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Video 1: Data Validation conditions, those cells won’t be changed.

The Data Validation tool lets you control the type of But you can get that invalid data highlighted with
data that users can enter into a spreadsheet. This circles by clicking the option “Circle Invalid Data” on
limits data entry mistakes. the Data Validation drop-down menu.
To set data limits on a cell, click into that cell to select To clear the circles, select Clear Validation Circles.
it. Then you can open the Data Validation dialog box.
You’ll find Data Validation on the Data tab.
Video 5: Creating a drop-down list
On the Settings tab, you can select specific types of
One of the most common tasks you can do with data
data that users can enter in the cells.
validation is to set up a drop-down list for a cell. First,
Let’s choose whole number. You’ll see some more arrange your list in an Excel column.
options.
Click into the cell where you want the drop-down list
In the Data options, you can select more rules for to be.
your cell.
Click on Data Validation and select List under the
Let’s say you want to limit the numerical value in the Settings tab.
cell to be less than 1,000.
Click in Source, then select the list on your
Now, if someone tries to enter 1,001, they’ll get an spreadsheet. Your selected cells will appear in the
error message. Source box.
Make sure the box next to In-cell dropdown is ticked.
Then click OK.
Video 2: Adding an input message
Now you can see the drop-down option in your
You can offer the user some guidance by using an
chosen cell.
Input Message. Click on Data Validation, then the
Input Message tab.
The Input Message tab lets you set a message that the Video 6: What-If Analysis
user will see when they click into the cell.
You can find the What-If Analysis button on the Data
You can toggle this feature off and on by clicking in tab under the Forecast group.
the tick box.
A What-If Analysis lets you explore multiple outcomes
Now you can see the message for the user. for your data by changing values in your formulas. This
can help you prepare budgets and forecasts.
There are 3 What-If Analysis tools: Scenario Manager,
Video 3: Adding an error message
Goal Seek, and Data Table.
You can add a specific error message, rather than
using Excel’s default one. Click on Data Validation,
then the Error Alert tab. Video 7: What-If Analysis: Scenario Manager
Use the Style drop-down menu to set the style for the Scenario Manager is for analyzing different situations.
error alert as Stop, Warning, or Information.
Let’s say you want to work out different outcomes for
Add the title and the error message text by typing in different purchasing scenarios. In this case, the budget
the Title and Error Message boxes. outcomes for purchasing different levels of stock.
Now when someone types in an invalid entry… We’ll need to add the scenarios. Give your 1st scenario
a name.
… they’ll get the error message you’ve set.
Highlight the cells containing the values you’ll be
changing. In this case, the varying values will be the
Video 4: Highlighting inaccurate data number of units purchased. Click OK.

If inaccurate data has already been added to a Now you can add the values to be used with
spreadsheet before you’ve set the data validation this scenario.
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Let’s add another scenario. Select the data table.

