Excel formulas can always be very handy, especially when you are stuck with data and need to get something done fast. But how well do you know the spreadsheet formulas?
Discover these 15 extremely powerful excel formulas and save a ton of time next time you open that spreadsheet.
1. Change the case of cell contents – to UPPER, lower, Proper
Boss wants a report of top 100 customers, thankfully you have the data, but the customer names are all in lower cases. Fret not, you can Proper Case cell contents with proper() formula.
Example: Use
proper("pointy haired dilbert")to get Pointy Haired Dilbert
Also try lower() and upper() as well to change excel cell value to lower and UPPER case
2. Clean up textual data with trim, remove trailing spaces
Often when you copy data from other sources, you are bound to get lots of empty spaces next to each cell value. You can clean up cell contents with trim() spreadsheet function.
Example: Use
trim(" copied data ")to get copied data
3. Extract characters from left, right or center of a given text
Need the first 5 letters of that SSN or area code from that phone number? You can command excel to do that with left() function.
Example: Use
left("Hi Beautiful!",2)to get Hi
Also try right(text, no. of chars) and mid(text, start, no. of chars) to get rightmost or middle characters. You can use right(filename,3) to get the extension of a file name 😉
4. Find second, third, fourth element in a list without sorting
We all know that you can use min(), max() to find the smallest and largest numbers in a list. But what if you needed the second smallest number or 3rd largest number in the list? You are right, there is a spreadsheet function to exactly that.
Example: Use
SMALL({10,9,12,14,26,13,4,6,8},3)to get 8
Also try large(list, n) to get the nth largest number in a list.
5. Find out current date, time with a snap
You have a list of customer orders and you want to findout which ones are due for shipping after today. The funny thing is you do this everyday. So instead of entering the date every single day you can use today()
Example: Use
today()to get 08/13/2008 or whatever is today’s date
Also try now() to get current time in date time format. Remember, you can always format these date and times to see them the way you like (for eg. Aug-13, August 13, 2008 instead of 08/13/2008)
6. Convert those lengthy nested if functions to one simple formula with Choose()
Planning to create a gradebook or something using excel, you are bound to write some if() functions, but do you know that you can use choose() when you have more than 2 outcomes for a given condition? As you all know, if(condition, fetch this, or this) returns “fetch this” if the condition is TRUE or “or this” if the condition is FALSE. Learn more about spreadsheet if functions like countif, sumif etc.
Where as choose(m, value1, value2, value3, value4 ...) can return any of the value1,2.., based on the parameter m.
Example: Use
CHOOSE(3,"when","in","doubt","just","choose")to get doubt
Remember, you can always write another formula for each of the n parameters of choose() so that based on input condition (in this case 3), another formula is evaluated.
7. Repetitively print a character in a cell n number of times
You have the ZIP codes of all your customers in a list and planning to upload it to an address label generation tool. The sad part is for some reason, excel thinks zip codes are numbers, so it removed all the trailing zeros on the leftside of the zip code, thus making the 01001 as 1001. Worry not, you can use rept() the extra needed zeros. You can also custom format cell contents to display zip codes, phone numbers, ssn etc.
Example: Use
zipcode & REPT("0",5-LEN(zipcode))to convert zipcode 1001 to 01001
You can use REPT("|",n) to generate micro bar charts in your sheet. Learn more about incell charting.
8. Find out the data type of cell contents
This can be handy when you are working off the data that someone else has created. For example you may want to capitalize if the contents are text, make it 5 characters if its a number and leave it as it is otherwise for certain cell value. Type() does just that, it tells what type of data a cell is containing.
Example: Use
TYPE("Chandoo")to get 2
See the various type return values in the diagram shown right.
9. Round a number to nearest even, odd number
When you are working with data that has fractions / decimals, often you may need to find the nearest integer, even or odd number to the given decimal number. Thankfully excel has the right function for this.
Example: Use
ODD(63.4)to get 65
Also try even() to nearest even number and int() to round given fraction to integer just below it.
Example: Use
EVEN(62.4)to get 64
UseINT(62.99)to get 62
If you need to round off a given fraction to nearest integer you can use round(62.65,0) to get 63.
10. Generate random number between any 2 given numbers
When you need a random number between any two numbers, try randbetween(), it is very useful in cases where you may need random numbers to simulate some behavior in your spreadsheets.
Example: Use
RANDBETWEEN(10,100)may return 47 if you keep trying 😉
11. Convert pounds to KGs, meters to yards and tsps to table spoons
You need not ask Google if you need to convert 156 lbs to kilograms or find out how much 12 tea spoons of olive oil actually means. The hidden convert() function is really versatile and can convert many things to so many other things, except one currency to another, of course.
Example: Use
CONVERT(150,"lbm","kg")to convert 150 lbs to 68.03 kgs.
UseCONVERT(12,"tsp","oz")to findout that 12 tsps is actually 2 ounces.
