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Data validation


From:

Excel 2007 Essential Training

with Lorna Daly

Video: Data validation

You've heard the old saying, garbage in garbage out. And that's very true when you're working with large amounts of data, especially in Excel. And what we're going to look at now is the Data Validation option, of the Excel 2007 application. What Data Validation allows you to do is it will make sure that the information that's included in the cells, is within a particular range. That it needs a certain set of criteria and if it doesn't, it will let you know. Let's see how that works. I'm going to select the rows in column E. And I'm going to go back up to my Data Validation command that I find on my Data Tools group, on my Data tab.
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  1. 35s
    1. Welcome
      35s
  2. 10m 37s
    1. Why use a spreadsheet?
      1m 25s
    2. What's changed in Excel 2007?
      5m 36s
    3. The Ribbon
      2m 9s
    4. The Microsoft Office Button
      1m 27s
  3. 12m 10s
    1. What's on the Ribbon?
      1m 56s
    2. Making your way around the Ribbon
      2m 12s
    3. Customizing the Ribbon
      3m 8s
    4. Customizing the Microsoft Office Button
      4m 54s
  4. 16m 14s
    1. Opening old worksheets
      2m 23s
    2. Adding and deleting worksheets
      3m 18s
    3. Inserting and deleting cells
      6m 53s
    4. Freezing areas of a worksheet
      3m 40s
  5. 20m 48s
    1. Width and height
      7m 25s
    2. Numeric formats
      2m 20s
    3. Alignment of data
      3m 18s
    4. Playing with fonts
      2m 57s
    5. AutoFilter
      2m 21s
    6. Formatting as a table
      2m 27s
  6. 21m 30s
    1. Removing duplicates
      6m 1s
    2. What is Conditional Formatting?
      2m 20s
    3. Working with Conditional Formatting
      2m 14s
    4. Managing Conditional Formatting rule preferences
      2m 39s
    5. Converting text to columns
      4m 35s
    6. Data validation
      3m 41s
  7. 10m 56s
    1. Templates
      3m 45s
    2. Styles
      3m 35s
    3. AutoFormat
      3m 36s
  8. 12m 14s
    1. Excel lists have now become tables
      2m 34s
    2. Converting text to columns
      3m 10s
    3. Sorting and Grouping
      5m 9s
    4. Creating a summary report
      1m 21s
  9. 6m 44s
    1. Proofing your work
      3m 31s
    2. Providing comments on worksheets
      3m 13s
  10. 11m 43s
    1. Protecting and sharing a worksheet
      3m 57s
    2. Allowing others to edit ranges
      4m 3s
    3. Track Changes
      3m 43s
  11. 22m 43s
    1. Preparing to print
      2m 31s
    2. Print Preview
      3m 33s
    3. The Page Layout Tab
      3m 56s
    4. Page Breaks
      4m 36s
    5. The Page Layout View
      3m 54s
    6. Headers and Footers
      4m 13s
  12. 22m 34s
    1. Adding themes to your worksheet
      2m 53s
    2. Page setup options
      8m 0s
    3. Scale to Fit
      2m 26s
    4. Worksheet options
      5m 29s
    5. Inserting images
      3m 46s
  13. 3m 49s
    1. Using templates
      3m 49s
  14. 17m 48s
    1. Workbook Views
      2m 53s
    2. Hiding and Zooming
      3m 44s
    3. Window Panes
      5m 31s
    4. More screen options
      5m 40s
  15. 8m 16s
    1. Importing from Access
      2m 24s
    2. Using the Import Wizard for text files
      5m 52s
  16. 11m 23s
    1. The Find and Select button
      4m 34s
    2. Find and Replace
      2m 48s
    3. Removing duplicates
      4m 1s
  17. 17m 3s
    1. What are formulas?
      3m 20s
    2. Order of Operations
      2m 50s
    3. Relative and absolute referencing
      4m 54s
    4. The new Formula Tab
      5m 59s
  18. 17m 29s
    1. What are Functions?
      2m 57s
    2. AutoSum
      2m 47s
    3. Minimum
      3m 55s
    4. Trim
      5m 2s
    5. Left
      2m 48s
  19. 19m 51s
    1. Concatenation
      4m 10s
    2. SumIf
      4m 23s
    3. Lookup
      7m 25s
    4. What-If Analysis
      3m 53s
  20. 16m 43s
    1. Why create a chart?
      2m 11s
    2. Creating your chart
      3m 37s
    3. Modifying your chart
      6m 46s
    4. Laying out your chart
      4m 9s
  21. 17m 22s
    1. What are PivotTable reports and PivotChart reports?
      2m 31s
    2. Creating a PivotTable
      4m 47s
    3. Laying out your PivotTable
      2m 30s
    4. Designing your PivotTable
      4m 9s
    5. Creating a PivotChart
      3m 25s
  22. 8m 56s
    1. Why use macros?
      2m 13s
    2. Creating a macro
      4m 31s
    3. Macro security
      2m 12s
  23. 5m 36s
    1. Reviewing a workflow in Excel
      5m 36s
  24. 22s
    1. Conclusion
      22s

