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Unit 2
What Is Data Validation in Excel?

Data validation in Excel is a technique that restricts user input in a worksheet.

It is often used to limit user entry.

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Settings Tab

The settings tab is where you enter the validation criteria. There are eight
options available to validate for user input:

 Any Value - It removes any existing data validation.

 Whole Number - It allows only whole numbers. For example, you can specify
that the user must enter the number between 0 to 30.
 Decimal - The user must enter a number with decimal values.
 List - The user will have to create a drop-down list to choose from.
 Date - The user will have to enter the date format.
 Time - The user should enter a time.
 Text Length - It validates input based on the length of the data.
 Custom - It validates the user input using a custom formula.

Input Message Tab

You can set the input message to explain what data is allowed in a given cell.
This tab is optional.

 Check the 'show input message when the cell is selected'.

 Enter a title.
 Enter an Input message.
Error Alert Tab

You can show the error message if the user tries to enter the invalid data.

On the error message tab:

 Check the ‘Show error alert after invalid data is entered’ box.
 Enter a title.
 Enter an error message.

Now, when you try to enter the value beyond the range, you will get an error
message.
Now that we are familiar with the basic concepts, let’s look at a step-by-step
process to implement data validation in excel.

How to Validate Data in Excel?

Step 1 - Select The Cell For Validation

Select the cell you want to validate. Go to the Data tab > Data tools, and click
on the Data Validation button.

A data validation dialogue box will appear having 3 tabs - Settings, Input
Message, and Error Alerts.
Step 2 - Specify Validation Criteria

On the settings tab, specify your validation criteria.

Step 3 - Under Allow, Select The Criteria

Under Allow, select an option from Whole Number, Decimal, List, Date, Time,
Text Length, and Custom.

Step 4 - Select Condition

Under Data, select a condition and set required values based on what you
choose for Allow and Data.

Step 5 - Input Message

You can enter the input message if you want. This step is optional.

Step 6 - Custom Error Message

You can also set your custom error message. This step is optional.

Step 7 - Click Ok

Click OK. Now, if you try entering a value outside the specified range (10, 50), it
will result in an error

Excel Data Validation List (Drop-Down)

To add the drop-down list, follow the following steps:

1. Open the data validation dialog box.

2. On the Settings tab, select the list.
3. In the source box, enter the list of your validation, separated by commas.
You will get the following result.

Date Validation

You can set-up the date validation in Excel. Select date in the allow box and
pick up the appropriate criteria.

Follow these steps to set-up date validation:

1. Select the cells where you’d be applying the data validation.

2. From the allowed dropdown, select the date.
3. From the Data drop-down, select between.
4. Click in the Start Date box and select cell O10, where the Start Date is
entered.
5. Press the F4 key to change the cell reference to an absolute reference --
$O$10.
6. Click in the End Date box and select cell O11, where the End Date is entered.
7. Press the F4 key to change the cell reference to an absolute reference --
$O$11.
8. Click OK to close the Data Validation window.

The above date validation will only accept date values between 9th Nov 2020
to 18th Nov 2020.

Conclusion

The data validation in Excel provides a way of limiting the mistakes from the
user and collecting valid data from the user. It results in standard data entry
and systematic reporting.
Apply data validation to cells

Use data validation to restrict the type of data or the values that users enter
into a cell, like a dropdown list.

Try it!

1. Select the cell(s) you want to create a rule for.

2. Select Data >Data Validation.

3. On the Settings tab, under Allow, select an option:

 Whole Number - to restrict the cell to accept only whole numbers.
 Decimal - to restrict the cell to accept only decimal numbers.
 List - to pick data from the drop-down list.
 Date - to restrict the cell to accept only date.
 Time - to restrict the cell to accept only time.
 Text Length - to restrict the length of the text.
 Custom – for custom formula.
4. Under Data, select a condition.
5. Set the other required values based on what you chose for Allow and Data.
6. Select the Input Message tab and customize a message users will see when
entering data.
7. Select the Show input message when cell is selected checkbox to display
the message when the user selects or hovers over the selected cell(s).
8. Select the Error Alert tab to customize the error message and to choose
a Style.
9. Select OK.

Now, if the user tries to enter a value that is not valid, an Error
Alert appears with your customized message.

More on data validation

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You can use data validation to restrict the type of data or values that users
enter into cells. For example, you might use data validation to calculate the
maximum allowed value in a cell based on a value elsewhere in the workbook.
In the following example, the user has typed abc , which is not an acceptable
value in that cell.

When is data validation useful?

Data validation is invaluable when you want to share a workbook with others,
and you want the data entered to be accurate and consistent. Among other
things, you can use data validation for the following:
 Restrict entries to predefined items in a list— For example, you can limit a
user’s department selections to Accounting, Payroll, HR, to name a few.
 Restrict numbers outside a specified range— For example, you can specify
a maximum percentage input for an employee’s annual merit increase,
let’s say 3%, or only allow a whole number between 1 and 100.
 Restrict dates outside a certain time frame— For example, in an employee
time off request, you can prevent someone from selecting a date before
today’s date.
 Restrict times outside a certain time frame— For example, you can specify
meeting scheduling between 8:00 AM and 5:00 PM.
 Limit the number of text characters— For example, you can limit the
allowed text in a cell to 10 or fewer characters.
 Validate data based on formulas or values in other cells— For example,
you can use data validation to set a maximum limit for commissions and
bonuses based on the overall projected payroll value. If users enter more
than the limit amount, they see an error message.

Data Validation Input and Error Messages

You can choose to show an Input Message when the user selects the cell. Input
messages are generally used to offer users guidance about the type of data
that you want entered in the cell. This type of message appears near the cell.
You can move this message if you want to, and it remains visible until you
move to another cell or press Esc.

You set up your Input Message in the second data validation tab.
 Once your users get used to your Input Message, you can uncheck the Show
input message when cell is selected option.

You can also show an Error Alert that appears only after users enter invalid
data.

Icon Type Use to

Stop Prevent users from entering invalid data in a cell.

A Stop alert message has two options: Retry or Cancel.

Warning Warn users that the data they entered is invalid, without preventing them
from entering it.
 When a Warning alert message appears, users can click Yes to accept the
invalid entry, No to edit the invalid entry, or Cancel to remove the invalid
entry.
Information Inform users that the data they entered is invalid, without preventing them
from entering it. This type of error alert is the most flexible.

When an Information alert message appears, users can click OK to accept

the invalid value or Cancel to reject it.

Tips for working with data validation

Use these tips and tricks for working with data validation in Excel.

Note: If you want to use data validation with workbooks in Excel Services or
the Excel Web App you will need to create the data validation in the Excel
desktop version first.

 The width of the drop-down list is determined by the width of the cell that
has the data validation. You might need to adjust the width of that cell to
prevent truncating the width of valid entries that are wider than the width
of the drop-down list.
 If you plan to protect the worksheet or workbook, protect it after you have
finished specifying any validation settings. Make sure that you unlock any
validated cells before you protect the worksheet. Otherwise, users will not
be able to type any data in the cells. See Protect a worksheet.
 If you plan to share the workbook, share it only after you have finished
specifying data validation and protection settings. After you share a
workbook, you won't be able to change the validation settings unless you
stop sharing.
 You can apply data validation to cells that already have data entered in
them. However, Excel does not automatically notify you that the existing
cells contain invalid data. In this scenario, you can highlight invalid data by
instructing Excel to circle it on the worksheet. Once you have identified the
invalid data, you can hide the circles again. If you correct an invalid entry,
the circle disappears automatically.
 To apply the circles, select the cells you want to evaluate and go
to Data > Data Tools > Data Validation > Circle Invalid Data.

 To quickly remove data validation for a cell, select it, and then go
to Data > Data Tools > Data Validation > Settings > Clear All.
 To find the cells on the worksheet that have data validation, on
the Home tab, in the Editing group, click Find & Select, and then click Data
Validation. After you have found the cells that have data validation, you
can change, copy, or remove validation settings.
 When creating a drop-down list, you can use the Define Name command
(Formulas tab, Defined Names group) to define a name for the range that
contains the list. After you create the list on another worksheet, you can
hide the worksheet that contains the list and then protect the workbook so
that users won't have access to the list.
 If you change the validation settings for a cell, you can automatically apply
your changes to all other cells that have the same settings. To do so, on
the Settings tab, select the Apply these changes to all other cells with the
same settings check box.
 If data validation isn't working, make sure that:
 Users are not copying or filling data - Data validation is designed to show
messages and prevent invalid entries only when users type data directly in
a cell. When data is copied or filled, the messages do not appear. To
prevent users from copying and filling data by dragging and dropping cells,
go to File > Options > Advanced > Editing options > clear the Enable fill
handle and cell drag-and-drop check box, and then protect the worksheet.
 Manual recalculation is turned off - If manual recalculation is turned on,
uncalculated cells can prevent data from being validated correctly. To turn
off manual recalculation, go to the Formulas tab > Calculation group
> Calculation Options > click Automatic.
 Formulas are error free - Make sure that formulas in validated cells do not
cause errors, such as #REF! or #DIV/0!. Excel ignores the data validation
until you correct the error.
 Cells referenced in formulas are correct - If a referenced cell changes so
that a formula in a validated cell calculates an invalid result, the validation
message for the cell won't appear.
 An Excel table might be linked to a SharePoint site - You cannot add data
validation to an Excel table that is linked to a SharePoint site. To add data
validation, you must unlink the Excel table or convert the Excel table to a
range.
 You might currently be entering data - The Data Validation command is
not available while you are entering data in a cell. To finish entering data,
press Enter or ESC to quit.
 The worksheet might be protected or shared - You cannot change data
validation settings if your workbook is shared or protected. You’ll need to
unshare or unprotect your workbook first.

