Essential guide to data management ms excel 2013

The example below shows cells lessthan 52 as entered by the user in column F turning red... Select the range that the formatting will apply, then go to Data > Conditional Formatting > Ne

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ESSENTIAL GUIDE TO DATABASE MANAGEMENT EXCEL 2013

By Donnie Baje

Amazon Edition

Copyright 2016 Donnie Baje

Amazon Edition, License Notes

This ebook is licensed for your personal enjoyment only This ebook may not

be re-sold or given away to other people If you would like to share this bookwith another person, please purchase an additional copy for each recipient Ifyou’re reading this book and did not purchase it, or it was not purchased foryour use only, then please return to your favorite ebook retailer and purchaseyour own copy Thank you for respecting the hard work of this author

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ALSO FROM THE AUTHOR

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Essential Advanced MS Excel 2013

Competency- Based Training: Execution and Applications

Essential MS PowerPoint 2013 Advanced

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Introduction

MS Excel’s Database Management features pertain to the tool under the Datatab These tools can be used to process ranges of data in the worksheet—likeremoving duplicates, highlighting portions of the data depending on a

condition, or inserting subtotals

This book will guide novice to intermediate users in how to use MS Excel’sdatabase management tools The tools that will be discussed here are thosefound in MS Excel 2013 Workfiles can be requested from the author whoseemail is found on the last page of this ebook

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1 Flash Fill

Flash Fill is one of the new features in MS Excel 2013 Sometimes, you need

to change the format of an entire column (like 123456789 into 123-456-789.)

In previous MS Excel versions, you need to use LEFT, RIGHT, and MID

functions to extract the parts of the number, then CONCATENATE them back toinclude the dashes Or, sometimes you need to turn a cell that has “Smith,

John” into “John Smith” so you would end up doing a whole bunch of Textfunctions to accomplish it

In MS Excel 2013, the Flash Fill tool allows you to provide Excel with a fewcells to base a pattern from It’s like Excel reads the pattern that your samplecell has, and apply this pattern to the rest of the cells in the column

In the example below, Column B is not recognized as numbers because it isentered as text (the currency was typed manually.) Extracting the number out of

a string of text would be a long formula However, in MS Excel 2013, the userjust needs to type the value of the first cell (i.e 25,) then, go to the next cell inthe column (C3) to type the number 2 (which is the first number of B3) which

is enough to trigger MS Excel’s Flash Fill

MS Excel would ‘realize’ that the user is getting the numbers out of column B

It will now then provide a grayed out preview of the values MS Excel ‘thinks’

it should be in column C The user just need to hit Enter.

Another example below Column A needs to be swapped from Last Name,First Name format to First Name Last Name format As you can see, C2 wasmanually entered by the user in order to provide context or pattern By thetime the user typed letter K in C3, Flash Fill got triggered and suggested valuesfor the entire column Just hit Enter to lock the values in

There may be times, however, that Flash Fill will not easily get the pattern, andwhen the user types in the second row of the column, Flash Fill does not

happen This is because Flash Fill tool has not predicted any pattern yet and

‘sees’ some trouble in applying the pattern in some cells (For example, it onecell above has two first names, and the sample cell only has one, MS Excelwill not know what to do if there are two first names.)

Users can force the Flash Fill to happen by putting the cursor in the next cell ofthe column to be filled out, going to the Data tab, and looking for the Flash Filltool Click the button to enforce Flash Fill MS Excel will provide values

based on what it currently sees as the pattern Note that in these cases, it isbest to randomly check cells to see if MS Excel got it correct.

