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More About Spreadsheet Errors and Fixes

The document discusses spreadsheet errors, including common error messages like #DIV/0!, #VALUE!, and #REF!. It provides tips to avoid errors such as filtering data, using consistent formatting, and separating formula components correctly. The document also demonstrates how to use conditional formatting to highlight cells containing errors in Microsoft Excel and Google Sheets. Resources for troubleshooting specific error types are recommended.

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Kiel Rodelas
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190 views

More About Spreadsheet Errors and Fixes

The document discusses spreadsheet errors, including common error messages like #DIV/0!, #VALUE!, and #REF!. It provides tips to avoid errors such as filtering data, using consistent formatting, and separating formula components correctly. The document also demonstrates how to use conditional formatting to highlight cells containing errors in Microsoft Excel and Google Sheets. Resources for troubleshooting specific error types are recommended.

Uploaded by

Kiel Rodelas
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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More about spreadsheet errors and fixes

The PDF file in the attachment below includes topics and content from both the companion video
and this reading. You can save this file for future reference:

DAC2 Spreadsheet Errors and Fixes.pdf


PDF File

When you are new to data analytics—and sometimes even when you aren't—spreadsheet struggles
are real. It never feels good when you type in what you are sure is a perfect formula or function, only
to get an error message. Understanding errors and how to fix them is a big part of keeping your data
clean, so it’s important to know how to deal with issues as they come up, and more importantly, not
to get discouraged.

Remember, even the most advanced spreadsheet users come across problems from time to time.  

As a follow-up to what you learned in the previous video, here are a few best practices and helpful
tips. These strategies will help you avoid spreadsheet errors to begin with, making your life in
analytics a whole lot less stressful:

1. Filter data to make your spreadsheet less complex and busy.


2. Use and freeze headers so you know what is in each column, even when scrolling.
3. When multiplying numbers, use an asterisk (*) not an X.
4. Start every formula and function with an equal sign (=).
5. Whenever you use an open parenthesis, make sure there is a closed parenthesis on the other end
to match.
6. Change the font to something easy to read.
7. Set the border colors to white so that you are working in a blank sheet. 
8. Create a tab with just the raw data, and a separate tab with just the data you need.
Now that you have learned some basic ways to avoid errors, you can focus on what to do when that
dreaded pop-up does appear. The following table is a reference you can use to look up common
spreadsheet errors and examples of each. Knowing what the errors mean takes some of the fear out
of getting them.

Error Description Example


#DIV/0! A formula is trying to divide a =B2/B3, when the cell B3 contains
Error Description Example
value in a cell by 0 (or an
the value 0
empty cell with no value)
(Google Sheets only)
=COUNT(B1:D1 C1:C10) is invalid
Something can’t be interpreted
#ERROR! because the cell ranges aren't
as it has been input. This is
separated by a comma
also known as a parsing error.
The cell being referenced can't be
#N/A A formula can't find the data
found
The name of a formula or The name of a function is
#NAME?
function used isn't recognized misspelled
=DATEDIF(A4, B4, "M") is unable
The spreadsheet can't perform
to calculate the number of months
a formula calculation because
#NUM! between two dates because the
a cell has an invalid numeric
date in cell A4 falls after the date in
value
cell B4
A formula is referencing a cell A cell used in a formula was in a
#REF!
that isn't valid column that was deleted
There could be problems with
A general error indicating a spaces or text, or with referenced
#VALUE! problem with a formula or with cells in a formula; you may have
referenced cells additional work to find the source
of the problem.
If you are working with Microsoft Excel, an interactive page, How to correct a #VALUE! error, can
help you narrow down the cause of this error. You can select a specific function from a drop-down
list to display a link to tips to fix the error when using that function.

Pro tip: Spotting errors in spreadsheets with


conditional formatting
Conditional formatting can be used to highlight cells a different color based on their contents. This
feature can be extremely helpful when you want to locate all errors in a large spreadsheet. For
example, using conditional formatting, you can highlight in yellow all cells that contain an error, and
then work to fix them.

Conditional formatting in Microsoft Excel


To set up conditional formatting in Microsoft Excel to highlight all cells in a spreadsheet that contain
errors, do the following:

1. Click the gray triangle above row number 1 and to the left of Column A to select all cells in the
spreadsheet.
2. From the main menu, click Home, and then click Conditional Formatting to select Highlight Cell
Rules > More Rules.
3. For Select a Rule Type, choose Use a formula to determine which cells to format.
4. For Format values where this formula is true, enter =ISERROR(A1).
5. Click the Format button, select the Fill tab, select yellow (or any other color), and then click OK.
6. Click OK to close the format rule window.
To remove conditional formatting, click Home and select Conditional Formatting, and then click
Manage Rules. Locate the format rule in the list, click Delete Rule, and then click OK.

Conditional formatting in Google Sheets


To set up conditional formatting in Google Sheets to highlight all cells in a spreadsheet that contain
errors, do the following:

1. Click the empty rectangle above row number 1 and to the left of Column A to select all cells in the
spreadsheet. In the Step-by-step in spreadsheets video, this was called the Select All button.
2. From the main menu, click Format and select Conditional Formatting to open the Conditional
format rules pane on the right.
3. While in the Single Color tab, under Format rules, use the drop-down to select Custom formula is,
enter =ISERROR(A1), select yellow (or any other color) for the formatting style, and then click Done.
To remove conditional formatting, click Format and select Conditional Formatting, and then click the
Trash icon for the format rule.

Spreadsheet error resources


To learn more and read about additional examples of errors and solutions, explore these resources:

 Microsoft Formulas and Functions: This resource describes how to avoid broken formulas and
how to correct errors in Microsoft Excel. This is a useful reference to have saved in case you run into
a specific error and need to find solutions quickly while working in Excel. 
 When Your Formula Doesn’t Work: Formula Parse Errors in Google Sheets : This resource is a
guide to finding and fixing some common errors in Google Sheets. If you are working with Google
Sheets, you can use this as a quick reference for solving problems you might encounter working on
your own.
With some practice and investigative determination, you will become much more comfortable
handling errors in spreadsheets. Each error you catch and fix will make your data clearer, cleaner,
and more useful.

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