Chapter 9 Formula Auditing, Data Validation, and Complex Problem Solving Microsoft Excel 2013
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Chapter 9Formula Auditing, Data Validation, and Complex
Problem Solving
Microsoft
Excel 2013
• Use formula auditing techniques to analyze a worksheet
• Trace precedents and dependents
• Use error checking to identify and correct errors
• Add data validation rules to cells
• Use trial and error to solve a problem on a worksheet
• Use goal seeking to solve a problem
Objectives
Formula Auditing, Data Validation, and Complex Problem Solving 2
• Circle invalid data on a worksheet
• Use Solver to solve a complex problem
• Use the Scenario Manager to record and save sets of what-if assumptions
• Create a Scenario Summary report
• Create a Scenario PivotTable report
• Save a workbook for use in a previous version of Excel
Formula Auditing, Data Validation, and Complex Problem Solving 3
Objectives
Formula Auditing, Data Validation, and Complex Problem Solving 4
Project – On Display Packaging
Production Plan
• Analyze workbook formulas
• Set data validation rules
• Propose problem-solving strategies
• Create and evaluate scenarios
• Finalize the workbook
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Roadmap
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Tracing Precedents
• Select the cell for which you wish to trace the precedents
• Tap or click the Trace Precedents button on the FORMULAS tab to draw a tracer arrow across precedents of the selected cell
• Tap or click the Trace Precedents button on the FORMULAS tab again to draw arrows indicating the next level of precedents
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Tracing Precedents
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Reviewing Precedents on a Different
Worksheet
• Tap or click the desired cell to display the formula in the formula bar
• Identify the location of the precedent cell or cells
• Tap or click the other worksheet to make it the active sheet
• Review the precedent cells to determine if the reference to them in the formula is correct as written
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Reviewing Precedents on a Different
Worksheet
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Removing the Precedent Arrows
• Tap or click the Remove All Arrows arrow on the FORMULAS tab to display the Remove Arrows menu
• Tap or click Remove Precedent Arrows to remove precedent arrows
• Tap or click the Remove Arrows arrow on the FORMULAS tab again to display the Remove Arrows menu
• Tap or click Remove Arrows to remove the remaining tracer arrows
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Removing the Precedent Arrows
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Tracing Dependents
• Tap or click the cell for which you want to trace dependents
• Tap or click the Trace Dependents button on the FORMULAS tab the desired number of times to draw arrows to dependent cells
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Removing the Dependent Arrows
• Click the Remove All Arrows button on the FORMULAS tab to remove all of the dependent arrows
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Using Error Checking to Correct Errors
• Tap or click the desired cell to select it• Tap or click the Trace Precedents button on the
FORMULAS tab to identify the Precedents• Tap or click the desired formula and review to
determine if the references are correct• Tap or click the Error Checking button on the
FORMULAS tab to display the Error Checking dialog box
• Tap or click the Trace Error in the Error Checking dialog box to highlight the precedents of the active cell, which also contain error codes
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Using Error Checking to Correct Errors
• Tap or click the Next button to move to the next error• Tap or click the Edit in Formula Bar button and make
the necessary changes• Tap or click the Resume button to resume checking
errors• Tap or click the OK button to close the open dialog
boxes• If necessary, tap or click the Remove All Arrows
button on the FORMULAS tab to remove all the dependent arrows
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Using Error Checking to Correct Errors
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Adding Data Validation to Cells
• Select the cells to which you wish to add the data validation
• Tap or click the Data Validation button on the DATA tab to display the Data Validation dialog box
• Set the desired values on the Settings, Input Message, and Error Alert tabs
• Tap or click the OK button to accept the data validation settings for the selected cells
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Adding Data Validation to Cells
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Using Trial and Error to Attempt to Solve
a Complex problem
• Trial and error is not making blind guesses
• If you understand how the spreadsheet is set up and how the various variables interact, you can use this knowledge and logic to inform each subsequent trial following the first trial
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Using Trial and Error to Attempt to Solve
a Complex problem
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Using the Goal Command Seek to
Attempt to Solve a Complex Problem
• Tap or click the What-If Analysis button on the DATA tab to display the What-If Analysis menu
• Tap or click Goal Seek to display the Goal Seek dialog box
• Enter the desired values in the Set cell, To value, and ‘By changing cell’ text boxes
• Click the OK button to seek the goal
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Using the Goal Command Seek to
Attempt to Solve a Complex Problem
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Circling Invalid Data and Clearing