And the 3rd scenario. You can work with up to 2 variables on a data table:
Now that’s done, you can view all your different • Data that returns in a row
scenario outcomes by selecting the scenario name,
• Data that returns in a column
and clicking Show. This will show you the changes on
your data table. We’re looking at 1 variable and using column data, so
let’s click into the column box.
Now click on the original price per unit to enter that
Video 8: What-If Analysis: Goal Seek
value into the box.
Goal Seek is a useful tool if you know exactly what
Here are the results, so you can see how much profit
outcome you want, but you’re not sure which values
you’d make from each sales price option.
you need to achieve your goal.
Let’s say you want to spend a specific budget on
purchasing cat t-shirts. Video 10: Get Data function
Click on Goal Seek. The Get Data function allows you to get a data set
from an external source.
For the “Set cell” box, click on the table cell where you
want your set value to go. In this case, it’s the total For example, you might want to import data from
purchasing cost. another file, like a different Excel workbook.
And we’re setting this cell to a specific value. Let’s go Or you may need to import data from a different type
with 5000. of file, such as text or CSV.
Goal Seek can only change one cell value. So, let’s choose There are also options to import files from
the cell holding the number of units for cat t-shirts. commonly used databases, and connect to other
Microsoft platforms.
Excel will calculate a solution.
If you have a Microsoft Enterprise license, you can also
use the “From Online Services” feature to import data
Video 9: What-If Analysis: Data Table from online database services.
With a data table, you can change 1 or 2 values to see The From Other Sources option lets you import data
the different outcomes. from a wide range of options, including an Excel table
or range of cells, a web page, and so on.
If you’re interested in changing more than 2 values,
you’ll need to use the Scenario Manager instead.
To use a data table, you first need to set up your data. Video 11: Importing data from another
Excel workbook
Here’s the original data. There’s a formula in the cell
for total sales, and a formula in the cell for total profit. Let’s see how to import external data from another
Excel Workbook.
Let’s say you want to increase the sales price for a
product to generate higher profits, but you’re not sure Select the file that contains the data you want
what that increase in value should be. to import.
You can use a data table to help you figure it out. The Navigator box shows you all the worksheets
contained in the workbook.
This is going to be your data table. It shows your
price options. You can select more than 1 of these to import if you
click in the box next to “Select multiple items”.
Link this top cell to the total profits cell value by typing
the equals symbol into the top cell, then clicking into You can see a preview of each worksheet by clicking
the total profits value cell. on it.
Let’s select a worksheet. If you click Load, the data will
be transferred straight into your workbook.
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Video 12: Transforming data with the Power Video 14: Sorting data
Query Editor
Sort and Filter tools let you analyze your data better
When you import data, it may not be in the form by helping you see only the data you need.
you need.
You can sort data into alphabetical order, numerical
You can use the Transform Data option to edit the order, by date, and so on.
data before it’s entered on your spreadsheet.
Let’s sort these names into alphabetical order.
Clicking Transform Data opens Excel’s Power
Click into the top value cell.
Query Editor.
Click this top button for alphabetical order. And this
Here, you can remove unnecessary rows and columns,
bottom button for reverse alphabetical order.
such as this 1st row.
You can use these 2 buttons to change the data’s
Click on Remove Top Rows, and type in the number
numerical order as well. The top button sets the order
of rows you’d like to remove at the top of the data set.
from lowest to highest value. And the bottom button
All the data transformations you do here are called sets the order from highest to lowest value.
queries and you can view each step you’ve taken in
the Query Settings panel.
Video 15: Applying sorting rules
When you’re finished tidying up your data, click Close
and Load. To do a more detailed sorting task, first click in a cell
in the range you want to sort. Then go to the Data tab
Now you can see your imported data.
on the ribbon, and click on the Sort button.
You can open the Power Query Editor here to amend
From here, you can apply sorting rules to the
your queries.
whole table.
This button lets you add another sorting level, so you
Video 13: Grouping can have multiple sorting rules.
The Grouping function lets you group rows and You can delete a level…
columns together and hide them behind a
…or copy a level.
maximizing button. This can be useful when you have
a lot of data on your spreadsheet. You can choose different columns to sort.
To work effectively, your selected data should have some You can also sort by cell color, font color, or
kind of label or heading in the 1st row of a column. And conditional formatting icon, if your table has those.
make sure there are no blank rows or columns.
You can find the Grouping function from the Data
tab, under Outline. Video 16: Filtering data

First select the rows or columns you want to group To filter, click into your data. Then go to the Data tab
together. Then click Group. on the ribbon, and click Filter.

You’ll now see a minimizing button. Click this to hide You’ll now see drop-down arrows from your column
the content of the rows. headers that allow you to filter your lists.

To see the content again, click the maximizing button. The arrow on your filtered column has changed to let
you know there’s a filter applied.
You can also create nested groups on your
spreadsheet. Select the rows or columns you want to If you want to remove your applied filter, click Clear.
group together within your previous grouping, then And to turn off the filtering function, click Filter.
click Group. Here’s your nested group.
To remove your grouping, select the rows of columns
in your grouping as before. Then click Ungroup.