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Computer Data Analysis Instructor: Greg ShawPRIVATE
CGS 2518
Microsoft Excel Tutorial 7, Session 7.2
Using Advanced Functions,
Conditional Formatting, and Filtering
Skills Checklist and Notes
Using Lookup Tables and Functions
See online document The VLOOKUP Function
Highlighting Duplicate Values with Conditional Formatting
Another use of conditional formatting is to find records that contain duplicate values
Consider the Employee table. Although multiple employees may have the same Last Name, Birth Date, Location, etc, no two employees may share the same Employee ID. Fields like Employee ID that uniquely identify records in a table are called primary key fields. Duplicate values in a primary key field indicate a data entry error, so we might want to use conditional formatting to check for them.
Select the column to be searched for duplicates
Home | Styles | Conditional Formatting | Highlight Cell Rules | Duplicate Values...
In the Duplicate Values dialog, make sure Duplicate is chosen from the list on the left, select a format from the values with list on the right and click OK
Once cell highlights have been applied, we can filter the field by color to find duplicate values
Click the Filter Arrow for the field
Choose Filter by Color
Select a color from the list
Using the Conditional Formatting Rules Manager
The Conditional Formatting Rules Manager can be used to apply, delete, and modify (edit) conditional formats
Click in the table to select it, or select one or more columns
Home | Styles | Conditional Formatting | Manage Rules...
(The Conditional Formatting Rules Manager dialog will open)
If necessary select the table, selection, or worksheet from the Show formatting rules for list
Do any of the following:
To modify an existing rule, select it from the list and click the Edit Rule... button
To create a new rule, click the New Rule... button
To delete a rule, select it from the list and click the Delete Rule button
Error Values
If Excel cannot properly evaluate a formula or function, an error value (e.g., #REF!) will be displayed in the cell and a green triangle will appear in the upper-left-hand corner
As shown in the following table, error values consist of the pound sign (#) followed by the error name
Error ValueDescriptionCommon Cause#DIV/0!Division by zeroA formula or function contains a number divided by zero#NAME?Excel doesnt recognize a name
used in a formulaMisspelled function name, cell or range name, or forgetting to enclose text values in a function in quotes#N/A!A value is not available to a
formula or functionA value specified in VLOOKUP is not found in the table#NUM!Invalid numbers usedText is entered into a function where a number is required#REF!Invalid cell
reference in a
formula or functionOne or more cells referenced by the formula/function have been deleted from the sheet#VALUE!Wrong type of
argument used in a formula/functionA cell range is entered into a function where a single cell reference is required
When you select a cell containing an error value, an error indicator icon appears to its left
Point to the icon and a Screen Tip explaining the error will appear
Click the error indicator button for a list of options, including detailed Help on the error
Using the IFERROR Function
The IFERROR function is used to display a more descriptive message when an Error Value would otherwise be displayed in a cell
Syntax: =IFERROR(expression, valueIfError)
expression is the function whose result will display in the cell if no error occurs
valueIfError is the message that will be displayed instead if an error occurs
E.g. to determine whether an invalid code has been entered in the Health Plan column (column L) of the Employee table, we would enter this function in cell Q2 (the Health Costs column):
=IFERROR(VLOOKUP(L2,HealthPlanRates,2,FALSE)*12,"Invalid Code!")
Now, if L2 contains one of the valid codes (HMOI, MHOF, PPOI, PPOF, None), the monthly rate will be found in the lookup table named HealthPlanRates, multiplied by 12, and stored in the cell. Otherwise, Invalid Code! will display in the cell
Summarizing Data Conditionally
See online document The Conditional Functions
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