Validation Circles
• Tap or click the Data Validation arrow on the DATA tab to display the Data Validation menu
• Tap or click Circle Invalid Data on the Data Validation menu to place a red validation circle around invalid data
• Tap or click the Data Validation arrow on the DATA tab to display the Data Validation menu
• Tap or click Clear Validation Circles on the Data Validation menu to remove the red validation circle(s)
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Circling Invalid Data and Clearing
Validation Circles
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Using Solver to Find the Optimal
Solution to a Complex problem
• Tap or click the Solver button on the DATA tab to display the Solver Parameters dialog box
• Tap or click the Collapse Dialog button in the Set Objective text box to collapse the Solver Parameters dialog box
• Tap or click the desired target cell• Tap or click the Expand Dialog button on the right
side of the collapsed Solver Parameters dialog box to expand the dialog box
• If desired, click the Max, Min, or Value Of option button
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Using Solver to Find the Optimal
Solution to a Complex problem
• Tap or click the Collapse Dialog button in the By Changing Variable Cells text box to collapse the Solver Parameters dialog box
• Select the range(s) to enter the cells containing the set(s) of values to adjust
• Tap or click the Expand Dialog button on the right side of the collapsed Solver Parameters dialog box to expand the dialog box
• Tap or click the Add button to display the Add Constraint dialog box
• Select the range of values you wish to add as the cell reference for the constraint to set the value of the Cell Reference box
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Using Solver to Find the Optimal
Solution to a Complex problem
• Tap or click the middle box arrow, and then select the desired value
• Type the desired value in the Constraint box• Tap or click the Add button• Repeat the previous four steps to add additional
constraints• When finished with the final constraint, tap or click
the OK button to close the dialog box and display the Solver Parameters dialog box
• Tap or click the Select a Solving Method arrow button to display a list of solving methods
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Using Solver to Find the Optimal
Solution to a Complex problem
• Tap or click the desired solving method
• Tap or click the Solve button to display the Solver Results dialog box
• Tap or click the desired item in the Reports list to select the type of report to generate
• Tap or click the OK button to display the values found by Solver and the newly recalculated totals
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Using Solver to Find the Optimal
Solution to a Complex problem
Formula Auditing, Data Validation, and Complex Problem Solving 30
Viewing the Solver Answer Report
• Tap or click the Answer Report 1 sheet tab to display the Solver Answer Report
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Saving the Current Data as a Scenario
• Tap or click the What-If Analysis button on the DATA tab to display the What-If Analysis menu
• Tap or click Scenario Manager on the What-If Analysis menu to display the Scenario Manager dialog box
• Tap or click the Add button to prepare for adding a scenario to the workbook
• When Excel displays the Add Scenario dialog box, type the desired name in the Scenario name text box
• Tap or click the Collapse Dialog button to collapse the dialog box
• Select the range(s) to select the cells for the scenario
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Saving the Current Data as a Scenario
• Tap or click the Expand Dialog button to change the Add Scenario dialog box to the Edit Scenario dialog box
• Tap or click the OK button to accept the settings in the dialog box and display the Scenario Values dialog box
• Tap or click the OK button to display the Scenario Manager dialog box with the new scenario selected in the Scenarios list
• Tap or click the Close button in the Scenario Manager dialog box to save the new scenario in the workbook
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Saving the Current Data as a Scenario
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Adding the Data for a New Scenario
• Modify cells to include new data
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Using Solver to Find a New Solution
• Tap or click the Solver button on the DATA tab to display the Solver Parameters dialog box with the target cell, changing cells, and constraints used with the previous scenario
• Tap or click the Solve button to solve the problem using Solver and the constraints just entered and display the Solver Results dialog box
• Tap or click the desired item in the Reports list to select a report type
• Tap or click the OK button to display the values found by solver
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Using Solver to Find a New Solution
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Viewing the Solver Answer Report for the
Production_2 Solution
• Tap or click and then drag the Answer Report 1 sheet tab to the right of the Production Plan Answer Report 1 sheet tab to move the worksheet in the workbook
• Rename the Answer Report 1 worksheet
• If desired , change the sheet tab color
• Set the zoom to desired percentage
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Viewing the Solver Answer Report for the
Production_2 Solution
Formula Auditing, Data Validation, and Complex Problem Solving 39
Saving the Second Solver Solution as a
Scenario
• Tap or click the desired sheet tab to make it the active worksheet• Tap or click the ‘What-If Analysis’ button on the DATA tab to display
