1. Microsoft Excel 2013
Chapter 9 Formula Auditing, Data Validation, and Complex Problem Solving

2. Objectives 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
Formula Auditing, Data Validation, and Complex Problem Solving

3. Objectives 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

4. Project – On Display Packaging Production Plan
Formula Auditing, Data Validation, and Complex Problem Solving

5. Formula Auditing
Formula auditing allows you to examine formulas to determine which cells are referenced by those formulas and examine cells to determine which formulas are built upon those cells
Auditing the formulas in a worksheet can give you insight into how a worksheet is structured and how cells are related to each other
Formula Auditing, Data Validation, and Complex Problem Solving

6. Formula Auditing
Formula auditing is especially helpful when presented with a workbook created by someone else
Formula auditing is the process of reviewing formulas for errors
Errors may be obvious, with results that indicate that a formula is incorrect
Errors also may be less obvious, introduced through formulas that, while technically correct, result in unintended results in the worksheet
Formula Auditing, Data Validation, and Complex Problem Solving

7. Data Validation
Data validation allows you to set cells so that the values they accept are restricted in terms of type and range of data
This feature can be set up to display prompts and error messages when users select a cell or enter invalid data
You also can use data validation to circle cells containing data that does not meet the criteria you specified
You can place restrictions on values, provide a message to the user when a cell with restrictions is selected, and create an error message that is displayed when a restricted, or invalid, value is entered
Formula Auditing, Data Validation, and Complex Problem Solving

8. Data Validation
Excel’s data validation rules apply only when you enter data into the cell manually
Excel does not check the validation rules if a cell is calculated by a formula or set in a way other than direct input by the user
Formula Auditing, Data Validation, and Complex Problem Solving

9. Data Validation
The types of data validation criteria you can use include any specified value, whole numbers, a value in a list (such as a text value), dates, and custom values
When using the Custom validation type, you can use a formula that evaluates to either true or false
If the value is false, users may not enter data in the cell
Formula Auditing, Data Validation, and Complex Problem Solving

10. Adding Data Validation to Cells
Formula Auditing, Data Validation, and Complex Problem Solving

11. Circle Invalid Data
The Circle Invalid Data command checks for invalid data entered as a result of a formula or automated tool, such as Goal Seek and puts a red circle around the invalid data
Formula Auditing, Data Validation, and Complex Problem Solving

12. Goal Seek
You can use the Goal Seek feature to have Excel automatically modify a cell’s value in a worksheet in an attempt to reach a certain goal in a dependent cell
Goal seeking allows you to manipulate one cell in order to reach a goal
Formula Auditing, Data Validation, and Complex Problem Solving

13. Using the Goal Command Seek to Attempt to Solve a Complex Problem
Formula Auditing, Data Validation, and Complex Problem Solving

14. Solver
One of the tools that Excel provides to solve complex problems is Solver, which allows you to specify up to 200 cells that can be adjusted to find a solution to a problem
Solver also lets you place limits or constraints on allowable values for some or all of those cells
Solver will try many possible solutions to find one that solves the problem subject to the constraints placed on the data
Formula Auditing, Data Validation, and Complex Problem Solving

15. Solver
Solver allows you to solve complex problems where a number of variables can be changed in a worksheet in order to meet a goal in a particular cell
Unlike Goal Seek, Solver is not constrained to changing one cell at a time and can efficiently evaluate many combinations for a solution
The goal for the Solver feature is to maximize the solution within the constraints set
Formula Auditing, Data Validation, and Complex Problem Solving

16. Solver
Changing cells, or adjustable cells, are the cells modified by Solver to solve the problem
Solver will attempt to minimize the value of the target cell by varying the values in the other changing cells, within the constraints you set
Constraints are the requirements that have been placed on certain values in the problem
Formula Auditing, Data Validation, and Complex Problem Solving

17. Creating an Answer Report
When Solver finishes solving a problem, you can instruct it to create an Answer Report
An Answer Report shows the answer that Solver found, which constraints were in place, and which values in the worksheet Solver manipulated in order to solve the problem within those constraints
Solver generates the requested Answer Report on a separate worksheet after it finds a solution
Formula Auditing, Data Validation, and Complex Problem Solving

