Der Beitrag Disable AutoSave in Office Permanently erschien zuerst auf Professor Excel.
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AutoSave, you might say, didn’t I have this option for a long time already? Actually, there is a similar option which is still available in Office. It’s called AutoRecover. AutoRecover saves a copy of you file in a time period which you can define, e.g. every 10 minutes.
My opinion: If the AutoRecover function would work well, it’s a good method to make sure you have some kind of backup of your work. Unfortunately, especially for larger Excel files, it seems to not really work properly. I even gained the impression that the AutoRecover function was the reason for Excel crashing.
If you only want to disable the new AutoSave function for the current file, just click on the AutoSave button in the Quick Access Toolbar. The first time you use the AutoSave function you might also see a notification is shown on the image on the right-hand side.
So what if you don’t have the AutoSave toggle in your Quick Access Toolbar? Unfortunately the only option is to add it to the Quick Access Toolbar. In a nutshell right-click on the Quick Access Toolbar, then click on “Customize Quick Access Toolbar”, select “AutoSave” and click on “Add >>”. If you need assistance with the Quick Access Toolbar please refer to this article.
As mentioned before, there is no built-in way to disable the AutoSave function permanently from within Excel, PowerPoint or Word. However, you can achieve this by adding a value to the Windows registry. One word of caution: Please be careful when editing the Windows registry. Wrong changes can have a major impact on your computer.
There are two options of setting the correct value to the registry. Manually and automatically by downloading and opening a file.
Follow these steps for adding the registry entry to disable the new AutoSave function in Excel manually.
Please note the following comments.
If you don’t want to navigate through the Windows registry yourself, we’ve prepared files for you to download. Depending on which Office program you want to disable the AutoSave in, download the respective file below. Open it and confirm the security question. That’s it.
If you want to restore or re-enable the function, use the respective file below.
Please feel free to download all mentioned registry entries below.
Disable AutoSave… | Enable AutoSave… |
---|---|
… in Excel | … in Excel |
… in PowerPoint | … in PowerPoint |
… in Word | … in Word |
… in Excel, PowerPoint and Word at the same time | … in Excel, PowerPoint and Word at the same time |
or download all files as one zip file.
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Der Beitrag Disable AutoSave in Office Permanently erschien zuerst auf Professor Excel.
]]>Der Beitrag Count Number of Unique Records in Excel: 5 Methods (+Download) erschien zuerst auf Professor Excel.
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The example is shown in the image on the right-hand side. A list of ten persons contains three columns. The values are the results from a game a group of friends were playing. Column A has the name of the person, column B the number of trial and column C the result per person and trial. You want to answer two questions:
If you only want to count the number of unique records once and don’t have to automatically update the result, you could use the function called “Remove Duplicates”. It’s a built-in function in Excel and you can find it within the “Data”-ribbon.
Alternatively, you could use the COUNT and COUNTIFS formulas.
Please note:
The next method—using advanced filters—works very similar to the previous method removing duplicates. Advanced filters in Excel provide a function to filter to unique records only. Duplicates or multiple values will just be hidden as you are probably familiar from normal filters. The steps are shown in screenshot on the right-hand side.
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PivotTables are very powerful in Excel. Coming with the versatility, they are often complex to set up. In this part we take a rough look at the necessary steps to answer the questions using PivotTables. Because PivotTables could fill books themselves, we concentrate on the crucial steps rather than going too much into detail of all their basics.
PivotTables have the advantage that with an update of the data, they can be refreshed. Our previous methods 1 and 2 can’t be easily refreshed—at least not without going through all the steps again. On the other hand, PivotTables aren’t as dynamic as using Excel formulas.
The necessary steps are shown in the image on the right-hand side.
Answering the second question is a little bit trickier. The question is “How many people had a result higher than 40 in the first trial?”. You can use the same PivotTable you’ve just created for answering the first question and add some modifications.
The previous methods 1, 2 and 3 aren’t entirely dynamic. That means, with an update of the data, the results don’t automatically change without further steps. Even the PivotTable in our method 3 requires a refresh. Out methods 4 and 5 don’t have such constraints. They automatically update their results because they are based on Excel formulas.