the What-If Analysis menu • Tap or click Scenario Manager on the What-If Analysis menu to
display the Scenario Manager dialog box• Tap or click the Add button to display the Add Scenario dialog box. • Type text in the Scenario name text box to name the new scenario• Tap or click the OK button to display the Scenario Values dialog box
with the current values from the worksheet• Tap or click the OK button to display the updated Scenarios list in
the Scenario Manager dialog box• Tap or click the Close button to save the scenario and close the
dialog box
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Saving the Second Solver Solution as a
Scenario
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Showing a Saved Scenario
• Tap or click the What-If Analysis button on the DATA tab to display the What-If Analysis menu
• Tap or click Scenario Manager on the What-If Analysis menu to display the Scenario Manager dialog box
• Select the desired scenario in the Scenarios list
• Tap or click the Show button to display the data for the selected scenario in the worksheet
• Tap or click the Close button to close the dialog box
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Creating a Scenario Summary
Worksheet
• Select the result cells to summarize
• Tap or click the What-If Analysis button on the DATA tab to display the What-If Analysis menu
• Tap or click Scenario Manager on the What-If Analysis menu to display the Scenario Manager dialog box
• Tap or click the Summary button to display the Scenario Summary dialog box
• Tap or click the OK button to generate a Scenario Summary report
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Creating a Scenario Summary
Worksheet
• Select the result cells to summarize
• Tap or click the What-If Analysis button on the DATA tab to display the What-If Analysis menu
• Tap or click Scenario Manager on the What-If Analysis menu to display the Scenario Manager dialog box
• Tap or click the Summary button to display the Scenario Summary dialog box
• Tap or click the OK button to generate a Scenario Summary report
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Creating a Scenario Summary
Worksheet
Creating a Scenario PivotTable
Worksheet
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• Tap or click the What-If Analysis button on the DATA tab to display the What-If Analysis menu
• Tap or click Scenario Manager to display the Scenario Manager dialog box
• Tap or click the Summary button to display the Scenario Summary dialog box
• In the Scenario Summary dialog box, tap or click the Scenario PivotTable report option button in the Report type area
• Tap or click the OK button to display the Scenario PivotTable
Creating a Scenario PivotTable
Worksheet
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Inspecting a Document for Hidden and
Personal Information
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• Tap or click File on the ribbon to open the Backstage view
• If necessary, tap or click the Info tab in the Backstage view to display the Info gallery
• Tap or click the Check for Issues button in the Info gallery to display the Check for Issues menu
• Tap or click Inspect Document to display the Document Inspector dialog box
• Tap or click the Inspect button to run the Document Inspector and display its results
Inspecting a Document for Hidden and
Personal Information
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Checking Compatibility and Saving a Workbook
Using the Excel 97-2003 Workbook File Format and
Mark a Workbook as Final
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• Tap or click the Save As command on the FILE tab to display the Save As dialog box
• Tap or click the ‘Save as type’ button and then click Excel 97-2003 Workbook to select the file format
• Tap or click the Save button to display the Microsoft Excel –Compatibility Checker dialog box
• Tap or click the Copy to New Sheet button to create a worksheet with the compatibility information in the workbook
• Tap or click the Continue button to save the workbook in the Excel 97-2003 Workbook file format
• Tap or click File on the Ribbon to open the Backstage view
Checking Compatibility and Saving a Workbook
Using the Excel 97-2003 Workbook File Format and
Mark a Workbook as Final
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• Tap or click the Protect Workbook button to display the Protect Workbook menu
• Tap or click Mark as Final to display the Microsoft Excel dialog box
• Tap or click the OK button to indicate you want to mark the workbook as final
• If necessary, tap or click the Continue button to display the Microsoft Excel dialog box
• Tap or click the OK button to close the Microsoft Excel dialog box and mark the workbook as final
Checking Compatibility and Saving a Workbook
Using the Excel 97-2003 Workbook File Format and
Mark a Workbook as Final
Formula Auditing, Data Validation, and Complex Problem Solving 51
Chapter Summary
Formula Auditing, Data Validation, and Complex Problem Solving 52
• Use formula auditing techniques to analyze a worksheet
• Trace precedents and dependents
• Use error checking to identify and correct errors
• Add data validation rules to cells
• Use trial and error to solve a problem on a worksheet
• Use goal seeking to solve a problem
Chapter Summary
Formula Auditing, Data Validation, and Complex Problem Solving 53
• Circle invalid data on a worksheet
• Use Solver to solve a complex problem
• Use the Scenario Manager to record and save sets of what-if assumptions
• Create a Scenario Summary report
• Create a Scenario PivotTable report
• Save a workbook for use in a previous version of Excel
Chapter 9Complete
Microsoft
Excel 2013
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