DATA VALIDATION & MATCH FORMULA

***Data Validation allows you to limit the value that is input into a cell
Data Set
Revenue Gross Profit IOT IMT PTI Expense Cost Headcount
$465,841 $382,086 NA United States $359,805 $22,281 $83,755 1,250
$207,759 $130,060 NA Canada $116,491 $13,569 $77,700 560
$911,718 $877,906 SW Italy $853,721 $24,185 $33,812 293
$538,263 $397,842 NE UKI $376,188 $21,654 $140,421 586
$319,369 $305,627 NE Alps $277,139 $28,488 $13,742 185
$155,803 $100,582 SW SPGI $99,357 $1,226 $55,221 771
$838,436 $698,097 GMU Korea $679,780 $18,317 $140,340 957
$862,833 $839,479 GMU GCG $824,717 $14,762 $23,353 295
$941,491 $895,349 GMU ASEAN $892,888 $2,461 $46,142 682

1) Set up Data Validation in Cells C17 & C18 to limit the selection to only include IMTs in Cell C17 & Column Header in
Data Validation Solution
IMT -> IMT -> Italy
Column Header-> Column Header-> Expense

2) Set up two formulas (Cells C27:C28) to show in the Data set above what Row & Column the selected IMT (C17) & C
---Example) IMT-'Italy' & Column Header 'Expense' -would show up in Row-4 & Column-6

Input formula below (Match Formula)

Row
Column
 Step-by-Step Solution
1) Set up Data Validation
1a) Position Cursor in cell you want to set up the Data Valid
1b) Data tab ->Data Validation

1c) Within the Data Validation box that pops up under the S
Allow "List"….make sure both boxes to the right are check
n Cell C17 & Column Header in Cell C18 When selecting your range you want to make sure you inc

mn the selected IMT (C17) & Column Header (C18) appear in

2) Create formulas to return the Row and Column of selecte

2a) With cursor in cell C27 (Row) click fx button to bring up

2b) Within formula wizard type in Match and select Go ->Se

2c) Fill in Lookup_Value / Lookup_array / Match_type
---Lookup_Value = Cell or value you want to lookup
---Lookup_Array =your range you want to lookup (must be a
---Match_Type =1, 0, -1 (0 returns an exact match -used mo
want to set up the Data Validation (Cell C17)

box that pops up under the Settings' tab

boxes to the right are checked….then select your range
u want to make sure you include the top row or far left column of your data set

e Row and Column of selected IMT/Column Header

w) click fx button to bring up formula wizard

in Match and select Go ->Select Match from the 'Select a function' box and click OK
up_array / Match_type
you want to lookup
ou want to lookup (must be a single column or row)
ns an exact match -used most of the time)
INDEX FORMULA
***An Index formula returns a single cell value within a table by going down 'x' amount of rows and over 'x' amount of column

Data Set
Revenue Gross Profit IOT IMT PTI Expense Cost Headcount
$465,841 $382,086 NA United States $359,805 $22,281 $83,755 1,250
$207,759 $130,060 NA Canada $116,491 $13,569 $77,700 560
$911,718 $877,906 SW Italy $853,721 $24,185 $33,812 293
$538,263 $397,842 NE UKI $376,188 $21,654 $140,421 586
$319,369 $305,627 NE Alps $277,139 $28,488 $13,742 185
$155,803 $100,582 SW SPGI $99,357 $1,226 $55,221 771
$838,436 $698,097 GMU Korea $679,780 $18,317 $140,340 957
$862,833 $839,479 GMU GCG $824,717 $14,762 $23,353 295
$941,491 $895,349 GMU ASEAN $892,888 $2,461 $46,142 682

1) Create an Index Formula returning the Cost for Korea

2) Create an Index Formula returning the Expense for United States

3) Create an Index Formula returning the Revenue for ASEAN

over 'x' amount of columns
Step-by-Step Solution
1) Create an Index Formula returning the Cost for Korea
1a) With cursor in cell B18 click "fx" button to bring up formula wizard

1b) Type into Search "Index" and click Go --->Highlight INDEX in 'Select a function' and click 'O

1c) If the below box pops up -select the highlighted box and click 'OK'

1d) Fill in Array / Row_Num / Column_Num

Array -Is your table array (Data Set highlighted Green)
Row_Num -Within your Table how many rows down do you want to go
Column_Num -Within your Table how many columns from left to right do you want to go
***In the first example Korea is the 8th Row down and Cost is the 7th column over
ect a function' and click 'OK'

ight do you want to go

th column over
Combining MATCH / INDEX FORMULAS
***If you get through this move onto 'PRACTICE #1' tab