This method is based on the two Excel formulas SUMPRODUCT and COUNTIFS. For more information about these two formulas please refer to SUMPRODUCT and COUNTIFS.
The formula is comparatively short and works for up to one criteria. So, the second question of our example―as it requires two criteria―can’t be solved with this formula combination. In such case, please proceed with the following method 5.
The base formula combination is shown in the image above.
The COUNTIFS formula returns an array of numeric values. It has one value for each record of your data saying how many times it occurs. If one value only appears once, it will have the number 1. If it one the other hand appears twice, it will have two times 2. The &”” signs prevent blank cells (will be regarded as zeroes) to be regarded. If you don’t add &””, blank cells will be regarded as one record.
Now these numbers just have to be added up. To make the formula combination universably usable, we choose SUMPRODUCT right away. In a simplified version of the formula, this also works just using SUM and inserting it as an array formula.
After applying this formula to our example in this chapter―counting the number of different persons in cell range A2 to A11―you will have the following formula.
=SUMPRODUCT(1/COUNTIFS(A2:A11,A2:A11&""))
Now we add a condition. Because this formula regards empty cells as one unique record, the condition might be, that cells mustn’t be empty. The condition can be entered instead of the 1 in the beginning of the SUMPRODUCT formula like in the image on the right-hand side.
If the condition is, that empty cells don’t count, the condition would be COUNT_RANGE<>””. For your example that means
=SUMPRODUCT((A2:A11<>"")/COUNTIFS(A2:A11,A2:A11&""))
You can of course use different criteria. But again, only one criteria or condition is possible. The second question of your example is “How many people had a result higher than 40 in the first trial?”. This question requires two conditions (higher than 40 and the first trial). But answering the question of how many people had a result higher than 40 (without the condition that it must have happened in the first trial) is possible to answer with this formula. The result is given in cells C2 to C11. That means the criteria is (C2:C11>40). The complete formula is
=SUMPRODUCT((C2:C11>40)/COUNTIFS(A2:A11,A2:A11&""))
The last of our five methods is also the most complex one. It involves up to five different formulas combined to one long formula combination. But this is the only entirely dynamic solution for counting the number of unique records with multiple criteria.
The structure of the base formula combination is shown in the figure on the right-hand side. You only have to insert two different parts.
Applying this formula on the previous example leads to the following formula.
=SUM((FREQUENCY(MATCH(A2:A11,A2:A11,0),ROW(A2:A11)-ROW(A2)+1)>0)*1)
What does this formula do in the background? The basic formula is FREQUENCY (please refer to this article for more information).
=SUM((FREQUENCY({1,2,3,4,4,6,7,8,9,9},ROW(A2:A11)-ROW(A2)+1)>0)*1)
=SUM((FREQUENCY({1,2,3,4,4,6,7,8,9,9},{1,2,3,4,5,6,7,8,9,10}>0)*1)
=SUM(({1,1,1,2,0,1,1,1,2,0,0}>0)*1)
=SUM(({TRUE,TRUE,TRUE,TRUE,FALSE,TRUE,TRUE,TRUE,TRUE,FALSE,FALSE})*1)
=SUM({1,1,1,1,0,1,1,1,1,0,0})
=8
After solving the first question of the example, it’s time to add one criteria. Because the formula as shown before can’t handle blank cells, the first condition will be to skip blank cells.
The structure of the FREQUENCY formula with one condition is shown in the image on the right-hand side. As you can see, the formula hasn’t changed much. Just one part is added, illustrated with number 3. The condition is inserted using the IF formula. The corresponding closing blanket of the IF formula is after the MATCH formula. If the condition is not met, this part of the formula returns FALSE. This results in also FALSE at this point of the “DATA ARRAY” of the FREQUENCY formula.
The condition itself is added the following way:
(CONDITION_RANGE=CONDITION)
The condition of our example table is that empty cells should be skipped. The CONDITION_RANGE is A2:A11 and the condition is <>””. Putting the condition into the complete formula leads to the following formula.