12. Instantly calculate loan installments using spreadsheet formula
You have your eyes on that beautiful car or beach property, but before visiting the seller / banker to findout of the monthly payment details, you would like to see how much your monthly / biweekly loan payments would be. Thankfully excel has the right formula to divide an amount to equal payment installments over given time period, the pmt() function.
If your loan amount is $125,000,
APR (interest rate per year) is 6%,
loan tenure is 5 years and
payments are made every month, then,Use
PMT(6%/12,5*12,-125000)which tells us that monthly payment is $ 2,416 if you keep trying 😉
Also, if you want to find out how much of each payment is going for principle and how much for the interest component, try using ppmt() and ipmt() functions. As you can guess, even though EMIs or loan installments remain constant, the amount contributed to principle and interest vary each month.
13. What is this week’s number in the current year ?
Often you may need to find out if the current week is 25th week of this year. This is not so difficult to find as it may seem. Again, excel has the right function to do just that.
Example: Use
WEEKNUM(TODAY())will get 33
14. Find out what is the date after 30 working days from today ?
Finding out a future date after 30 days from today is easy, just change the month. But what if you need to know the date thirty working days from now. Don’t use your fingers to do that counting, save them for typing a comment here and use the workday() excel funtion instead. 🙂
Example: Use
WORKDAY(TODAY(),30)tells that Sep 24, 2008 is 30 working days away from today.
If you want to find out number of working days between 2 dates you can use networkdays() function, find out this and a 14 other fun things you can do with excel.
15. With so many functions, how to handle errors
Once you get to the powerful domain of excel functions to simplify your work, you are bound to have incorrect data, missing cells etc. that can make your formulas go kaput. If only there is a way to find out when a formula throws up error, you can handle it. Well, you know what, there is a way to find out if a cell has an error or a proper value. iserror() MS Excel function tells you when a cell has error.
Example: Use
ISERROR(43/0)returns TRUE since 43 divided by zero throws divide by zero error.
Also try ISNA() to findout if a cell has NA error (Not applicable).
Give these functions a try, simplify your work and enjoy 🙂
42 Responses to “Prevent Duplicate Data Entry using Cell Validations”
Hi Chandoo, I need you help in the following problem.
I'm trying to get a direccion from a found result. With this dirreccion I will want the before cell value. For example, If result of a find is 38 localized in cell $C$2, I need to get previus value (cell $B$2 ), maybe Andrés.
Do you know some way to do that?
Thank you for you help.
Hi Chandoo
Thanks for this. One thing though: In my pre-2007 version of Excel, the COUNTIF function doesn't recognise a semicolon (;), but requires a comma.
Is the semicolon an Excel 2007 thing?
Jair... I am not sure I understand what you want. what do you mean by Dirreccion?
@Lincoln: I am sorry, often I forget that I am using European version of excel where the delimiter is ; instead of ,. I have corrected the formula now.
Thanks for this nice tip, i used to do a find all after filling every new items which was cumbersome.
Do you know a way to extend this validation search to other tabs/sheets ?
Thanks for you attention. I'm trying to get of value continue from a found value. Let me show a example:
Name Years
John 35
Maria 28
Teresa 32
If I search the max years, the result is 35, but I need that result to be John. Do you know how I can do it?
@Subbu.. you can easily extend the validation to other sheets by pasting the data validations. See the latest article here: http://chandoo.org/wp/2009/10/28/copy-data-validations/
@Jair.. you can use the large() or small() formulas to do this. for eg. =index(A1:A3,large(B1:B3,1)) will get you the name of the person with highest "years". More help here: http://chandoo.org/excel-formulas/large.html
Hi, I don't know if I'm using bad the formula or its performance is diferent for my Office version. Large() formula return the value in the cell, in my example 35. The index() formula use a range, row and column. I'm using the large() as number of row, and it is bad because into the range don't have row 35. This is my perception. What do you think?
Hi, I going to prove, with this solution by JLD http://jldexcelsp.blogspot.com/2008/07/extraer-direccion-de-celda-en-matriz.html
Hello,
I am trying to attempt data validation in Excel Mobile, but the DV tool isnt available. I want to prevent duplicates is all, any advice on acheiving this in Excel Mobile? Thanks..
@Jair... my french aint that good. it starts at "merci" and ends at "beau coup".
Anyhow, you need to merge the large with vlookup to do this. I am not sure if you have solved the problem. Otherwise let me know with details and I can write the formula in comments.
@Chad... I have never used excel mobile, so I have no idea. May be they have not implemented data validations in excel mobile.
Any excel mobile users out there?
Hi Chandoo, the proposed solution by JlD is interesting. He created a macro to get values when the matrix is not one dimensional, how on my problem. This fuction for me.
I would like to share you my work, how can I upload?
