Often I wish Microsoft had spent the effort and time on a data genie (and a set of powerful formulas) that can automate common data cleanup tasks like extracting duplicates, makings lists unique, find missing items, remove spaces etc. Alas, instead they have provided features like clippy which are intrusive to say the least.
So as part of our second installment of spreadcheats we will learn how to tackle few of the most common data processing tasks:
Getting Unique Items from a List of Cells
There are 3 simple ways to do this:
- Using Advanced Data Filter
- Using countif() and auto filter
- Using formulas as described here
Assuming you have data as shown in the picture aside (and wishing you will have customers like those):
- First add a column to the left of the list. Here we will use formulas to fill numbers based on the uniqueness of the cell next to it.
- Essentially our formula should generate numbers in increasing order as long as the corresponding item is unique and not increase the number otherwise.
- So the formula for order column can be like this:
=IF(COUNTIF(list-upto-that-point, current element)=1,previous-order+1, previous-order)
See the example below:
remember, the first cell order is 1. - See how we are using both absolute and relative references to fetch the counts.
- Now add another column to the right of the list, here we will fetch unique items.
- We will use vlookup() to fetch each of the 12 unique items. The formula goes like this:
=VLOOKUP(running number,$B$4:$C$22,2,FALSE)
You can wrap the vlookup() with if() formula to avoid seeing #value errors.
That is all. Using this method you can extract unique items froma list.
Eliminating Doubles from a List
There are 2 ways in which you can find and remove duplicates(doubles) in excel lists with ease:
- Using countif() and then auto-filter
- Using formulas
The process for finding duplicates using formulas is same as that of finding unique items.
Instead of writing COUNTIF(list-upto-that-point, current element)=1, we now write COUNTIF(list-upto-that-point, current element)=2. Also the first element’s count should be changed to zero.
Once done the list should look like what you see on the side.
Finding Missing Items by comparing one list with another:
Even though this might seem like a different challenge, it is infact same as the above techniques. You need to use countif() to compare first list’s elements with second list. How? that is your home work.
Download and see these formulas in action:
Still having some doubts? Download the excel tutorial – unique & duplicate items and learn by poking around.
22 Responses to “Master Excel 2007 Ribbon with this Free Learning Guide”
Thank you, kind sir. Well done with the baby making.
I cannot get signed up for your newsletter. I tied both this email address and churchill2001@hotmail.com. never a response.
I cannot get signed up for your newsletter. I tied both this email address and churchill2001_at_hotmail_dot_com. never a response for either attempt.
@Doug, it shows that your email address is pending verification. Can you check your inbox (and may be spam folder too) for an email from me? The subject will be "Activate Subscription to Get your Free Excel Tips E-book"
[...] PPS: If you are struggling with ribbon, you should check out ribbon learning guide. [...]
Very Useful Info..Keep it up..
@Ajay.. you are welcome 🙂
how do u download microsoft excel for free?
http://www.microsoft.com/en-us/default.aspx
Select Office
Free Trial
[...] Excel 2010 UI looks considerably better and less stressful than 2007. The colors are dull and subtle. The icons don’t call for attention unless you want to do something. The menus / ribbons feel smoother and slicker. [Learn to use Excel Ribbon with this Free e-Book] [...]
I can't open this pdf. I get the error message:
You do not have the required license to open this file.
Please request a license from the creator of the file, and add it using the license manager and they try opening it again.
What gives??
I downloaded the file again and it worked this time. Strange. (First file was 116 KB, second was 1644 KB... ???)
[...] More ribbon goodness | Free e-book to learn Excel Ribbon [...]
Hi Chandoo,
thanks for sharing your Excel 2007 learning experience with us; unfortunately the link to the pdf of the free Excel 2007 learning guide seems broken: my Acrobate Readers flags: "Unkown file type or corrupte data".
Have a nice day
Michael
well done this is great
Can somebody just provide a link the classic TAB exportedUI files for MS Office 2003 for us to use in office 2007/2010?. searching online, everybody just wnats to make a buck online with silly Classic Tab installers which do nothing more than inport exportedUI files for you.
Don't give me a ribbon how to guide, just give me free exportedUI files. I should not have to pay anyone for this, it is free XML, MS should have included this to begin with.
thanks
Dear.
There are a set of debit values and a set ot credit values in a column. I want a vba code by whcich the debit value plus a single / multiple credit value is zero that needs to be marked .
finally i will come to know out of the avaibale debits which cannot be used the with avilable credits either single or multiple values.
If multiple matching sets are available let it take the 1st or the 2nd one its not an issue.
Column A Ref
-1000 A
-5000 B
-8000 C
800 A
100 A
100 A
2000 B
3000 B
13000
15000
hi...
how to make this add-ins and display in ribbon... check this sample : http://www.cprsoft.com/GCDemo01.htm
thank you sir...
Please tell me format painter short cut key In excel ?
Thanks In Advance
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