There are some Microsoft Excel features that are awesome but somewhat hidden. And the «data table analysis» is one of them.
Sometimes a formula depends on multiple inputs, and you’d like to see how different inputs values would impact the result. The data table is perfect for that situation.
This is extremely useful to analyze a problem in Excel and figure out the best solution.
The Dataset
To use the data table feature we will need some data.
Here’s a table with 2 inputs (book price and quantity sold), and a formula (revenue = price * quantity).
If we sell 100 books at $29 each, we will make $2,900.
The data above assume we know the book price and how many copies we will sell. But we’re actually not sure, so we’d like to know the revenue for different combination of price and quantity. For example: how much profit will we make if we sell 150 copies instead of 100, and what if the price is $19 or $49?
There are 2 main ways to do that:
- Manually change the 2 inputs, and see how the result change.
- Do that automatically with the data table feature.
Nobody likes doing repetitive tasks manually, so let’s try the second option 
The Set Up
Before we start using the data table, we need to do some changes to our data.
First we need to copy the formula to a separate place. You can do this by simply typing =C4 in a blank cell.
Then we need to tell Excel what values we would like to test. To the right of the formula we list all the prices ($19, $29, $49), and below the formula we list all the quantities (25, 50, 100).
And we can add some basic formatting (borders and currency) to make things look slightly better.
Our goal is to fill this table with the profit for each combination of price and quantity.
Data Table Example
Now we can start the interesting part!
Select the new table we just created, and in the «data» tab, click on the «what if analysis» button. There select «data table».
A popup will appear that you need to fill like this:
- Row input cell: we listed the price at the top, so the «row input» is the price, which is in C2.
- Column input cell»: we listed the quantity in the left, so the «column input» is the quantity, which is in C3.
Press OK, and we are done. Excel did the math for us, and automatically updated the spreadsheet with all the numbers we wanted.
Now we can see exactly how much revenue we will make based on the different combination of inputs. For example it shows that selling 50 copies at $49 will make us $2,450. That’s super powerful.
Limitations
For your information, using data tables have some drawbacks. Here I listed three limitations that make me most uncomfortable:
- The performance and calculation speed of an Excel file will be slowed down if it contains many data tables.
- The structure of the data table is fixed. You will get an error message if you try to insert a row or column in a data table, or if you delete just a single cell in it.
- The data table must be located on the same tab as the setup data table (as mentionned above in the Set Up section). You cannot link the data table to cells on a different tab.
Conclusion
With just a few clicks, we can get Excel to do some magic computation and give us interesting information.
For this example we had a simple formula. But you could do the same on something much more complex, and Excel will give you the perfect answer in no time.
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By using What-If Analysis tools in Excel, you can use several different sets of values in one or more formulas to explore all the various results.
For example, you can do What-If Analysis to build two budgets that each assumes a certain level of revenue. Or, you can specify a result that you want a formula to produce, and then determine what sets of values will produce that result. Excel provides several different tools to help you perform the type of analysis that fits your needs.
Note that this is just an overview of those tools. There are links to help topics for each one specifically.
What-If Analysis is the process of changing the values in cells to see how those changes will affect the outcome of formulas on the worksheet.
Three kinds of What-If Analysis tools come with Excel: Scenarios, Goal Seek, and Data Tables. Scenarios and Data tables take sets of input values and determine possible results. A Data Table works with only one or two variables, but it can accept many different values for those variables. A Scenario can have multiple variables, but it can only accommodate up to 32 values. Goal Seek works differently from Scenarios and Data Tables in that it takes a result and determines possible input values that produce that result.
In addition to these three tools, you can install add-ins that help you perform What-If Analysis, such as the Solver add-in. The Solver add-in is similar to Goal Seek, but it can accommodate more variables. You can also create forecasts by using the fill handle and various commands that are built into Excel.
For more advanced models, you can use the Analysis ToolPak add-in.
A Scenario is a set of values that Excel saves and can substitute automatically in cells on a worksheet. You can create and save different groups of values on a worksheet and then switch to any of these new scenarios to view different results.
For example, suppose you have two budget scenarios: a worst case and a best case. You can use the Scenario Manager to create both scenarios on the same worksheet, and then switch between them. For each scenario, you specify the cells that change and the values to use for that scenario. When you switch between scenarios, the result cell changes to reflect the different changing cell values.
