Data Type : The data type can be specified by selecting a

particular column and choosing the Data validation.

Data constraint: It is a way to control the users mistake.
Through which user can be guided about the insertion of
wrong data.
It has Three parts
Data Validation - It checks whether the data meets the
constraint or not.
Warning/Error Alert - This helps people to warn about
any wrong entry.
Input Message This guides the user to enter the data .

Sorti
ng

It can be defined as a processing technique to

Arrange systematically in groups; separate according
to type, class, etc.
Look at (a group of things) one after another in order
to classify them or make a selection.
Why is it necessary?
It is necessary to
Obtain the required uniformity
Ensure to get only the desired of data from huge
database.

Types:
It may be
Ascending or Descending - ( a to z or z to a .
For text and 0 to 10 or 10 to 0 for number)
Multiple or Single - May be on single field or
may be on more than one field.
Row or Column wise
Case Sensitive or not
Random sorting
Custom Sorting- to sort data into a recognizable order
that is not alphabetical. For example, regions listed as
East", "Central" and then "West". Using a regular sort,
there is not a good way to force E to sort before C and W.
To do that ,-

1.Click the Sort option in the Sort & Filter group. (Dont click
the A to Z or Z to A sort icons, the ones with the arrows.)
2. In the resulting Sort dialog box, click the Order controls
dropdown list and choose the appropriate custom sort.

3.Click OK.
When using a custom sort, the list doesnt have to contain all
of the sort elements to work. A list of just a few months will still
sort by month order when applying the custom sort.

 Random SortingNext to list, add a heading called

Random .
Select all of the cells next to this
column of names. Type =RAND()

Hit Ctrl+Enter to enter the

cells in all of the cells in the
selection.

Sort by column B to get a

random sequence.

Filtering
Definition : It is a technical process to pass through a device or
tool to remove unwanted material / data. It is a program that is
designed to examine each input or output request for certain
qualifying criteria and then process it accordingly.
Filtered data displays only the rows that meet criteria and hides
rows that do not want to display . After filtering data, one can
copy, find, edit, format, chart, and print the subset of filtered data
without rearranging or moving it.
Types : It is two types
1) Autofilter- can be subdivided as
by a list values
by a format
by criteria
2) Advanced Filter
Each of these filter types is mutually exclusive for each range
of cells or column table.

Filter text
Range of cells
Select a range of cells containing alphanumeric data.
Setting criteria

1. to filter by text that begins with a specific character(select

Begins With), or to filter by text that has specific
characters anywhere in the text, select Contains.
2. In the Custom AutoFilter dialog box, enter text or select
the text value from the list.
Example, to filter by text that begins with the letter "J", enter
J, or to filter by text that has "bell" anywhere in the text, enter
bell.

3. to find text that shares some characters but not others, use
a wildcard character.
How to use wildcard characters
The following wildcard characters can be used as comparison
criteria for text filters.
Use

To find

? (question mark)

Any single character

For example, sm?th finds
"smith" and "smyth"

* (asterisk)

Any number of characters

For example, *east finds
"Northeast" and "Southeast"

~ (tilde) followed by ?, *, or ~

A question mark, asterisk, or

tilde
For example, fy06~? finds
"fy06?"

Filter Numbers
Range of cells
Select a range of cells containing numeric data.
Select from a list of numbers

Set criteria
1. Point to Number Filters and then click Custom Filter.
Example, to filter by a lower and upper number limit,
select Between.
2. In the Custom AutoFilter dialog box, enter numbers or
select numbers from the list.
Example, to filter by a lower number of 25 and an upper
number of 50, enter 25 and 50.
Filter dates or times
Select from a list of dates or times.
By default, all dates in the range of cells are grouped by a
hierarchy of years, months, and days. Selecting a higher level in
the hierarchy selects all nested dates below that level.
.
Example, if you select 2006, months are listed below 2006,
and days are listed below each month

Setting criteria
Point to Date Filters and then do one of the following:
i) Common filter - is one based on a comparison operator.
Select any comparison operator commands (Equals, Before,
After, or Between ) or click Custom Filter.
In the Custom AutoFilter dialog box, enter/select a date or time,
select a date or time from the list, or click the Calendar button
to find and enter a date.
Example, to filter by a lower and upper date or time, select
Between.
For example, to filter by an earlier date of "3/1/2006" and a
later date of "6/1/2006", enter 3/1/2006 and 6/1/2006. Or, to
filter by an earlier time of "8:00 AM" and a later time of "12:00
PM", enter 8:00 AM and 12:00 PM.
ii) Dynamic filter - is one where the criteria can change
when you reapply the filter.

