Often when we make a survey to compare various products (or vendors, companies, brands) the results are in the following format:
Now, we can visualize such data in several ways. One of the obvious ways to visualize is to make a stacked bar chart. But it results in poor representation of values as we cannot easily compare ratings of one vendor to another. This is where a panel chart would help. A sample panel chart for above data can be like this:
A panel chart (often called as trellis display or small-multiples) shows data for multiple variables in an easy to digest format. It lets users compare in any way and draw conclusions with ease.
Today, I want to discuss how the principles of panel chart can be applied to visualize a complex set of survey results. For this we will use the recent survey conducted by Gartner on how various customers use BI (Business Intelligence) tools. The folks at Tableau have done good analysis of this data and presented the results in this format:
While the above chart is ok, it doesn’t let you compare vendors very well. We can only compare them on first usage, “viewing static management reports”. For everything else, the base line changes, so it is difficult to draw meaningful conclusions if, for example, you want to know which software is getting used more for “doing complex adhoc analysis”.
Jon Peltier has done beautiful analysis of this chart and presented various alternatives in his post yesterday. One of his recommendations is, of course, making a panel chart like this:
While, Jon’s Panel Chart greatly improves the readability of these survey results, I have 2 problems with it.
- Making such a panel chart in Excel is like baking your own bread. If you are like me, after few hours, you would run to bakery both hungry and frustrated. Panel Charts are not native in Excel. That means, we have to bribe, coax, threaten, protest and bend over backwards to prepare something like this in Excel. Thankfully people have already done that. So we can follow the examples and learn from their lead. [here is a panel chart tutorial from Jon]. However, the point still remains that, creating a panel chart in excel is a pain.
- Once such a panel chart is constructed, it is still pretty rigid. For eg. if you are interested in knowing how IBM as a BI vendor fares, you would like to have the results sorted by IBM’s BI Usages, but doing that in this carefully weaved panel set up means going to square 1 with less dough. So, we are stuck with a panel chart where the values cannot be sorted by any one vendor.
Is there a simpler way to construct panel charts in Excel?
So, I wondered, “is there a better and simpler way to make this chart that would still let me compare values (by BI vendor or BI Usage), let me sort and still save me enough time to drive down to one of the best bakeries in town to get a nice fluffy donut?“.
Of course there is…
The trick is to use Incell Charts. Ahem!
Instead of carefully tweaking chart options, adding dummy series and hiding them in the charts, we can just use incell charts with REPT formula and then align them in the cells. Since Excel naturally has the grid layout, creating panels (or small multiples) is as easy as snapping your fingers. (pls. note, this method of panel chart is only applicable for bar / column charts. If you need panels of line charts or scatter charts, you still need to use the methods suggested by Jon.)
We can also easily add a sorting option and use the lovely LARGE formula to sort the results based on selected vendor.
Here is what I prepared using the above recipe and it took me less than 20 minutes to set this up.
[click here for larger version of this]
How is the above incell panel chart constructed?
I am sure you are eager to know how this chart is constructed. Here is the secret:
- I took the raw data from Jon’s site and then Pivoted it so that we get the survey results in a table (with vendors on top and usages on left).
- I have dedicated a cell to let user select the sort order. Let us call this cell as “K3”
- Based on the vendor selected in K3, I have sorted the entire raw data using LARGE formula (and generous use of MATCH, INDEX, OFFSET formulas as well – examples here and here).
- Then I used the REPT formula to plot the incell bar charts (and the font “play bill” so that the bars look thick and nice).
- I have topped this with conditional formatting so that sorted vendor can be highlighted in different color.
Download the Incell Panel Chart Workbook
Download the Incell Panel chart workbook to play with it. I am sure you will find something useful and fun in that. [mirror download link]
How would you chart survey results?
There are still few problems with this approach though (for eg. adding labels can be a pain), but all in all, this simplifies the charting task and leaves room for adding extra features like sorting, conditional formatting.
Here is a open invitation. We have a long weekend coming up, thanks to Easter. So go ahead and download the original data here. And make your own charts for this survey data. The objective is that we should be able to compare vendors with each other with ease. Save your charts as images and upload them somewhere. Then leave a comment here with that URL so that we all can know how you would chart survey results.
Also, share your opinion on this type of panel charts. What is your experience with them? Do you like / hate panel charts?
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!!!!!