=SUM((FREQUENCY(IF(B2:B11<>"",MATCH(A2:A11,A2:A11,0)),ROW(A2:A11)-ROW(A2)+1)>0)*1)
After knowing how to handle one conidition, it’s time to proceed with the second question of our example: How many people had a result higher than 40 in the first trial?
The same way the first condition is added, a second can be inserted. Just add one more IF formula before the existing IF formula. The corresponding closing bracket needs to be entered after the MATCH formula.
In the example of this chapter, the trial number is located in cells B2 to B11 and should be the first trial. The second criteria range is the result, located in cell range C2 to C11 and should be higher than 40. Regarding these two criteria leads to the following formula.
=SUM((FREQUENCY(IF(C2:C11>40,IF(B2:B11="1st trial",MATCH(A2:A11,A2:A11,0))),ROW(A2:A11)-ROW(A2)+1)>0)*1)
Once again, the hint: All formulas shown in this method are array formulas. After pressing Ctrl + Shift + Enter on the keyboard, curled brackets are added so that the formula―when seeing in the formula bar―look like this.
{=SUM((FREQUENCY(IF(C2:C11>40,IF(B2:B11="1st trial",MATCH(A2:A11,A2:A11,0))),ROW(A2:A11)-ROW(A2)+1)>0)*1)}
Please feel free to download all examples above in this Excel workbook. Click here and the download starts.
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Der Beitrag Count Number of Unique Records in Excel: 5 Methods (+Download) erschien zuerst auf Professor Excel.
]]>Der Beitrag FREQUENCY Formula in Excel: Everything You Should Know (+Download) erschien zuerst auf Professor Excel.
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The FREQUENCY formula counts, how often values occur within a range of values. Say you have a set of numeric numbers, for example 2, 4, 4, 5, 6, 7, 7, 9. Now you want to know how many of your number of less than or equal to 5, how many are between 6 and 7 and how many are larger than 8. FREQUENCY counts for each of these three classes the number of values and returns an array containing exactly these three numbers. So the result of the schematic example on the right-hand side would be the array {4,3,1}.
The FREQUENCY formula has two arguments as shown in the image on the right-hand side.
FREQUENCY is a multi-cell-array formula. That means, in it’s base version it returns an array of values which can be returned to multiple cells. Before you enter the FREQUENCY formula you should select all regarding cells. The results of the formula stretches over the number of cells as the second argument has bins plus one more cell. The reason is that you define the bin borders and you always have one additional bin. Say, you just have one bin (e.g. “5”) then you have the two classes smaller and equal the bin border and larger than the bin border.
The screenshot on the right-hand side shows a simple example for the FREQUENCY formula. The cell range B4 to C13 contains a list of people and their age in years. You want to know how many people are younger than 30 years old, how many between 35 and 40, and so on. These interval borders are given in cells E4 to F8. The cells G4 to G8 should show the corresponding number of people for each age class. Do the following steps for entering the formula.
Please note: Usually you could achieve the same result with the COUNTIFS formula. Because the COUNTIFS formula has some advantages towards FREQUENCY you should consider for such case as in this example to use the COUNTIFS formula. The advantages of COUNTIFS include that it’s more flexible for changes, can be “finetuned” better and is usually faster than an array formula.
Please feel free to download all examples above in this Excel workbook. Click here and the download starts.
Der Beitrag FREQUENCY Formula in Excel: Everything You Should Know (+Download) erschien zuerst auf Professor Excel.
]]>Der Beitrag Return Blank Cells Instead of Zeroes in Excel Formulas erschien zuerst auf Professor Excel.
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Probably the easiest option is to just not display 0 values. You could differentiate if you want to hide all zeroes from the entire worksheet or just from selected cells.
There are three methods of hiding zero values.
For details about all three methods of just hiding zeroes, please refer to this article.
Unlike the first option, the second option changes the output value. No matter if the return value is 0 (zero) or originally a blank cell, the output of the formula is an empty cell. You can achieve this using the IF formula.
Say, your lookup formula looks like this:
=VLOOKUP(A3,C:D,2,FALSE)(hereafter referred to by “original formula”). You want to prevent getting a zero even if the return value―found by the VLOOKUP formula in column D―is an empty value. This can be achieved using the IF formula.