Example, to filter all dates by the current date, select Today, or

by the following month, select Next Month - Click OK.
The commands , the All Dates in the Period menu, such as
January or Quarter 2, filter by the period no matter what the
year. This can be useful, to compare sales by a period across
several years.
This Year and Year to Date are different in the way thatThis Year can return dates in the future for the current year,
whereas Year to Date only returns dates up to and including
the current date.
Other types of Filter
Filter for top or bottom numbers
Filter for average or below average number
Filter for blank or no blank
Filter by cell color, font color - click Filter by Selected
Color/Filter by Selected Cell's Font Color
Filter by Selected Cell's Value / or by selection.

Cell's

ADVANCED FILTER
It is a complex filtering process. We can set a single
or more than one criteria at a time using AND and
OR options and different operators like >,< = , <>
etc.
To perform advanced filter, following steps are
1. Set up the Criteria Range (optional)
In the criteria range for an Excel advanced filter, you can
set the rules for the data that should remain visible after the
filter is applied. You can use one criterion, or several.
Example, cells F1:F2 are the criteria range.
The heading in F1 exactly matches a heading (D1) in the
database and cell F2 contains the criterion.
The > (greater than) operator is used, with the number
500 (no $ sign is included).
After the Excel advanced filter is applied, orders with a total
greater than $500 will remain visible.

Other operators include:

< less than
<= less than or equal to
>= greater than or equal to
<> not equal to
Apply the Excel Advanced Filter
Select a cell in the database.
On the Excel Ribbon's Data tab, click the
Advanced Filter dialog box.
You can choose to filter the list in place, or copy the results
to another location.
You can select the cells on the worksheet or the list range is
automatically detected.
Select the criteria range on the worksheet.
If you are copying to a new location, select a starting cell for

 If you copy to another location, all cells below the extract

range will be cleared when the Advanced Filter is applied.
Filter Unique Records
You can extract a list of unique items in the database. For
example, get a list of customers from an order list, or compile a
list of products sold. The unique list can be copied to a different
location, and the original list remains unchanged.
Note: The list must contain a heading, other wise, the first
item may be duplicated in the results.
To copy the data to another location
Select a cell in the database, in the
Advanced Filter dialog box,choose
'Copy to another location'.
For the List range, select the column(s)
from which you want to extract the unique
values.

Select a starting cell for the Copy to location .Add a check

mark to the Unique records only box. Then Click OK.
Setting up the Criteria Range
AND vs OR
AND Is used when more than one criteria should be satisfied at
a time. Ex.
the customer must be MegaMart
AND the product must be Cookies
AND the total must be greater than
500.
OR is used when mutually exclusive criteria are applied .
the customer must be MegaMart
OR the product must be Cookies
OR the total must be greater than 500.

Combination of the AND and OR operators.

the customer must be MegaMart AND the
product must be Cookies
OR
the product must be Cookies AND the total must
be greater than 500.
Using Wildcards in Criteria
Use wildcard characters to filter for a text string in a
cell.
The * wildcard
The asterisk (*) wildcard character represents any
number of characters in that position, including
zero characters.

The ? wildcard
The question mark (?) wildcard character represents
one(single) characters in that particular position.

The ~ wildcard
The tilde (~) wildcard
character lets you search for
characters that are used as
wildcards.
Extract Items with Specific
Text
When we use text as criteria
Excel finds all items that
begin with that text.

Extract Items in a Range

To extract a list of items in a range, we can use two columns
for one of the fields.

Create Two or More Sets of Conditions

If you enter criteria on different rows in the
criteria range, you create an OR statement.

Tutorial on Sort and

Filter
Open the employee
database and perform the following
1. Sort the Data with Score in Descending Order.
2. Sort the Data with Dept in Asc. order and Score in Des.order.
3. Go to the original database and sort those randomly to get
a random sequence against the name of the employees.
4. Clear the sort. Find department wise frequency distribution
of ave. score with a suitable chart title and legend.
5. Create a new list using custom list and sort grade according
to the new list.
6. Filter the data only for the Grade A candidates and copy it to
a different location with new data range name .

