Excel Data Validation and Database Functions
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Questions and Answers

What happens when a user selects a cell with data validation applied and no input message is set?

  • A default value is entered
  • An error message appears
  • A warning message appears
  • No message appears (correct)

    • What is the primary purpose of data validation in Excel?

  • To create a dropdown menu with predefined choices
  • To perform calculations using multiple database fields
  • To control what a user can enter into a cell (correct)
  • To fix and remove invalid entries

    • What is the purpose of the Error Alert Tab?

  • To hide the input message
  • To customize the input message
  • To control how validation is enforced (correct)
  • To change the data validation rule

    • What type of value can be validated using data validation in Excel?

    <p>Numbers, dates, or text values</p> Signup and view all the answers

    What happens when the style is set to 'Stop'

    <p>Invalid data triggers a window with a message</p> Signup and view all the answers

    What is the benefit of using data validation to present a user with a predefined choice?

    <p>It provides a convenient way to give a user exactly the values that meet requirements</p> Signup and view all the answers

    What is the effect of setting the style to 'Information' or 'Warning'?

    <p>A window with a custom message appears, but the user can ignore it</p> Signup and view all the answers

    Where is data validation implemented in Excel?

    <p>On the Data tab of the ribbon</p> Signup and view all the answers

    What is the purpose of the input message?

    <p>To inform the user what is allowed or expected</p> Signup and view all the answers

    What is the purpose of the Input Message tab in data validation?

    <p>To define a message to display when a cell with validation rules is selected</p> Signup and view all the answers

    What happens when a user selects 'Yes' in the Warning alert window?

    <p>The invalid data is accepted</p> Signup and view all the answers

    What is the benefit of using custom validation rules in Excel?

    <p>It allows you to use your own formula to validate input</p> Signup and view all the answers

    What is the effect of selecting 'Any Value' in data validation?

    <p>No validation is performed</p> Signup and view all the answers

    What happens when a user enters invalid data in a cell with data validation?

    <p>An error message is displayed</p> Signup and view all the answers

    What type of data is allowed when 'Whole Number' is selected in data validation?

    <p>Only whole numbers</p> Signup and view all the answers

    What is the primary difference between data validation and database functions?

    <p>Data validation is used to control data entry, while database functions are used to perform calculations</p> Signup and view all the answers

    What is the purpose of using named ranges in data validation?

    <p>To make references absolute and prevent changes</p> Signup and view all the answers

    What happens when a data validation formula returns an error?

    <p>The formula is ignored by Excel</p> Signup and view all the answers

    What is the purpose of using dummy formulas in data validation?

    <p>To test data validation formulas</p> Signup and view all the answers

    What is the function of the LEN function in the formula: AND(LEFT(A1)="z",LEN(A1)=5)?

    <p>To check the length of the value</p> Signup and view all the answers

    What does the formula =AND(A1>TODAY(),A1

    <p>Allows only dates within 30 days of today</p> Signup and view all the answers

    What is the purpose of using commas in data validation?

    <p>To separate multiple values</p> Signup and view all the answers

    What is the advantage of using a worksheet reference in data validation?

    <p>It allows for dynamic data validation</p> Signup and view all the answers

    What is an example of a custom data validation formula?

    <p>A formula that allows only 5 character values that begin with 'z'</p> Signup and view all the answers

    What is the purpose of the 'Whole number' option in Excel data validation?

    <p>To require a whole number within a specified range</p> Signup and view all the answers

    What is the result of selecting the 'Decimal' option in Excel data validation?

    <p>Decimal values are allowed within a specified range</p> Signup and view all the answers

    What is the purpose of the 'List' option in Excel data validation?

    <p>To restrict input to a specific list of values</p> Signup and view all the answers

    What is the result of selecting the 'Date' option in Excel data validation?

    <p>Only dates are allowed within a specified range</p> Signup and view all the answers

    What is the purpose of the 'Time' option in Excel data validation?

    <p>To restrict input to a specific time range</p> Signup and view all the answers

    What is the purpose of the 'Text length' option in Excel data validation?

    <p>To validate input based on the number of characters or digits</p> Signup and view all the answers

    What is the purpose of the 'Custom' option in Excel data validation?

    <p>To validate input using a custom formula</p> Signup and view all the answers

    What is the effect of selecting the 'Ignore blank' checkbox in Excel data validation?

    <p>Blank cells are not validated when the 'circle invalid data' command is used</p> Signup and view all the answers

    Study Notes

    Data Validation in Excel

    • Data validation is a feature in Excel that controls what a user can enter into a cell.
    • It can be used to ensure a value is a number between a specific range, a date within a certain timeframe, or a text entry with a limited number of characters.
    • Data validation can display a message to the user telling them what is allowed, stop invalid user input, or present the user with a predefined choice in a dropdown menu.

    Defining Data Validation Rules

    • Data validation is defined in a window with 3 tabs: Settings, Input Message, and Error Alert.
    • The Settings tab is where you enter validation criteria, with options for built-in validation rules or custom formulas.
    • The Input Message tab defines a message to display when a cell with validation rules is selected, but has no effect on what the user can enter.
    • The Error Alert tab controls how validation is enforced, with options to stop, warn, or inform users of invalid data.

    Data Validation Options

    • Eight options are available to validate user input:
      • Any Value: no validation is performed.
      • Whole Number: only whole numbers are allowed.
      • Decimal: allows decimal values.
      • List: only values from a predefined list are allowed.
      • Date: only dates are allowed.
      • Time: only times are allowed.
      • Text length: validates input based on number of characters or digits.
      • Custom: validates user input using a custom formula.

    Settings Tab Options

    • Two checkboxes are available:
      • Ignore blank: tells Excel to not validate cells that contain no value.
      • Apply these changes to other cells with the same settings: updates validation applied to other cells when it matches the original validation.

    Creating Drop Down Menus

    • Drop down menus can be created by hardcoding values into the settings box or selecting a range on the worksheet.
    • Named ranges can also be used to specify values, and are automatically absolute.

    Data Validation Formula Examples

    • Examples of custom formulas include:
      • Allowing only 5 character values that begin with "z".
      • Allowing only a date within 30 days of today.

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    Quiz Team

    Description

    Learn how to apply data validation settings and use database functions to perform calculations in Excel. Create validation rules, make data validation lists, and more.

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