What is input data on excel

How to make and use a data table in Excel

by Svetlana Cheusheva, updated on March 16, 2023

The tutorial shows how to use data tables for What-If analysis in Excel. Learn how to create a one-variable and two-variable table to see the effects of one or two input values on your formula, and how to set up a data table to evaluate multiple formulas at once.

You have built a complex formula dependent on multiple variables and want to know how changing those inputs changes the results. Instead of testing each variable individually, make a What-if analysis data table and observe all possible outcomes with a quick glance!

What is a data table in Excel?

In Microsoft Excel, a data table is one of the What-If Analysis tools that allows you to try out different input values for formulas and see how changes in those values affect the formulas output.

Data tables are especially useful when a formula depends on several values, and you’d like to experiment with different combinations of inputs and compare the results.

Currently, there exist one variable data table and two variable data table. Although limited to a maximum of two different input cells, a data table enables you to test as many variable values as you want.

Note. A data table isn’t the same thing as an Excel table, which is purposed for managing a group of related data. If you are looking to learn about many possible ways to create, clear and format a regular Excel table, not data table, please check out this tutorial: How to make and use a table in Excel.

How to create a one variable data table in Excel

One variable data table in Excel allows testing a series of values for a single input cell and shows how those values influence the result of a related formula.

To help you better understand this feature, we are going to follow a specific example rather than describing generic steps.

Suppose you are considering depositing your savings in a bank, which pays 5% interest that compounds monthly. To check different options, you’ve built the following compound interest calculator where:

• B8 contains the FV formula that calculates the closing balance.
• B2 is the variable you want to test (initial investment).

And now, let’s do a simple What-If analysis to see what your savings will be in 5 years depending on the amount of your initial investment, ranging from $1,000 to $6,000.

Here are the steps to make a one-variable data table:

1. Enter the variable values either in one column or across one row. In this example, we are going to create a column-oriented data table, so we type our variable values in a column (D3:D8) and leave at least one blank column to the right for the outcomes.
2. Type your formula in the cell one row above and one cell to the right of the variable values (E2 in our case). Or, link this cell to the formula in your original dataset (if you decide to change the formula in the future, you would need to update only one cell). We choose the latter option, and enter this simple formula in E2: =B8
   

Tip. If you want to examine the impact of the variable values on other formulas that refer to the same input cell, enter the additional formula(s) to the right of the first formula, as shown in this example.

Now, you can take a quick look at your one-variable data table, examine the possible balances and choose the optimal deposit size:

Row-oriented data table

The above example shows how to set up a vertical, or column-oriented, data table in Excel. If you prefer a horizontal layout, here’s what you need to do:

1. Type the variable values in a row, leaving at least one empty column to the left (for the formula) and one empty row below (for the results). For this example, we enter the variable values in cells F3:J3.
2. Enter the formula in the cell that is one column to the left of your first variable value and one cell below (E4 in our case).
3. Make a data table as discussed above, but enter the input value (B3) in the Row input cell box:
   
4. Click OK, and you will have the following result:
   

How to make a two variable data table in Excel

A two-variable data table shows how various combinations of 2 sets of variable values affect the formula result. In other words, it shows how changing two input values of the same formula changes the output.

The steps to create a two-variable data table in Excel are basically the same as in the above example, except that you enter two ranges of possible input values, one in a row and another in a column.

To see how it works, let’s use the same compound interest calculator and examine the effects of the size of the initial investment and the number of years on the balance. To have it done, set up your data table in this way:

1. Enter your formula in a blank cell or link that cell to your original formula. Make sure you have enough empty columns to the right and empty rows below to accommodate your variable values. As before, we link the cell E2 to the original FV formula that calculates the balance: =B8
2. Type one set of input values below the formula, in the same column (investment values in E3:E8).
3. Enter the other set of variable values to the right of the formula, in the same row (number of years in F2:H2).

At this point, your two variable data table should look similar to this:

Select the entire data table range including the formula, the row and column of the variable values, and the cells in which the calculated values will appear. We select the range E2:H8.

Create a data table in the already familiar way: Data tab >What-If Analysis button >Data Table…

In the Row input cell box, enter the reference to the input cell for the variable values in the row (in this example, it’s B6 containing the Years value).

In the Column input cell box, enter the reference to the input cell for the variable values in the column (B3 containing the Initial Investment value).