7. Clear filter of the original data and filter only those records
- whose name starts with ABH
- Whose name that contains Agarwal
8. Display only MKTs employees record.
9. Filter those records who are the employees of MRKT and
name started with AB. Copy at different location.
10. Perform the same with name started as ach.
11. Filter only those records whose score greater than 9.0 and
less than 13.0.
12. Filter only the name ANKITA using wild card character.
13. Filter those records whose score =>9.0 and who is an
employee of dept. PROD.
14. Display the list of female employees who belongs to HR Dept.
15. Display all female employees who get the score>=10.0.
16. Display only unique records and paste it to a different
location.

VLOOKUP AND HLOOKUP

Definition: It is a tool or process technique that helps us to
find out a particular item vertically or Horizontally i.e looking
values down in a column or from left to right in a row.
USE: The VLOOKUP and HLOOKUP functions contain
an argument called range_lookup that allows you to
find an exact match to your lookup value without
sorting the lookup table.
A

1
Code
Create a Lookup Table
2
3
4
5
6

A23
B14
A27
C45

Product
Paper
Lamp
Desk
Pencil

Price
5.00
15.00
75.00
0.50

1. Enter the headings in the first row

2. The first column should contain the unique key values on
which you will base the lookup.
Example, you can find the price for a specific product code.
3. If you have other data on the worksheet, leave at least
one blank row at the bottom of the table, and one blank
column at the right of the table, to separate the lookup
table from the other data.
Excel VLOOKUP Function Arguments
The Excel VLOOKUP function has four arguments:

1. lookup_value:The value that I want to look up or find.

2. table_array: If you use an absolute reference like ($A$2:$C$5),
instead of a relative reference like (A2:C5), it will be easier to copy
to formula to other cells. Or, name the lookup table, and refer to it
by name.
3. col_index_num: The column number that has the value you
want returned. In this example, the product names are in the
second column of the lookup table.
4.[range_lookup]: It specifies whether you want an exact match or
an approximate match.
If you use TRUE as the last argument, or omit the last argument,
then an approximate match can be returned. When the FALSE is
used as the last argument, so if the product code is not found, the
result will be #N/A.
Note: It will accept 0 instead of FALSE, and 1 instead of TRUE

HLOOKUP
=HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)

Argument

Definition of argument

lookup_value

The value to be found in the first row of the array.

table_array

The table of information in which data is looked up.

row_index
The row number in the table_array for which the
matching value should be returned.
range_lookup
It is a logical value that specifies whether you want
to find an exact match or an approximate match. If TRUE
or omitted, an approximate match is returned; in other words, if an exact
match is not found, the next largest value that is less than the
lookup_value is returned. If FALSE, HLOOKUP finds an exact match. If
an exact match is not found, the #N/A error value is returned.
If range_lookup is TRUE or omitted (for an approximate match), the
values in the first row of table_array must be sorted in ascending order.
If range_lookup is FALSE (for an exact match), the table_array does not
need to be sorted.

Tutorial for Vlookup and Hlookup

Open the vlookup data excel file and perform the following.
1. Find out the revenue for each product in sheet2 from sheet1
using vlookup function.
2. Calculate the profit for each product in sheet2.
3. Find out the approximate profit for productO using vlookup
function.
4. Transpose the data of sheet2 in sheet3 and find out the cost
and approximate profit of product-G using Hlookup function.
5. Find the date of joining and department of the employee
MONIKA RATHORE from empdatabase using vlookup
function.
6. Check the result for following (use transposed data of sheet3):
Hlookup(product-K, table_array,2,false)
Hlookup (product-K,table_array,3,false)
Hlookup(product-Q,table_array,2,true)
Hlookup(product-Q,table_array,2,false)

GOAL SEEK
Definition: It is a process of finding the correct input when only the
output is known.
In other words, the process of calculating an output by performing
various what-if analysis on a given set of inputs. This function is
built into certain software programs such as Microsoft Excel and
can be access by typing in a specific operator in the formula.
USE :
Allows to alter the data used in a formula in order to find out
what the results will be.
The different results can then be compared to find out
which one best suits your requirements.
Use for forecasting
STEPS:
1. Create a worksheet that contains a formula, an empty variable
cell that will hold your solution, and any data you need to use