18. Viewing the Solver Answer Report
Formula Auditing, Data Validation, and Complex Problem Solving

19. Iterations
Iterations is a Solver parameter that sets the number of possible answer value combinations that Solver should try
Formula Auditing, Data Validation, and Complex Problem Solving

20. Using Solver When using Solver, three issues must be kept in mind
First, some problems do not have solutions
The constraints may be constructed in such a way that an answer that satisfies all of the constraints cannot be found
Second, sometimes multiple answers solve the same problem
Solver does not indicate when this is the case, and you will have to use your own judgment to determine if you should continue seeking another solution
Finally, Solver may require more time or iterations to solve the problem if it fails to find a solution
Formula Auditing, Data Validation, and Complex Problem Solving

21. Scenario Manager
Excel’s Scenario Manager is a what-if analysis tool that allows you to record and save different sets of what-if assumptions used to forecast the outcome of a worksheet model
The Scenario Manager also allows you to create reports that summarize the scenarios on your worksheet
Scenarios are named combinations of values that are assigned to variables in a model
Formula Auditing, Data Validation, and Complex Problem Solving

22. Creating a Scenario Summary Worksheet or a Scenario PivotTable Worksheet
You can create a Scenario Summary worksheet or a Scenario PivotTable worksheet to review and analyze various what-if scenarios when making decisions
A Scenario Summary worksheet generated by the Scenario Manager actually is a worksheet in outline format that you can print and manipulate just like any other worksheet
The Scenario PivotTable worksheet generated by the Scenario Manager also is a worksheet that you can print and manipulate like other worksheets
Formula Auditing, Data Validation, and Complex Problem Solving

23. Tracing Precedents
Tracer arrows are drawn from one cell to another, identifying cells that are related to other cells through use in a formula
A tracer arrow can be drawn from a cell that appears in a formula in another cell or from a cell that contains a formula with cell references
Red tracer arrows indicate that one of the referenced cells contains an error
Formula Auditing, Data Validation, and Complex Problem Solving

24. Tracing Precedents
Formula Auditing, Data Validation, and Complex Problem Solving

25. Tracing Precedents
A cell containing a formula that references other cells is said to have precedents
Each cell referenced in the formula is a precedent of the cell containing the formula
For example, in the formula C24=C23/$B$1, cells C23 and B1 are precedents of cell C24
Tracing precedents can highlight where a formula may be incorrect
Formula Auditing, Data Validation, and Complex Problem Solving

26. Tracing Precedents and Dependents
Tracing precedents and dependents reveals how formulas and values are related
Use Excel tools to examine the structure of the worksheet and identify where the source of an identified error is located, and to review and confirm the logic of the relationships between formulas and values
You should check to find the source of errors and to make sure that formulas have been constructed correctly
This requires a basic understanding of the necessary calculations in the worksheet
Formula Auditing, Data Validation, and Complex Problem Solving

27. Reviewing Precedents on a Different Worksheet
Precedents can be located on different worksheets in the same workbook, or in different workbooks
Formula Auditing, Data Validation, and Complex Problem Solving

28. Reviewing Precedents on a Different Worksheet
Formula Auditing, Data Validation, and Complex Problem Solving

29. Tracing Dependents
Identifying dependents highlights where changes will occur in the worksheet as a result of changing the value in the cell you are identifying as a referenced cell
A cell that references another cell is said to be a dependent of that referenced cell
If cell A3 contained the formula =B2/B4, cell A3 would be a dependent of cells B2 and B4
Changing the value in cell B2 or cell B4 also changes the result in the dependent cell A3
Formula Auditing, Data Validation, and Complex Problem Solving

30. Tracing Dependents
Formula Auditing, Data Validation, and Complex Problem Solving

31. Circular References
When a cell contains a circular reference, it means that one of its defining values is itself
For example, if you type =B2/A2 in cell B2, you have created a circular reference
Formula Auditing, Data Validation, and Complex Problem Solving