@Jair.. sorry for such a delayed reply.. you can upload the files to skydrive and link them here. Or you can email them to me at chandoo.d @ gmail.com and I will upload them somewhere. But it could take forever if you email files to me as I am a bit lazy.
[...] Day 31: Advanced Data Validation Tricks in Excel – Part 2 [...]
Hi,
Can you help me in Microstrategy?
Br,
Moin
really wonderful article. I feel it is implementing Primary Key concept into spreadsheets.
Hi article on data validation. Excel is a very versatile platform to work with and we use it for all kinds of data tabulation. In fact this must have been the most rudimentary data management tools I must have worked with and knowing such tips only adds functuionality to our user experience. Great article. looking forawrd to read more.
Hi Chandoo,
Thanks for such a nice idea.
I tried copy paste the data into the validated area, but the pop-up msg (warning msg) doesn't came. Is it something that we need to update the data manually each time,.
Do we have any option where we can bulk upload the number and it throws a warning message that the data already exits and do we want to continue with this ?
Please do reply me.
Thank you.
Regards,
Vasanth.
It was really useful chandoo...thanks a lot...
Tried this in excel 2010 and it did not work?
Could the newer excel have changed that much?
@Leo
It works fine in Excel 2010
The formula used above =COUNTIF($B$4:$B$11,B4)<=1
only applies to the range B4:B11
Did you adjust the range to your data?
This page helped me accurately to find solution of my question. thanx
we want to prevent duplicate entries in three columns combined, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
I want to prevent duplicate entries in three columns combine, using data validation, i.e. say, column A has first name and Column B has middle name, Column C has last name. the first name can be duplicate, middle name can be duplicate, last name can be duplicate, but not all three at the same time.
Hi, I've tried above validation method to prevent duplicate value from entering into the cells. It's work, when user key in the data into the selected range. However, it's not working when user copy-&-paste the info into the same range.
Please advice. Thanks.
Hi Chandoo,
Does it work in Excel 2007?
Please Reply
thanks chandoo........
it does not work when data is copy pasted...any solution for this??
hi i m shaloo and i want to know in excel if i write duplicate no.then it says or show about we are write duplicate no.
Hi Chandoo
I've tried using this with a Named Range, which is actually a column in a Table as DV wont accept a table reference, and it wont work.
Also tried using Offset to specify the Named Range, but that wont work either.
Is it possible to use Named Ranges with DV?
Thanks
Kris
I have tried the above formula on a table column. The Error box does not pop up, there is only the small ! next to the cell with the duplicate. The column I am working with is formulas that produce a date. Is the reason it doesn't work that the cells contain formulas rather than data?
The formula works but only if I enter data in cell above it. So for example, if I have "123" in B11 it does not allow me to enter "123" in B10, B9, B8, etc. But I can still enter "123" in B12. Please help! 🙂
Great tip.. thanks a lot
I have 21 years of experience working as data entry assistant. I constantly read several blogs to keep myself up-to-date with the advances in data entry profession. I really enjoyed this blog post. From my several years of experience, I agree with you 100% when you say, “ We all know that data validation is a very useful feature in Excel. You can use data validation to create a drop-down list in a cell and limit the values user can enter. ”
Keep blogging. I will come here again.
--data entry assistant
Hi,
This is really very helpful.
Thank you
how can i assign two validation on a single cell
one is for list validation (means the data should be from that range)
second i want to prevent them from repetition
how can i do this ?
P7 to P506 have GR# which are for list
i want to prevent C column to not to repeat and should be from the P column
@Junaid
Can you please post the question in the Chandoo.org Forums
http://forum.chandoo.org/
You have to register to be able to post questions
Please attach a file so that a specific answer can be delivered.
i made an account but there is no option available to post questions ??
where can i ??
@Jubaid
Goto http://forum.chandoo.org/
Goto Ask an Excel Question
Post New thread
Type your question
Attach a file
Please attach a file so that a specific answer can be delivered.
friend can any one tell me the formula
exname location qty
gaurav 1 1
rofan 2 5
sandeep 3 6
gaurav 4 3
rofan 5 4
sandeep 6 8
gaurav 7 9
If this is a data.
if i want a formula by which if i type gaurav then all the location and qty should be shown in a new page.
i had 5,00,000 sku so if i punch one name i can get the entire details
@Gaurav
Can you please post the question at the Chandoo.org Forums
http://forum.chandoo.org/
Please attach a sample file for a quicker more targeted response
IF(ISERROR(INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2)),"",INDEX($B$3:$C$9,SMALL(IF($B$3:$B$9=$B$12,ROW($B$3:$B$9)-ROW($C$2)),ROW(A1:C1)),2))
please explain
YOUR COUNTIF FORMULA IS REALLY HELPFUL AND WORKS. I TRIED SEVERAL SITES BUT THEIR FORMULA DOES NOT WORK. ONLY YOU HAVE GIVEN A RIGHT FORMULA!
THANK YOU!!!!!