Conditional Formatting

Conditional Formatting is an old tool in MS Excel It allows users to

automatically format cells based on given conditions This can be found underHome > Styles Group > Conditional Formatting

Under Highlight Cells Rules, you can see several options to create conditionalstatements Users can choose to format values that are Greater Than, Equal to,Duplicates, etc

Creating a conditional formatting is straight forward Highlight the cells thatneeds to have a conditional formatting Go to Home > Conditional Formatting,and once you have chosen the operation, a prompt will further ask for

information (e.g If the user chose Greater Than, the prompt will ask, “greaterthan what?”) Then, the user can choose the format of cells that will satisfy thecondition from the dropdown If the user needs to have a different format that

is not in the suggested list, the user can choose Custom Format

A preview is also available if you highlight the applicable cells before going

to the Conditional Formatting wizard The example below shows cells lessthan 52 (as entered by the user) in column F turning red

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What’s new in MS Excel 2013 (compared to 2003) are the options to createconditions from dates, finding duplicates, and top/bottom rules Also, MSExcel 2013 has options other than just changing the fill and font color of thecell MS Excel 2007 introduced the data bars, color scales, and icon sets

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Data Bars are bar graph- like representation of values It is conditional suchthat the length of the bar changes based on the value of the cells relative to theother highlighted cells.

Color Scales reminds you of thermal representation The highest value andlowest value of the range are assigned colors, and the rest of the cells/numbers

in between are assigned shades of the colors for the highest and lowest Forexample, below, 100 is assigned green, 12 is assigned red From green which

is 100, the shade is slowly being changed to red as the numbers go lower ornearer to 12

Icon Sets use icons, making them more visual than the others Users have theoption to choose the icon family to apply in the cells

Customizing Conditional Formatting

For each conditional formatting type, you can edit the default behavior by

clicking on “More Rules” of each option In this feature, the user can direct theconditions For example below, the Icon Sets are being managed such that thecondition in which the cells turns yellow or red, are being set—the top thirdwill be assigned a green circle icon, the next third yellow, and the bottom third

as red

Multiple Conditions

A cell can have more than one conditional formatting assigned to it To do this,just highlight a cell that already has an existing conditional format and justassign another one as usual The example below turns cells above 500 green,and a new condition for values less than 100 is being set to turn red

If the cell meets more than one condition, the first conditional format assignedprevails This can be controlled in the Manage Rules option (Home >

Conditional Formatting > Manage Rules)

The Rules Manager allows the user to delete conditions, or change which ruleprevails over the other by changing the order of the rules In the examplebelow, the rule about turning cells red takes precedence over the rule that turncells green If a cell meets two conditions, it will turn red since red formattingwas added first The order can be changed by highlighting the rule and usingthe up and down arrows found beside the Delete Rule

Creating Formula- Based Conditions

To create an effect such that an entire line gets formatted based on one cell, an

IF structure is called for Select the range that the formatting will apply, then

go to Data > Conditional Formatting > New Rule > Use a formula to determinewhich cells to format Enter the formula below and set the format Click OK

In the example above, the user entered the formula =IF($F2<95, TRUE) This

would mean that if the row’s cell in column F is less than 95, then it adheres tothe condition and the entire row gets formatted

Creating a formula for a conditional formatting can be tricky The formulaabove turns the entire row of the formatted because column F is the basis of thecondition—that’s why it has the dollar sign before it, to prevent relative

referencing (similar to when you drag a formula down or to the right, the celladdress changes, and the $ locks the cell in the formula—it also applies insetting Conditional Formatting.)

The 2 in $F2 means that the first row highlighted by the user (as to which toapply the conditional format) is row 2 If the highlighted range is G5:V100,and the basis column is column P, then the formula can be like:

=IF($P5<95, TRUE)

The word TRUE is a constant Changing it to FALSE would reverse the

affected cells (but that is useless since you’d rather use > if that’s the case Also, unlike a real IF formula, the value if false is omitted

Another example below which aims to turn the columns of Sundays blue Theformula TEXT(A$1, “ddd”) converts a date into what day of the week it is Number 1 has the dollar sign because row 1 is our basis The “A” in the

formula A$1 does not have a dollar sign because you do not want Excel to lock

in column A The formula is then nested in the IF formula All conditionalformatting formulas must use the IF function

The result is below January 3, 10, 17, and 24, 2016 are Sundays

Fixed Width – when there are no common characters and the contentshave the same number of characters and will be split on the same line.