Click OK.

Optionally, format the outputs the way you need (by applying the Currency format in our case), and analyze the results:

Data table to compare multiple results

If you wish to evaluate more than one formula at the same time, build your data table as shown in the previous examples, and enter the additional formula(s):

• To the right of the first formula in case of a vertical data table organized in columns
• Below the first formula in case of a horizontal data table organized in rows

For the «multi-formula» data table to work correctly, all the formulas should refer to the same input cell.

As an example, let’s add one more formula to our one-variable data table to calculate the interest and see how it is affected by the size of the initial investment. Here’s what we do:

1. In cell B10, compute the interest with this formula: =B8-B3
2. Arrange the data table’s source data like we did earlier: variable values in D3:D8 and E2 linked to B8 (Balance formula).
3. Add one more column to the data table range (column F), and link F2 to B10 (interest formula):
   
4. Select the extended data table range (D2:F8).
5. Open the Data Table dialog box by clicking Data tab >What-If Analysis>Data Table…
6. In the Column Input cell box, supply the input cell (B3), and click OK.

VoilГ , you can now observe the effects of your variable values on both formulas:

Data table in Excel — 3 things you should know

To effectively use data tables in Excel, please keep in mind these 3 simple facts:

1. For a data table to be created successfully, the input cell(s) must be on the same sheet as the data table.
2. Microsoft Excel uses the TABLE(row_input_cell, colum_input_cell) function to calculate data table results:
   • In one-variable data table, one of the arguments is omitted, depending on the layout (column-oriented or row-oriented). For example, in our horizontal one-variable data table, the formula is =TABLE(, B3) where B3 is the column input cell.
   • In two-variable data table, both arguments are in place. For example, =TABLE(B6, B3) where B6 is the row input cell and B3 is the column input cell.

The TABLE function is entered as an array formula. To make sure of this, select any cell with the calculated value, look at the formula bar, and note the around the formula. However, it is not a normal array formula — you can’t type it in the formula bar nor can you edit an existing one. It is just «for show».

Because the data table results are calculated with an array formula, the resulting cells cannot be edited individually. You can only edit or delete the entire array of cells as explained below.

How to delete a data table in Excel

As mentioned above, Excel does not allow deleting values in individual cells containing the results. Whenever you try to do this, an error message «Cannot change part of a data table» will show up.

However, you can easily clear the entire array of the resulting values. Here’s how:

1. Depending on your needs, select all the data table cells or only the cells with the results.
2. Press the Delete key.

How to edit data table results

Since it is not possible to change part of an array in Excel, you cannot edit individual cells with calculated values. You can only replace all those values with your own one by performing these steps:

1. Select all the resulting cells.
2. Delete the TABLE formula in the formula bar.
3. Type the desired value, and press Ctrl + Enter .

This will insert the same value in all the selected cells:

Once the TABLE formula is gone, the former data table becomes a usual range, and you are free to edit any individual cell normally.

How to recalculate data table manually

If a large data table with multiple variable values and formulas slows down your Excel, you can disable automatic recalculations in that and all other data tables.

For this, go to the Formulas tab > Calculation group, click the Calculation Options button, and then click Automatic Except Data Tables.

This will turn off automatic data table calculations and speed up recalculations of the entire workbook.

To manually recalculate your data table, select its resulting cells, i.e. the cells with TABLE() formulas, and press F9 .

This is how you create and use a data table in Excel. To have a closer look at the examples discussed this this tutorial, you are welcome to download our sample Excel Data Tables workbook. I thank you for reading and would be happy to see you again next week!

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Apply data validation to cells

Use data validation to restrict the type of data or the values that users enter into a cell. One of the most common data validation uses is to create a drop-down list.

Try it!

Select the cell(s) you want to create a rule for.

Select Data >Data Validation.

On the Settings tab, under Allow, select an option:

Whole Number — to restrict the cell to accept only whole numbers.

Decimal — to restrict the cell to accept only decimal numbers.

List — to pick data from the drop-down list.

Date — to restrict the cell to accept only date.

Time — to restrict the cell to accept only time.

Text Length — to restrict the length of the text.

Custom – for custom formula.

Under Data, select a condition.

Set the other required values based on what you chose for Allow and Data.