Data Set
Revenue Gross Profit IOT IMT PTI Expense Cost Headcount
$465,841 $382,086 NA United States $359,805 $22,281 $83,755 1,250
$207,759 $130,060 NA Canada $116,491 $13,569 $77,700 560
$911,718 $877,906 SW Italy $853,721 $24,185 $33,812 293
$538,263 $397,842 NE UKI $376,188 $21,654 $140,421 586
$319,369 $305,627 NE Alps $277,139 $28,488 $13,742 185
$155,803 $100,582 SW SPGI $99,357 $1,226 $55,221 771
$838,436 $698,097 GMU Korea $679,780 $18,317 $140,340 957
$862,833 $839,479 GMU GCG $824,717 $14,762 $23,353 295
$941,491 $895,349 GMU ASEAN $892,888 $2,461 $46,142 682

1) Set up data Validation in Cell C19 (Column Headers) & Cell B20 (IMT)
2) In Cell C20 create a formula that will automatically return the value of the selected IMT/Column Header

Column Header
IMT =INDEX($B$5:$I$14,MATCH(B20,E5:E14,0),MATCH(C19,B5:I5,0))

PRACTICE PROBLEM
Update the yellow shaded cells with formulas that update based on the selected IMT/Column header
Expense Cost Revenue
IMT
IMT
IMT

SOLUTION
Expense Cost Revenue
Alps $28,488 $13,742 $319,369
Korea $18,317 $140,340 $838,436
GCG $14,762 $23,353 $862,833
***Must ensure locked cells ($$) are correct within formula to allow a single formula to be used
 Step-by-Step Solution
1) Set up Data validation
Data->Data Validation
Column Headers

MT/Column Header

lumn header 2) In Cell C20 create a formula that will automatically return the value of the sele
For this formula we are combing the Index formula along with the MATCH formu

# of Rows to move
within index

1d) Fill in Array / Row_Num / Column_Num

Array -Is your table array (Data Set highlighted Green)
Row_Num -Within your Table how many rows down do you want to go
Column_Num -Within your Table how many columns from left to right do you w
***In the first example Korea is the 8th Row down and Cost is the 7th column ov
 IMT

urn the value of the selected IMT/Column Header

g with the MATCH formula. By doing this the Match formula automates how many Rows/Columns to move within our Index Formula

# of Columns to move
within index

o you want to go
rom left to right do you want to go
Cost is the 7th column over
our Index Formula
PRACTICE PROBLEM -Using Match/Index
***Populate cells in yellow with Top 5 and Bottom 5

IOT Brand Territory Revenue Objective % Attain Attain Rank PRACTICE PROBLEM
GMU SWG 109 $1,349 $2,286 59% 25 Rank
NA STG 122 $768 $1,259 61% 23 x
SW SWG 128 $180 $249 72% 16 x

Top 5
NE STG 108 $1,354 $1,549 87% 3 x
NE STG 115 $1,473 $1,978 74% 14 x
NE SWG 101 $2,316 $2,702 86% 5 x
JP GBS 126 $1,587 $2,210 72% 17
SW SWG 123 $1,013 $1,850 55% 28
GMU GTS 114 $1,044 $1,762 59% 24 x

Bottom 5
JP SWG 124 $1,674 $2,156 78% 10 x
NE STG 119 $1,812 $2,387 76% 13 x
GMU GBS 127 $962 $1,255 77% 12 x
NA STG 121 $1,954 $2,484 79% 8 x
GMU STG 104 $2,426 $2,941 83% 7
NE GBS 111 $1,274 $2,497 51% 30
NA STG 116 $698 $1,109 63% 22
SW STG 120 $2,178 $2,801 78% 9
GMU SWG 102 $1,592 $2,786 57% 27
NE GBS 113 $322 $464 69% 19
GMU GBS 112 $1,598 $2,267 71% 18
GMU GBS 118 $1,873 $2,243 84% 6
SW GBS 105 $2,024 $2,762 73% 15
GMU GTS 125 $377 $438 86% 4
SW GTS 103 $417 $433 96% 1
SW GBS 129 $1,216 $1,575 77% 11
NE GTS 106 $1,354 $2,542 53% 29
GMU GBS 110 $2,698 $2,937 92% 2
JP SWG 107 $218 $325 67% 20
NA GBS 130 $708 $1,086 65% 21
JP GBS 117 $1,555 $2,656 59% 26
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ACTICE PROBLEM SOLUTION
Territory IOT Brand Revenue Rank Territory IOT Brand
1 103 SW GTS
2 110 GMU GBS