How to update or remove data validation in an inherited workbook

If you inherit a workbook with data validation, you can modify or remove it
unless the worksheet is protected. If it’s protected with a password that you
do not know you should try to contact the previous owner to help you
unprotect the worksheet, as Excel has no way to recover unknown or lost
passwords. You can also copy the data to another worksheet, and then remove
the data validation.

If you see a data validation alert when you try to enter or change data in a cell,
and you're not clear about what you can enter, contact the owner of the
workbook.

How do I enable a list of values in Excel?

Select the cells that you want to contain the lists. On the ribbon, select DATA >
Data Validation. In the dialog box, set Allow to List. Click in Source, type the
text or numbers (separated by commas, for a comma-delimited list) that you
want in your drop-down list, and select OK.

How to create custom data validation with formula

Microsoft Excel has several built-in data validation rules for numbers, dates
and text, but they cover only the most basic scenarios. If you want to validate
cells with your own criteria, create a custom validation rule based on a
formula. Here's how:

1. Select one or more cells to validate.

2. Open the Data Validation dialog box. For this, click the Data
Validation button on the Data tab, in the Data Tools group or press the key
sequence Alt > D > L (each key is to be pressed separately).
3. On the Settings tab of the Data Validation dialog window, select Custom in
the Allow box, and enter your data validation formula in the Formula box.
4. Click OK.

Optionally, you can add a custom input message and Error alert that will show
up when the user selects the validated cell or enters invalid data, respectively.

Below you will find a few examples of custom validation rules for different data
types.

Note. All Excel data validation rules, built-in and custom, verify only new data
that is typed in a cell after creating the rule. Copied data is not validated, nor is
the data input in the cell before making the rule.
Excel data validation to allow numbers only

Surprisingly, none of the inbuilt Excel data validation rules cater for a very
typical situation when you need to restrict users to entering only numbers in
specific cells. But this can be easily done with a custom data validation formula
based on the ISNUMBER function, like this one:

=ISNUMBER(C2)

Where C2 is the topmost cell of the range you want to validate.

Note. The ISNUMBER function allows any numeric values in validated cells,
including integers, decimals, fractions as well as dates and times, which are
also numbers in terms of Excel.

Excel data validation to allow text only

If you are looking for the opposite - to allow only text entries in given range of
cells, then build a custom rule with the ISTEXT function, for example:
=ISTEXT(D2)

Where D2 is the uppermost cell of the selected range.

Allow text beginning with specific character(s)

If all values in a certain range should begin with a particular character or

substring, then do Excel data validation based on the COUNTIF function with a
wildcard character:

COUNTIF(cell,"text*")

For example, to ensure that all order id's in column A begin with the "AA-",
"aa-", "Aa-", or "aA-" prefix (case-insensitive), define a custom rule with this
data validation formula:
=COUNTIF(A2,"aa-*")

Validation formula with the OR logic (multiple criteria)In case there are 2 or
more valid prefixes, add up several COUNTIF functions, so that your Excel data
validation rule works with the OR logic:

=COUNTIF(A2,"aa-*")+COUNTIF(A2,"bb-*")
Structure your template

By using the layout editor in the design manager, you can quickly build your
content layout without having to write any HTML.

 In your HubSpot account, navigate to Marketing > Files and

Templates > Design Tools.

 In the finder, click a template to edit it.

Add and drag modules

To add a module to a layout, click + Add at the top of the layout inspector.
Search for or select a module, then drag it to the location you want the
module to render in the layout. Dragging modules on top of other modules will
either create columns or group the modules.

Change column widths

To change the width of a column, hover between the modules and click and
drag horizontally.
Group modules

Module groups are units of modules that make up different sections of a page.

To group two modules, click the first module, then press and hold
the Control/Command key and select the second module. Repeat this step if
you are grouping more than two modules. Next, click the group
icon groupModule in the module inspector.

Please note: modules groups cannot cross a section separator or contain a

partially selected group of modules.
Split modules horizontally

Splitting a module breaks the module in half, creating two modules. To split a
module, click the module, then click the split module icon splitModule in the
module inspector. Alternatively, you can right-click the module in the layout
and select Split module.
Center modules

With horizontal spacers, you can center modules and groups on the page, or
add blank space on either side of them. To add a horizontal spacer, click +
Add at the top of the layout inspector. Locate Horizontal Spacer, then drag
and drop it into the template.

To change the size of a horizontal spacer, change the width of the

column separating it from other modules. To center a module or group, add
horizontal spacers on each side.

Add a flexible column

Flexible columns are designed to make content management at the page-level

easier for content creators. When a flexible column is added to a HubSpot
page template, users will be given the option to add, remove, and re-order
modules within the individual page editor. This feature allows designers to
create fewer templates, while still allowing marketers the flexibility to
customize each page to fit their needs.

To add a flexible column, click + Add at the top of the layout inspector.
Locate Flexible Column, then drag and drop it into the template.
50 Beautiful Excel Spreadsheet Templates

The right template will often need little to no work from you, allowing you to
get started using a spreadsheet, instead of spending countless hours building
it.

That’s why we gathered some of the best and most beautiful Excel
spreadsheet templates to save you time and money. And, we show you how
you can take your spreadsheet game to the next level.

Let’s get you the templates you need.

10 Business templates

Here are the best templates for your business, plus an option that will help you
improve your spreadsheet game:

1. Polymer: Go Beyond Spreadsheets

Spreadsheet templates are extremely useful, but they will always be limited by
the spreadsheet format. With Polymer Search, you can use advanced AI to go
beyond your spreadsheet, and turn your data into an intuitive and intelligent
web app.

Forget about spending countless hours writing long and complex lines of code.
Simply drop your spreadsheet into Polymer and let the platform transform it
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With Polymer, you can instantly transform data from your spreadsheet into
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And Polymer doesn’t just show you data, it gives you the insight you need.

Polymer’s AI can quickly identify patterns in your data, proactively offer data
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All without writing a single line of code.

Drop your first spreadsheet for free, today.

2. Company Organization Template

This simple template by Vertex 42 helps you display your organization’s

hierarchy with a simple and visually-appealing design. You can easily edit it
with the names and positions of your teammates, change colors, and even add
their photos.

3. Timeline Template
This timeline template by Go Skills can help you organize and visualize all
processes in a project or task.

With it, you can create an overview of your timeline, and break it down into
smaller goals, allowing you and your team to know precisely where they are,
and where they should be.

4. Gantt Chart Template

Gantt charts are a surprisingly simple yet effective way of planning and
managing your projects. Get started with this project Gantt chart template by
Spreadsheet 123, and adapt it to manage schedules, set up deliverables, and
keep track of all goals in one spreadsheet.

5. Marketing Plan Template

Perfect for marketing teams, this marketing project planner template by My
Excel Online allows you to keep track of all deliverables in any marketing
project.

With this colorful template, you can break down your marketing plan into
smaller tasks, assign them owners and due dates, keep track of costs, and
much more.

6. Employee Leave Tracker Template

Use this Excel template by Trump Excel to get started immediately, keep track
of working and non-working days, and even set up specific holidays.

7. Project Planner Template

This project planner template by Spreadsheet 123 is a great spreadsheet to
break down large plans with multiple team members and a manager.

Set up the duration, owner, and manager for each task, check the remaining
days until the project’s due date, and keep track of the project with an
automatically-generated project percentage with this Excel template.

Download the XLSX file here.

8. Kanban Board Template

The Kanban Method is a great agile project management approach. Get started
with this spreadsheet template by Vertex 42 that allows you to jump right into
your Kanban planning, breaking down the tasks in your project, and easily
keeping track of your progress.

Download the Excel template here.

9. Issue Tracking Template

This spreadsheet by Project Manager lets you keep track of all issues your
team or customers can get as they go.

Use this template to keep track of all issues, recording them and collecting
data to prevent them from happening again.

Download it here.

10. Monthly Calendar Planner

This simple monthly calendar planner Spreadsheet 123 allows you to visualize
your month and fill up all days with their tasks.

0 Productivity templates

Here are the best Excel productivity templates:

1. To-Do List Template

Looking for a simple to-do list? This template by Trump Excel allows you to
keep track of your pending tasks on a spreadsheet.

You can also use the template as a printout to write down your tasks and help
organize your day.

2. Employee Productivity Report Template

Measure employee productivity and keep track of all billable hours the easy
way with this useful template by Time Doctor.
3. Weekly Timecard Template

This simple weekly timecard template allows you to keep track of the time it
takes your team to fulfill a project and helps you bill it according to it.

4. Milestone Chart Template

Keep track of your progress and celebrate milestones with this automatically-
generated milestone chart template by Trump Excel.

5. Task Matrix Productivity Template

This Excel template by Trump Excel is a great way to apply the acclaimed
Eisenhower Decision Matrix technique, and translate it into a simple
spreadsheet.

6. Calendar + To-Do List Template

This powerful template by Trump Excel allows you to keep track of your
productivity with a calendar that doubles as a to-do list.
7. KPI Dashboard Template

Use this powerful and brilliantly-designed Excel template by Smartsheet to

keep track of all your KPIs and optimize your performance.

8. Prioritized To-Do List Template

This template by Spreadsheet 123 allows you to prioritize tasks in your to-do
list and segment them accordingly.

9. Action Plan Template

This robust action plan template by Project Manager helps you manage your
project and visualize tasks in five different project views, including Gantt,
kanban, and calendar.

10. Action Item Template

Break down your action items through conditional formatting with this simple
and versatile template by Vertex 42.

10 Budget and money management templates

Here are the best budget and money management Excel templates:

1. Blue Balance Sheet

Beautifully designed by Microsoft, this blue balance sheet allows you to audit
and improve your budget through detailed analysis.

2. Activity Costs Tracker

Keep track of all activity costs with this robust template, also designed by
Microsoft, and use your data to determine the optimal price for your solutions.

3. Debt Manager

With this simple debt manager template by Spreadsheet 123, you can keep
track of all debts and calculate your way out of them down to your monthly
payment.
4. Money Management Template

Made by Vertex 42, this optimized money management template allows you to
define and keep track of budgets, and compare budgets with actual
expenditures.

