Specifying Validation Criteria
To specify the type of data allowable in a cell or range, follow the steps below while you refer to Figure 25.2, which shows all three tabs of the Data Validation dialog box.
1.Select the cell or range.
2.Choose Data Data Tools Data Validation. Excel displays its Data Validation dialog box.
3.Click the Settings tab.
4.Choose an option from the Allow drop-down list. The contents of the Data Validation dialog box will change, displaying controls based on your choice. To specify a formula, select Custom.
FIGURE 25.2
The three tabs of the Data Validation dialog box.
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Chapter 25: Using Data Validation
5.Specify the conditions by using the displayed controls. Your selection in Step 4 determines what other controls you can access.
6.(Optional) Click the Input Message tab and specify which message to display when a user selects the cell. You can use this optional step to tell the user what type of data is expected. If this step is omitted, no message will appear when the user selects the cell.
7.(Optional) Click the Error Alert tab and specify which error message to display when a user makes an invalid entry. The selection for Style determines what choices users have when they make invalid entries. To prevent an invalid entry, choose Stop. If this step is omitted, a standard message will appear if the user makes an invalid entry.
8.Click OK. The cell or range contains the validation criteria you specified.
Caution
Even with data validation in effect, a user can enter invalid data. If the Style setting on the Error Alert tab of the Data Validation dialog box is set to anything except Stop, invalid data can be entered. Also, remember that data validation does not apply to the calculated results of formulas. In other words, if the cell contains a formula, applying conditional formatting to that cell will have no effect. n
Types of Validation Criteria You Can Apply
From the Settings tab of the Data Validation dialog box, you can specify a wide variety of data validation criteria. The following options are available from the Allow drop-down list. Keep in mind that the other controls on the Settings tab vary, depending on your choice from the Allow dropdown list.
•Any Value: Selecting this option removes any existing data validation. Note, however, that the input message, if any, still displays if the check box is checked on the Input Message tab.
•Whole Number: The user must enter a whole number. You specify a valid range of whole numbers by using the Data drop-down list. For example, you can specify that the entry must be a whole number greater than or equal to 100.
•Decimal: The user must enter a number. You specify a valid range of numbers by refining the criteria from choices in the Data drop-down list. For example, you can specify that the entry must be greater than or equal to 0 and less than or equal to 1.
•List: The user must choose from a list of entries you provide. This option is very useful, and I discuss it in detail later in this chapter. (See “Creating a drop-down list.”).
•Date: The user must enter a date. You specify a valid date range from choices in the Data drop-down list. For example, you can specify that the entered data must be greater than or equal to January 1, 2010, and less than or equal to December 31, 2010.
•Time: The user must enter a time. You specify a valid time range from choices in the Data drop-down list. For example, you can specify that the entered data must be later than 12:00 p.m.
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•Text Length: The length of the data (number of characters) is limited. You specify a valid length by using the Data drop-down list. For example, you can specify that the length of the entered data be 1 (a single alphanumeric character).
•Custom: To use this option, you must supply a logical formula that determines the validity of the user’s entry (a logical formula returns either TRUE or FALSE). You can enter the formula directly into the Formula control (which appears when you select the Custom option), or you can specify a cell reference that contains a formula. This chapter contains examples of useful formulas.
The Settings tab of the Data Validation dialog box contains two other check boxes:
•Ignore Blank: If selected, blank entries are allowed.
•Apply These Changes to All Other Cells with the Same Setting: If selected, the changes you make apply to all other cells that contain the original data validation criteria.
Tip
The Data Data Tools Data Validation drop-down list contains an item named Circle Invalid Data. When you select this item, circles appear around cells that contain incorrect entries. If you correct an invalid entry, the circle disappears. To get rid of the circles, choose Data Data Tools Data Validation Clear Validation Circles. In Figure 25.3, invalid entries are defined as values that are greater than 100. n
FIGURE 25.3
Excel can draw circles around invalid entries (in this case, cells that contain values greater than 100).
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