2. The variable cell must be blank. The formula cell determines

the value in the variable cell.
3. Select the cell containing the formula.
4. On the Tools menu, click Goal Seek. The Goal Seek dialog
box opens to supply three variables, "Set cell1 ,to value,
by
changing cell2.
5. Enter cell reference and corresponding values. Press OK.
Excel will display the Goal Seek
Status dialog box when the
iteration is complete, and the
result for forecasting will appear
in the worksheet

Breakeven Analysis using Goal Seek

Definition:- It is a point where the total expenses equals
the total revenues. It can also be defined as the point
where the net profit is zero, i.e. the company has neither
made any profits nor incurred any loss.
Calculation of the Breakeven Point :Break even point = fixed cost / contribution margin per unit
Contribution (per unit) = selling price (per unit) - variable
cost (per unit)

The variables required for break even point analysis are

 Unit

Price:
The amount of money charged to the customer for each unit of a
product or service.
Unit Sales:
Number of units of the product projected to be sold over a
specific period of time.
Variable Unit Cost:
Costs that vary directly with the sales and production of one
additional unit. Example, commission on sales.
Fixed Cost:
The sum of all costs required to produce the first unit of a
product. Example, administration costs.
Total Variable Cost:
The product of unit sales and variable unit cost.(Unit Sales *
Variable Unit Cost )

Total Cost:
The sum of the fixed cost and total variable cost for any given
level of production and sales. (Fixed Cost + Total Variable Cost )
Total Revenue:
The product of expected unit sales and unit price.
(Unit Sales * Unit Price )
Net Profit (or Loss):
(Total Revenue - Total Costs)
Therefore, Break even analysis depends on the following
variables
The fixed production costs for a product.
The variable production and sales costs for a product.
The product's unit price.
The product's expected unit sales.

Limitations
As it depends on the different costs, it is not a fixed point
and its value varies with adjusting different costs - both fixed
and variable - and identify areas where you might be able to
make cuts.
Breakeven analysis is not a predictor of demand, so if a
market with the wrong product or the wrong price, it may be
tough to ever hit the breakeven point.
Calculate Profit Breakeven Using Goal Seek
Consider the example Fill in the boxes as shown below:
Set Cell is reference to the net profit cell D15.
To Value is to instruct Goal Seek to set the net profit to
zero by changing the value in certain cell, which in our
example is the quantity.

Benefits / Advantages of Break Even Analysis:

The main advantages of break even point analysis are It explains the relationship between cost, production, volume
and returns.
It can be extended to show how changes in fixed cost,
variable cost, commodity prices, revenues will effect profit
levels and break even points.
Break even analysis is most useful when used with partial
budgeting, capital budgeting techniques.
The major benefits to use break even analysis is that it
indicates the lowest amount of business activity necessary
to prevent losses.

Scenario
Definition: Scenario Manager is a tool that can be used to determine
different projected outcomes of data by changing different cells
within a Worksheet model.
It is a specific set of values that Excel can save and
automatically substitute into Worksheet. A spreadsheet
displaying numerical data that is relevant to a certain date,
month, topic or whatever and using the Scenario Manager we
can enter different values into the worksheet to forecast the
outcome of the data. These values (or Scenarios) can be
retained for future use and are stored in a hidden part of the
workbook which can be retrieved by asking the Scenario
Manager to show the Scenario that uses those specific values.

Steps:First set up a base or default Scenario , from which all other

Scenarios are defined.
Go to Tools>Scenarios to activate the Scenario Manager. A
message "No Scenarios are defined is displayed.
Choose Add to add the default Scenario with a name
through which you can indentify .
Select the box Changing cells: The active cell in the
workbook will be referenced here.
There are two options at the bottom of this dialog box.
- Prevent changes helps to lock the scenario and will be
unable to be edited.
- Hide helps to hide the Scenarios.
Click the OK button.

The Scenario Values dialog box will appear to enter values

into the scenario cells. As the first scenario is the default
Scenario, the values in the cells that we specified in the
Changing Cells: box have been picked up values
automatically and save with a name.