5. Staff Training Record

Keep up with the training of your staff with the help of this simple training
record spreadsheet designed by WPS template.

6. Payslip Template

This Payslip Template by Vertex 42 allows you to keep track of your employees’
earnings, deductions, and even vacation days, and condenses it all into a net
pay.

7. Net Worth Statement

This net worth statement by Spreadsheet 123 allows you to calculate your
current financial worth, and use it to express and keep track of your assets.

8. Useful Company Business Invoice

This simple company invoice template by WPS template is perfect to do any

invoicing and calculate reimbursements.

9. Money Tracker
Keep track of your money with this simple and powerful money tracker by
Vertex 42. Use it to record your earnings and expenses, and separate them
according to their categories.

10. Personal Monthly Budget Planner

Perfect for people looking to streamline their budget, this personal monthly
budget planner by Spreadsheet 123 allows you to divide your personal income
into your living expenses, investments, and savings.

10 Analysis and Schedule templates

1. Data Envelopment Analysis Excel Template

Made by Sample Templates, this free Excel template allows you to conduct and
calculate environmental analysis.

2. Competitive Analysis Template

Evaluate your competitors and place them head to head the easy way with this
robust competitive analysis template by Someka.

3. SWOT Analysis Template

Get started with your SWOT analysis with this Excel template by Smartsheet.
This simple template gives you the basics to easily compare the significance of
all items in a simple layout.

4. Linear Regression Analysis Template

This template by Template.Net allows you to input your variables, examine

their relationship, and even see it represented visually.

5. Calendar Heat Map Chart

Use this calendar heat map template by Vertex 42 to visualize different
workloads through the power of conditional formatting.

6. Cohort Analysis Template

Get started with your cohort analysis and streamline even large amounts of
data with this powerful Excel template by CFI.

7. Sales Revenue Analysis Template

Keep track of all your products and calculate and compare their individual
revenue through this Sales Revenue Analysis Template by ExcelDataPro.

8. Data Envelopment Analysis Template

Perform environmental data analysis easily and use it to predict future

outcomes with this simple data envelopment analysis template.

9. Fishbone/Cause and Effect Diagram

Use this simple and fully customizable template by Vertex 42 to visually
express cause and effect across your processes.

10. Project Cost Estimator

Easily estimate the costs of all projects by calculating all efforts and expenses
and streamline the pricing process through this free project cost estimator
template by Analysis Tabs.

10 Timesheets and HR templates

Here are some of the best Excel templates to keep track of time and
employees:

1. Paycheck Calculator
Calculate everyone’s paycheck, balance salaries and taxes, factor in bonuses or
deductions, and even calculate the taxes you have to pay with this Paycheck
Calculator, by Smartsheet 123.

2. Weekly Excel Timesheet

Keep track of all hours worked with this weekly Excel timesheet from Vertex
42, which also doubles as a printable timesheet for added convenience.

3. Excel Holiday Template

This simple holiday template by Trump Excel, where you can set up a yearly list
of holidays, the days remaining until the next holiday and long weekend, and
keep track of all holidays year by year.

4. Staff Rotation Schedule

This staff rotation schedule template by Spreadsheet 123 allows you to build
and track staff schedules, and develop a schedule everyone can instantly
understand.

5. Job Application Form

This simple job application template by Vertex 42 is easy to customize
according to your needs, allowing you to quickly identify the right candidates
for the job.

6. Random Group Generator

With this random group generator by Trump Excel you can organize up to 10
groups automatically and without any bias.
7. Leave Application Form

This simple and visually-appealing leave application form by WPS Template is a

great document to report on and keep track of all employee leaves, along with
their dates, reasons, and authorizations.

8. Employment Registration Records

Also by WPS template, this employment registration records template is useful
to record all relevant employee information, on Excel or as a printed form.

9. Excel Expense Report Template

Perfect for employees on the go, this travel expense report template by Vertex
42 allows you to record all relevant data of each expense, along with any
advances and extra notes.

10. Work Shift Schedule

sss
Develop a simple work shift schedule almost instantly, sum up working hours,
and keep track of overtime and vacations with this robust free Excel template
by Spreadsheet 123.

Why Using the Best Excel Templates is Crucial for Efficiency

In today's fast-paced business environment, efficiency is the name of the

game. Excel is a powerful tool that millions rely on daily, but without the right
template, you might find yourself sinking hours into design, formatting, and
calculations. This is where the best Excel templates come into play.

1. Time-saving: One of the primary reasons people seek out the best Excel
templates is to save time. Instead of building a spreadsheet from
scratch, a well-crafted template allows you to get started immediately,
focusing on inputting your data and analyzing results.
2. Consistency and Branding: Using standardized templates ensures that all
your spreadsheets have a consistent look and feel. This is especially vital
for businesses where branding and professionalism are crucial.
3. Avoid Errors: Excel templates, especially those that have been tried and
tested, are likely to have fewer errors than a newly created spreadsheet.
This means you can trust the calculations and functions to work as
expected.
4. Skill Level Doesn't Matter: Whether you're an Excel novice or an expert,
the right template can make your work easier. For beginners, it provides
a structure, and for experts, it offers a starting point that can be further
customized.

In conclusion, sourcing the best Excel templates is not just about having a
pretty spreadsheet; it's about improving efficiency, consistency, and accuracy
in your data management tasks.

How to Choose Excel Templates for Different Needs

While there are numerous Excel templates available online, it's essential to
select the one that aligns with your specific needs.

1. Purpose of the Template: Are you looking to track expenses, manage a

project, or create a monthly calendar? Ensure that the template you
choose is designed for that specific purpose.

2. Customizability: A good template should be flexible. Even if it looks

perfect initially, you'll likely need to make tweaks to fit your unique
requirements.
3. Compatibility: Ensure that the template is compatible with your version
of Excel. Some advanced templates might only work with the latest
versions or might require specific plugins.
4. User Reviews: Before downloading a template, especially from third-
party websites, check user reviews. Feedback from other users can
provide insights into the template's efficiency and potential issues.
5. Support and Updates: Some premium templates come with support or
regular updates. This can be especially useful if you're using the
template for critical business functions.

By keeping these factors in mind, you can ensure that the Excel templates you
choose not only look good but also serve their intended function efficiently.

Sorting and Filtering Data With Excel

There are many built-in Excel tools to help with data management and the
sorting and filtering features are among the best. The filter tool gives you the
ability to filter a column of data within a table to isolate the key components
you need. The sorting tool allows you to sort by date, number, alphabetic
order and more. In the following example, we will explore the usage of sorting
and filtering and show some advanced sorting techniques.

For today’s example, we will use the following spreadsheet:

As you can see, the order dates, order numbers, prices, etc. are all out of
order. Let’s get started on running some sorting and filtering techniques.

Sorting Data

Let’s say you had the spreadsheet above and wanted to sort by price. This
process is fairly simple. You can either highlight the whole column or even click
on the first cell in the column to get started. Then you will:

 Right click to open the menu

 Go down to the Sort option – when hovering over Sort the sub-menu will
appear
 Click on Largest to Smallest
 Select Expand the selection
 Click OK
The whole table has now adjusted for the sorted column. Note: when the data
in one column is related to the data in the remaining columns of the table, you
want to select Expand the selection. This will ensure the data in that row
carries over with sorted column data.

Filtering Data

The filter feature applies a drop down menu to each column heading, allowing
you to select specific choices to narrow a table. Using the above example, let’s
say you wanted to filter your table by Company and Salesperson. Specifically,
you want to find the number of sales Dylan Rogers made to Eastern Company.

To do this using the filter you would:

 Go to the Data tab on Excel ribbon

 Select the Filter tool
 Select Eastern Company from the dropdown menu
 Select Dylan Rogers from the Salesperson dropdown menu
Boom – you now have the exact number of sales Dylan Rogers made to Eastern
Company.

The Sort & Filter Tool

In addition to the right-click menu sorting option and the Filter tool on the
Data ribbon, Excel has a Sort & Filter tool that allows for custom sorting.

In the following GIF, we can see how the Custom Sorting tool can be used to
sort date ranges or price ranges.
But notice how this example is either/or. What if you wanted to sort by date
and by price? This where the Custom Sort option really comes in handy. After
selecting your first sorting conditions, you can add a level to get event more
accurate data:

As you can see, Excel offers a variety of sorting and filtering tools to help you
refine your data and keep it organized. We hope you found today’s tips useful.
Now go out there and get your data sorted!

Use Learn Excel Now to help with all your Excel questions and training needs.
We’re not just experts in Excel, there is content, free resources, and training
courses available for Word, Outlook and more.

Sort the table

1. Select a cell within the data.

2. Select Home > Sort & Filter.

Or, select Data > Sort.

3. Select an option:

 Sort A to Z - sorts the selected column in an ascending order.

 Sort Z to A - sorts the selected column in a descending order.

 Custom Sort - sorts data in multiple columns by applying different sort

criteria.

Here's how to do a custom sort:

i. Select Custom Sort.

ii. Select Add Level.

iii. For Column, select the column you want to Sort by from the drop-
down, and then select the second column you Then by want to sort.
For example, Sort by Department and Then by Status.

iv. For Sort On, select Values.

v. For Order, select an option, like A to Z, Smallest to Largest, or Largest

to Smallest.

vi. For each additional column that you want to sort by, repeat steps 2-5.

Note: To delete a level, select Delete Level.

vii. Check the My data has headers checkbox, if your data has a header
row.

viii. Select OK.

 How to do a Multiple Level Data Sorting in Excel
 -- By Sumit Bansal
FREE EXCEL TIPS EBOOK - Click here to get your copy

In this tutorial, I cover how to do a multi-level sorting in Excel. You can watch
the video below, or you can read the tutorial below it.
When working with data in Excel, sorting the data is one of the common things
you might have to do.

