Advanced Filter Concepts in MS-Excel

Advanced Filters
• When you use the Advanced Filter, you need
to enter the criteria on the worksheet.
• Create a Criteria range above your data set.
• Use the same column headers. Be sure
there's at least one blank row between your
Criteria range and data set.

• Click any single cell inside the data set then
Click ‘Advanced’ on the ‘Data’ tab.
• In this example, filter based on year of
completion and the city [AND criteria used]:

Filter based on year of completion and the
city [OR criteria used]:
 Type the two criteria.
Displays data which satisfies the above criteria.
• Only display records which satisfies 2012 as year
of completion and Chennai as City:

Result of Advance
Filter after using OR
criteria:

Using Macros with Advanced Filter
Macros:
 A macro can be defined as the recording of a series
of tasks.
 When used right, macros can save you hours by
automating simple, repetitive tasks.
 Marcos in Excel are written in Excel VBA (Visual Basic
for Applications).

Step 1: Activate the Developer Toolbar
File -> Options -> Customize Ribbon and
check the box next to ‘Developer’.
- Click ‘OK’. Now
Developer toolbar in
the ribbon.

Step-2: Type the data in a table format. For
advanced filter, type the Criteria range and
Data Set.
-To remove the filter
symbol, Click Data ->
Filter.

Create range name ‘lt’
for this Data set.
‘cr’
name
for this
range

Step 3: Create a Macro-’advfilter’
- Developer-> Record Macro (or)
View -> Macro -> Record Macro
- Give the name for
Macro[‘advfilter’] and click ‘ok’
-Data->Advanced in Sort & Filter Group
In the List range: lt
In the Criteria range: cr and Click
‘OK’
- Developer-> Stop Recording

-Click ‘Insert’
Tab and
Choose the
Shapes.
- Drag that
into the work
sheet.
- Assign ‘Filter’
by right click
and Edit Text.

-Select the
shape and
right click.
- Choose the
Assign Macro.

• Click ‘OK’
• Devloper -> Design Mode

Click on ‘Filter’ button, we can get the result.

DATA VALIDATION
• Used to define valid sets of values for ranges
of cells.
To Create Data Validation Rule:
1. Select the Cell range.
2. On the Data Tab, Click Data Validation

• On the Settings tab:
3. In the Allow list, click Whole number.
4. In the Data list, click between.
5. Enter the Minimum and Maximum values.

Input Message
• Input messages appear when the user selects
the cell and tell the user what to enter.
• On the Input Message tab:
1. Check 'Show input message when cell is
selected'.
2. Enter a title.
3. Enter an input message.

Advanced Filter Concepts in MS-Excel

Error Alert
• If users ignore the input message and enter a
number that is not valid, you can show them
an error alert.
• On the Error Alert tab:
1. Check 'Show error alert after invalid data is
entered'.
2. Enter a title.
3. Enter an error message.

Example 1 - Enter positive integers:
Example 2 -
Entering a
specific
number of
characters:

Example 3 - Entering only the current date:

Create a data validation Drop-Down
List
1. Select the cell range where you want the
drop-down list to appear.
2. On the Data tab,
Click Data Validation command.
3. Select ‘List’ under ‘Allow’.
4. Type the range name where the list of data
present or type the list of data with comma
as separator .

=coursename range name created in some
other worksheet, which is used to create a list.

Possible to mark the invalid Data….

• Sometimes, the data you want isn't
in your Excel workbook – it might be
in a database, an XML file, on the
web, in a text file, or in one of many
other places.
1. Import a Text File
2. Import a Access File
3. Import a Web File

1.Import a Text File
Steps:
1. Click ‘From Text’ under the Data Tab.

2. ‘Import Text File’ Dialog box opened.
3. Select the text file[e.g sun1.txt which is
already exist], click on ‘Import’.

4. Click on ‘Finish’ button.

5. Choose the destination either existing
worksheet or new worksheet.

Now the selected text file’s content
displayed….

2. Import Access File
Steps:
1. Click ‘From Access’ under the Data Tab.
2. ‘Select Data Source’ dialog box opened.
Choose which database to be imported.