1. Changing cells
2. Result cell
1. Changing cells
2. Result cell
If several people have specific information in separate workbooks that you want to use in scenarios, you can collect those workbooks and merge their scenarios.
After you have created or gathered all the scenarios that you need, you can create a Scenario Summary Report that incorporates information from those scenarios. A scenario report displays all the scenario information in one table on a new worksheet.
Note: Scenario reports are not automatically recalculated. If you change the values of a scenario, those changes will not show up in an existing summary report. Instead, you must create a new summary report.
If you know the result that you want from a formula, but you’re not sure what input value the formula requires to get that result, you can use the Goal Seek feature. For example, suppose that you need to borrow some money. You know how much money you want, how long a period you want in which to pay off the loan, and how much you can afford to pay each month. You can use Goal Seek to determine what interest rate you must secure in order to meet your loan goal.
Cells B1, B2, and B3 are the values for the loan amount, term length, and interest rate.
Cell B4 displays the result of the formula =PMT(B3/12,B2,B1).
Note: Goal Seek works with only one variable input value. If you want to determine more than one input value, for example, the loan amount and the monthly payment amount for a loan, you should instead use the Solver add-in. For more information about the Solver add-in, see the section Prepare forecasts and advanced business models, and follow the links in the See Also section.
If you have a formula that uses one or two variables, or multiple formulas that all use one common variable, you can use a Data Table to see all the outcomes in one place. Using Data Tables makes it easy to examine a range of possibilities at a glance. Because you focus on only one or two variables, results are easy to read and share in tabular form. If automatic recalculation is enabled for the workbook, the data in Data Tables immediately recalculates; as a result, you always have fresh data.
Cell B3 contains the input value.
Cells C3, C4, and C5 are values Excel substitutes based on the value entered in B3.
A Data Table cannot accommodate more than two variables. If you want to analyze more than two variables, you can use Scenarios. Although it is limited to only one or two variables, a Data Table can use as many different variable values as you want. A Scenario can have a maximum of 32 different values, but you can create as many scenarios as you want.
If you want to prepare forecasts, you can use Excel to automatically generate future values that are based on existing data, or to automatically generate extrapolated values that are based on linear trend or growth trend calculations.
You can fill in a series of values that fit a simple linear trend or an exponential growth trend by using the fill handle or the Series command. To extend complex and nonlinear data, you can use worksheet functions or the regression analysis tool in the Analysis ToolPak Add-in.
Although Goal Seek can accommodate only one variable, you can project backward for more variables by using the Solver add-in. By using Solver, you can find an optimal value for a formula in one cell—called the target cell—on a worksheet.
Solver works with a group of cells that are related to the formula in the target cell. Solver adjusts the values in the changing cells that you specify—called the adjustable cells—to produce the result that you specify from the target cell formula. You can apply constraints to restrict the values that Solver can use in the model, and the constraints can refer to other cells that affect the target cell formula.
Need more help?
You can always ask an expert in the Excel Tech Community or get support in the Answers community.
See Also
Scenarios
Goal Seek
Data Tables
Using Solver for capital budgeting
Using Solver to determine the optimal product mix
Define and solve a problem by using Solver
Analysis ToolPak Add-in
Overview of formulas in Excel
How to avoid broken formulas
Detect errors in formulas
Keyboard shortcuts in Excel
Excel functions (alphabetical)
Excel functions (by category)
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In our previous blogs, we learned about two of the What-If Analysis features in Excel – Goal Seek and Scenario Manager. In this blog, we would unlock the third and the last tool called Data Table Feature of Excel What-If Analysis. Like the other two, this feature also enables us to make the forecast. The Data Table What-If Analysis excel feature assists us to determine the impact on the result if any change is made in the dependent variable components.
Let us take one simple example to understand this functionality.
Table of Contents
- Data Table – Example
- Basics About Excel Data Table
- Where Would You Find This Feature?
- Creating a One-Variable Data Table
- Creating A Two-Variable Data Table
- How to Delete A Table
Data Table – Example
You are in the forecast and budgeting department in an organization and you use Excel as a utility software for performing your tasks. You are in the current in the process of preparing the contribution analysis budgeting tool for your manager’s usage.