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Watch the Online Video Course Excel 2007 Essential Training
5h 13m Beginner Jan 31, 2007

Viewers: in countries Watching now:

Like the other applications in Microsoft Office 2007, Excel 2007 boasts upgraded features and a brand-new look. In Excel 2007 Essential Training , instructor Lorna A. Daly introduces the new version in detail. The training begins with the essentials of using the program, including how and why to use a spreadsheet, how to set up and modify worksheets, and how to import and export data. Lorna then moves on to teach more advanced features, such as working with functions and macros. Exercise files accompany the tutorials.

Subject:
Business
Software:
Excel
Author:
Lorna Daly

Data validation

You've heard the old saying, garbage in garbage out. And that's very true when you're working with large amounts of data, especially in Excel. And what we're going to look at now is the Data Validation option, of the Excel 2007 application. What Data Validation allows you to do is it will make sure that the information that's included in the cells, is within a particular range. That it needs a certain set of criteria and if it doesn't, it will let you know. Let's see how that works. I'm going to select the rows in column E. And I'm going to go back up to my Data Validation command that I find on my Data Tools group, on my Data tab.

I select it and I get a dialog box that comes up and asks to input specific criteria that it will then apply to that section. Under the Settings tab, it's asking me, "What validation do you want to apply?" Notice that you have a whole list of options to choose from. I'm going to select Date. Under Date I'm going to identify that I wanted the dates included in that column to be between 01-01-05, which is the start date for people at EatCake, and for the purposes of our demonstration here 01- 11- 06.

The Input Message tab allows you to put in a message when a particular cell is selected. That could be a reminder that the input dates need to be within a certain range. You can also select your Error Alert, that shows up when errors have been inputted into the system. So you have three different styles; you could do a Stop Style, which gives you this icon, you can have the Warning Style, which gives you this icon, or you could have an Information Style, which gives you this icon.

I like to put in the Stop Style just to make sure that people are aware of what's happening. The title would be EatCake Start Dates, and my error message will be, The date must be within the EatCake Start times. I'm going to click OK. Notice when I come back to my area that it's done a validation automatically. And it points for me, to the different areas, and identifies that there are errors within the data. You select the little warning sign on the left, choose Display Type Information to see what the information is about, and it gives you the typical field error. It's telling me here that the date now must be between that and that date range.

Now, that's a typical error message. How do I get the error message that I input into the system to show up? If I delete out the information that's in that cell, and start again, and this time I input 01- 11- 03, which is clearly outside of my date range, click Enter. Here's the error message that comes up that I input into the system. Notice it shows my icon and it states my static text, The date must be within the EatCake Start times.

I can retry it, put in a new date, or cancel it, and start over. You can customize the Data Validation for any one of your Excel spreadsheets be it a cell, a column, a row, or any range of data to ensure that your information is as clean as possible, so you can make the analysis you need to when using Excel.

Find answers to the most frequently asked questions about Excel 2007 Essential Training .


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Q: When trying to apply the techniques from the “Relative and absolute referencing” video to a worksheet other than the exercise file included with the title, the formulas did not work for the entire worksheet. The formulas would only work when going through the worksheet row by row. What could be causing this to happen?
A: When trying to apply formulas to a whole workshee, here is a tip to try:

If you want to always refer to the same cell then use an absolute reference. For example, always pulling the value from cell A3 would be referenced as $A$3. This will never change no matter where you copy it to in the spreadsheet.

 If you want to reuse the same formula, but with values in different cells,  use the relative reference, A3. This way formula =A3*B3 will become =A4*B4 as you copy it down a column.
Q: In the chapter 7 video "Sorting and Grouping" at approximately 4:05, the author says to go to cell 5 on the worksheet and click on Subtotal to subtotal the grouping. My screen will not allow me to click on the Subtotal option at the top of the page. Is this an issue with my version of Excel?
A: It seems that there is an error in the instructions in this video. The video should have instructed users to do the subtotaling first, then create the table.
Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
 
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