32. Common Error Codes Error Code Description #DIV/0!
Indicates that you have created a formula that divides a number by zero
#N/A!
Indicates that a value is not available to a formula or function
#NAME?
Indicates use of an invalid function name
#NULL!
Indicates no common cells in two ranges a formula identifies as having an intersection
#NUM!
Indicates that you used an invalid argument in a formula
#REF!
Indicates that a cell reference in a formula is not valid; it may be pointing to an empty cell, for instance
#VALUE!
Indicates that you have included nonnumeric data in a calculation
Formula Auditing, Data Validation, and Complex Problem Solving

33. Evaluating Formulas
The Evaluate Formula button allows you to move through a formula step by step, which can be a useful tool when working with long, complex formulas
Formula Auditing, Data Validation, and Complex Problem Solving

34. Showing Formulas
The Show Formulas button displays the formulas instead of values in the active worksheet
Formula Auditing, Data Validation, and Complex Problem Solving

35. Watch Window
The Watch Window button opens a separate window that displays values and formulas for specific cells that you choose to monitor
The Watch Window allows you to keep an eye on cells that you have identified as being related; this allows you to observe changes to the cells even when viewing a different worksheet or workbook
Formula Auditing, Data Validation, and Complex Problem Solving

36. Document Inspector
Excel provides several methods to protect your privacy or data that you may not want to share with others
Before distributing your workbook to others, you should consider what type of hidden information might be in your document
Excel provides a tool called the Document Inspector to inspect and report such information
You then easily can remove the hidden information or choose to leave the information in the document
Formula Auditing, Data Validation, and Complex Problem Solving

37. Document Inspector
The Document Inspector should be used before sharing a workbook publicly or when you suspect extraneous information remains in hidden rows and columns, hidden worksheets, document properties, headers and footers, or worksheet comments
The Document Inspector dialog box allows you to choose which types of content to inspect
Formula Auditing, Data Validation, and Complex Problem Solving

38. Inspecting a Document for Hidden and Personal Information
Formula Auditing, Data Validation, and Complex Problem Solving

39. Compatibility Checker
When distributing a workbook, you also should consider whether the intended recipients have the most recent version of Excel
If this is not the case, Excel allows you to save a workbook for use in previous versions of Excel, such as Excel
When you save a workbook in the Excel Workbook file format, Excel will invoke the Compatibility Checker, which notifies you if any of the content of your workbook cannot be saved in that format
Additionally, the Compatibility Checker will inform you if any content will not appear the same, such as cell or chart formatting
Formula Auditing, Data Validation, and Complex Problem Solving

40. Compatibility Checker
You should use the Compatibility Checker to determine if the features you use in your workbook are compatible with earlier versions of Excel
Formula Auditing, Data Validation, and Complex Problem Solving

41. Saving a Workbook as an Earlier Version of Excel
If you save the 2013 version of a workbook using the Excel workbook file format without changing the file name, you will not overwrite the 2013 version of the workbook
Formula Auditing, Data Validation, and Complex Problem Solving

42. Checking Compatibility and Saving a Workbook Using the Excel Workbook File Format and Mark a Workbook as Final
Formula Auditing, Data Validation, and Complex Problem Solving

43. Marking a Workbook as Final
Before sharing a workbook with others, you can mark the workbook as being final
When another user of your workbook opens the workbook, he or she will be notified that you have marked the workbook as final
The workbook can still be edited, but only if the user clicks a button to indicate that he or she wants to edit the workbook
Formula Auditing, Data Validation, and Complex Problem Solving

44. Information Rights Management (IRM)
Information Rights Management (IRM) is a feature of Excel that allows you to restrict access to workbooks
With IRM, you can restrict who can view, modify, print, forward, and copy a workbook
The types of restrictions include a variety of options
For example, expiration dates for reading or modifying a workbook are available
Before using IRM, your computer first must be configured with IRM, as should the computers or mobile devices or anyone attempting to use a document that includes IRM
Formula Auditing, Data Validation, and Complex Problem Solving

45. Protecting a Workbook
When IRM is installed properly the Protect Workbook menu in the Info gallery in the Backstage view includes several commands for limiting access to the workbook
You can limit who can access the workbook and who can make changes to the workbook
Formula Auditing, Data Validation, and Complex Problem Solving