Select the Input Message tab and customize a message users will see when entering data.

Select the Show input message when cell is selected checkbox to display the message when the user selects or hovers over the selected cell(s).

Select the Error Alert tab to customize the error message and to choose a Style.

Now, if the user tries to enter a value that is not valid, an Error Alert appears with your customized message.

Download our examples

If you’re creating a sheet that requires users to enter data, you might want to restrict entry to a certain range of dates or numbers, or make sure that only positive whole numbers are entered. Excel can restrict data entry to certain cells by using data validation, prompt users to enter valid data when a cell is selected, and display an error message when a user enters invalid data.

Restrict data entry

Select the cells where you want to restrict data entry.

On the Data tab, click Data Validation > Data Validation.

Note: If the validation command is unavailable, the sheet might be protected or the workbook might be shared. You cannot change data validation settings if your workbook is shared or your sheet is protected. For more information about workbook protection, see Protect a workbook.

In the Allow box, select the type of data you want to allow, and fill in the limiting criteria and values.

Note: The boxes where you enter limiting values will be labeled based on the data and limiting criteria that you have chosen. For example, if you choose Date as your data type, you will be able to enter limiting values in minimum and maximum value boxes labeled Start Date and End Date.

Prompt users for valid entries

When users click in a cell that has data entry requirements, you can display a message that explains what data is valid.

Select the cells where you want to prompt users for valid data entries.

On the Data tab, click Data Validation > Data Validation.

Note: If the validation command is unavailable, the sheet might be protected or the workbook might be shared. You cannot change data validation settings if your workbook is shared or your sheet is protected. For more information about workbook protection, see Protect a workbook.

On the Input Message tab, select the Show input message when cell is selected check box.

In the Title box, type a title for your message.

In the Input message box, type the message that you want to display.

Display an error message when invalid data is entered

If you have data restrictions in place and a user enters invalid data into a cell, you can display a message that explains the error.

Select the cells where you want to display your error message.

On the Data tab, click Data Validation > Data Validation.

Note: If the validation command is unavailable, the sheet might be protected or the workbook might be shared. You cannot change data validation settings if your workbook is shared or your sheet is protected. For more information about workbook protection, see Protect a workbook.

On the Error Alert tab, in the Title box, type a title for your message.

In the Error message box, type the message that you want to display if invalid data is entered.

Do one of the following:

On the Style pop-up menu, select

Require users to fix the error before proceeding

Warn users that data is invalid, and require them to select Yes or No to indicate if they want to continue

Warn users that data is invalid, but allow them to proceed after dismissing the warning message

Add data validation to a cell or a range

Note: The first two steps in this section are for adding any type of data validation. Steps 3-7 are specifically for creating a drop-down list.

Select one or more cells to validate.

On the Data tab, in the Data Tools group, click Data Validation.

On the Settings tab, in the Allow box, select List.

In the Source box, type your list values, separated by commas. For example, type Low,Average,High.

Make sure that the In-cell dropdown check box is selected. Otherwise, you won’t be able to see the drop-down arrow next to the cell.

To specify how you want to handle blank (null) values, select or clear the Ignore blank check box.

Test the data validation to make sure that it is working correctly. Try entering both valid and invalid data in the cells to make sure that your settings are working as you intended and your messages are appearing when you expect.

After you create your drop-down list, make sure it works the way you want. For example, you might want to check to see if the cell is wide enough to show all your entries.

Remove data validation — Select the cell or cells that contain the validation you want to delete, then go to Data > Data Validation and in the data validation dialog press the Clear All button, then click OK.

The following table lists other types of data validation and shows you ways to add it to your worksheets.

Follow these steps:

Restrict data entry to whole numbers within limits.

Follow steps 1-2 above.

From the Allow list, select Whole number.

In the Data box, select the type of restriction that you want. For example, to set upper and lower limits, select between.

Enter the minimum, maximum, or specific value to allow.

You can also enter a formula that returns a number value.

For example, say you’re validating data in cell F1. To set a minimum limit of deductions to two times the number of children in that cell, select greater than or equal to in the Data box and enter the formula, =2*F1, in the Minimum box.

Restrict data entry to a decimal number within limits.

Follow steps 1-2 above.

In the Allow box, select Decimal.

In the Data box, select the type of restriction that you want. For example, to set upper and lower limits, select between.