3. ‘Import Data’ dialog box opened. Choose in which
format data viewed in the worksheet and specify
existing worksheet or new worksheet.

4. Click ‘Ok’.
Current
worksheet filled
with selected
table’s records.

3. Import Web File
Create a connection to a webpage to use data
from its tables in your workbook.
Steps:
1. On the Data tab, click From Web.
2. In the Address box, enter the web address of
the site with the data you want to connect to.
3. An arrow indicator like this means there's data
nearby you can import.
4. Click the arrow indicator, click
the Import button, and then click OK.

What-if-analysis
• What-If Analysis in Excel allows you to try out
different values (scenarios) for formulas.
• What-If Analysis is the process of changing
the values in cells to see how those changes
will affect the outcome of formulas on the
worksheet.

• Three kinds of What-If Analysis tools come
with Excel: Scenarios, Goal Seek, and Data
Tables.
- Scenarios and Data tables take sets of
input values and determine possible results.
- Goal Seek takes a result and determines
possible input values that produce that result.
• In addition to these three tools, you can
install add-ins that help you perform What-If
Analysis, such as the Solver add-in. The Solver
add-in is similar to Goal Seek, but it can
accommodate more variables.

Goal Seek
• For example, suppose there is a store, which sells 1000
products one day with price of 15 and cost of 6 per product,
thus the profit should be 1000*(15-6)=9000 dollars.

• Now the owner wants to reach Rs. 10000 profit for one
day, then you can use Goal Seek to determine how
many products you have to sell for one day without
changing price and cost.
Steps:
1. Click ‘what-if-analysis’ in
‘Data Tools’ group under
Data tab.
2. Click on ‘Goal Seek’.

Data Table
• If you have a formula that uses one or two
variables, or multiple formulas that all use
one common variable, you can use a data
table to see all the outcomes in one place.
One Variable Data Table:
Suppose you want to know how the change on
the unit price will change the daily profit.

Gradually increase
unit price by 1.5, for
this change how
profit affected done
by using Data Table
[one variable]
Type =B6

-Select the cells E8to
F19.
- click on what-if
analysis in Data Tools
Group.
- select Data Table.
-Only give Unit
price cell address
in the Column
input cell.
- Click Ok

For changes in the Unit price,
corresponding Profit calculated
and displayed.

Two Variables Data Table
Changes in the
product item
sold
Changes in
the Unit price
• Here changes applied on
the two variables: Products
Sold and Unit Price.
• Find the Profit.
Products sold
Unit price
Cost per product
=B6

-Select the cells F10 to J21.
- click on what-if analysis in Data
Tools Group.
- select Data Table.
-Select the cell address of Product Sold in
Row input cell and Unit Price in Column
input cell.
- Click ‘OK’.

We can get the corresponding profit value in
cells F10:J21.

Scenario Manager
- what-if analysis enables you to easily compare the results of
different scenarios.

• Scenario Manager
Dialog box opened then
Click on ‘Add’.
-Add Scenario
Dialog box
opened.
- Give the
name for
scenario.
- in the
changing cells
select the unit
price cell
address.
- Click ‘ok’.
• Going to create different scenarios: 20 unit price, 25 and 30 unit price.

-Assign 20 as the values for
the changing cells.
- similarly create scenario for
25 unit price and 30 unit
price.

- Select any scenario and click
‘Show’ button, we can view the
profit for that scenario in the
same worksheet.
To Get Summary Report: Click
‘Summary’
-Choose the
Scenario
summary as
Report type.
-- select the
profit’s cell
address as Result
cells.
- Click ‘OK’.

Result of Scenario
Summary:
To switch from
scenario summary
from worksheet:
Click on
Sheet1

Advanced
Filter &
Advanced
Filter with
Macros
Data
Validation
&
Handling
External
Data
What-if-
analysis

Advanced Filter Concepts in MS-Excel

More Related Content

What's hot (20)

Similar to Advanced Filter Concepts in MS-Excel (20)

Recently uploaded (20)

Advanced Filter Concepts in MS-Excel