The structure of such IF formula is shown in the image above (if you need assistance with the IF formula, please refer to this article). The original formula is wrapped within the IF formula. The first argument compares if the original formula returns 0. If yes―and that’s the task of the second argument―the formula returns nothing through the double quotation marks. If the orgininal formula within the first argument doesn’t return zero, the last argument returns the real value. This is achieved by the original formula again.
The complete formula looks like this.
=IF(VLOOKUP(A3,C:D,2,FALSE)=0,"",VLOOKUP(A3,C:D,2,FALSE))
The previous option two didn’t differentiate between 0 and empty cells in the return cell. If you only want to show empty cells if the return cell found by your lookup formula is empty (and not if the return value really is 0) then you have to slightly alter the formula from option 2 before.
Like before, the IF formula is wrapped around the original formula. But instead of testing if the return value is 0, it tests within the first argument if the return value is blank. This is done by the double quotation marks. The rest of the formula is the as before: With the second argument you define that—if the value from the original formula is blank—the return value is empty too. If not, the last argument defines that you return the desired non-blank value.
The formula in your example from option 2 looks like this.
=IF(VLOOKUP(A3,C:D,2,FALSE)="","",VLOOKUP(A3,C:D,2,FALSE))
Der Beitrag Return Blank Cells Instead of Zeroes in Excel Formulas erschien zuerst auf Professor Excel.
]]>Der Beitrag Convert Table to One Column in Excel: 4 Easy Methods to Copy All Columns underneath Each Other erschien zuerst auf Professor Excel.
]]>Say you have an Excel table and want to copy all column underneath each other so that you only have one column. For example, you have a table 2 rows by 4 columns like in the screenshot on the right-hand side. You want to copy and paste this table to one column. You often need such transformation for inserting PivotTables or to create database formats. This article provides 4 simple methods to transform a 2-dimensional table into one column in Excel.
The following methods will be introduced with a simplified example as shown on the right-hand side. You have a table with numbers within the cell range A1 to G7. That means you have 7 rows and also 7 columns. In total 49 cells to be copied to one column.
Like so often, copying and pasting the columns manually might be the fastest solution. Given that you are reading this article, this might not be the method you want to hear. But anyway, doing it manually is often the fastest way.
Maybe some advice to speed up the manual process might help. Try to use as many keyboard shortcuts as possible. That way you could save some time.
For more information about the keyboard shortcuts please refer to our big keyboard shortcut package.
You can convert a two-dimensional table into just one column by using the INDEX formula. Unfortunately, it requires some preparations. But on the other hand, it’s one of the faster ways (compared to setting up the more complex OFFSET formula like in method 3 below or the INDIRECT formula).
Let’s see what you need to prepare. Basically you have to create the column and row number in additional helper columns. That way you can easily refer to the original table. The screenshot on the right-hand side shows the necessary preparations.
=INDEX($A$1:$G$7;A10;B10). Example: In cell C10, the INDEX formula returns the value from the first row and first column of the range A1 to G7.
Please refer to this article for more information about the INDEX formula in Excel.
The third method uses the OFFSET formula for copying several columns underneath each other to one column. If you need some introduction to the OFFSET formula, please refer to this article.
Because the formula is – in this universal case – very long, we don’t go much into detail here. It’s based on three cells.
Now you just have to replace the cell links in the following formula with your cells. Don’t forget to fix the references with the $-signs as shown in the formula below.
=OFFSET($A$1,(ROW()-ROW($A$9)-1)-(ROW($A$7)-ROW($A$1)+1)*ROUNDDOWN((ROW()-ROW($A$9)-1)/(ROW($A$7)-ROW($A$1)+1),0),ROUNDDOWN((ROW()-ROW($A$9)-1)/(ROW($A$7)-ROW($A$1)+1),0))
In order to make it easier for you to use the formula, you can use the version below. All you have to do is to give names to the three main cell as shown in the image on the right-hand side. In order to achieve this, select the top left cell of your original table (here: A1) and click into the name field. Type “TopLeftCell” and press Enter on the keyboard. Repeat this with the bottom left cell (name “BottomLeftCell”) as well as the heading cell of your new table (name “HeadingCell”).