In most of the cases, you need to sort a single column.

But in some cases, there may be a need to sort two columns or more than two
columns.

For example, in the below dataset, I want to sort the data by the Region
column and then by the Sales Column. This will allow me to see which sales rep
has done well in which regions.
While it’s straightforward to sort data by one column in Excel, when it comes
to sorting by two columns, you need to take a couple of additional steps.

In this tutorial, I will show you two ways to do a multiple level data sorting in
Excel (i.e., sort by two columns)

Multi-Level Sorting Using Dialog Box

When you sort data using the sort dialog box, you get an option to add
multiple levels to it.

Here are the steps to do multi-level sorting using the dialog box:

1. Select the entire data set that you want to sort.

2. Click the Data tab.

3. Click on the Sort Icon (the one shown below). This will open the Sort
dialog box.

4. In the Sort Dialogue box, make the following selections

 Sort by (Column): Region (this is the first level of sorting)

 Sort On: Values
5. Order: A to Z
6. If your data has headers, ensure that ‘My data has headers’ option is
checked.

7. Click on Add Level (this will add another level of sorting options).

8. In the second level of sorting, make the following selections:

 Then by (Column): Sales

 Sort On: Values
  Order: Largest to Smallest

9. Click OK

The above steps would give you the result as shown below. This sorts the data
first by Region and then by Sales column. Note that since it sorts the Region
column first when the Sales column is sorted, the Region column remains
unchanged.
In this example, I have sorted the data for two columns. You can have more
than two-column sorting as well. All you need to do is add these sorting levels
and specify the details.

Note: While this method is longer and takes a few more steps (as compared
with the multi-sorting method covered next), I recommend using this as it is
less confusing.

Multi-Level Sorting Using Sort Icons

Not many people know this way of doing a multiple level data sorting in Excel.

This technique works the same way with a minor difference – you sort the
second level first and then move to the first level sorting column.

Here are the steps to do it:

1. Select the column that you want to be sorted last (in this case, select the
Sales data first – C1:C13).

2. Click on the Data tab.

3. In the Sort and Filter group, click on the Z to A sorting icon. This will sort
the sales data from largest to smallest.

4. The above step would make a Sort Warning dialog box pop-up. Make
sure ‘Expand the selection’ is selected. This makes sure the entire
 dataset is sorted, and not just data in the Sales column.

5. Click Sort.

6. Select the Region column.

7. In the Data tab, click on the A to Z sort icon.

8. In the Sort Warning dialog box pop-up, make sure ‘Expand the selection’
is selected.

9. Click Sort.

The above steps would sort the data just like it did in the first method.

While this method works fine, I recommend using the sort dialog bo method.

Sort dialog box makes it less error-prone (as you can see which levels getting
sorted in which order).
 Also, there are more ways to sort data with the dialog box. For example, you
can sort a column based on the cell/font color and you can also use your own
custom sorting criteria.

 ssss



Multi-Level Data Sorting is the process of arranging the data of more than one
column in ascending or descending order. In this article, we will look into how
we can do Sorting in Excel.
To do so follow the steps below:
Step 1: First format the data.

Step 2: Converting data from unsorted to sorted order.

First, highlight the data which we want to sort.

Step 3: Then, click to Data on the Ribbon. In the Sort & Filter group, click Sort.
Step 4: In the Sort box one row of Level is inbuilt by Excel so, click two times
on Add Level to add two rows of Level.

Step 5: After that in three rows of Level select column name which we want to
sort first in Column then 2nd column name and then 3rd column name. To sort
in ascending order select A to Z in Order for strings and select Smallest to
Largest for Integers, and then click Ok.

Now, data are sorted in ascending order according to the Name column which
was selected first.
Step 6: To sort data in descending order. In three rows of Level select column
name which we want to sort first in Column then 2nd column name and then
3rd column name. To sort in descending order select Z to A in Order for strings
and select Largest to Smallest for Integers, and then click Ok.

Now, data are sorted in descending order according to the Name column
which was selected first.

What is Custom Sorting?

"Excel Custom Sorting is a feature allowing users to sort the data based on
their preferences and requirements. To sort the order based on precedence,
Excel provides the option to create a custom list for the preferred sorting
order."

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Custom Sorting in Excel is used to define your own custom order. At times, you
may need to sort data that is not an alphabetical or ascending sort. Excel lets
you create your own custom lists to sort data. For instance, in the below given
data we want to sort the data on basis of continent, Asia, Africa, Europe, US.

Here we will apply the Custom Sorting option and put the order of the
continents in the List entries textbox (as shown below).
Excel will sort the data on the basis on the specified condition. You will get the
following output.
Steps to create a Custom Sorting

In the below Excel worksheet, we are given a list of Students whose scores are
arranged in any order. In Excel, there aren't any options to sort values based
on grades. Now how to solve this?
The solution to this problem is Custom Sorting. We will solve this problem
using the custom sort dialogue window. To create a custom sorting, follow the
below-given steps:
1. The first step is to select any cell inside the specified data set.

2. Next, click on the Data tab from the Excel ribbon tab. Go to the Sort &
Filter group-> click on the Sort option.

3. The Sort window will appear as shown below. From the resulting
window, click on the sort by drop-down list. You will have different
options. Select the one based on which you want to sort your data. In
 our case, we have selected the Score option.

4. Next, we will specify the Order. Click on the Order drop-down and select
the Custom List option from the resulting window.

5. Excel will open the Custom Lists dialog box (as shown below). Type the
order of your grade in the List entries textbox. Since we have to arrange
it from high to low so it will be: A1, A2, B1, B2, C1, C2, D1, D2, F
6. Click on Add button to add the sorting option in the custom lists.
 7. Click on OK.

8. If your data has headers, make sure to tick the checkbox option 'My
data has headers'.
9. Once all is done, click on the OK button to apply the sort.

10.As a result, Excel will sort the data on the basis of high to low grades.

NOTE: If two students have the same grade, the first one will be put first on the
list if no other sorting is applied.
Yes! The Custom Sort is that's easy.

How to Filter in Excel: add, apply, use, and remove filter

The advancement of Microsoft Excel in today s world is because of its features

that allow one to arrange, manipulate and display data in a user-friendly
manner. One such Excel feature is the AutoFilter.

The advantage of Excel is that it enables the user to filter any data and offers
different built-in options to ease the entire process. This tutorial will cover the
various steps to add, apply, use and remove the filter from the Excel
worksheet.

1. What is Filter in Microsoft Excel?

2. How to apply filter
3. Steps to add filter to one or multiple columns
4. How to filter empty or non-empty cells
5. How to add Filter for different data values:
o Filter Text data
o Filter numeric data
6. Step to apply Filter by color
 7. Filter data using search field
8. How to copy the filtered data
9. Re-apply the Filter
10.How to remove the applied filter
11.How to clear the filter
12.Excel filter not working

Let's get started!

What is filter in Microsoft Excel?

Excel Filter (also known as AutoFilter) is a valuable method widely used to

show only the relevant data, removing all other information from the
worksheet. Using this technique, you can quickly filter rows based on different
values, formats, and other customised criteria. Once the filter is applied to
your worksheet, you easily copy, edit, insert a chart or print the visible data
without rearranging the complete data.

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Methods to add filter in Microsoft Excel

In Excel, there are three methods to apply the filter technique:

Method 1: Using Filter button

Go the Data tab, click on Filter option present under Sort & Filter group.

Method 2: Using Filter under Editing group

Click on the Excel Home tab, from the Editing group, go to the Sort & Filter
option, click on Filter.

Method 3: Using Excel Filter shortcut

The third method to apply filter in Excel is by using Excel shortcut.

You can easily turn on or off the filter by shortcut: Ctrl+Shift+L

Respective of the method you choose, the following drop-down will appear in
the header cells of your Excel worksheet.
How to apply filter in Excel

In the above section, we covered how to add Filter in an Excel worksheet. Once
we add the Filter, a drop-down arrow will be added in the respective column
heading. This arrow indicates that the Filter has been added but has yet to be
applied when you hover over the arrow, a screen tip displays (Showing All).

Perform the following steps, do filter your Excel data:

1. Move your cursor to the drop-down arrow for the column you want to
filter.
2. All the fields of the filter are selected by default, uncheck the Select
All box so we can customize put the filter box.
3. Check the boxes next to the data you want to, and click OK.

For example, here we have filtered data the rows only for computers course to
view the content for this.

That's it! You are done! Applying filter is that easy in Microsoft Excel.
How to filter blank / non-blank cells

While working with Excel, the blanks cells are one of the major crises that
commonly we need to filter out. Whether you want to filter blanks or non-
blanks, do one of the following:

To filter out blanks, click on the filter dropdown, and the following window will
appear, make sure the Select All box is checked, and last uncheck the Blanks
field present at the bottom. It will show only those rows containing values in
the selected column.

To filter out non-blank cells (to show only the cells containing nothing),
uncheck the Select All box and select the Blanks field. It will show all the blank
cell rows in the selected column.
If you wish to delete the Blank columns from your worksheet, you must filter
out the non-blank cells. Select the filtered output, right-click on them, and click
the Delete row option.

Notes: The Blanks option will only be available if the selected columns contain
at least one empty cell.

How to add Filter for different data values

Let's cover the steps to filter data on the basis of text and number values.

Filter Text Data

Text data is one of the most commonly used datatypes in Excel. When you
filter text, by default, Microsoft Excel provides some options that will ease the
text filtering process. Those options involve:
 o Filter cells that are equal to or completely match the given text.
o Filter cells that are not equal to the given text value.
o Filter cells that begin with the given text value.
o Filter cells that ends with the given text value.
o Filter cells that contain the specified value anywhere in the text.
o Filter cells that do not contain the specified value anywhere in the text.
o You can opt for the custom filter to create your filter options if none of
the above suits your requirements.