Below is the screenshot of the current quarter’s contribution margin.
As you can see that the contribution margin (cell B6) contains the formula and is dependent on the other three variables (viz. Quantity sold, selling price, and variable cost per unit). The contribution margin is what is the final result and the other three are called the dependent variable components.
Now, suppose you want to analyze how the change in the dependent variables impact the contribution margin. You can perform the same by either using the Scenario Manager tool or the data table feature. The scenario manager feature has already been covered in our previous blog.
In this blog, we would learn to use the data table to achieve the desired objective.
Basics About Excel Data Table
Just like the other two What-If Analysis Tools, the Excel Data table feature also helps us to do forecasting. It enables us to put different values in the dependent input components and shows us its impact on the final result/output.
The example provided in the above section is a simple one, just to make you understand the functionality. You can use the what-if analysis tools with complex formula structure for your performing the budgeting/forecasting.
Unlike the scenario manager tool, where you can create scenarios with 32 variable components, the data table can be used when you want to analyze the impact on the formula cell by changing a maximum up to TWO variable components.
In the upcoming sections of this blog, you would learn both – one variable and two variables data table creation and many more related functions.
It is important to note that the ‘Data Table’ should not be confused with ‘Excel Tables’. Excel Tables are normal tables with few additional advantages.
Let us now begin.
Where Would You Find This Feature?
Navigate to the following path to reach to this tool: Data tab > Forecast Tool > What-If Analysis button > Data Table.
Creating a One-Variable Data Table
The one variable data table allows you to see the impact on the result cell by changing one of the variable input cells.
Follow the below steps:
Enter the variable input values for which you want to do result analysis in either column or row. Firstly, we would learn to create a data table using the column-oriented tool. Therefore, I have put the variable input values in the form of a column.
In the adjacent cell, we want to have the resultant contribution amount. So, give the reference of the cell B6 in this adjacent cell.
Refer to the screenshot below:
Now, select the data range including all the cells except the heading cells (in our example range D2:E8)
Navigate to the Data Table tool (as shown in the above section), and the ‘Data Table’ dialog box would pop out on your screen.
Now, click on the ‘Column Input Cell’ (As the quantities sold are in a column form) and give reference to the cell B3 in the original table. Cell B3 represents the variable Quantity Sold.
Finally, click on the ‘OK’ button and as a result, you would notice that the excel fills the contribution column (Column E) with the contribution amount based on the formula.
You can even arrange the resultant table in the row orientation. In that case, the only change is that you need to enter the reference formula in ‘Row Input Cell’ instead of the ‘Column Input Cell’.
Refer to the below screenshot:
The result would be as under:
Creating A Two-Variable Data Table
The two-variable data table helps to determine the change in the formula cell when two dependent variables change simultaneously.
In the same example, let us understand the impact on the contribution with a simultaneous change in the quantity sold and selling price per unit, keeping the variable cost per unit as a constant value of $85.45 per unit.
Follow the below steps to achieve the same:
Where you want to create a two-variable data table, you need to put one variable as the table row and another as the table columns.
I have put the column headings as the quantity sold and row headings are selling price per unit.
Then give reference to the contribution margin cell from the original table (cell B6) in this top-left cell of this newly created table as highlighted in the screenshot below:
Firstly, select the entire table from D1 to I8 and then open the ‘Data Table’ dialog box.
In the section, ‘Row Input Cell’ select the cell B4 from the original table. This represents the row heading in the newly created table). Similarly, in section, ‘Column Input Cell’, select cell B3 from the original table, which represents the column headings in the new table.
As soon as you click on the ‘OK’ button, you would notice that the excel fills the blank cell s in this newly created table with the appropriate values. Refer to the screenshot below:
Therefore, we can see that if we sell 14,000 units at $96 each, then we would earn a contribution margin of $ 1,47,700.
This brings us to the end of this section.
How to Delete A Table
Before starting with deleting the data table, let us perform one activity. Select a cell in the data table then use your keyboard and press the ‘Delete’ key.
What did you notice? Did the excel allow you to delete the individual cell value in the data table?