Once done, copy and paste the following formula it the first cell (here: A10). Now just copy and paste this cell down until all columns from your original table are covered.
=OFFSET(TopLeftCell,(ROW()-ROW(HeadingCell)-1)-(ROW(BottomLeftCell)-ROW(TopLeftCell)+1)*ROUNDDOWN((ROW()-ROW(HeadingCell)-1)/(ROW(BottomLeftCell)-ROW(TopLeftCell)+1),0),ROUNDDOWN((ROW()-ROW(HeadingCell)-1)/(ROW(BottomLeftCell)-ROW(TopLeftCell)+1),0))
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You want to use the most convenient way? Try the Excel add-in “Professor Excel Tools”. The steps are shown in the screenshot on the right-hand side.
That’s it. Do you want to try “Professor Excel” for free? Then just follow this link for more information or start the download right away.
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Please feel free to download all examples shown above in one comprehensive Excel file. Just click on this link and the download starts right away.
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Der Beitrag Convert Table to One Column in Excel: 4 Easy Methods to Copy All Columns underneath Each Other erschien zuerst auf Professor Excel.
]]>Der Beitrag Named Ranges in Excel: See All Defined Names (Incl. Hidden Names) erschien zuerst auf Professor Excel.
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Please take a look at the screenshots below. On the left-hand side you can see the built-in Excel Name Manager (you can access it though Formulas–>Name Manager). The right-hand side is a screenshot of the Excel add-in “Professor Excel Tools” (more to that later). They were both taken with the same Excel workbook.
As you can see, the built-in Name Manager only shows none-hidden names. There are 4 names names in this workbook which are not hidden. But there are thousands more defined names in this particular workbook. Excel just doesn’t show them to you.
The problem with not showing all defined names is that you can’t delete them. Because they are hidden. Let’s talk a little bit about defined names in Excel.
The first method is to access the source file of your Excel workbook. Please refer to this article for information about the source contents of an Excel file.
Please note: Tempering with the source code of your Excel file might damage the file. So please only work with copies of your file.
Our next method to edit hidden names in Excel is via VBA macros. We have prepared two VBA macros. Please insert a new VBA module and paste the following codes. If you need assistance concerning macros, please refer to this article.
This first VBA macros makes all defined names visible. You can then edit them within the built-in Name Manager (go to Formulas–>Name Manager). After pasting this code snipped into the new module, place the cursor within the code and click on the play button on the top of the VBA editor (or press F5 on the keyboard).
Sub unhideAllNames() 'Unhide all names in the currently open Excel file For Each tempName In ActiveWorkbook.Names tempName.Visible = True Next End Sub
If you want to hide all names in your current workbook, replace tempName.Visible = True by tempName.Visible = False.
The following VBA macros deletes all names in your workbook.
Sub removeAllNames() 'Remove all names in current workbook, no matter if hidden or not For Each tempName In ActiveWorkbook.Names tempName.Delete Next End Sub
One word of caution: Print ranges and database ranges are also stored as defined names. Before you delete all names, make sure that you really don’t need them any longer.
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This last VBA macro only deletes all hidden names in your workbook.
Sub removeAllHiddenNames() 'Remove all hidden names in current workbook, no matter if hidden or not For Each tempName In ActiveWorkbook.Names If tempName.Visible = False Then tempName.Delete End If Next End Sub
Because this problem is – if it occurs – very troublesome, we’ve included our own version of a “Name Manager” into the Excel add-in “Professor Excel Tools“. As you can see on the screenshot on the right-hand side, it shows all names including hidden names.
You can then hide or unhide defined names. Or directly delete them.
This function is included in our Excel Add-In 'Professor Excel Tools'
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Defined names are usually useful in Excel. Unfortunately, with built-in methods, hidden names can’t be edited. That could be a problem when you copy a worksheets and have to confirm for each name separately if you want to keep it or rename it. With thousands of names that could take a while.
