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Raghu R Excel Tips
IvealwaysbelievedthatExcelisoneofthemostpowerfulsoftwaretoolsout
there.Itisntjustthefactthatitsspreadsheetsoftware,whichisbyits
naturepowerfulanyway.No,MicrosoftExcel2013itselfhassuchan
awesomecollectionofbuiltintoolsandfeaturesthatithasbeyondany
doubt,becomeoneofthemostusefultoolsforsomanythings.Inthis
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article,Iplantoshowyouhowpowerfulformulasandconditional
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Muchofthepowerreallyliesbehindtheformulasandrulesthatyoucan
Learn to use Vlookup in Excel
writetomanipulatedataandinformationautomatically,regardlessofwhat
datayouinsertintothespreadsheet.
Learn to Compose and send
ConditionalFormatting.Withtheuseofformulas,rules,orjustafewreally
simplesettings,youcantransformaspreadsheetintoanautomated
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TogettoConditionalFormatting,youjustclickontheHometab,andclick
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ontheConditionalFormattingtoolbaricon.
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IdiscoveredthisonceIupgradedtoOffice2013andusedconditional
formattinginExcel2013.IcheckedouttheiconsetsandsawthesecoolLED
indicatorlightsthatIhadonlyreallyseenbeforeinsomeofthefactory
automationdisplaysIveprogrammed.WhenyouclickonManagerules,
itlltakeyoutotheConditionalFormattingRulesManager.Dependingon
thedatayouselectedbeforechoosingtheiconset,youllseethecell
indicatedintheManagerwindow,withtheiconsetyoujustchose.
Home Learn Tips VBA
WhenyouclickonEditRule,youseethedialogwherethemagic
happens.Thisiswhereyoucancreatethelogicalformulaandequationsthat
willdisplaythedashboardiconyouwant.Inmyexample,Imonitortime
spentondifferenttasksversusmybudgetedtime.IfIvegoneoverhalfmy
budget,Iwantayellowlighttodisplay,andifImoverbudget,Iwantitto
gored.
Asyoucansee,Imnotreallybudgetingmytimetoowell.Almosthalfofmy
timeisspentwayoverwhatIvebudgeted.
YouareprobablyfamiliarwiththeVLookupfunction,whichletsyousearch
throughalistforaparticulariteminonecolumn,andreturnthedatafroma
differentcolumninthesamerowasthatitem.Unfortunately,thefunction
requiresthattheitemyouresearchingforinthelistisintheleftcolumn,
andthedatathatyourelookingforisontheright,butwhatiftheyre
switched?
Intheexamplebelow,whatifIwanttofindtheTaskthatIperformedon
6/25/2013fromthefollowingdata?
YoucangetVLookuptoworkthiswaybynestingaCHOOSEfunctioninto
it.Inthiscase,theformulawouldlooklikethis:
=VLOOKUP(DATE(2013,6,25),CHOOSE({1,2},E2:E8,A2:A8),2,0)
WhatthisfunctionmeansinsimpleEnglishisthatyouwanttofindthedate
6/25/2013inthelookuplist,andthenreturnthecorrespondingvaluefrom
thecolumnindex.Inthiscase,youllnoticethatthecolumnindexis2,but
asyoucanseethecolumninthetableaboveisactually1,right?
Thatstrue,butwhatyouredoingwiththeCHOOSEfunctionis
manipulatingthetwofields.Youreassigningreferenceindexnumbersto
rangesofdataassigningthedatestoindexnumber1andthetasksto
indexnumbertwo.So,whenyoutype2intheVLookupfunction,youre
actuallyreferringtoIndexnumber2intheCHOOSEfunction.Crazy,eh?
AlsoreadHowtoDecideWhichExcelLookupFormulatoUse
TheremaybecaseswhereyoueitherimportdataintoExcelfromanoutside
sourcethatismadeupofastringseparatedbydelimiterswithinthefield
itself.Onceyoubringinthedata,youwanttoparsethatdataoutintothe
individualcomponents.
