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excel tip: case-sensitive countifs and sumifs
excel tip: setting the print area and page breaks
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excel tip: ensuring that dropdown lists start at the top (and merry christmas)
excel tip: using logic in excel
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excel tip: the dollar sign ($) in a formula - fixing cell references http://www.notjustnumbers.co.uk/2011/05/excel-tip-dollar-sign-in-formula-fixing.html
- http://www.notjustnumbers.co.uk/2013/06/excel-tip-quick-way-to-add-dollar-signs.html
excel tip: a quick way to add dollar signs in a formula http://www.notjustnumbers.co.uk/2013/06/excel-tip-quick-way-to-add-dollar-signs.html
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excel tip: a quick way to add a prefix or suffix to all cells in a list http://www.notjustnumbers.co.uk/2015/03/excel-tip-quick-way-to-add-prefix-or.html
- http://www.notjustnumbers.co.uk/2013/11/excel-tip-making-same-change-to.html
excel tip: making the same change to multiple worksheets http://www.notjustnumbers.co.uk/2013/11/excel-tip-making-same-change-to.html
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excel tip: have your buttons stopped working? http://www.notjustnumbers.co.uk/2015/01/excel-tip-have-your-buttons-stopped.html
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excel tip: using data in sentences http://www.notjustnumbers.co.uk/2012/11/excel-tip-using-data-in-sentences.html
- http://www.notjustnumbers.co.uk/2014/05/excel-tip-adding-same-cell-across.html
excel tip: adding the same cell across multiple sheets http://www.notjustnumbers.co.uk/2014/05/excel-tip-adding-same-cell-across.html
- http://www.notjustnumbers.co.uk/2014/03/excel-tip-conditional-formatting-based.html
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home help with excel online excel training learn pivot tables now... search not just numbers friday, 24 february 2017 excel tip: case-sensitive countifs and sumifs i have covered both sumifs and countifs in earlier posts. to recap: you can use countifs to count the instances of a value in a range, e.g. =countifs(a1:a100,"h") will count how many cells with value "h" there are within the range a1:a100. you can also add additional pairs of criteria, so that =countifs(a1:a100,"h",b1:b100,3) will count how many cells with value "h" there are within the range a1:a100, where the corresponding value in the range b1:b100 is 3. sumifs works in a similar way, but you enter an additional range as the first argument that is summed, e.g. =sumifs(c1:c100,a1:a100,"h",b1:b100,3) will sum the entries in column c, where the corresponding entry in column a is "h" and b is 3. where these are both very useful functions, one particular flaw is that they are not case-sensitive. so, there is no difference between =countifs(a1:a100,"h") and =countifs(a1:a100,"h") a client recently faced this problem in reporting from a holiday spreadsheet where a full day's holiday is marked with an "h" and a half-day is marked with a "h". the client wished to total the number of days holiday, which if countifs was case-sensitive, would be as simple as: =countifs(a1:a100,"h")+(0.5*countifs(a1:a100,"h")) but unfortunately, we can't use countifs at all! we do have a function in excel that allows us to compare two values, taking account of case, and that is the exact function. =exact(a1,b1) will return true if a1 is exactly the same as b1, so =exact("h","h") would return false. unfortunately, we can't use this with countifs, because countifs doesn't allow us to simply insert a condition, as it requires us to enter the conditions in pairs, as above. we can, however, use the sumproduct function, which works with arrays, to apply the exact function to a whole array (e.g. a1:a100). =sumproduct(exact(a1:a100,"h")*1) the array exact(a1:a100,"h") will be 100 trues and falses. by multiplying these by 1, they become 1s and 0s. so, this will now calculate the number of capital hs for us. to complete our example, we can add this to: =sumproduct(exact(a1:a100,"h")*0.5) giving us: =sumproduct(exact(a1:a100,"h")*1)+sumproduct(exact(a1:a100,"h")*0.5) which will return the number of hs added to half the number of hs, giving us our total of holiday taken. we can easily add multiple criteria too, as well as change it to the equivalent of sumifs. so, =countifs(a1:a100,"h",b1:b100,3) can be made case-sensitive by using =sumproduct(exact(a1:a100,"h")*1,(b1:b100=3)*1) as sumproduct will multiply the resulting arrays of 1s and 0s, so the resulting array will only show a 1 when both conditions are true. =sumifs(c1:c100,a1:a100,"h",b1:b100,3) can be made case-sensitive by using =sumproduct(exact(a1:a100,"h")*1,(b1:b100=3)*1,c1:c100) as the we have added the array c1:c100, being the values in column c, which are multiplied by the 1s and 0s so, say, cell a2 contains "h", b2 contains 5 and c2 contains 