Unfortunately, Excel doesn’t provide functions to edit such hidden names. You could work on them manually, with VBA macros or third party add-ins such as “Professor Excel Tools“.
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Der Beitrag Named Ranges in Excel: See All Defined Names (Incl. Hidden Names) erschien zuerst auf Professor Excel.
]]>Der Beitrag Equal-Plus in Excel: Why You Should Not Start a Formula With “=+” erschien zuerst auf Professor Excel.
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Lotus 1-2-3 is a spreadsheet program and according to Wikipedia, it “was the IBM PC’s first killer application”. However, the last version was published in 2003 and support ended in 2014. Entering formulas or values in Lotus 1-2-3 you could use the “+”-sign instead of “=” like in Excel. In order to welcome Lotus 1-2-3 users, Excel tolerated entering formulas just using the “+”-sign. It automatically adds the “=”-sign before so that formulas are converted. The “+”-sign stays.
First of all: There is no harm of the =+-sign in the beginning of an Excel formula. With that in mind, let’s talk about advantages and disadvantages of using equal-plus instead of just equal for Excel formulas and calculations.
Lotus 1-2-3 users don’t have to change their behavior of entering formulas in Excel.
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Maybe it sounds similar, but the equal-plus sign for starting a formula in Excel doesn’t have anything to do with the double minus sign. The double negative converts TRUE and FALSE in formulas to the number 0 for FALSE and 1 for TRUE. When do you need that? For example in the SUMPRODUCT formula (please refer to this article for more information).
There are two methods to remove all “=+”-signs in Excel.
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Although the “=+”-sign doesn’t harm and doesn’t have any special meaning, there is no real advantage of using the “+”-sign to type a formula in Excel. Instead, there are minor disadvantages of the equal-plus version of formulas in Excel. And – and that’s my personal opinion on that matter – it looks dirty is just unnecessary…
When I receive an Excel file containing formulas with equal-plus signs, I usually have the following thoughts: Someone wants to show that he or she is an Excel expert by not using the “normal” way of typing formulas but rather using the more complicated way. Unfortunately, I get the opposite impression. The author of the Excel file didn’t use the simple way but rather the dirty, more complicated way. That’s not good for an Excel file.
What do you think? What is your opinion about the =+-characters at the beginning of an Excel formula?
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]]>Der Beitrag Merge Sheets: Copy All Worksheets Underneath Each Other (+Download) erschien zuerst auf Professor Excel.
]]>In many cases it’s probably the fastest way to just copy and paste each sheet separately. That depends of course on the number of worksheets you want to combine and their structure. Some comments:
You can use Excel formulas to combine data from all worksheets. The main formula is INDIRECT.
This method has some disadvantages, though.
On the other hand, it has one major advantage: If you spend effort to set it up, this method is dynamic. That means when your input updates, the merged worksheet updates as well.
The INDIRECT formula can access any cell from a link (or better: an address) you provide. Please refer to this article to learn more about the INDIRECT formula. So you only have to provide the addresses for each cell in each worksheet you want to combine. Therefore, you should prepare a worksheet the following way (please refer to the screenshot on the right-hand side):
So let’s assume that you want to get the value from cell A1 of Sheet1. You would need then all the parts ‘Sheet1’, column ‘A’ and row ‘1’. Combining them in the INDIRECT formula would lead to the following formula. The formula in cell C4 is
=INDIRECT("'"&$A4&"'!"&C$2&$B4).
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You want to save some time? We prepared a worksheet which can merge sheets automatically. What do you have to do? Download this workbook (~7 MB) and copy the only sheet into your own workbook. That’s it.
Please note the following comments.
You feel confident enough to use a simple VBA macro? Please insert the following code into a new VBA module. If you need assistance with VBA, please refer to this article.
