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Watching:

Ensuring unique entries


From:

Excel 2010 Power Shortcuts

with Dennis Taylor

Video: Ensuring unique entries

One of the major concerns of any of the list is tracking information, whether it's about people or transactions, orders as we see here, is the uniqueness of certain columns. We don't want any duplicates whatsoever in column A. Each row here is about a different transaction so we want to prevent duplicate entries. In column A we are going to using the Data Validation capability in Excel. It's on the Data tab. Now let's just talk a little bit about what we want to do here. We want to say, in effect, every time an entry goes in here, we want to make sure that it doesn't exist else where in the column.
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  1. 1m 36s
    1. Welcome
      1m 16s
    2. Using the exercise files
      20s
  2. 22m 45s
    1. Entering data or formulas in non-adjacent cells simultaneously
      2m 28s
    2. Converting formulas to values with a simple drag
      2m 34s
    3. Copying data or formulas down a column instantly
      2m 56s
    4. Adjusting all or selected column widths or row heights in a flash
      2m 21s
    5. Instantly displaying all worksheet formulas
      3m 16s
    6. Two quick shortcuts for creating charts
      1m 18s
    7. Print Preview
      1m 7s
    8. Instant date or time entry
      1m 16s
    9. Undo/Redo/Repeat
      3m 19s
    10. Zooming in and out quickly
      2m 10s
  3. 7m 37s
    1. Expanding and collapsing the Ribbon and Full Screen view
      1m 23s
    2. Keyboard command access
      2m 22s
    3. Quick Access toolbar display tips
      3m 52s
  4. 14m 30s
    1. Split screens and frozen titles in a flash
      5m 56s
    2. Repeating title creation and suppression
      6m 17s
    3. Customizing your display of Status Bar totals
      2m 17s
  5. 11m 31s
    1. Navigation shortcuts
      2m 30s
    2. Tips for navigating between workbooks
      3m 48s
    3. Navigating within worksheets
      5m 13s
  6. 11m 12s
    1. Selecting an entire row, column, or worksheet
      3m 20s
    2. Selecting noncontiguous ranges and visible cells only
      4m 39s
    3. Selecting the current region and moving around region corners
      3m 13s
  7. 22m 16s
    1. Accelerating data entry
      6m 27s
    2. Auto-Fill techniques for entering dates
      4m 59s
    3. Auto-Fill techniques for entering times
      2m 37s
    4. Custom lists for rapid entry
      5m 54s
    5. Cell editing tips
      2m 19s
  8. 12m 38s
    1. Copy/Move acceleration tips
      3m 27s
    2. Worksheet Copy/Move shortcuts
      2m 29s
    3. Dragging and inserting variations
      3m 47s
    4. Instantly displaying Paste Special options
      2m 55s
  9. 29m 31s
    1. Rapid formula creation
      3m 48s
    2. Selecting all cells that depend on the active cell
      5m 24s
    3. Selecting all cells that can affect the active cell
      2m 38s
    4. AutoSum shortcuts
      2m 57s
    5. Rounding shortcuts
      5m 14s
    6. Generating random numbers
      3m 16s
    7. Counting unique entries
      3m 11s
    8. Performing calculations without formulas
      3m 3s
  10. 17m 4s
    1. Controlling rows and columns
      5m 50s
    2. Realigning imported text
      2m 27s
    3. Handling blank cells
      4m 20s
    4. Collapsing and expanding detail
      4m 27s
  11. 28m 8s
    1. Formatting numbers
      6m 49s
    2. Aligning data
      3m 49s
    3. Adding background color for readability
      3m 43s
    4. Formatting data conditionally
      1m 54s
    5. Creating custom formats
      6m 23s
    6. Formatting periods over 24 hours
      3m 2s
    7. Applying strikethroughs and borders
      2m 28s
  12. 25m 46s
    1. Sorting shortcuts
      2m 40s
    2. Cleaning up spaces
      4m 47s
    3. Identifying duplicates
      6m 10s
    4. Splitting columns
      3m 57s
    5. Ensuring unique entries
      2m 46s
    6. Forcing dates to be weekdays only
      3m 56s
    7. Displaying unique items from large lists
      1m 30s
  13. 18m 38s
    1. Placing and adjusting charts
      2m 37s
    2. Creating chart titles from cell content
      2m 22s
    3. Creating and manipulating shapes
      5m 31s
    4. Linking and unlinking pictures
      8m 8s
  14. 9s
    1. Goodbye
      9s

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Watch the Online Video Course Excel 2010 Power Shortcuts
3h 43m Intermediate Aug 12, 2010

Viewers: in countries Watching now:

In Excel 2010 Power Shortcuts, Excel expert Dennis Taylor shares tips and shortcuts to vastly increase efficiency and get the full power out of Excel 2010. There are tips for working with the Ribbon and Quick Access toolbar, navigating workbooks and selecting cells, rapid data entry and editing, working with formulas, formatting data, working with charts, sorting data, and much more. Exercise files accompany the course.

Topics include:
  • Creating charts with keyboard shortcuts
  • Converting formulas to values by dragging
  • Repeating Undo and Redo actions
  • Displaying formulas instantly
  • Navigating quickly through worksheets and across workbooks
  • Formatting numeric, and date/time data in a flash with keystroke shortcuts
  • Inserting dates or times instantly
  • Grouping rows or columns to create collapsible regions
  • Building data-entry shortcuts with Auto-fill
  • Displaying unique items from large lists
Subject:
Business
Software:
Excel
Author:
Dennis Taylor

Ensuring unique entries

One of the major concerns of any of the list is tracking information, whether it's about people or transactions, orders as we see here, is the uniqueness of certain columns. We don't want any duplicates whatsoever in column A. Each row here is about a different transaction so we want to prevent duplicate entries. In column A we are going to using the Data Validation capability in Excel. It's on the Data tab. Now let's just talk a little bit about what we want to do here. We want to say, in effect, every time an entry goes in here, we want to make sure that it doesn't exist else where in the column.

So about that, we are going to have five or six, or ten or hundreds of these. At any given time when we make an entree, we want to check that entry with all the others. A different way to say this would be let's use the CountIf function to see how many times the current entry appears in the column and if it appears more than once, prevent it. Column A, Data > Data Validation. The Settings. We want to allow, and there appears to be no real obvious choice here. It's Custom meaning a custom formula.

And here is that custom formula, =countif. Now perhaps you are familiar with this function. It's a great tool for counting the occurrence of entries in a column or a row. And where are we looking here? We're looking in column A so I am going to click that. Comma. A1 is currently the active cell so we use that here as a surrogate or substitute for all the others. And what we are suggesting here is we are going to count the current entry and compare with every thing else in column A to see how many times it occurs, and we want this result to always be 1.

So every time we make a new entry we want to be in effect checking to make sure that it appears every once and only once. So this is the requirement here. So lets try this. Suppose our transactions are truly numbers. There is a 23456, the 34567. How about another 23456? Not valid. We could customize this message if we want to, but I think most people will get the point it's a duplicate here. Cancel.

It also works with letters or letters combinations. Suppose there is a letter scheme, ABCDE, SDERT, ABCDE, there we go, once again it's prevented. So you have control over it. And again that formula, we don't see it here in any of the cells. I'll click back in column A, go back to Data Validation, and there is that formula. If you're familiar with Count If, it's more obvious as to how it works. If you're not, well use it any way because it does work.

Great way to keep out duplicates in column A in this example.

Find answers to the most frequently asked questions about Excel 2010 Power Shortcuts .


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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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