Enter the minimum, maximum, or specific value to allow.

You can also enter a formula that returns a number value. For example, to set a maximum limit for commissions and bonuses of 6% of a salesperson’s salary in cell E1, select less than or equal to in the Data box and enter the formula, =E1*6%, in the Maximum box.

Note: To let a user enter percentages, for example 20%, select Decimal in the Allow box, select the type of restriction that you want in the Data box, enter the minimum, maximum, or specific value as a decimal, for example .2, and then display the data validation cell as a percentage by selecting the cell and clicking Percent Style in the Number group on the Home tab.

Restrict data entry to a date within range of dates.

Follow steps 1-2 above.

In the Allow box, select Date.

In the Data box, select the type of restriction that you want. For example, to allow dates after a certain day, select greater than.

Enter the start, end, or specific date to allow.

You can also enter a formula that returns a date. For example, to set a time frame between today’s date and 3 days from today’s date, select between in the Data box, enter =TODAY() in the Start date box, and enter =TODAY()+3 in the End date box.

Restrict data entry to a time within a time frame.

Follow steps 1-2 above.

In the Allow box, select Time.

In the Data box, select the type of restriction that you want. For example, to allow times before a certain time of day, select less than.

Enter the start, end, or specific time to allow. If you want to enter specific times, use the hh:mm time format.

For example, say you have cell E2 set up with a start time (8:00 AM), and cell F2 with an end time (5:00 PM), and you want to limit meeting times between those times then select between in the Data box, enter =E2 in the Start time box, and then enter =F2 in the End time box.

Restrict data entry to text of a specified length.

Follow steps 1-2 above.

In the Allow box, select Text Length.

In the Data box, select the type of restriction that you want. For example, to allow up to a certain number of characters, select less than or equal to.

In this case we want to limit entry to 25 characters, so select less than or equal to in the Data box and enter 25 in the Maximum box.

Calculate what is allowed based on the content of another cell.

Follow steps 1-2 above.

In the Allow box, select the type of data that you want.

In the Data box, select the type of restriction that you want.

In the box or boxes below the Data box, click the cell that you want to use to specify what is allowed.

For example, to allow entries for an account only if the result won’t go over the budget in cell E1, select Allow > Whole number, Data, less than or equal to, and Maximum >= =E1.

The following examples use the Custom option where you write formulas to set your conditions. You don’t need to worry about whatever the Data box shows, as that’s disabled with the Custom option.

The screen shots in this article were taken in Excel 2016; but the functionality is the same in Excel for the web.

To make sure that

Enter this formula

The cell that contains a product ID (C2) always begins with the standard prefix of «ID-» and is at least 10 (greater than 9) characters long.

The cell that contains a product name (D2) only contains text.

The cell that contains someone’s birthday (B6) has to be greater than the number of years set in cell B4.

Note: You must enter the data validation formula for cell A2 first, then copy A2 to A3:A10 so that the second argument to the COUNTIF will match the current cell. That is the A2)=1 portion will change to A3)=1, A4)=1 and so on.

For more information

Ensure that an e-mail address entry in cell B4 contains the @ symbol.

Tip: If you’re a small business owner looking for more information on how to get Microsoft 365 set up, visit Small business help & learning.

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What is Data Table in Excel?

A Data Table in Excel helps study the different outputs obtained by changing one or two inputs of a formula. A data table does not allow changing more than two inputs of a formula. However, these two inputs can have as many possible values (to be experimented) as one wants. Excel Data tables, along with Scenarios and Goal Seek are parts of the What-If Analysis tools.

For example, an organization may want to study how changes in the cash possessed impact its working capital. A data table will help the organization know the optimum level of cash (from the specified possible values) to be held to meet its short-term obligations.

The purpose of creating data tables in Excel is to analyze the variation in outputs resulting from a change in the inputs. Moreover, one can have all the outputs in a single table which eases interpretation and allows quick sharing with other users.

Types of Data Tables in Excel

The kinds of data tables in Excel are specified as follows:

1. One-variable data table
2. Two-variable data table

Let us discuss each type of data table one by one with the help of examples.

Note: A data table is different from a regular Excel tableIn excel, tables are a range with data in rows and columns, and they expand when new data is inserted in the range in any new row or column in the table. To use a table, click on the table and select the data range.read more. The former shows the various combinations of inputs and outputs. These outputs are calculated by considering the source dataset as the base. In contrast, an Excel table shows related data that is grouped in one place.

