Microsoft Excel Data Types

Excel Data Types

• There are four main data types in Microsoft Excel: Text, Number, Logical, and Error.

Number Data

• Includes any kind of numerical value, such as large numbers, small fractions, quantitative data, and qualitative data.
• Examples of number data include:
  • Monetary totals
  • Whole numbers
  • Percentages
  • Decimals
  • Dates
  • Times
  • Integers
  • Phone numbers

Text Data

• Includes alphanumeric characters, numerical values, and special symbols.
• Main difference between Number data and Text data: calculations can be performed on Number data, but not Text data.
• Text data can be used to label columns or rows to organize data, such as labeling a row "revenue" or a column "January 2022".
• Examples of text data include:
  • Words
  • Sentences
  • Dates and Times (when not intended for calculation)
  • Addresses
• Important to format data correctly, as Excel may categorize unrecognized figures as Text data by default.

Excel Data Types

• Excel data types are classified into four categories: Text, Number, Logical, and Error.
• Each data type has its own functions and uses, and understanding them is crucial for effective data management.

Number Data

• Includes any kind of numerical value, such as large numbers, small fractions, and quantitative or qualitative data.
• Examples of number data:
  • Monetary totals
  • Whole numbers
  • Percentages
  • Decimals
  • Dates
  • Times
  • Integers
  • Phone numbers

Text Data

• Includes characters such as alphabetical, numerical, and special symbols.
• The primary difference between number data and text data is that calculations can be performed on number data, but not text data.
• Examples of text data:
  • Words
  • Sentences
  • Dates
  • Times
  • Addresses
• Excel may categorize unrecognized figures as text data by default, so it's essential to format data correctly.

Sorting Data

• The SORT function is used to sort data in a spreadsheet.
• The SORT BY function is more flexible and respects column additions/deletions.
• Steps to sort data:
  • Select the cell in the data range
  • Click A-Z to sort text in ascending order
  • Click smallest to largest to sort numbers in ascending order
  • Click largest to smallest to sort numbers in descending order

Excel Data Types

• There are four data types in Microsoft Excel: Text, Number, Logical, and Error.
• Each data type has its own functions and uses.

Number Data

• Includes any kind of number, such as:
  • Monetary totals
  • Whole numbers
  • Percentages
  • Decimals
  • Dates
  • Times
  • Integers
  • Phone numbers

Text Data

• Includes characters such as alphabetical, numerical, and special symbols.
• Cannot be used in calculations.
• Examples of text data include:
  • Words
  • Sentences
  • Dates
  • Times
  • Addresses
• Excel may categorize unrecognized figures as text data by default.

Sorting Data

• The SORT function is used to sort data in a spreadsheet.
• The SORT BY function is more flexible and respects column additions/deletions.
• Steps to sort data:
  • Select the cell in the data range.
  • Select A-Z to sort text.
  • Select smallest to largest to sort numbers.

Functions

• A function is a predefined formula that performs calculations using specific values in a particular order.
• Examples of functions include:
  • SUM: adds values.
  • AVERAGE: returns the average of the arguments.
  • MAX: returns the largest value of the selected column.
  • MIN: returns the smallest value of the selected column.
• Examples of using functions:
  • =SUM(A2:A10) adds the values in cells A2:10.
  • =AVERAGE(A1:A20) returns the average of the numbers in range A1:A20.
  • =MIN(A2:A7) returns the smallest value in range A2:A7.
  • =MAX(A2:A7) returns the largest value in range A2:A7.

Excel Data Types

• There are four main data types in Microsoft Excel: Text, Number, Logical, and Error.

Number Data

• Includes any kind of number, such as monetary totals, whole numbers, percentages, decimals, dates, times, integers, and phone numbers.
• Examples: 10, 10.5, 10%, $10.00, 10/10/2022, 10:00 AM.

Text Data

• Includes characters such as alphabetical, numerical, and special symbols.
• Examples: Words, sentences, dates, times, and addresses.
• Excel may categorize figures it doesn't recognize as text data by default.

Sorting

• The SORT function is used to sort data in a spreadsheet.
• The SORT BY function is more flexible and respects column additions/deletions.
• Steps to sort data:
  • Select the cell in the data range.
  • Select A-Z to sort text.
  • Select smallest to largest to sort numbers.

Functions

• A function is a predefined formula that performs calculations using specific values in a particular order.
• Examples of functions: SUM, AVERAGE, MAX, MIN.
• The SUM function adds values.
• The AVERAGE function returns the average of the arguments.

Error Indicators

• If Excel cannot evaluate a formula or function, it will display an appropriate error indicator.
• Examples of error indicators: #VALUE!, #DIV/0!, #NAME?, #REF!, #NUM!.
• Solutions to common errors:
  • #VALUE!: Check that cell references and values used within a function are of the correct types.
  • #DIV/0!: Check that a division by zero is not attempted.
  • #NAME?: Check the spelling of the function name and ensure text references are in inverted commas.
  • #REF!: Check that cell references are still valid after deleting rows or columns.
  • #NUM!: Ensure that numerical values are valid for the calculations for which they are being used.

Learn about the four different types of data in Microsoft Excel: Text, Number, Logical, and Error. Understand how to use each type and how they may change when exporting data.