Top 5
3 108 NE STG
4 125 GMU GTS
5 101 NE SWG

26 117 JP GBS

Bottom 5
27 102 GMU SWG
28 123 SW SWG
29 106 NE GTS
30 111 NE GBS
Revenue
417
2,698
1,354
377
2,316

1,555
1,592
1,013
1,354
1,274
OFFSET PRACTICE PROBLEM

EXAMPLE 1
12 =SUM(OFFSET(C5,2,1,3,4))

1 1 1 1
1 1 1 1
1 1 1 1

=SUM(OFFSET(C5,2,1,3,4))
# of columns
Starting Point
in new table
array
From Start Cell -move # of rows in
down ___ cells new table
array
From Start Cell -move
right ___ cells
EXAMPLE 2
3 =OFFSET(N6,3,-2,1,1)

<----Reference Cell

PRACTICE PROBLEM
Input an OFFSET Formula into cell K17, that returns the value in cell P17 with a Reference cell of M22
well done

***Once you Complete the above Practice Problem move onto 'PRACTICE #2' Tab
OFFSET Formula

Data Set
RevenueGross ProfitIOT IMT PTI Expense Cost Headcount
$465,841 $382,086 NA United Sta $359,805 $22,281 $83,755 1,250
$207,759 $130,060 NA Canada $116,491 $13,569 $77,700 560
$911,718 $877,906 SW Italy $853,721 $24,185 $33,812 293
$538,263 $397,842 NE UKI $376,188 $21,654 $140,421 586
$319,369 $305,627 NE Alps $277,139 $28,488 $13,742 185
$155,803 $100,582 SW SPGI $99,357 $1,226 $55,221 771
$838,436 $698,097 GMU Korea $679,780 $18,317 $140,340 957
$862,833 $839,479 GMU GCG $824,717 $14,762 $23,353 295
$941,491 $895,349 GMU ASEAN $892,888 $2,461 $46,142 682

1) Create an OFFSET Formula returning the Cost for Korea Solution

$140,340

2) Create an OFFSET Formula returning the Expense for United States

$22,281

3) Create an OFFSET Formula returning the Revenue for ASEAN

$941,491

***Note: With OFFSET formu

--->So if I want Gross Profit, e
 From Starting Cell B5 you want to move down 7 rows & to the right 6 columns

From Starting Cell B5 you want to move down 1 rows & to the right 5 columns

From Starting Cell B5 you want to move down 9 rows & to the right 0 columns

***Note: With OFFSET formulas you do not count the cell you are in when determining how many cells to move
--->So if I want Gross Profit, even though it is the 2nd column in the table. From my starting cell of B5 I only want to move over 1 cell
want to move over 1 cell
Combining MATCH / OFFSET FORMULAS

Data Set
Revenue Gross Profit IOT IMT PTI Expense Cost Headcount
$465,841 $382,086 NA United States $359,805 $22,281 $83,755 1,250
$207,759 $130,060 NA Canada $116,491 $13,569 $77,700 560
$911,718 $877,906 SW Italy $853,721 $24,185 $33,812 293
$538,263 $397,842 NE UKI $376,188 $21,654 $140,421 586
$319,369 $305,627 NE Alps $277,139 $28,488 $13,742 185
$155,803 $100,582 SW SPGI $99,357 $1,226 $55,221 771
$838,436 $698,097 GMU Korea $679,780 $18,317 $140,340 957
$862,833 $839,479 GMU GCG $824,717 $14,762 $23,353 295
$941,491 $895,349 GMU ASEAN $892,888 $2,461 $46,142 682

1) In Cell C20 create an OFFSET formula that will automatically return the value of the selected IMT/Column Header

Revenue
Canada =OFFSET(B5,MATCH(B20,$E$5:$E$14,0)-1,MATCH(C19,$B$5:$I$5,0)-1,1,1)

PRACTICE PROBLEM
Update the yellow shaded cells with OFFSET formulas that update based on the selected IMT/Column header
Expense Cost Revenue
IMT
IMT
IMT

SOLUTION
Expense Cost Revenue
Alps $28,488 $13,742 $319,369
Korea $18,317 $140,340 $838,436
GCG $14,762 $23,353 $862,833
***Must ensure locked cells ($$) are correct within formula to allow a single formula to be used
 Step-by-Step Solution
1) In Cell C20 create an OFFSET formula that will automatically return the value o
For this formula we are combing the Offset formula along with the MATCH form
***Since we do not count our starting cell we must subtract one from our MAT

Match Formula (minus 1)

returns # of Rows to move
within index

elected IMT/Column Header

I$5,0)-1,1,1)