One-Variable Data Table in Excel

A one-variable data tableOne variable data table in excel means changing one variable with multiple options and getting the results for multiple scenarios. The data inputs in one variable data table are either in a single column or across a row.read more is created to study how a change in one input of the formula causes a change in the output. A one-variable data table in excel can be either row-oriented or column-oriented. This implies that all the possible values that an input can assume are listed in either a single row (row-oriented) or a single column (column-oriented) of Excel.

You can download this DATA Table Excel Template here – DATA Table Excel Template

Example #1

There are two images titled “image 1” and “image 2.” The following information is given:

• Image 1 shows an organization’s revenue (in $) for 2018 in cell B2. The minimum growth rate expected is given as 12% in cell B3. The projected revenue (in $ in cell B5) for 2019 has been calculated by using the formula “=B2+(B2*B3).”
• Image 2 shows the possible values (in column C) that the growth rate can assume. The value of cell D8 has been explained in steps 1 and 2 (given further in this example).

We want to perform the following tasks:

• Calculate the projected revenues (in column D) according to the different growth rates (in column C) given in image 2.
• Create a “line with markers” chart showing the growth rates on the x-axis and the projected revenues on the y-axis. Replace the markers of the chart with arrows.

Use a one-variable data table of Excel. Interpret the data table thus created.

Image 1

Image 2

Two-Variable Data Table in Excel

A two-variable data table in excelA two-variable data table helps analyze how two different variables impact the overall data table. In simple terms, it helps determine what effect does changing the two variables have on the result.read more helps study how changes in two inputs of a formula cause a change in the output. In a two-variable data table, there are two ranges of possible values for the two inputs. From these two ranges, one range is in a row and the other is in a column of Excel.

Example #2

There are three images titled “image 1,” “image 2,” and “image 3.” The following information is given:

• Image 1 shows an organization’s revenue (in $ in 2018) and the minimum growth rate in cells B2 and B3 respectively. Both these figures are the same as that of the previous example. Additionally, the organization gives a 2% discount (in cell B4) to its customers. This is given to boost sales.
• Image 2 shows how the projected revenue (in $ in cell B6) for 2019 has been calculated. The formula “=B2+(B2*B3)-(B2*B4)” is used for this purpose. The amount obtained ($1,650,000) is the projected revenue after the discount.
• Image 3 shows the different values in row 9 that the discount rate can assume. The possible values that the growth rate can assume are given in column D. The value of cell D9 has been explained in steps 1 and 2 (given further in this example).

Calculate the projected revenues (in E10:J18) according to the various discount rates (in row 9) and growth rates (in column D). Use a two-variable data table of Excel. Interpret the data table thus created.

Image 1

Image 2

Image 3

The steps for creating a two-variable data table are listed as follows:

Step 1: Enter the data of the preceding images in Excel. In cell D9, type the “equal to” operator followed by the reference B6.

This time we have chosen to link cell D9 to cell B6. Alternatively, we could have also entered the formula [=B2+(B2*B3)-(B2*B4)] in cell D9. This is because, in a two-variable data table, one should type the formula or link the cell that is one column to the left of the first horizontal input value (2.5%). At the same time, this cell should be one row above the first vertical input value (12.5%).

The linking of cells ensures that any changes to the formula of cell B6 are reflected in the value of cell D9. Further, any change in the value of cell D9 will update the outputs (in E10:J18) automatically.

Note: Please ignore the differences in font, colors, and alignment across the images of this example. These differences may be due to the different versions of Excel being used to create the images.

Step 2: Press the “Enter” key. Cell D9 shows the value of cell B6, which is 1,650,000. This is shown in the following image.

The entire range D9:J18 is our two-variable data table. Notice that the excel data table shows the possible discount rates horizontally (in bold in row 9) and the possible growth rates vertically (in column D). This time the variation in outputs resulting from changes in both these inputs (discount rate and growth rate) need to be studied.

Note: If the value is entered manually in cell D9, the excel data table will not work.

Step 3: Select the range D9:J18. Note that the selection should include the linked cell (D9), possible discount rates (E9:J9), possible growth rates (D10:D18), and the empty cells for the outputs (E10:J18).