The answer is NO !!
The Excel pops out a message dialog box. Refer to the screenshot below:
However, when you would try to delete the entire table, the excel would allow. Just, select the entire table and use your keyboard to ‘Delete’.
As a result, Excel would allow you to delete the values.
This brings us to the end of this blog. Share your views and comments in the comment section below.
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With a Data Table in Excel, you can easily vary one or two inputs and perform What-if analysis. A Data Table is a range of cells in which you can change values in some of the cells and come up with different answers to a problem.
There are two types of Data Tables −
- One-variable Data Tables
- Two-variable Data Tables
If you have more than two variables in your analysis problem, you need to use Scenario Manager Tool of Excel. For details, refer to the chapter – What-If Analysis with Scenario Manager in this tutorial.
One-variable Data Tables
A one-variable Data Table can be used if you want to see how different values of one variable in one or more formulas will change the results of those formulas. In other words, with a one-variable Data Table, you can determine how changing one input changes any number of outputs. You will understand this with the help of an example.
Example
There is a loan of 5,000,000 for a tenure of 30 years. You want to know the monthly payments (EMI) for varied interest rates. You also might be interested in knowing the amount of interest and Principal that is paid in the second year.
Analysis with One-variable Data Table
Analysis with one-variable Data Table needs to be done in three steps −
Step 1 − Set the required background.
Step 2 − Create the Data Table.
Step 3 − Perform the Analysis.
Let us understand these steps in detail −
Step 1: Set the required background
-
Assume that the interest rate is 12%.
-
List all the required values.
-
Name the cells containing the values, so that the formulas will have names instead of cell references.
-
Set the calculations for EMI, Cumulative Interest and Cumulative Principal with the Excel functions – PMT, CUMIPMT and CUMPRINC respectively.
Your worksheet should look as follows −
You can see that the cells in column C are named as given in the corresponding cells in column D.
Step 2: Create the Data Table
-
Type the list of values i.e. interest rates that you want to substitute in the input cell down the column E as follows −
-
Type the first function (PMT) in the cell one row above and one cell to the right of the column of values. Type the other functions (CUMIPMT and CUMPRINC) in the cells to the right of the first function.
Now, the two rows above the Interest Rate values look as follows −
As you observe, there is an empty row above the Interest Rate values. This row is for the formulas that you want to use.
The Data Table looks as given below −
Step 3: Do the analysis with the What-If Analysis Data Table Tool
-
Select the range of cells that contains the formulas and values that you want to substitute, i.e. select the range – E2:H13.
-
Click the DATA tab on the Ribbon.
-
Click What-if Analysis in the Data Tools group.
-
Select Data Table in the dropdown list.
Data Table dialog box appears.
- Click the icon in the Column input cell box.
- Click the cell Interest_Rate, which is C2.
You can see that the Column input cell is taken as $C$2. Click OK.
The Data Table is filled with the calculated results for each of the input values as shown below −
If you can pay an EMI of 54,000, you can observe that the interest rate of 12.6% is suitable for you.
Two-variable Data Tables
A two-variable Data Table can be used if you want to see how different values of two variables in a formula will change the results of that formula. In other words, with a twovariable Data Table, you can determine how changing two inputs changes a single output. You will understand this with the help of an example.
Example
There is a loan of 50,000,000. You want to know how different combinations of interest rates and loan tenures will affect the monthly payment (EMI).
Analysis with Two-variable Data Table
Analysis with two-variable Data Table needs to be done in three steps −
Step 1 − Set the required background.
Step 2 − Create the Data Table.
Step 3 − Perform the Analysis.
Step 1: Set the required background
-
Assume that the interest rate is 12%.
-
List all the required values.
-
Name the cells containing the values, so that the formula will have names instead of cell references.
-
Set the calculation for EMI with the Excel function – PMT.
Your worksheet should look as follows −
You can see that the cells in the column C are named as given in the corresponding cells in the column D.
Step 2: Create the Data Table
-
Type =EMI in cell F2.
-
Type the first list of input values, i.e. interest rates down the column F, starting with the cell below the formula, i.e. F3.
-
Type the second list of input values, i.e. number of payments across row 2, starting with the cell to the right of the formula, i.e. G2.