30. the second position in each of the arrays are as follows: first array: a2 does exactly equal h so the result is 1 second array: b2 doesn't equal three so the result is 0 third array: c2 is 30, so the result is 30 the sumproduct function multiplies these together so that the 2nd position in the resulting array is: 1 x 0 x 30 = 0 and, say, cell a3 contains "h", b3 contains 3 and c3 contains 15. the third position in each of the arrays are as follows: first array: a3 does exactly equal h so the result is 1 second array: b3 does equal three so the result is 1 third array: c3 is 15, so the result is 15 the sumproduct function multiplies these together so that the 3rd position in the resulting array is: 1 x 1 x 15 = 15 hopefully you can see that if both conditions are true, we get the value in column c, but if either are false, we are multiplying by zero, so the array that is summed by the sumproduct function, will only include the values in column c, where the first two conditions are true. this is exactly the same as a sumifs, except it is case-sensitive! if you enjoyed this post, go to the top of the blog, where you can subscribe for regular updates and get two freebies "the 5 excel features that you need to know" and "30 chants for better charts". posted by glen feechan at 11:46 no comments: email thisblogthis!share to twittershare to facebookshare to pinterest labels: excel friday, 27 january 2017 excel tip: setting the print area and page breaks in this post i want to touch on a topic that i've not written a lot about on this blog - printing. there are many settings in excel that you can use to influence what is printed, and i'm sure i will revisit this topic to cover some more of them soon. in this post, i simply want to focus on how to determine how a single worksheet appears on paper, when you click the print button. this is essentially driven by two elements: the print area - which determines what section of the sheet is printed the page breaks - which determine how this is spread across the physical pages printed. print area by default, the print area will be what is know as the used range of the worksheet. this is from cell a1 to the column of the rightmost cell with anything in it to the row of the cell furthest down the worksheet with anything in it. this, however, can be changed by highlighting the range that you want as your print area and selecting print area, set print area from the page layout ribbon. if everything you want to print is not adjacent to each other, you can select multiple ranges by holding the control key while you select them. you can even set the print area as a dynamic range, but we'll leave that for a future post. page breaks excel breaks up the print area based upon the settings on the page layout ribbon. here, you can set the page orientation, paper size, margins, etc. as well as set the scale, or more usefully, set the number of pages wide the print area should be considered to be and how many pages long (using the width and height settings). these width and height settings are, by default, set to automatic, meaning that they will be determined by the page size and orientation, along with the scale set beneath them. you can, however, fix them so that, for example, the whole print area is resized to fit on 1 page wide and 1 page tall (by setting them both to 1). obviously, with that setting, there will be no page breaks. another typical setting is to set the width to 1 but leave the height as automatic. this will resize so that it is always only 1 page wide, but will insert as many page breaks as required for the height. most of the time, this is all you need to determine your page breaks, however, there are also times where you want the breaks to happen in specific places. you can preview where they are and move them around using page break preview. this is accessed from the view ribbon and shows blue lines where the page breaks are and a watermark telling you the page numbers. these blue lines can be dragged to wherever you need them. that's about it, and the good thing is that all of these settings stay with the sheet, so you should only need to set them once unless the layout of the sheet changes. if you enjoyed this post, go to the top of the blog, where you can subscribe for regular updates and get two freebies "the 5 excel features that you need to know" and "30 chants for better charts". posted by glen feechan at 15:27 7 comments: email thisblogthis!share to twittershare to facebookshare to pinterest labels: excel, printing friday, 23 december 2016 excel tip: ensuring that dropdown lists start at the top (and merry christmas) before i start this post, i must first apologise for the lack of posts over recent months. after returning from my summer holidays, my workload hasn't really eased (which isn't a bad thing), and my blogging has suffered. i wanted to get an (albeit short) tip up before christmas, though, and it is