Using the Delimiter Option

Highlight the column that you wish to extract contents Go to Data > Text toColumns Follow the Wizard Choose Delimited if you want to split contentsbased on a character (like comma, dash, etc)

Choose the delimiters This/these are the characters common to each cellwhere you want to split through A preview is also seen in the wizard

window

Next, choose the column/cell where the result will show up Take note that ithas to be a blank column as it overwrites if you place it on a column withcontents If you do not change it, it will overwrite the column where theoriginal contents are (in this case, column I).

When you hit “Finish,” your results will show up:

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Using the Fixed Width Option

The process as Delimiter is the same except the second page of the wizardwhere the user manually clicks in the Data Preview window to draw the line

In case of error, double click the line

In the example below, the phone number will be split to three columns

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Remove Duplicates Tool

To use this tool, select a cell or range, similar to Sorting Go to Data >

Remove Duplicates and the wizard will show up

By default, all options will be checked This means the row must be a

duplicate in all its cells compared to another row Users can change this byclicking the “Unselect All” to uncheck all column titles, and just choosing thecolumn to base a duplicate from

Choose only the columns that you want to check duplicates out In the exampleabove, it will check if a certain row has a duplicate in terms of Rep name andItem

Note that only the first unique value found will be retained and any other rowlater below that is duplicate of a row above will be deleted

Data Validation

Data Validation prevents users from entering an invalid value in the cell, based

on certain set conditions This method also produces the somewhat populardropdown list in the cells

To add data validation, dropdown lists in a cell, highlight the cells or column

in which it will apply and go to Data > Data Validation

To create a drop down list, under the Settings Tab, drop down the Allow list(“Any value” by default), and choose “List.” A Source input box will appearwhere the user can enter list items either via (1) typing them directly and usingcomma to separate values:

Or (2) using a range in the worksheet as source:

The result would be a dropdown list:

Other Data Validation Options

There are more to Data Validation than just creating dropdown In the examplebelow, instead of List, “Decimal” has been chosen which activated the

Minimum and Maximum fields These can limit the range of numbers that can

be entered in the cell, rather than just creating dropdowns

When a user enters data that does not meet the validation you set, Excel willproduce an error alert and will cancel the invalid data

Changing Alert Message or Input Message

Users can modify the error alert that will appear when the user enters aninvalid value In the Data Validation window, go to the Error Alert tab wherethe user can compose the message in the alert window

So instead of a generic error message, the customized message shows upinstead:

Note that the Style is not just choosing an icon Choosing Warning as seenbelow:

Will generate an error alert where the user will now then have the option tocontinue with the supposedly invalid value rather than the stricter Stop sign Meanwhile, the Information is more accepting of invalid data

On the other hand, the Input Message gives a more proactive message that willpop up when the cell is selected:

Input messages appear as floating messages:

Circle Invalid Data

New in 2007 and carried over to MS Excel 2013, the Circle Invalid Dataoption encircles cells (with validation circles) that do not meet the datavalidation These are usually cells that had values even before the datavalidations have been created

Validation Circles can be removed with the Clear Validation Circles option

Creating Formula- Based Data Validation

A formula- based conditional formatting allows the use of MS Excel functions

to set rules In the example, if the user does not want to exceed 100 whenvalues in the four cells are added, a formula data validation is needed ChooseCustom in the dropdown and enter an IF-TRUE statement like below:

The formula tells that if the sum of B2:B5 is less than 100, then it is allowed Note that the range B2:B5 is locked, similar to how formulas must be locked

=IF(SUM($B$2:$B$5)<100,TRUE)

In the screenshot below, 11 is an invalid number because it will make the sum

of B2:B5 more than 100 (60 + 30 = 90, so only numbers less than 10 can beallowed at that point.)

Creating Dependent Dropdowns

Another feature that can be done with dropdowns is to make them dependent onone another In the example below, the Continent column allows the user tochoose between Asia, Europe, or Latin America This is created with regulardata validation dropdown list

Then, the user wants to put dropdown in the Country column such that if theuser chose Asia, only the countries in Asia will appear, while choosing LatinAmerica in the Continent, will only show the Latin American countries to

appear in column F, and so on

In this case, change the Continent dropdown to LatinAmerica