The Data Table looks as follows −
Do the analysis with the What-If Analysis Tool Data Table
-
Select the range of cells that contains the formula and the two sets of values that you want to substitute, i.e. select the range – F2:L13.
-
Click the DATA tab on the Ribbon.
-
Click What-if Analysis in the Data Tools group.
-
Select Data Table from the dropdown list.
Data Table dialog box appears.
- Click the icon in the Row input cell box.
- Click the cell NPER, which is C3.
- Again, click the icon in the Row input cell box.
- Next, click the icon in the Column input cell box.
- Click the cell Interest_Rate, which is C2.
- Again, click the icon in the Column input cell box.
You will see that the Row input cell is taken as $C$3 and the Column input cell is taken as $C$2. Click OK.
The Data Table gets filled with the calculated results for each combination of the two input values −
If you can pay an EMI of 54,000, the interest rate of 12.2% and 288 EMIs are suitable for you. This means the tenure of the loan would be 24 years.
Data Table Calculations
Data Tables are recalculated each time the worksheet containing them is recalculated, even if they have not changed. To speed up the calculations in a worksheet that contains a Data Table, you need to change the calculation options to Automatically Recalculate the worksheet but not the Data Tables, as given in the next section.
Speeding up the Calculations in a Worksheet
You can speed up the calculations in a worksheet containing Data Tables in two ways −
- From Excel Options.
- From the Ribbon.
From Excel Options
- Click the FILE tab on the Ribbon.
- Select Options from the list in the left pane.
Excel Options dialog box appears.
-
From the left pane, select Formulas.
-
Select the option Automatic except for data tables under Workbook Calculation in the Calculation options section. Click OK.
From the Ribbon
-
Click the FORMULAS tab on the Ribbon.
-
Click the Calculation Options in the Calculations group.
-
Select Automatic Except for Data Tables in the dropdown list.
In Microsoft Excel, data tables are part of a suite of commands known as What-If analysis tools. When you construct and analyze data tables, you are doing what-if analysis. What-if analysis is the process of changing the values in cells to see how those changes will affect the outcome of formulas on the worksheet.
Contents
- 1 How do you use what-if a table in Excel?
- 2 How do I create a data analysis table in Excel?
- 3 How do I make a what-if analysis data table?
- 4 Why is what-if analysis not working?
- 5 Do what-if analysis with Goal Seek?
- 6 Why is my data table returning same value?
- 7 What is what-if analysis Excel Scenario Manager?
- 8 What are examples of if scenarios?
- 9 How do I do a what if analysis Goal Seek in Excel?
- 10 What is a what if analysis question?
- 11 Which statement best describes what-if analysis data table?
- 12 How do you fix a data table in Excel?
- 13 How do I refresh a data table in Excel?
- 14 Do tables make Excel slower?
- 15 What if analysis differ from a goal seeking analysis?
- 16 Why Goal Seek is used?
- 17 How does Goal Seek differ from traditional what if analysis?
- 18 How does a data table work?
- 19 Which tab holds the what if analysis option?
- 20 What is the difference between sensitivity analysis and what if analysis?
How do you use what-if a table in Excel?
Do the analysis with the What-If Analysis Tool Data Table
- Select the range of cells that contains the formula and the two sets of values that you want to substitute, i.e. select the range – F2:L13.
- Click the DATA tab on the Ribbon.
- Click What-if Analysis in the Data Tools group.
- Select Data Table from the dropdown list.
How do I create a data analysis table in Excel?
To create a one variable data table, execute the following steps.
- Select cell B12 and type =D10 (refer to the total profit cell).
- Type the different percentages in column A.
- Select the range A12:B17.
- On the Data tab, in the Forecast group, click What-If Analysis.
- Click Data Table.
How do I make a what-if analysis data table?
Create the Data Table in the range B7:K13.
- Highlight the range where we want the data table.
- Go to the Data tab.
- Under the Data Tools section, press the What-If Analysis button.
- Select Data Table from the drop down menu.
- For the Row input cell select the term input (C4).
Why is what-if analysis not working?
If it looks as though your data table is not working, try hitting “F9” to recalculate the entire worksheet. You can also adjust how Excel is set up by hitting Alt-T-O and then going to the “Calculations” tab in Excel 2003 or the “Formulas” section in Excel 2007.