For example, below given are the steps to filter out rows containing SUMIF
text:

1. Go the Data tab, click on Filter option present under Sort & Filter group.
2. Click on the filter icon on any of the column header where you want to
apply the Text Filters.
 3. The window will appear, select the Text Filters option, and along with
that select the required filter. In our case, we have selected Contains....

4. As shown below, the Custom AutoFilter dialog box will appear. Type the
text value for which you want to create the filter or you can select it
from the from the dropdown list.

5. Once done click on OK button.

Filter numbers in Excel

Unlike Text values, you Excel provides different options to filter the numeric
data as well, it includes:
 o Filter cells that are equal to or completely match the specified number.
o Filter cells that are not equal to or completely match the specified
number.
o Filter numbers that are greater than, less than or lies between the given
number.
o You can also easily filter the top 10 or bottom 10 numbers.
o Filter the cells on the basis of above average or below average.

For example, below given are the steps to filter out rows containing value
greater than 300:

1. Go the Data tab, click on Filter option present under Sort & Filter group.
2. Click on the filter icon on any of the column header where you want to
apply the filter.
 3. The window will appear, select the Number Filters option, and along
with that select the required filter. In our case, greater than....

4. As shown below, the Custom AutoFilter dialog box will appear. Type the
number value for which you want to create the filter or you can select it
from the from the dropdown list.

5. Once done, click on the OK button.

How to filter by color in Excel

If you have formatted your data using conditional formatting, in such cases you
can filter the data by color as well. You can apply the filter with respect to cell
color, font color and cell icon.

Microsoft Excel provides a default option to filter by colour. Click on the auto-
filter drop-down arrow, and in its window, and it will show the options to Filter
by Color (where the options depend on the formatting you have applied to the
selected column):
For instance, we have formatted the cells using a combination of two colours,
i.e., red and green. You can show only the red cells using the Filter by the
colour option. Perform the following steps to get it done:

1. Apply the conditional formatting to the any of the column.

2. Go the Data tab, click on Filter option present under Sort & Filter group.
3. The filter arrow will appear on all the header cells, click on the filter icon.
4. From the resulting list, select the Filter by Color option.
5. Select the required color - red in our case.

6. As a result, Excel will only display the cells with red conditional
formatting. You will have the following output.
How to filter in Excel with search

The Excel filter option includes a search box that is extremely helpful for
navigating large data sets. Using this field box, you can quickly filter rows by
entering the exact name, date, number or text.

For instance, in our case, we want to display all the records containing all the
data about the Excel course. All you need to do is to click on the filter icon.
Look for the search box from the resulting dropdown and type the word Excel.
As a result, the Filter panel will instantly match the record from the column
data and quickly present all the items that match the search. To view only the
rows containing Excel data, press the enter key or click on the button.

If you want to extend the filter for multiple searches, you must type the second
search field. Once the result appears, check the box for Add current selection
to filter option, and click on the OK button. For example, we are adding AI to
the already filtered 'Excel' data list.
Excel will return the following filtered output:

Re-apply a filter after changing data

Many times, after applying the filter we edit or delete something from the
filtered cells. But the problem after doing such edits is that Excel AutoFilter
does not update those changes automatically. To reflect them, you need to re-
apply the filter by using the following steps:

o Put your cursor anywhere within your dataset.

o Go to the Data tab, from the Sort & Filter group, click in Reapply option

OR

o Go to the Home tab, From the Editing group, click on Sort & Filter->
Reapply.

How to copy filtered data in Excel

So far we have covered how to filter different data. Now the question arises
how to copy and paste the filtered data to another worksheet? The steps are
simple and easy to implement. All you need to do is to follow the below
shortcuts:

1. Put your cursor on any of your filtered cell, and press the shortcut key
Ctrl + A. It will select all the filtered data including the table headers.
If you don't want to copy the column headers of the filtered data, select
the first (upper-left) cell, and after that, press the shortcut key Ctrl +
Shift + End to expand the data selection to the last filtered cell.
2. Press the shortcut key Ctrl + C to copy the data.
3. Spot your cursor to the cell destination or switch to another
sheet/workbook, and press the shortcut key Ctrl+V to paste the filtered
data.
Note. For small datasets, the above shortcuts work perfectly fine where the
filtered data is only copied. But sometimes, while working with large
workbooks, the hidden data or the filtered-out rows are also copied (though it
happens in rare cases). To prevent such situations, select the filtered range of
data cells and press the shortcut key Alt + ; it will select only visible cells
ignoring the filtered-out rows. Or else you can also take advantage of the Excel
Go To Special feature (Go the Home tab. From the Editing group, click on Find
& Select option > Go to Special... > Visible Cells only).

How to clear filter

Once you have filtered your data, make the invisible data visible. To enable so,
all you need to do is to clear all the filters to make the data visible again.

To clear the filter from a specific column, click on the filter icon and from the
window then click on 'Clear Filter from <Column name>'. Refer to the below
image

Doing so will remove the filter from the respective column.

Remove filter from Excel worksheet

Perform the following steps to quickly remove all filters from your existing
worksheet:

Click on the Data tab, go to the Sort & Filter group, and click on Clear option.

OR

You can go to Home tab > Editing group, and from the resulting options click on
Sort & Filter > Clear

Filter not working in Excel

Many times, the AutoFilter fails to give the required output or stops working
halfway down a worksheet. Though these situations commonly occur if the
filter is not applied properly or sometimes it occurs because some new data
has been entered outside the range of filtered cells in your worksheet. To fix
the above problem, you can perform one of the following solutions:

1. Re-apply the filter to the cells.

2. If re-applying the filter doesn't work, use the clear all option and apply
the filters from start.

That's it for this tutorial! But unlike in Excel, advancement is all you need, give
the above options a try, and you can go deeper with filters.

Excel Advance Filters

If you work with Excel, filters are one of the often used features that quickly
helps you to segregate data sets based on a given selection, string, number or
other criteria. But do you know Microsoft Excel offers advanced filter options
that can completely change your Excel life? There are many scenarios when a
standard AutoFilter can't accomplish what you want; the Advance filter works
like a miracle. Sounds wonderful, right!

Therefore, this tutorial will discover some cool stuff you can do using the Excel
advanced filter. Below given are the list of topics:

1. What is Excel Advanced Filter?

2. Difference between AutoFilter and Advanced Filter
3. Create an advanced filter in Excel
o Criteria range for advanced filter
o Criteria for number and date values
o Criteria for text values
o Advanced Filter options with wildcard
o Advanced Filter criteria and Formulas
4. Using AND and OR logic gates using Advanced Filter
5. Extract some specific columns
6. Copy the filtered data to another worksheet

Let's get it started!

What is Excel Advanced Filter?

As the name suggests, "Excel Advanced Filter contains more extensive and
developed features than the regular filter version. It is commonly used when
users need to implement more intricate criteria to filter their data."

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Advanced Filter is helpful when you want to find data that meets two or more
complex criteria?for example, extracting data by matching and seeing the
differences between different rows, filtering columns that match values
present in another list, and catching exact matches, including case-sensitive
and case insensitive, and many more.

Excel Advanced Filter was introduced with Excel 2003 version and since then
has been available in all later versions, including Excel 2007, Excel 2010, Excel
2013, Excel 2106, Excel 2019 and Excel 365.

Regular Filter vs Advanced Filter

 S.No Excel AutoFilter Excel Advanced Filter

1. Excel AutoFilter is easy and quick as it Excel Advanced Filter is complex,

has the built-in power to filter your data and it involves multiple steps and
with a single button click. All you need to criteria. It has no pre-defined
do is hit the Filter button on the Excel setup using Auto Filter; therefore,
ribbon, and your filter will automatically it cannot be applied automatically.
apply to the selected data set. It mandates the manual
configuring of the selected range
and criteria range.

2. AutoFilter permits filtering data values Advanced Filter can find rows that
with a maximum of two criteria range satisfy multiple criteria in multiple
defined directly in the standard columns where the advanced
AutoFilter dialog window. criteria must be entered in a
different range of your Excel
sheet.

Excel already contains an Auto Filter properly that works pretty well and solves
most of your problems. Many of you might wonder what was necessary to
introduce Excel Advanced filter. Below given are the differences between the
Auto Filter and Advanced filter:

How to create an advanced filter in Excel

Excel Advanced Filter is complex as it involves many advanced steps, but it

definitely gives you more refined and customised results. Everything you want
to create an advanced filter, make sure to perform the below-given steps in
your worksheet:

1. Organize the selected data

1. Always add a heading to your row. Therefore, each of your column will
be having it unique header as repeated headers creates confusion to
Advanced Filter.
2. Advance filter won't work well with blank rows. Always make sure there
are no blank rows within the selected data range.
Refer to the below image to get an idea of how our table looks like:

2. Create the criteria range

For Advance Filter, always create a separate range on the top of the
worksheet. Though it is not mandatory, you can place the criteria range
anywhere on the sheet. But it becomes more convenient and accessible if you
put it at the top of the sheet and separate it from the primary data with one or
more blank rows.

For example, to filter records for the North province whose total value is
greater than 20000, we will set up the below-given criteria range:

Region: North

Total: > 20000

3. Apply Excel Advanced Filter

Since we have created our criteria range, applying an advanced filter is next.
Following are the steps:

o Select any cell from your data range.

o From the excel ribbon, go to the Data tab, select the Sort & Filter group,
and click on Advanced from the dialogue window.

o The filter dialogue window will be displayed as soon as you click the
above option. Now we have to set up and configure the filter
parameters.
4. Configure the Filter parameters

In the Advance Filter dialog box, we will put the following values in the
parameters:

1. Action: This parameter will specify whether we want to filter the

selected data in their respective place or copy the output and place it in
another location.
o If you select the "Filter the list in place" option, it will hide the
rows that doesn't not fit in your criteria.
o Selecting "Copy the results to another location" option, will direct
you to select the upper-left cell of the range where you can copy
and paste the filtered rows. Always select blank cells in the
destination range else all cells below the copied range will be
cleared.
2. List range: It represents the range of cells to be filtered, and the column
headings should be included.
o If you have already selected the data range before clicking the
Advanced option, Excel will automatically pick the range and fill
the list for you.
o If you are not satisfied with the listed range, click on the Collapse
Dialog icon which will redirect you to the worksheet from where
you can select the preferred range using the cursor.
3. Criteria range: In this filed, we will supply the range of cells where we
have the specified the criteria in our worksheet.
o In our case, we are filtering the list in place, click on the Collapse
Dialog icon which will redirect you to the worksheet from where
you can select the criteria range using the cursor.
 4. Unique Records: If you only want unique data, click on the Unique
records only checkbox placed on the left corner the Advanced Filter
dialog window. It will filter only unique data entries.

