DATA RANGE

DEFINED CELL AND RANGE

CREATING DROPDOWN LIST

CONDITIONAL FORMATTING

Defining/Naming Cell or
Ranges
To

name a cell or cell range cell, follow

these steps:
1. Select

the cell or cell range that you

want to name.
o

You also can select noncontiguous cells (press Ctrl

as you select each cell or range).

Defining/Naming Cell or Ranges

2. On

the Formulas tab, click Define Name in the Defined

Names group.
The New Name dialog box appears.

Defining/Naming Cell or Ranges

3. In

the Name text box, type up to a 255-character

name for the range.
Range

names are not case-sensitive; however, range names

must follow these conventions:
The
No

The

first character must be a letter, an underscore, or a backslash.

spaces are allowed in a range name.

range name should not be the same as a cell address.

Defining/Naming Cell or Ranges

4.Click

OK.

*Alternatively, you can enter a range name into the

Name box located at the left end of the Formula bar
and press Enter to create the name.

CREATING DROPDOWN LIST

Creating

drop-down list with comma-separated

values
Creating

range

a drop-down list based on a named

Creating drop-down list with

comma-separated values
1. Select a cell or range for your drop-down list.
select

a cell or cells where you want a drop-down box to

appear. This can be a single cell, a range of cells or the entire
column.

Creating drop-down list with

comma-separated values
2. Use Excel Data Validation to create a drop-down list.
On the Excel ribbon, go to theData tab > Data Tools groupand clickData
Validation.

Creating drop-down list with

comma-separated values
3. Enter the list items and choose the options.
Inthe Data Validationwindow, on
theSettingstab, do the following:

In theAllowbox, selectList.

In theSourcebox, type the items you want to

appear in your drop-down menu separated by a
comma (with or without spaces).

Make sure theIn-cell dropdownbox is

checked.

Optionally, selectIgnore blanksif you want to

allow your users to leave the cell empty.

Click OK.

Creating an Excel drop-down list

based on a named range
1. Select the location for your
drop-down list.
Simply click in the cell where you
want to have the drop-down list.
This can be in the same sheet
where your list of entries is located
or in a different worksheet. You can
also select a range of cells, or the
entire column.

Creating an Excel drop-down list

based on a named range
Apply Excel Data
Validation.
2.

On the Excel ribbon, navigate to

theData
taband
clickData
Validation.

Creating an Excel drop-down list

based on a named range
3. Configure your drop-down list.

Inthe Data Validationwindow, go to theSettingstab,

and choose the following options:

In theAllowbox, selectList.

In theSourcebox, type the name you gave to your

range
preceded
by
an
equal
sign,
for
example=Ingredients.

Make sure theIn-cell dropdownbox is checked.

Put a tick in theIgnore blanks boxif your users are

allowed to leave the cell empty.

And finally, click the OK button to finish creating your

drop-down list.

Conditional Formatting

Conditional formatting applies one or morerulesto any cells

you want. An example of a rule might beIf the value is
greater than 5000, color the cell yellow. By applying this
rule to the cells in a worksheet, you'll be able to see at a
glance which cells are more than 5000. There are also rules
that can mark the top 10 items, all cells that arebelow the
average, cells that are within a certain date range, and
many more.

Creating Conditional Formatting

Rule
1. Select thecellsyou want to add formatting to.
2. In theHometab, click theConditional
Formatting command. A drop-down menu will
appear.
3. SelectHighlight Cells RulesorTop/Bottom
Rules. We'll choose Highlight Cells Rules for this
example. A menu will appear with severalrules.
4. Select the desired rule (Greater Than, for
example).

Creating Conditional Formatting

Rule
5. From the dialog box, enter avaluein
the space provided, if applicable. In this
example, we want to format cells that are
greater than $5000, so we'll enter 5000
as our value. If you want, you can enter
acell referenceinstead of a number.
6. Select a formatting style from the dropdown menu.
7. The formatting will be applied to the
selected cells.

Conditional Formatting Presets

Data barsare horizontal bars added to each cell, much like abar graph.

Conditional Formatting Presets

Color scaleschange the color of each cell based on its value.

Each color scale uses atwo- or three-color gradient. For
example,
in
theGreen-Yellow-Redcolor
scale,
thehighestvalues are green, theaveragevalues are yellow,
and the lowestvalues are red.

Conditional Formatting Presets

Icon setsadd a specific icon to each cell based on its value.

Removing Conditional Formatting

Rules
1. Select the cells that have conditional
formatting.
2. In theHometab, click
theConditional
Formattingcommand. A drop-down
menu will appear.
3. SelectClear Rules.

4. A menu will appear. You can choose

to clear rules from theSelected
Cells,Entire Sheet,This Table,
orThis PivotTable.

For the Exercise Activity

Please Download
P6 DATA RANGES.xlsx