Do what-if analysis with Goal Seek?
The Goal Seek Excel function (often referred to as What-if-Analysis) is a method of solving for a desired output by changing an assumption that drives it. The function essentially uses a trial and error approach to back-solving the problem by plugging in guesses until it arrives at the answer.
Why is my data table returning same value?
Your Row or Column input cell is incorrect
When you set up the data table it is important to make sure that you correctly assign the correct cell to the Row input cell and Column input cell. If you mix these two around, or click on the wrong cells, you will either get the same result or else nonsensical results.
What is what-if analysis Excel Scenario Manager?
Scenario Manager is one of the What-if Analysis tools in Excel. Step 1 − Define the set of initial values and identify the input cells that you want to vary, called the changing cells. Step 2 − Create each scenario, name the scenario and enter the value for each changing input cell for that scenario.
What are examples of if scenarios?
An example of what-if analysis would be to ask: what would happen to my revenue if I charged more for each loaf of bread? In the simple case, where the volume of bread sold doesn’t depend on the price of the bread, the analysis is very easy. An X% rise in the price per loaf will lead to an X% increase in sales.
How do I do a what if analysis Goal Seek in Excel?
Go to the Data tab > Forecast group, click the What if Analysis button, and select Goal Seek… In the Goal Seek dialog box, define the cells/values to test and click OK: Set cell – the reference to the cell containing the formula (B5). To value – the formula result you are trying to achieve (1000).
What is a what if analysis question?
The what-if analysis is simply a brainstorming technique that asks a variety of questions related to situations that can occur. For instance, in regards to a pump, the question “What if the pump stops running?” might be asked. An analysis of this situation then follows.
Which statement best describes what-if analysis data table?
Which statement best describes the What-if Analysis Data Table tool? Allows you to investigate how changes to one or two input variables in a formula changes output results.
How do you fix a data table in Excel?
Go to File > Options > Formulas. Under Calculation options, select “Automatic except for data tables”. 2. Data Table Input Cells Are Reversed (“Row Input Cell” and “Column Input Cell” are Switched): If the Data Table is calculating but the values are incorrect, you may have mis-linked your Data Table in step 3 above.
How do I refresh a data table in Excel?
Manually refresh
To update the information to match the data source, click the Refresh button, or press ALT+F5. You can also right-click the PivotTable, and then click Refresh. To refresh all PivotTables in the workbook, click the Refresh button arrow, and then click Refresh All.
Do tables make Excel slower?
If you have a large set data than you should avoid using excel data tables. They use a lot of computer resources and can slow down the performance of Excel file. So, if it is not necessary, avoid using Data table for faster calculation of formulas. This will increase formula calculation speed.
What if analysis differ from a goal seeking analysis?
A what-if analysis is a process of changing values in (Microsoft Excel) cells to see how these changes will affect formula outcomes on the worksheet. When you are goal seeking, you are performing what-if analysis on a given value, or the output.
Why Goal Seek is used?
You can use Goal Seek to determine what interest rate you will need to secure in order to meet your loan goal. If you know the result that you want from a formula, but are not sure what input value the formula needs to get that result, use the Goal Seek feature.Note: Goal Seek works only with one variable input value.
How does Goal Seek differ from traditional what if analysis?
How does Goal Seek differ from traditional what-if analysis? Goal Seek uses a different approach from traditional what-if analysis, when you change input values in worksheet cells, and Excel uses these values to calculate result values. One way of finding the breakeven point is to use Goal Seek.
How does a data table work?
A data table is a range of cells in which you can change values in some of the cells and come up with different answers to a problem. A good example of a data table employs the PMT function with different loan amounts and interest rates to calculate the affordable amount on a home mortgage loan.
Which tab holds the what if analysis option?
From the Data tab, click the What-If Analysis command, then select Goal Seek from the drop-down menu.
What is the difference between sensitivity analysis and what if analysis?
So “What If?” analysis is used broadly for techniques that help decision makers assess the consequences of changes in models and situations. Sensitivity analysis is a more specific and technical term generally used for assessing the systematic results from changing input variables across a reasonable range in a model.