The selection is shown in the following image.

Step 4: Click the “what-if analysis” drop-down (in the “data tools” or “forecast” group) of the Data tab. Select the option “data table.”

Step 5: The “data table” window opens, as shown in the following image. In the box of “row input cell,” select cell B4. In the box of “column input cell,” select cell B3. The absolute referencesAbsolute reference in excel is a type of cell reference in which the cells being referred to do not change, as they did in relative reference. By pressing f4, we can create a formula for absolute referencing.read more to cells B4 and B3 appear in the two boxes.

Cells B4 and B3 contain the minimum expected growth rate and the discount rate of the source dataset.

By making these selections, Excel is told that at a discount rate of 2% and a growth rate of 12%, the projected revenue is $1,650,000. Therefore, our two-variable data table instructs Excel to calculate the projected revenues when the discount rates and growth rates vary from 2.5% to 5% and 12.5% to 20.5% respectively.

Note: In a two-variable data table, both the “row input cell” and “column input cell” are specified, unlike a one-variable data table where one has to specify either of the two inputs.

Further a two-variable data table uses the formula “=TABLE(row_input_cell,column_input_cell)” to calculate the outputs. So, in this example, the formula “=TABLE(B4,B3)” has been used for the calculations. This formula is visible in the formula bar when an output cell is selected.

For the meaning of the “row input cell” and the “column input cell,” refer to “note 1” under step 5 of example #1.

Step 6: Click “Ok” in the “data table” window. The outputs appear in the range E10:J18, as shown in the following image.

Interpretation of the two-variable data table: When the discount rate is 2.5% and the growth rate is 12.5%, the organization’s projected revenue is $1,650,000 (in cell E10). Notice that this figure is the same as that of cell B6. However, the value in cell B6 takes into account 2% and 12% as the discount rate and growth rate respectively.

Notice that the numbers of cells E10 and B6 match those of cells G11 and I12. This implies that when the discount rate and growth rate are increased in the same proportion (like by 0.5%, 1.5% or 2.5%), the resulting value is the same as the output of the source dataset (in cell B6). Cells E10, G11, and I12 reflect 0.5%, 1.5%, and 2.5% increase in the two rates.

Likewise, had we increased both the discount and growth rates by 1%, the resulting value would have again been $1,650,000. In this case, the discount rate and growth rate would have been 3% and 13% respectively.

By obtaining the projected revenues in the range E10:J18, the organization can sell at an optimum discount rate and, at the same time, target an attainable growth rate. Hence, the organization can choose the most suitable combination of the two rates.

Note: For more examples related to the two-variable data table of Excel, click the hyperlink given before step 1 of this example.

The Key Points Governing Data Tables in Excel

The important points related to data tables of Excel are listed as follows:

• It helps select those input values that fit the business in the best possible manner.
• It facilitates the comparison of the different outputs as all the results are consolidated in one place.
• It presents the results in a tabular format that can neither be edited nor undone with the shortcut “Ctrl+Z.” The outputs can only be deleted by selecting them and pressing the “Delete” key.
• It uses the TABLE array formulas to calculate the outputs. The “row input cell” and the “column input cell” must be selected carefully to get accurate results. Moreover, the input cell or cells must be on the same worksheet as the data table.
• It need not be refreshed, unlike a pivot table. A change in the values or the formula of the source dataset causes the excel data table to update automatically.

Frequently Asked Questions

Recommended Articles

This has been a guide to Data Tables in Excel. Here we discuss how to create one-variable and two-variable data tables along with practical Excel examples. You may learn more about Excel from the following articles–

• Two-Variable Data Table in ExcelA two-variable data table helps analyze how two different variables impact the overall data table. In simple terms, it helps determine what effect does changing the two variables have on the result.read more
• VBA Refresh Pivot TableWhen we insert a pivot table in the sheet, once the data changes, pivot table data does not change itself; we need to do it manually. However, in VBA, there is a statement to refresh the pivot table, expression.refreshtable, by referencing the worksheet.read more
• Merge Tables ExcelWe can use a number of different methods to merge tables in Excel, including the VLOOKUP function, the INDEX function, and the MATCH function.read more
• Data Validation in ExcelThe data validation in excel helps control the kind of input entered by a user in the worksheet.read more