Sub Merge_Sheets() 'Insert a new worksheet Sheets.Add 'Rename the new worksheet ActiveSheet.Name = "ProfEx_Merged_Sheet" 'Loop through worksheets and copy the to your new worksheet For Each ws In Worksheets ws.Activate 'Don't copy the merged sheet again If ws.Name <> "ProfEx_Merged_Sheet" Then ws.UsedRange.Select Selection.Copy Sheets("ProfEx_Merged_Sheet").Activate 'Select the last filled cell ActiveSheet.Range("A1048576").Select Selection.End(xlUp).Select 'For the first worksheet you don't need to go down one cell If ActiveCell.Address <> "$A$1" Then ActiveCell.Offset(1, 0).Select End If 'Instead of just paste, you can also paste as link, as values etc. ActiveSheet.Paste End If Next End Sub
You like to use the most convenient way? Try the Excel add-in Professor Excel Tools.
Alternatively, you can further refine your desired settings: Do you want to add the original sheet name in column A? No problem.
Also, define the copy & paste mode as shown in the screenshot on the right-hand side.
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Der Beitrag Merge Sheets: Copy All Worksheets Underneath Each Other (+Download) erschien zuerst auf Professor Excel.
]]>Der Beitrag SUMPRODUCT in Excel: Everything You Should Know (+Download) erschien zuerst auf Professor Excel.
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The SUMPRODUCT formula sums up all values after multiplying cell ranges with each other.
You might wonder, why this is important in terms of lookups? There are two reasons:
SUMPRODUCT has one special characteristic. It is not an array formula by definition because it doesn’t require you to press Ctrl + Shift + Enter after typing. However, it deals with arrays so that the usage is quite similar to array formulas.
The structure of the SUMPRODUCT formula is quite simple. You just provide at least one and at most 255 ranges of cells as shown in the image on the right-hand side.
The image on the right-hand side illustrates how the formula works. Say, you have the two ranges A1 to A6 and B1 to B6. SUMPRODUCT multiplies cell A1 with B1, A2 with B2 and so on. Afterwards, it sums up all single result.
As a first example, you explore the basic usage of the SUMPRODUCT formula: Multiplying to cell ranges and summing up the result.
Say, you have sales data as shown in the screenshot on the right-hand side. Besides the product and region, you also have the amount per product and region as well as the price for each combination of product and region. You want to calculate the total revenue.
That means, you have to multiply the amount with the price for each combination of product and region, in this case for each row. You could achieve this with an additional helper column. Alternatively, you could just use the SUMPRODUCT formula.
The SUMPRODUCT formula for this example is shown in cell C11 of the screenshot on the right-hand side. You only have to put both cell ranges (amount and price) into the SUMPRODUCT formula. The resulting formula is
=SUMPRODUCT(D4:D9,E4:E9).
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Besides the basic usage as shown in the previous example, you can use the SUMPRODUCT formula for lookups. The basic idea is that you multiply ranges by 1 if a condition is met and by 0 if not.
Please take a look at the image on the right-hand side. You have a simple table listing products and regions in columns B and C as well as the price listed in column E. You want to return the price from column E by selecting a product and region.
The approach is quite simple.
Applying this on the example above leads to the following formula:
=SUMPRODUCT((B4:B9=C15)*(C4:C9=C16)*(E4:E9))
Here is what happens in the background: Through the multiplication of each argument, TRUE arguments are converted to the number 1 and FALSE arguments to 0. Only if all arguments return TRUE (which means 1), the product is not 0. In the example above, that’s only the case for the third row so that the result is 22,000.
Please note: The arguments of the SUMPRODUCT formula can also be entered slightly different. Instead of using the *-sing, you can separate the arguments with a comma. In this case you have to make sure that the resulting TRUE and FALSE arguments are converted to number by either multiplying them by 1 or using the double minus sign (“–“). The formula could look like this:
=SUMPRODUCT(--(B4:B9=D15),--(C4:C9=D16),E4:E9)
In a third example for the SUMPRODUCT formula you want to combine the previous two examples. The goal is to return the sum of products if two criteria are fulfilled like shown on the image on the right-hand side.
You want to multiply the amount of each product and region by the price. The result is the revenue for each product and region. Please follow the same rules as before:
Applying these rules on the example above results in the following formula (cell C22):
=SUMPRODUCT(($B$4:$B$9=C$21)*($C$4:$C$9=$B22)*($D$4:$D$9)*($E$4:$E$9))
The calculation steps for the fomula in cell C22 are shown in the picture on the right-hand side.