Finally, click OK, and you will get the following filter output where it will only
show the entries whose region is north and total sales is greater than 20000:

Filter and Copy in Another column

In the above section, we learned how to apply the advanced filter tool in the
worksheet containing our actual data. Now, what if we want to copy the filter
data to another worksheet? You might think the easiest way is to choose the
given "Copy to another location" option and select the range in another
worksheet where we want to paste our data. But the irony of this method is it
ends with an error stating: "You can only copy filtered data to the active
sheet".

Excel enables an option to quickly copy the data to a different location. This
way, you can keep both the data, the original one and the filtered data as well.
Let's suppose, your data is kept in sheet1 and you want to copy the filtered
data to sheet3 Following are the steps to filter and copy data in a different
column:

1. Again, we will set up a criteria range at the top rows on worksheet1.

Criteria Range

Region Total Sales

North >=10000

2. Manually go to sheet3 and, using the cursor select any blank cell. Make
sure it contains no text. Else it will be overwritten.
3. From the excel ribbon, go to the Data tab, select the Sort & Filter group,
and click on Advanced from the dialogue window.
4. The filter dialogue window will be displayed; select the following
options:
o For the Action field, you will find two options. Choose the option
Copy to another location.
o The following field is List Range; click on the Collapse Dialog icon,
which will redirect you to sheet2, switch to sheet one and select
the range you want to filter using the cursor.
o In the Criteria range box, select the criteria you want to apply.
o The last step is to click on the Copy to box, and select the cell
range in sheet2 where you wish to place your data.
o If you want unique data, click on the Unique records only
checkbox in the left corner of the Advanced Filter dialogue
window.
o Finally, click OK,
 5. You will get the following filter output.

Excel Advanced Filter criteria range

So far, we have created an advanced filter, and we came to know it is not

rocket science. We can easily create a filter per our requirement in just a few
steps. But knowing a little bit more can increase your filter options.

Comparison operators

In the Advanced Filter criteria, you can compare different numeric values using
the following comparison operators.

Comparison Operator Explanation Example

= Equals to X==Y
> Greater than X>Y

< Less than X<y

>= Greater than or equal to X >= Y

<= Less than or equal to X <= Y

<> Not equal to X <> Y

So far, we have already used the following criteria range where we have been
using the >=10000 criteria to filter records that are greater than or equal to
10000.

Criteria Range

Region Total Sales

North >=10000

Now, let's suppose you want to filter data of the North region for the month of
January, where the total sales are greater than 3000. For this, we will create a
criteria range using the following operators:

Region: North

Order date: >=1-07-2022

Order date: <=31-07-2022

Total Sales: >3000

Excel will throw the following output:

Advanced filter for text

In the above section, we covered operators that helped apply criteria on

numbers and dates. Apart from these, you can also use logical operators to
compare text values. The following table contains all the rules:

Criteria Description

="=txt" To filter cells whose values areexactly equal to "text".

text To filter values that start with "text".

<>text To filter data whose content are not exactly equal to"text".
 >text It is used to filter data whose text are alphabetically aligned after "text"

< text It filter all the text that are alphabetically aligned before "text"

Example 1. To filter text with exact match

Many times we only want to show those cells that contain values exactly
matching with specific text or character, including uppercase, lowercase, equal
sign or comma.

For example, if we only want to filter Apple products from the Excel list, we will
use the below-given criteria: ="=Apple ". Once you press enter Microsoft will
automatically display the criteria as =Apple in the criteria range, but you can
have a look at the full formula in the formula bar:

As you will notice in the below image, the criteria ="=Apple" shows only the
Apple records with Total sales greter than 3000, ignoring Green Apple and
Pineapple. The criteria will be as follows:

Product: ="=Apple"

Total Sales: >3000

Example 2. To Filter data that starts with a specific text

To filter all cells whose text starts with a specified value. We need to type that
text in the criteria range without mentioning the equal symbol (=) or double
quotes ("").

For instance, to filter all product that contain the text "green" with total sales
greater than 10000, we will use the below given criteria:
Product: Green

Sub-total: >10000
Criteria Description Example

*val* To filter the values that contains the Examples: * apple *, will
text val return green apples,
pineapple

??val To filter values whose text starts with Example: ??apple, will
any two characters followng val return "//apple",
"12apple"

val*val To filter text that start with "text" AND Example: apple*apple
contain a second occurrence of "text" will return apple my red
anywhere in the cell. apple

="=val*val" This character used to filter text that Example: ="=apple?

starts with AND end with "val". Orange" will return
"Appple my Orange"

="=val1? It is used to filter vaues that start with Example: ="=apple?

val1" "val1", end with "val2", and include only orange will return
one character in between. ="=Apple?Orange

val~** It is used to filter the cells that start Example: apple~** will
with "val",followed by any other text. return apple*banana

="=?????" It is used to filters the cells that contains It will return characters
5 characters values. like apple, lemon
Excel Advanced Filter with wildcards

So far, in this tutorial, we have learned how to filter an exact match. What if
you want to filter the text records only with a partial match? Yes, it is also
possible to use wildcard characters. Below given are the most common
wildcard characters used in Excel

o Question mark (?): This character matches the specified content with
any single character.
o Asterisk (*): This wildcard character matches any sequence of
characters.
o Tilde (~) followed by *, ?, or ~ : This character is used to filter text that
contains a ? (question mark), * (asterisk), or tilde (~).

Apart from the above entries, you can also refer to the table below to
understand a few more criteria range examples with wildcards.--

To fetch the produscts that contain the word apple we will use the following
criteria:

Product:* Apple*

Total Sales: >10000

Using Advanced Filter with AND vs. OR logic

Excel Advanced filter can work well with AND as well as OR logic to set up a
more advanced criteria range and filter out more complex data:

o Criteria applied on the same row are linked using an AND operator.
o Criteria applied on different rows are linked using an OR operator.

Let's understand the above concepts using the following examples:

Excel Advanced Filter with AND logic

To create a filter with (total sales greater than equal to 10000) >=10000 AND
Sales in Mar >=1000. Now you might be wondering whether we can apply both
criteria together. Yes, by using AND logic we can use apply both the criteria
together in an Excel worksheet.

Excel Advanced Filter with OR logic

To create a filter where the Total sales >=3000 OR Sales in Mar >=600, we will
put each criteria on a separate row:
Excel Advanced Filter with both AND as well as OR logic together

To create a filter where the product is Apple with total sales greater than or
equal to 30000 OR Average greater than or equal to 1000, we will apply the
following the criteria range:

MIS report in Excel

MIS refers to the Management Information System. An MIS report is created

by collecting the data comparing and analyzing it. The MIS reports are
prepared to analyze the performance of business/organization. Several types
of MIS reports can be created to generate different reports, such as HR MIS
reports, inventory reports, profit reports, etc.

This chapter will brief you about the MIS report, types of MIS report, how does
it create in Excel, and all other topics related to it.
What is an MIS report?

An MIS report is basically a collection of data that is collected after comparing

and analyzing the data. This data is related to daily tasks and business
processes. It is a summarized report using which you can monitor the
functioning of your business.

There are several types of reports like HR MIS reports, inventory reports, profit
reports, etc. These reports are categorized into four categories. With the help
of these reports, one can manage the daily business activities and problems by
creating different reports.

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Advantages of MIS report

Following is a list of advantages by which you can understand why should you
create the MIS report -

o MIS report helps to increase the productivity to a higher level.

o Helps to determine the current trends in market.
o By preparing the MIS report, you can identify the problems of your
business.
o It enables you to make better decisions for your business by
understanding the lack of productivity or performance.
 o It is one of the best ways for communication between employees and
department heads.
o Using the MIS report, one can make strategic planning for their business
and determine the business needs.

In the same way, various other advances of creating MIS report that helps in
growth of your business.

Components of MIS report

MIS reports have five major components that are required for preparing the
report. They work together to achieve the business goal. These are -

1. User
2. Data
3. Hardware
4. Software
5. Business plan of action

These are the components of the MIS report.

MIS report categories

MIS reports are categorized into four categories. Each category holds types of
reports. These four categories are -

1. Summary Report
2. Tread Report
3. Exception Report
4. On-demand Report

Summary Report

A summary report is the most commonly used report of Excel. It is common

because it pertains the day-to-day picture of the business. It represents the
report in a simpler manner and aggregates the information that makes sense.

For example, an inventory report will include the value of inventory in stock
and value of new purchases too. Similarly, a sales report is a detailed
description of daily sales, such as discounts, payments, taxes, and liabilities.
Tread Report

Tread reports are very helpful for comparative data, which means these
reports enable to compare the present performance with past performance.

For example, with the help of customer data, you can analyze that your
customer's shopping habits are changing.

Exception Report

As the names specify, an Exception report includes the anomalies. This type of
report contains every single instance of an abnormal condition. All these
abnormal occurrences are placed in a single place so that the management can
access them easily. These require immediate measures to manage risks.

The main purpose of creating this type of document is to show that the actual
performance deviates significantly from exceptions.

On-demand Reports

On-demand reports are created when one requires to generate an MIS report.
The on-demand report format and information inside it depend on the current
situation and person when needs it.