IMT/Column header
 tically return the value of the selected IMT/Column Header
g with the MATCH formula. By doing this the Match formula automates how many Rows/Columns to move within our Offset Formula
tract one from our MATCH Results

minus 1) Match Formula (minus 1)

to move returns # of Columns to move
within index
n our Offset Formula
OFFSET PRACTICE PROBLEM
Assuming each month you input the latest Year/Month/Expense at the bottom of the data set ->
Create formulas that will automatically return the Current/Prior Month detail

Data Set
Year Month Expense ($M) Year Month
2012 Jan $40 Prior Month
2012 Feb $30 Current Month
2012 Mar $98
2012 Apr $85
2012 May $86
2012 Jun $25
2012 Jul $66
2012 Aug $62
2012 Sep $11 SOLUTION #1 Year Month
Prior Month 2012 Aug
Current Month 2012 Sep

SOLUTION #2 Year Month

Prior Month 2012 Aug
Current Month 2012 Sep
 Step-by-Step Solution

Expense ($M)

$B$6 = Starting Cell

From there we need to utilize a COUNTA formula to count the number of Non-Blank cell
Since we do not want to count the starting cell we need to subtract one to get Current M

To Return the Year we want to move 0 cells to the right (1 to the right for Month) & 2 to
In Solution#2 we automate the number of cells to move to the right using the Match fun

Expense ($M) We are looking for a single cell value so end the Offset formula with 1,1
62.0
11.0

Expense ($M)
62.0
11.0
nt the number of Non-Blank cells to move down
to subtract one to get Current Month and subtract two to return Prior Month

1 to the right for Month) & 2 to the right for Expense

to the right using the Match function (once again we do not want to count the starting cell so must subtract 1)

ormula with 1,1

Using OFFSET Formula to Name a Range

Data Set
Lc Div Maj Minor Acctmo Hours Amtloc Deptnum Proj Serial
00 T2 750 8665 06 97 $ 5,820 G5D ABB
00 T2 750 8665 09 136 $ 8,148 G5D K9G
00 T2 806 9770 09 190 $ 11,407 4ST K9G
00 T2 806 9770 03 19 $ 1,164 4ST K9G
00 T2 806 0190 08 373 $ 22,358 GE5 K9G 381984
00 T2 806 9770 06 522 $ 31,301 4ST ABB
00 T2 750 0300 07 730 $ 43,822 G5D K9G 819246
00 T2 806 0100 05 75 $ 4,472 GEM K9G 160373
00 T2 806 0100 09 1,432 $ 85,891 X3G K9G 116668

If you created a Pivot table using the above range any time you added data to the right you would need to manually update the
A solution to this problem is creating a Named Range using an Offset formula ->Then reference that Named range in your Pivo

Named Range Offset Formula

=OFFSET('Offset-Name Range'!$A$4,0,0,COUNTA('Offset-Name Range'!$A:$A),COUNTA('Offset-Name Range'!$4:$4))

***This only works as long as there is no additional data in Row 4 -otherwise those addt'l rows would be picked up in your nam
This would cause an error in your pivot as a pivot table cannot be created with blank column headers
 Voucher Nbr Cdate Fid Mnr Unit
D1H0604 20080625 990 RECOVERIES Step-by-Step Solution
D1H0908 20080930 990 RECOVERIES Create a Named Range using an OFFSET formula
F0U0918 20081001 990 IBM SUB-K 1a) Formulas ->Name Manager -> "NEW"
C5R0310 20080404 990 IBM SUB-K
BUR800 20080827 024 LABOR
F0U0640 20080702 990 IBM SUB-K
TEA0153 20080730 995 TRAVEL
BUR800 20080522 024 LABOR
BUR800 20080926 024 LABOR

1b) Name the Range - "Pivot_Range"

d need to manually update the range of your pivot table ***Named ranges cannot contain spaces or begin w
hat Named range in your Pivot Table
1c) For the Refers to: section you need to manually
=OFFSET('Offset-Name Range'!$A$4,0,0,COUNTA(
Name Range'!$4:$4))

would be picked up in your named range

***This OFFSET formula is counting the number of

2) Create a Pivot Table utilizing the newly created N

2a) Once your pivot table is created you should be
2b) Once you add addt'l headers you can Refresh y
ge using an OFFSET formula
e Manager -> "NEW"

- "Pivot_Range"
nnot contain spaces or begin with numeric

section you need to manually enter the below formula

me Range'!$A$4,0,0,COUNTA('Offset-Name Range'!$A:$A),COUNTA('Offset-Name Range'!$4:$4))

ula is counting the number of rows/columns in the data set starting with the beginning cell (A4)

e utilizing the newly created Named Range "Pivot_Range"

able is created you should be able to add additional column headers to your data
dt'l headers you can Refresh your pivot table and the pivot table should now include those new headers