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Excel for Mac 2011 Essential Training
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Restricting input using validation rules


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Excel for Mac 2011 Essential Training

with Curt Frye

Video: Restricting input using validation rules

Your calculations are only as good as the data in your worksheets. You don't have lot of control over the data you get from outside sources, but you can help your staff enter data correctly by creating data validation rules. Now, let's say that you have customers, and one of the rules of your business is that all the customer numbers are higher than one million. In other words, they all start with at least a one, and there are six digits after that. Let's say that you have one of your employees entering an order from a customer, and they type in one, and let's say it's followed by four zeros and a one; in other words, the customer number is 100,001.
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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Excel for Mac 2011 Essential Training
6h 32m Beginner Oct 26, 2010

Viewers: in countries Watching now:

In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.

Topics include:
  • Customizing the Ribbon
  • Formatting worksheets, cells, and cell data
  • Sorting and filtering data
  • Working with formulas
  • Detecting formula errors
  • Creating charts
  • Importing data
  • Inserting objects and graphics
  • Using PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Spreadsheets
Software:
Excel Excel for Mac Office for Mac
Author:
Curt Frye

Restricting input using validation rules

Your calculations are only as good as the data in your worksheets. You don't have lot of control over the data you get from outside sources, but you can help your staff enter data correctly by creating data validation rules. Now, let's say that you have customers, and one of the rules of your business is that all the customer numbers are higher than one million. In other words, they all start with at least a one, and there are six digits after that. Let's say that you have one of your employees entering an order from a customer, and they type in one, and let's say it's followed by four zeros and a one; in other words, the customer number is 100,001.

When your employee finishes entering data into that cell, even though you can tell visually the number is too short, if you're moving quickly or if you have a large amount of data to work through, you might miss that error, and you'll get a customer number error when you try to process his order. If you want to avoid that sort of mistake, or at least help reduce the possibility that it will happen, you can create what's called a data validation rule. So I'll go back to the cell and delete the data, and instead, I will create a data validation rule. To do that, you go to Data, the Data tab on the Ribbon, and then in the Tools group, you click Validate > Data Validation.

When the Data Validation dialog appears, you can use its tools to create a data validation rule. So, for example, in this case you want to have all of your customer numbers be at least one million. To create that, you specify the type of value that you want to allow. In this case, it will be a whole number. It needs to be greater than or equal to a specific number, and the minimum is one million, which is 1 followed by one, two, three, four, five, six zeros. And you don't want to allow any blank values.

To get rid of those, or to prevent those for being entered, you can clear the Ignore blank check box. Now, I'll just show you what the rule that I've created will do so far. If I click OK and then I try to enter let's just say 100 and I press Tab, then I get a message box saying that the value to be entered must be a whole number greater than or equal to 1,000,000. The user can then either cancel, in which case the value is erased from the cell, or they can click Retry, in which case they can enter it in. So let's say 1,500,000, press Tab, and the value is accepted.

You can do the same thing for dates, decimal values, and so on. But let's suppose that you're here in the Product column, and you want to create a rule that requires every value entered into that column to be exactly seven characters long. You don't care if it's a mix of letters and numbers; all you care about is that it is exactly seven characters long. But you can create that kind of rule. To do that, you open the Data Validation dialog and then under Allow click a Text length rule, that every value is 7 characters long.

Let's say that you want to delete a data validation rule from a cell. To do that, you click the cell and then click Validate > Data Validation and then you can either click Allow: Any Value, which effectively gets rid of the rule, in other words there is no restriction on what could be entered, or if you want to get rid of every data validation rule on your worksheet, you can click Clear All, which will get rid of every validation rule there. When you click OK, the rules are gone and I can enter any value into the cell that I want because there is no longer a data validation rule in effect.

Now, let's say that you apply a data validation rule to a cell that already has data entered. So in this case, I'm going to recreate the rule where I only want Whole number values, greater than or equal to 1,000,000. Click OK. Because I entered the value before I created the data validation rule, Excel doesn't mark it. What it can do, however, is have Excel identify any cells that contain invalid data. To do that, once again on the Data tab of the Ribbon, I click the Validate button's down arrow and click Circle Invalid Data.

When I do, Excel draws a red circle around any cell that contains invalid data. In this case, it's cell A5. If I were to try to edit it and enter another incorrect value and press Tab, it would say the value to be entered must meet the criteria. If I click Cancel, the original value comes back. If you want to remove your data validation circles, you click the Validate button's down arrow and click Clear Validation Circle. Data validation rules help reduce data entry errors, which are the bane of spreadsheet users everywhere. If you already have data entered into your worksheet and you apply new data validation rules, you can check if any of your existing data violates those rules by showing data validation circles.

Find answers to the most frequently asked questions about Excel for Mac 2011 Essential Training.


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A: Discover more on this topic by visiting Excel formulas on lynda.com.
 
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