For example, a sales rep wants a report for certain products to know how is
the sell of these products in holiday season in a particular city at a specific
price. So, the MIS report will help how the change in price can affect the
probability in sale of the product.

Types of MIS report

There are several MIS reports, i.e.,

Sales MIS Report

The name of this MIS report is self-specified. The sales and marketing
departments create and manage the sales MIS report for transactional analysis
of products and services. This report includes the comparative data for
estimated sales and actual sales. Sales MIS report shows the revenue and all
growth factors.

Budget Report
A budget report is required to create for minimizing the expenses in business
and manage the finance of business. A common budget report can include
cash, expense, income, production budget, etc.

Production Report

The manufacturing department generates the production report that contains

the comparison set of targeted production and the final production count. The
difference between targeted production and final production help to measure
the efficiency of process.

MIS Report in Account

MIS Report in Account can be created by the sales, marketing, and

manufacturing department for different purposes. This MIS report provides
information of income, assets, liabilities, and expenditure.

Cashflow statement Report

By creating the cash flow statement report, the business operational

department can analyze the cash flow. This cash flow is the inflow and outflow
of the cash. It means the business operational department can know the
overall transaction for a certain time period. It also allows them to trace the
fund source utilized for the outflow.

Fund statement Report

The account and finance team prepare the fund statement report to keep
tracing the fund sources. This report also helps the account and finance
department to check where the funds are utilized.

Profit Report

A profit report is created to compare the difference between estimated and

actual profit. This report is again created by the account department. It also
helps them to know the factors for the profit and loss.

Profit report is very helpful to analyze the performance of a business. It

provides the report for the earned profit with respect to the target one.

Income Statement Report

An income statement report is created to store the income, tax, ledgers, and
balance sheet details. Using this report, the account team can analyze the
concurrent financial state of the business for which it is prepared. It helps to
evaluate the financial data of investors and stakeholders.

Abnormal Losses Report

This report helps the manufacturing department to reduce the expenditure in

businesses. Manufacturing defects, defects in raw materials, failure of
machinery, or natural tragedies come under abnormal losses.

Costing Report

Cost is one of the most important factors of any business. Whether it is a small
enterprise business or a large organization, it is very necessary to prepare the
costing report. Analyze the overall costs that are incurred by different
departments to see if they can be reduced.

HR MIS Report

HR MIS report is prepared by the HR department to analyze the employee's

performance for a certain duration. This report is essential when the top-level
department wants to know the performance of employees. It basically
contains the total task assigned, assignments, or projects done by the
employees.

Inventory Report

An inventory report is created to keep the information about the raw

materials. It keeps daily, weekly, monthly, and quarterly reports for production
and stock. Using this, you can analyze which raw material is leftover and which
one needs to be restocked.

Statistical Publications

This kind of report is a special type of report that is required in decision-making

and planning. Basically, it is important to analyze the data and develop an
accurate report.

Orders in hand Report

This report is created by the marketing and sales department. It is helpful for
maintaining the ratio between the production capacity of the product and the
order you received for the products.

Report on ideal time

As the name implies, this report contains the report of workers that how much
time they were idle on different tasks. This can be due to a lack of resources or
finished row materials. This report is created for storing the idle time
information and reason for it.

Machine utilization Report

Machine utilization report holds the information for the machinery utilized. It
helps to count how many hours a machine was utilized and also know the
amount of time it stayed idle.

Machine utilization report is prepared for manufacturing divisions by the

superior in change.

How to create MIS report?

You have learned what is MIS report, its advantages and its categories. Now,
you will see how to create an MIS report in Excel for a certain dataset. By
following a few steps, you can create different MIS reports in Excel.

Convert the data in tabular form

Step 1: We have some data in Excel. Make sure there should not be any macro
applied on data before preparing the MIS report.
Step 2: Select the data along with header and press the Ctrl+T to convert the
data to a table. It will open a panel to select and create the table for Excel data.

Note: Use Ctrl+T shortcut key in window and CMD+T in Mac operating system
to convert the excel sheet data to table.
Step 3: As our data has header. So, keep marked the My table has
headers checkbox. Now, press OK button.

Create a pivot table

Step 4: Select the data in table and move to the Insert tab. Here, click the Pivot
table option here.

Step 5: One more time, for the selected range of the table. Keep all the other
options same and press OK on this dialogue box.
Step 6: A new sheet will be created with pivot table. Select the parameter you
want to display in the table.

Step 7: A new pivot table will generate in MS Excel.

Step 8: In this pivot table, select the data and go to the Insert tab to insert a
pivot chart. So, click the Recommended Chart option here.

Step 9: Move to the All Charts option and select a chart you want to insert. We
have selected a column chart (Stacked column chart) for this data.
Step 10: See the chart for the data. You can follow the same steps to generate
the other charts.
How does the MIS report work?

MIS report is such kind of report that provides a concise view of company
performance. The company performance such as revenue, customer query,
order, HR indices, employee performance, so on.

By taking the help of MIS report, the users can analyze the estimated targets
with the achieved result. The main objective of this report is to provide insights
into business modal by contributing condensed disparate figures.

Microsoft Excel SUBTOTAL function with formula examples

What do you mean by the term SUBTOTAL Function in Microsoft Excel?

The Microsoft Excel basically defines out the SUBTOTAL as the Function that is
responsible for the purpose of returning a subtotal in a list or a database. And
in this context, the "subtotal" is not just used for totaling the numbers defined
in a range of cells as it could be used for the other works too.

Unlike other Microsoft Excel functions that are primarily designed only to
perform one if the specific thing, the SUBTOTAL function in Excel is amazingly
versatile - as it can perform different arithmetic as well as logical operations
which will be including the following things as well:

1. Counting of the respective cells.

2. Calculation of the average easily.
3. And the finding of the minimum or the maximum value in the given
Excel sheet.

Moreover, the respective SUBTOTAL Function is readily available in all versions

of Microsoft Excel, which are as follows:

o Microsoft Excel version 2016.

o Microsoft Excel version 2013.
o Microsoft Excel version 2010.
o Microsoft Excel version 2007, and lower version as well.

What are the basic points associated with the SUBTOTAL FUNCTION in
Microsoft Excel?
The various key points that are associated with the SUBTOTAL Function in
Microsoft Excel are as follows:

1. A subtotal function is basically considered as an inbuilt function in

Microsoft Excel that is categorized under the Function: math or
trigonometric function respectively.
2. The Subtotal will not just total out the numbers in a particular defined
range of cells, as it will be helping out by performing out the various
arithmetic operations on it.
3. And the SUBTOTAL Function in Microsoft Excel is very much versatile.
And we can use it for the purpose of doing average, sum up, as well as
counting a bunch of cells and the other calculations can also be
performed efficiently.

Definition of SUBTOTAL FUNCTION

The SUBTOTAL function in Excel is primarily used for the purpose of returning a
subtotal in a database or the list, that means finding out the Subtotal of a given
range of particular cells.

SUBTOTAL Formula in Microsoft Excel

The formulas that can be used for the SUBTOTAL Function in Microsoft Excel
are as follows:

Fun_num Fun_num Function Description

Includes Excludes
hidden values hidden values

1 101 AVERAGE It is responsible for calculating the

Average of a specified range.

2 102 COUNT The COUNT function is responsible

for counting the number of the
selected cells, which will also
contain numeric values.

3 103 COUNTA The COUNTA function primarily

 counts out a non-empty cell in the
specified range.

4 104 MAX The MAX Function is responsible

for finding the largest value in the
specified range.

5 105 MIN And the MIN function is also

responsible for the purpose of
finding out the smallest value in
the given specified range.

6 106 PRODUCT And the PRODUCT function is used

to calculate the product of cells in
the specified range.

7 107 STDEV The STDEV Function estimates the

Standard Deviation in the given
specified range.

8 108 STDEVP The STDEVP Function is

responsible for calculating the
Standard Deviation, which is also
based on the entire population.

9 109 SUM And the SUM function will help

efficiently calculate the Sum of the
specified range in the given excel
sheet.

10 110 VAR The VAR function is used for the

purpose of estimating the
variance in the specified range as
well.

11 111 VARP The VARP Function is responsible

 for estimating the variance based
on the entire population
respectively.

Formula:

1. =SUBTOTAL (function_num,ref1,.....)

In which,

1. Function_num or operation code:The SUBTOTAL formula primarily

indicates which respective Function should be used for the purpose of
calculating the subtotals within a given list.

Furthermore, the function_num argument is applied based on the two criteria

or methods as mentioned below.

a. Include hidden values: This value is basically used when the

function_num argument is in between the range of 1-11, and the
SUBTOTAL function will include the hidden values as well.
b. Ignore hidden values: When the function_num argument is in between
the range of 101-111, and the SUBTOTAL Function will then exclude or
ignore the hidden values. As it will be finding out values only invisible
rows that ignore hidden values in the calculation.

1. ref1, [ref2]:It is termed as the one or more references to the particular

cells containing the values on which the calculations need to be
performed for the Subtotal as well.

What are the three top reasons to make use of the SUBTOTAL in Microsoft
Excel?

Compared with the traditional Microsoft Excel functions, the SUBTOTAL

Function eventually gives us the following advantages which are as follows:

1. Calculating out the values in filtered rows

The Microsoft Excel SUBTOTAL function ignores the values in filtered-out rows,
which we can use to create a dynamic data summary in which the subtotal
values are re-calculated automatically according to the filter respectively.

o For example: If in case we want to filter out the table in order to show
the sales only for the East region, the Subtotal formula will be
automatically adjusting it so that all other regions are removed from the
total efficiently:

Important note.Because both function number sets (ranging from 1-11 and
101-111) will ignore filtered-out cells, we can use either the Subtotal 9 or
Subtotal 109 formula in this case effectively.