4
3

Adding Scenarios
By adding a new scenario new and
adjust the changing values.
1

Displaying Scenarios
By asking the Scenario Manager to show a particular
scenario.
Select Tools>Scenarios
Click on the Scenario name you want to see then Show.

Create a Report from a Scenario

From the Scenario Manager dialogue box, click the
Summary button to see the following dialogue box:
A Click OK
Scenario summary will be displayed.

Tutorial for Goal Seek and Scenario

Open data base sales data and perform the following.
1. Forecast the unit of items to be sold to make a profit 75000 per
month by keeping the same selling price using goal seek.
2. Open the breakeven database and perform the following.
- Find out the changing profitability by changing the selling
quantity (1 unit).
- Find out the profit and no. of items to be sold at break even
point.
3. Open the family budget database and perform the following.
- calculate the profit and save the original values and save
this scenario with a name original budget
- Create new scenario with suggested Budget to make a
higher profit by changing the values of food , phone bills
and clothes.
4. Open the summary repot to analyze and compare the original
and suggested budget.
5. Insert a pivot table.

PIVOT TABLE
Definition:- A pivot table is a user created summary table of
original spreadsheet. We can create the table by defining which
fields to view and how the information should be displayed.
Based on our field selections, Excel organizes the data so we
see a different view of our data. A Pivot Table is way to present
information in a report format.
Use:
A pivot table can aggregate your information .
Showing a new perspective by moving columns to rows or
vice versa.
Pivot Table Structures
The main areas of the pivot table.
(1) PivotTable Field List this section in the top right displays
the fields in our spreadsheet. We may check a field or drag it to a
quadrant in the lower portion.

(2) The lower right quadrants - This area defines where and
how the data shows on our pivot table. We can have a
field show in either a column or row. We may also indicate
if the information should be counted, summed, averaged,
filtered and so on.
(3) The red outlined area to the left is the result of our
selections
froman
(1)Excel
and (2).
Steps to Create
Pivot Table
1. Open original spreadsheet and remove any blank rows or
columns.
2. Make sure each column has a heading, as it will be carried over
to the Field List.
3. Make sure cells are properly formatted for their data type.
4. Highlight data range
5. Click the Insert tab.
6. Select the PivotTable button from the Tables group.
7. Select PivotTable from the list.

The Create PivotTable dialog

appears.
8. Check Table/Range: value.
9. Select the radio button for
New Worksheet.
10. Click OK.
A new worksheet opens with a
blank pivot table. The fields from
source spreadsheet were
carried over to the PivotTable
Field List.
11. Drag an item such as PRECINCT from the PivotTable Field
List down to the Row Labels quadrant. The left side of Excel
spreadsheet should show a row for each precinct(area/zone)
value. A checkmark appears next to PRECINCT.

12. The next step is to ask what

would like to know about each
precinct. Such as PARTY field
from the PivotTable Field List to
the Column Labels quadrant.
This will provide an additional
column for each party.

13. To see the count for each

party, need to drag the same field
to the Values quadrant. By
double-clicking the entry and
another Field Setting can be
chosen. Excel has also added
Grand Totals.

Additional Groupings and

Options
A sub grouping under a group
is also provided by pivot
table .For example, we might
want to know the Age Range
of voters by Precinct by Party.
In this case, we would drag
the AGE GROUP column
from the PivotTable Field
List
down
below
the
PRECINCT value in Row
Labels.

Pivot table defers form normal spreadsheet

One area that is different is the pivot table has its own
options.
By right-clicking a cell within and selecting PivotTable
Options For example, we might only want Grand Totals
for columns and not rows.
There are also ways to filter the data using the controls
next to Row Labels or Column labels on the
pivot table.
We may also drag fields to the Report Filter quadrant.

TUTORIAL FOR PIVOT TABLE

Open Sales data and perform the following.1. Show the region wise selling pattern for all sales
persons and their total sales amount.
2. Display the product wise sales for each region.
3. Compare the monthly selling performance for each sales
person.
4. Draw a pivot chart showing monthly regional selling
status. Change the chart according to product sales.
5. Open the student data. Display the month wise sum of
score for all subjects and their grand total.
6. Display the highest score for each students.
7. Display the pivot chart for students monthly score.