2.

Create an Excel validation rule

On the Settings tab, define the validation criteria according to your needs. In the criteria, you can supply
any of the following:

• Values - type numbers in the criteria boxes like shown in the screenshot below.
• Cell references - make a rule based on a value or formula in another cell.
• Formulas - allow to express more complex conditions like in this example.

As an example, let's make a rule that restricts users to entering a whole number between 1000 and 9999:

With the validation rule configured, either click OK to close the Data Validation window or switch to
another tab to add an input message or/and error alert.
3. Add an input message (optional)
If you want to display a message that explains to the user what data is allowed in a given cell, open the
Input Message tab and do the following:
• Make sure the Show input message when cell is selected box is checked.
• Enter the title and text of your message into the corresponding fields.
• Click OK to close the dialog window.

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 As soon as the user selects the validated cell, the following message will show up:

4. Display an error alert (optional)

In addition to the input message, you can show one of the following error alerts when invalid data is
entered in a cell.

Alert Description
type

Stop
(default)
The strictest alert type that prevents users from entering invalid
data.

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 Warning
Warns users that the data is invalid, but does not prevent entering
it.

Information

The most permissive alert type that only informs users about an invalid data entry. You
click OK to enter the invalid value or Cancel to remove it from the cell.
To configure a custom error message, go to the Error Alert tab and define the following parameters:

• Check the Show error alert after invalid data is entered box (usually selected by default).
• In the Style box, select the desired alert type.
• Enter the title and text of the error message into the corresponding boxes.
• Click OK.

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How to edit data validation in Excel

To change an Excel validation rule, perform these steps:

1. Select any of the validated cells.

2. Open the Data Validation dialog box (Data tab > Data Validation).

3. Make the required changes.

4. Select the Apply these changes to all other cells with the same settings check box to copy the
changes you've made to all other cells with the original validation criteria.

5. Click OK to save the changes.

For instance, you can edit your Excel data validation list by adding or removing items from the
Source box, and have these changes applied to all other cells containing the same drop-down list:

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 What is a chart?

A chart is a visual representative of data in both columns and rows. Charts are usually used to analyse
trends and patterns in data sets.

Types of Charts in MS Excel

Different scenarios require different types of charts. Towards this end, Excel provides a number of chart
types that you can work with. The type of chart that you choose depends on the type of data that you want
to visualize. To help simplify things for the users, Excel 2013 and above has an option that analyses your
data and makes a recommendation of the chart type that you should use.

The following table shows some of the most commonly used Excel charts and when you
should consider using them.

S/N CHART TYPE WHEN SHOULD I USE IT? EXAMPLE

1 Pie Chart When you want to quantify items and show them as
percentages.

2 Bar Chart When you want to compare values across a few categories. The
values run horizontally

3 Column chart When you want to compare values across a few categories.
The values run vertically

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 4 Line chart When you want to visualize trends over a period of time
i.e. months, days, years, etc.

5 Combo Chart When you want to highlight different types of information

Add or remove data labels in a chart

Data labels make a chart easier to understand because they show details about a data series or its
individual data points. For example, in the pie chart below, without the data labels it would be difficult to
tell that coffee was 38% of total sales. Depending on what you want to highlight on a chart, you can add
labels to one series, all the series (the whole chart), or one data point.

Add data labels to a chart

1. Click the data series or chart. To label one data point, after clicking the series, click that data
point.

2. In the upper right corner, next to the chart, click Add Chart Element > Data Labels.

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 3. To change the location, click the arrow, and choose an option.
4. If you want to show your data label inside a text bubble shape, click Data Callout.

To make data labels easier to read, you can move them inside the data points or even outside of the chart.
To move a data label, drag it to the location you want. If you decide the labels make your chart look too
cluttered, you can remove any or all of them by clicking the data labels and then pressing Delete

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