2. Calculation of only visible cells in Excel sheet

It was made remember that, the respective Subtotal formulas with the given
function_num 101 to 111 will ignore all hidden cells: filtered out and the
hidden manually. So, when we are making use of the Excel's Hide feature in
order to remove irrelevant data from a view, that in that scenario we can also
make use of the Function 101-111 for the purpose of excluding the values in
hidden rows from subtotals as well.

3) Ignoring all values in nested Subtotal formulas

Let us assume that, in a particular the range supplied to our Microsoft Excel
Subtotal formula contains any other Subtotal formulas, and those nested
subtotals will be ignored in that case, so the same numbers would only be
calculated once.

In the below-attached screenshot, the Grand Average formula, that

is: SUBTOTAL(1, C2:C10), will ignore the results of the Subtotal formulas in
cells, that is, C3 and C10, as if in case we make Use of an Average formula with
2 separate rangesAVERAGE(C2:C5, C7:C9) respectively.

How to make use of the SUBTOTAL Function in Microsoft Excel?

Let us now look at how the SUBTOTAL Function works in Microsoft Excel.

# Example 1: SUBTOTAL Formula for values hidden making Use of the Excel
Auto filter or Rows Hidden by a filter in Excel sheet
The respective table contains the Quarterly Sales Data in the below-mentioned
example, in which the individual quarters are in column E and the sales data in
column F respectively.

SUM FUNCTION is primarily applied in the respective cell "F16" =SUM (F4:F15).
It will be returning or results in a value of1184, respectively.

Now the SUM function will return the same value that is none other than 1184,
instead of 194 for the Q4 data if the rows are hidden by a filter (Below
screenshot).

And if in case we want the Correct SUM value of Q4 data only, then in that
case, we need to make use of the SUBTOTAL Function.

Now before applying the SUBTOTAL Function, that is present just under the
data toolbar, we will be also applying a filter for the header row respectively.
So let us calculate specifically Q1 or Q2 or Q3, or Q4 sales data individually for
filtered data:

We will be making use of the 109 as a function_num argument in the

SUBTOTAL Function in order to summarize the data. i.e., =SUBTOTAL (109,
C17:C28)

And the particular SUBTOTAL function will be then ignoring the rows hidden by
a filter and calculating the correct result.

Here is the subtotal value that will get changes dynamically according to the
filter. It will find only a sum of values in the visible rows, and the SUBTOTAL
Function will neglect hidden rows as well.

Q4

Q3
Q2

Q1

# Example 2:SUBTOTAL Function for the manually Hidden Rows in the Excel
sheet

In the respective Microsoft Excel sheet, row no that is 15, 16, 19, as well as 20
have been hidden by making use of the row formatting option by just
highlighting these rows, right-clicking with the help of the mouse, and after
that, we will be selecting out the "Hide" option respectively.

And a subtotal function is used in the respective cell that is C23 of the selected
spreadsheet for the purpose of calculating the Sum of visible cells as well.

After that, we need to make use of 109 as a function_num argument in the

SUBTOTAL Function in order to summarize the data.

i.e., =SUBTOTAL (109, C14:C21)

Here, the respective SUBTOTAL Function will then ignore rows manually
hidden and calculate the correct result.

After that, it will find a sum of values in the visible rows only; the SUBTOTAL
Function will also neglect the hidden rows.

# Example 3: SUBTOTAL Function for normal value in the Excel sheet

And in this, all of the selected cells in the given range of quarterly sales figures
are visible, and none of them is filtered, or rows are hidden so that it will be
including all the values.
As in the below-mentioned example, we can see that multiple subtotal
functions are easily applied.

So in the particular cell, C14, C15, and C16, SUBTOTAL Functions are applied
efficiently.

Now for the purpose of calculating the SUM value, the respective Function
number that is either 9 or 109 is basically used in a subtotal function which will
be then calculating the Sum of a specified range, that is:=SUBTOTAL (9,
C4:C11).

As soon as we apply the formula, it will give us the Sum of all values in the cell
that is C4:C11, provided none are filtered, and the rows are hidden in that
specified range.
And now, for the purpose of calculating out the MIN value, the respective
Function number that is either 5 or 105 is used in a subtotal function where it
will be finding out the smallest value in the specified range. In a particular cell,
C15, a SUBTOTAL function is effectively applied, i.e. =SUBTOTAL (5, C4:C11):
It will be finding out the smallest value in the given specified range that is from
cell C4:C11:

And for the purpose of calculating out the MAX value, the respective Function
number 4 or 104 can be used in a subtotal function in order to find the largest
value in the specified range. And in a cell, C16, a SUBTOTAL function is applied,
that means=SUBTOTAL (4, C4:C11):
It will then find out the largest value in the specified range from C4:C11,
respectively.

Microsoft Excel Subtotal not working: common errors

If in case our respective subtotal formula returns an error, it is just likely to be

because of one of the following reasons as well:

1. #VALUE!: And the particular function_num argument is other than an

integer that is ranging in between of 1 - 11; or any of the ref arguments
containing 3D Reference.
 2. #DIV/0! It primarily occurs if a specified summary function has
performed a division by zero.
3. #NAME?: The name of the respective Subtotal Function is misspelled -
then the easier error needs to be fixed respectively.

Important note: It should be noted that if we do not feel comfortable with the
SUBTOTAL Function yet, we can use the built-in SUBTOTAL features and have
the formulas inserted for us automatically.

What are the important things which need to be remembered by an individual

in Microsoft Excel?

The important things that need to be remembered by an individual while

working with the SUBTOTAL Function in Microsoft Excel are as follows:

1. An individual can effectively apply a respective SUBTOTAL function for

the purpose of finding out a sum of filtered values.
2. And the particular SUBTOTAL function is primarily used for the purpose
of ignoring out the values in the hidden rows respectively.
3. Moreover, the unction _ num argument value must not get exceed by 11
or less than 1 in any of the case. Similarly, it should not be greater than
111 or less than 101; if it is greater than the value mentioned earlier,
then in that scenario it will be giving an error: #VALUE! Error.
4. And a SUBTOTAL function is primarily applicable only for the numeric
value only.
5. And if in case any subtotals are usually present in the SUBTOTAL range,
then, in that case, they all will be neglected, which means that if any
already existing SUBTOTAL formulas are there in the input range of
other SUBTOTAL formulas, then that particular values are neglected by
the subtotal Function during the calculation so that the occurrence of
the double counting is avoided and thus preventing out the error of
double counting as well.
6. Besides all these, a SUBTOTAL function can efficiently use for the
purpose of summarizing out the data dynamically.
7. And the Blank cells as well as the cells which are containing the non-
numeric values are ignored by the subtotal Function during the
calculation effectively.
# Example 3: SUBTOTAL Function for normal value in the Excel sheet

And in this, all of the selected cells in the given range of quarterly sales figures
are visible, and none of them is filtered, or rows are hidden so that it will be
including all the values.

As in the below-mentioned example, we can see that multiple subtotal

functions are easily applied.

So in the particular cell, C14, C15, and C16, SUBTOTAL Functions are applied
efficiently.

Now for the purpose of calculating the SUM value, the respective Function
number that is either 9 or 109 is basically used in a subtotal function which will
be then calculating the Sum of a specified range, that is:=SUBTOTAL (9,
C4:C11).

As soon as we apply the formula, it will give us the Sum of all values in the cell
that is C4:C11, provided none are filtered, and the rows are hidden in that
specified range.

And now, for the purpose of calculating out the MIN value, the respective
Function number that is either 5 or 105 is used in a subtotal function where it
will be finding out the smallest value in the specified range. In a particular cell,
C15, a SUBTOTAL function is effectively applied, i.e. =SUBTOTAL (5, C4:C11):

It will be finding out the smallest value in the given specified range that is from
cell C4:C11:

And for the purpose of calculating out the MAX value, the respective Function
number 4 or 104 can be used in a subtotal function in order to find the largest
value in the specified range. And in a cell, C16, a SUBTOTAL function is applied,
that means=SUBTOTAL (4, C4:C11):

It will then find out the largest value in the specified range from C4:C11,
respectively.

Microsoft Excel Subtotal not working: common errors

If in case our respective subtotal formula returns an error, it is just likely to be
because of one of the following reasons as well:

1. #VALUE!: And the particular function_num argument is other than an

integer that is ranging in between of 1 - 11; or any of the ref arguments
containing 3D Reference.
2. #DIV/0! It primarily occurs if a specified summary function has
performed a division by zero.
3. #NAME?: The name of the respective Subtotal Function is misspelled -
then the easier error needs to be fixed respectively.

Important note: It should be noted that if we do not feel comfortable with the
SUBTOTAL Function yet, we can use the built-in SUBTOTAL features and have
the formulas inserted for us automatically.

What are the important things which need to be remembered by an individual

in Microsoft Excel?

The important things that need to be remembered by an individual while

working with the SUBTOTAL Function in Microsoft Excel are as follows:

1. An individual can effectively apply a respective SUBTOTAL function for

the purpose of finding out a sum of filtered values.
2. And the particular SUBTOTAL function is primarily used for the purpose
of ignoring out the values in the hidden rows respectively.
3. Moreover, the unction _ num argument value must not get exceed by 11
or less than 1 in any of the case. Similarly, it should not be greater than
111 or less than 101; if it is greater than the value mentioned earlier,
then in that scenario it will be giving an error: #VALUE! Error.
4. And a SUBTOTAL function is primarily applicable only for the numeric
value only.
5. And if in case any subtotals are usually present in the SUBTOTAL range,
then, in that case, they all will be neglected, which means that if any
already existing SUBTOTAL formulas are there in the input range of
other SUBTOTAL formulas, then that particular values are neglected by
the subtotal Function during the calculation so that the occurrence of
the double counting is avoided and thus preventing out the error of
double counting as well.
6. Besides all these, a SUBTOTAL function can efficiently use for the
purpose of summarizing out the data dynamically.
7. And the Blank cells as well as the cells which are containing the non-
numeric values are ignored by the subtotal Function during the
calculation effectively.