Also in this case, you can slightly transform the formula and divide each argument by comma.
=SUMPRODUCT($D$4:$D$9,$E$4:$E$9,--($C$4:$C$9=$B28),--($B$4:$B$9=C$27))
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All following methods will be introduced with the example as shown in the image on the right-hand side. The cell range B4 to B19 contains codes (e.g. “AAA”, “AAa”, and so on) and the cell range C4 to C19 contains numeric values. In cell G3 you can insert a code (e.g. “Aaa”). The goal is to return the numeric value from the cells C4 to C19, depending on the code given in cell G3. For example if the code in G3 is “Aaa” you want to return the value from cell C6, which is 4,626.
The first method is based on the VLOOKUP formula. Unfortunately, the approach is a little bit complex and only works through a workaround. The structure of the case-sensitive VLOOKUP is shown in the image on the right-hand side.
The underlying idea is not to conduct a VLOOKUP with the actual search value, but rather with the row number, in which the search value can be found.
Please note: As for all array formulas please press Ctrl + Shift + Enter on the keyboard after typing the formula.
If you insert the fixed arguments into this formula, you get the simplified structure of the VLOOKUP formula in the image on the right-hand side.
For our example, the case-sensitive VLOOKUP has the following parameters:
Putting these parameters into the formula structure of Figure 93, you get the following formula.
{=VLOOKUP(MAX(EXACT(G3,B4:B19)*(ROW(B4:B19))),CHOOSE({1,2},ROW(B4:B19),C4:C19),2,0)}
A case-sensitive HLOOKUP works very similar to the VLOOKUP. The only difference is that you have to insert 3 TRANSPOSE formulas around and inside the CHOOSE formula. The reason is that CHOOSE can only handle vertical cell ranges in this case.
The structure of the case-sensitive HLOOKUP formula is shown in the image above. As you can see, the formula is getting quite long. This might be a good example for a possible solution in Excel, but not necessarily the best one. The following method number 2 is usually a better option for a case-sensitive, horizontal lookup.
The arguments of the HLOOKUP formula are pretty much the same as in method 1a, the VLOOKUP formula. Applying this to a very similar example leads to the following formula.
{=HLOOKUP(MAX(EXACT(D7,C3:R3)*COLUMN(C3:R3)),TRANSPOSE(CHOOSE({1,2},TRANSPOSE(COLUMN(C3:R3)),TRANSPOSE(C4:R4))),2,FALSE)}
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The case-sensitive INDEX/MATCH formula is compared to the case-sensitive VLOOKUP formula quite simple. The INDEX/MATCH formula is shorter and in many cases the better option.
The structure of the case-sensitive INDEX/MATCH formula combination is shown in the image on the right-hand side, the following number relate to the image.
Please note (again): As for all array formulas please press Ctrl + Shift + Enter on the keyboard after typing the formula.
The structure shown in Figure 94 can be simplified. After inserting the fixed arguments, the INDEX/MATCH formula looks like in the image on the right-hand side.
Applying this structure on our example, you have the following parameters.
If you now put these parameters into the structure, you get the following formula.
{=INDEX(C4:C11,MATCH(TRUE,EXACT(G3,B4:B11),0))}
The SUMIFS formula doesn’t support an exact lookup. That’s why you could use an alternative formula instead: SUMPRODUCT. Although no “real” array formula (with curly brackets), the SUMPRODUCT formula works like an array formula because it deals with arrays.
The structure of the case-sensitive SUMPRODUCT formula is shown in the image above. The SUMPRODUCT formula multiplies all arguments with each other and sums up the results. If a criterion is not fulfilled, the argument is 0 so the result of the multiplication is 0.
Because this formula is not an array formula, you don’t have to press Ctrl + Shift + Enter when finished typing.
For the example of this chapter, you will get this SUMPRODUCT formula (also shown in the image on the right-hand side.
=SUMPRODUCT(EXACT(G3,B4:B19)*1,C4:C19)
Please note: The SUMPRODUCT approach only works with numeric return values (including dates). If your return value is a text or string, SUMPRODUCT doesn’t work.
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