Play with Data

Abdul Ghafar
 Before Sort / Search
• Select the data or put cursor on the first row
of the data.
• Now Click on FILTER on DATA Tab

• Drop down button will be shown on the fields

heading in the first row of data.
 Sort Data
• Click on any drop down button to sort.
• Select A-Z or Z-A for text field.
OR
• Select Smallest to Largest or Largest to
Smallest for numerical field.
 Search Data
• Click on Filter dropdown on field heading.
• Select Text Filters or Number Filters
• Now select the desired filter option and write
data value in Custom AutoFilter dialog to find
the data.
 Conditional Formatting
• On the basis of certain value, the cell format
options will be changed automatically.
• On Home Tab, click on Conditional Formatting
dialog.
• Select Highlight Cells Rules and select the
appropriate rule and set its value in the dialog
box.
 Data Validation
• To input the data according to some rule
such as having a value between 0 – 100,
so in case of invalid value above 100 or
below 0 will generate error message.
• Select the cell where you need to apply
validation.
• On Home Tab, click on Data Validation.
• Now select data type and its range in
setting tab.
• Type information message for operator
before input data.
• Set Error message in case data is not
according to given validation rules.
 Get External Data
• On Data Tab, Click From Text and select the
text file to import.
• Text file must be created with certain rules,
separating each field such some valid
delimiters such as space, comma, tab, etc.
 Get External Data Step 1
• Select Delimited option and click Next, as our
text file is created by delimiters.
 Get External Data Step 2
• Now select delimiter character by which text
file is created.
 Get External Data Step 3
• Now select each field’s data type and click
Finish.
Get External Data – Alternate Way
OR

Open Text File and copy all the content

Now paste in MS Excel and select the same data.
Now Click Text to Columns in Data Tab and
follow the last 1-3 steps in previous slides.
 Fetch Data from Dataset
• Fetch data based on some key from a dataset
in any excel application for example customer
invoice, air ticketing application, etc.
• Dataset must be sorted based on a Key for
example Product ID, Student Roll No, etc.
• VLookUp(Key, DataSet Range, Output Column
Index, Search Type)
• Key : address of cell locating the data key.
 Fetch Data from Dataset
• DatasetRange : Cell address range of dataset,
for example A3:D10
• Output Column Index : Return output column
index number, for example if Student City is at
third column in data set, that will be return by
given Key, then it will be 3.
• Search Type : False in case of exact search,
True in case of approximate match.
 Relative vs. Absolute Address
• Be default cell address is relative, it will change
row or column number as copy to different cell
with respect with new row or column.
• Absolute address will never change as someone
copy it to other cell.
• Move cursor to the address in the formula and
press F4.
• Now it looks as $A$2.
• Press F4 again to make it relative.
 Add Values – Alternate Way
• Use of SUM built-in function to add the values
in a given range.
• SUM(AddressRange)
• AddressRange : A2:A10
• Above will calculate the sum of values from
Cell A2 to Cell A10.