one of my new year resolutions to post at least once a month in 2017. your christmas tip then is a simple answer to a particularly annoying aspect of data validation dropdown boxes. a feature of data validation drodpown lists in excel is that if the cell already contains a value from the list, the dropdown starts with that value selected, and you need to scroll up if you want to select an earlier value. this is normally fine except for the following (very common) scenario. it is good practice to have the dropdown list look at a range where its entries can be edited, and to leave space at the bottom of the list to allow the list to be added to. however, a side-effect of this is that, when your cell is empty, the dropdown will start at the bottom of the list, as it sees the empty cells at the bottom as a match for the current entry (nothing). the simplest answer i have found to this is to have a blank cell at the top of the list as well. as this matching feature matches the first match it finds, your dropdown list will now start at the top (for an empty cell). i often find the neatest way to do this is to have a blank row under the headers that doesn't look like part of the list: in the example above, we could use the range a2:a14 to drive the dropdown list and cell a2 would be the first match for a blank cell, rather than a12. that's it for now, and 2016! may you and your family have a great, safe and merry christmas (or whatever holiday you celebrate) and a fantastic 2017. if you enjoyed this post, go to the top of the blog, where you can subscribe for regular updates and get two freebies "the 5 excel features that you need to know" and "30 chants for better charts". posted by glen feechan at 17:04 5 comments: email thisblogthis!share to twittershare to facebookshare to pinterest labels: excel tuesday, 9 august 2016 excel tip: using logic in excel logic (particularly boolean logic) plays a huge rule in computer programming and circuitry, but is also very useful in excel. it is fundamental to the if statement which in itself is such an important tool in excel, but has many other roles. essentially, when we talk about logic in this context, we are talking about expressions that can either be true or false, e.g. a1=100 b5<=34 c2="yes" you can simply type the expression as a formula in a cell putting an "=" in front of it, so if you enter: =a1=100 into, say, cell b1, then cell b1 will show the word true if a1 is 100 and the word false otherwise. as mentioned earlier, one of the more common places to use these expressions is in an if statement, which works as follows: =if(expression,value to return if expression is true,value to return if expression is false) e.g. =if(a1=100,"yes","no") will return yes if a1 is 100 and no if not. some logical functions there are a few logical functions which extend the possibilities, in particular we will look at not, and and or. not reverses the result of a logical expression. if =a1=100 returns true, then =not(a1=100) returns false, and vice versa. and allows you to list multiple expressions and returns true only if all of the expressions would individually return true. otherwise it returns false. or works the same but returns true if any of the expressions are true. e.g. =and(a1=100,b5<=34,c2="yes") will only return true, if all three of those statements are true. whereas: =or(a1=100,b5<=34,c2="yes") will return true if any of the three conditions are true. by using this type of logical expression, particularly within an if statement, or a conditional formatting condition, we can control how a spreadsheet both looks and calculates based upon the content of cells. if you enjoyed this post, go to the top of the blog, where you can subscribe for regular updates and get two freebies "the 5 excel features that you need to know" and "30 chants for better charts". posted by glen feechan at 03:00 3 comments: email thisblogthis!share to twittershare to facebookshare to pinterest labels: excel older posts home subscribe to: posts (atom) hi, i'm glen feechan. welcome to my excel blog - not just numbers. i aim to provide practical excel tips to those using excel in their day-to-day jobs. i am a chartered accountant who has used excel for too many years to remember, and now focus my efforts on helping others to get the most out of this powerful tool. you can sign up (above) and get a free report and regular updates of new posts to the blog. also have a look at the freebies section for free training videos, etc. i hope you find the content useful and that every now and again it makes you smile. glen feechan email linkedin twitter facebook popular posts excel tip: the dollar sign ($) in a formula - fixing cell references i want to cover something today that i use all of the time but seems to be understood in varying degrees by clients i work with. i am t... excel tip: a quick way to add dollar 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