Hereshowthisisdone(seeifyoucanmentallyfollowalongwiththis
insanity):
Forthefirstfield,toextracttheleftmostitem(thepersonsname),you
wouldsimplyuseaLEFTfunctionintheformula.
=LEFT(A2,FIND(,A2,1)1)
ThissearchesthetextstringfromA2,findsthedelimitersymbol,
subtractsonefortheproperlocationoftheendofthatstringsection,and
thengrabstheleftmosttexttothatpoint.Inthiscase,thatsRyan.Mission
accomplished.
Butwhatabouttheothersections?Well,toextractthepartsontheright,
youneedtonestmultipleRIGHTfunctionstograbthesectionoftextup
untilthatfirstsymbol,andperformtheLEFTfunctiononitagain.Heres
whatthatlooksliketoextractthestreetnumberpartoftheaddress.
=LEFT((RIGHT(A2,LEN(A2)FIND(,A2))),FIND(,
(RIGHT(A2,LEN(A2)FIND(,A2))),1)1)
RIGHT(A2,LEN(A2)FIND(,A2))
AndinserteditintoeveryplaceintheLEFTfunctionabovewheretheresan
A2.Thiscorrectlyextractsthesecondsectionofthestring.
Eachsubsequentsectionofthestringneedsanothernestcreated.Sonow
youjusttakethecrazyRIGHTequationyouhadcreatedforthelast
section,andthenpastthatintoanewRIGHTformulawiththeprevious
RIGHTformulapastedintoitselfwhereveryouseeA2.Hereswhatthat
lookslike.
(RIGHT((RIGHT(A2,LEN(A2)FIND(,A2))),LEN((RIGHT(A2,LEN(A2)
FIND(,A2))))FIND(,(RIGHT(A2,LEN(A2)FIND(,A2))))))
ThenyoutakeTHATformula,andplaceitintotheoriginalLEFTformula
wherevertheresanA2.Thefinalmindbendingformulalookslikethis:
=LEFT((RIGHT((RIGHT(A2,LEN(A2)
FIND(,A2))),LEN((RIGHT(A2,LEN(A2)FIND(,A2))))FIND(,
(RIGHT(A2,LEN(A2)FIND(,A2)))))),FIND(,
(RIGHT((RIGHT(A2,LEN(A2)FIND(,A2))),LEN((RIGHT(A2,LEN(A2)
FIND(,A2))))FIND(,(RIGHT(A2,LEN(A2)FIND(,A2)))))),1)1)
ThatformulacorrectlyextractsPortland,ME04076outoftheoriginal
string.
Toextractthenextsection,repeattheaboveprocessalloveragain.Your
formulascangetreallyloopy,butallyouredoingiscuttingandpastinglong
formulasintoitself,makelongneststhatworkreallywell!
AlsoreadExcelFormulas:10FormulasThatHelpedMeKeepMy
Job
Conclusion
Home Learn Tips VBA
Sothereyouhaveit.Weretheseformulasandtechniqueswildenough?Do
youhaveanyamazingformulatricksofyourownthatmakeupyourExcel
superusertoolbox?Shareyourinputandfeedbackinthecommentssection
below!
AlsoreadExcelDataEntryTipsandTechniques
Courtesy:makeuseof.com|Author:RyanDube
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Raghu R
ExcelismyPassionandVBALoveofLife.Iliketosolveand
automateanypossibleopportunityinExcelincludingincombination
withOfficeApplications(Access,Outlook,Word,PowerPoint,Visio,
etc)andotherNonOfficeApplications(SAP,IE,Batch,
ConfigurationManagementTools,etc).Note:Allthesolutionsgiven
herearepublishedafterthoroughlytestedtomyknowledge,however
itisadvisedtokeepacopybeforeyoutryit.
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