It is no exaggeration that knowing excel formulas can give you a career boost. From someone starting at the long list of numbers, you can become a data god who can lookup, manipulate and analyze any spreadsheet by learning few excel formulas.
So when our little excel blog hit the 5000 RSS Subscriber milestone, I celebrated the occasion by asking you to share an excel formula through twitter or comments with rest of us. And boy, what an excellent list of formula tips you have shared with us all.
Here is the complete list of entries for the twitter formula contest.
Follow the links next to contributor’s name to see the original twitter post or comment
To return the full Path+Filename of your (saved) workbook
by Dmurphy on PHD comments
To return the full Path+Filename of your (saved) workbook (and dropping the [] characters) to get, for example, C:\Data\ExcelFiles\MyWorkbook.xls: =SUBSTITUTE(SUBSTITUTE(LEFT(CELL(”filename”,$A$1), FIND(”]”,CELL(”filename”,$A$1))),”[“,””),”]“,””)
Create a Dynamic Range that Grows and Shrinks with Data
by ps62 on twitter [@ps62]
IF($A6=””,””, SUM(OFFSET(Data,$A6-1,StartDateIndex-1,1,NumCols))) – makes stuff dynamic
Find the last cell in a row
by govi on twitter [@govi]
Return last filled cell in a row: =LOOKUP(9,999E+307;A1:IV1)
Cleaning your data (Example, changing the values in a column)
by artjohnson on twitter [@artjohnson]
Excel. Cust name header in C9 and text datalist below. Formula in B9 moves name from C9 to B9. Copy down. =if(isblank(C8),c9,b8)
Extract the month from a date
by Alan on PHD comments
Probably a easier way of doing this , extracting the month from a date as text. A1 is date =TEXT(DATE(0,MONTH(a1),1),”mmmm”)
Clean your text before you lookup
by rushikul on twitter [@rushikul]
=VLOOKUP(CLEAN(TRIM(E20)),F5:G18,2,0). To make sure you are using clear text, as text is most used in vookup_value
Find if two ranges are statistically different
by nandoaires on twitter [@nandoaires]
=IF((1-(1-NORMSDIST(ABS(A1-A2)/SQRT((2*AVERAGE(A1:A2)*(1-AVERAGE(A1:A2)))/(A3))))*2)>0,95;”Different”;”Equals”)
Lookup 3 criteria and return the match
by Alan_xls on twitter [@Alan_xls]
=Index(return,Match(1,(1stRange=criteria1)*(2ndRange=criteria2)*(3rdRange=criteria3),0)) Return result where 3 values match,Array Form
Offset with Match, get data from somewhere else
by Arnab Bose on PHD comments
This formula looks up data from another sheet considering three parameters keeping into account the column A and column B with sub-components (both on another sheet) and matching them up with the heading on both sheets. =OFFSET(’Data Sheet’!$C$1,MATCH(D$2,’Data Sheet’!$A$2:$A$140,0)+MATCH($B5,’Data Sheet’!$B$2:$B$20,0)-1,MATCH(D$3,’Data Sheet’!$C$1:$J$1,0)-1)
Using SUM with multiple conditions
by ps62 on twitter [@ps62]
{=SUM(IF(shoes=”nike”,Units,0))} – array formula – two conditions
VLOOKUP but get values from the left
by bsamson on twitter [@bsamson]
VLookup to return values to the left of the lookup range: =INDEX(SearchRange,MATCH(LookupValue,LookupRange,FALSE))
Getting data from a dynamic range
by Arnab Bose on PHD comments
This formula extracts data from a dynamic data range and returns a zero value if there is an #N/A error. =IF(ISNA(HLOOKUP($A14,Data!$AB$2:$AW$9,MATCH(”P”,Data!$AB$2:$AB$2,0),0)), 0,HLOOKUP($A14,Data!$AB$2:$AW$9,MATCH(”P”,Data!$AB$2:$AB$2,0),0))
Find the difference between maximums of two ranges
by PreetAulakh on twitter [@PreetAulakh]
{=MAX(K5:M5-K4:M4)}, one step formula to determine the max of difference of two ranges! No curly brackets in excel, Cltr+Shift+Enter
Find the top 3 values of a range
by JassiAulakh on twitter [@JassiAulakh]
Large(A1:A100,{1,2,3}). Gives you 3 highest values of a range. Select three cells and enter this formulas. Then Cltr+Shift+Enter
SUMPRODUCT with multiple conditions
by Martin on PHD comments
Here’s my little contribution (previously posted 😉 Named Ranges (should be dynamic, but….) Ship $A$2:$A$8 Captain $B$2:$B$8 flights $C$2:$C$8 in F:F Summary_ship $F$2:$I$2 this 3:3 Summary_Captain $E$3:$E$6 data is in range A1:C8, and summary is in E1:I6. =SUMPRODUCT((Ship=in Summary_ship)*(Captain=this Summary_Captain)*(flights))
Get the name of the workbook
by Dmurphy on PHD comments
To return the name of the workbook only, e.g. MyWorkbook.xls: =MID(CELL(”filename”,$A$1),FIND(”[“,CELL(“filename”,$A$1))+1,FIND(“]“,CELL(”filename”,$A$1))-FIND(”[”,CELL(”filename”,$A$1))-1)
Excel Formula Fun – Should we fight… ?
by chrismelck on twitter [@chrismelck]
=IF(ISERROR(VLOOKUP(WOMD,Iraq,1,FALSE)),”Declare war”,”Declare war anyway”)
More ways to use IF and Then formula
by Olu D. on PHD comments
This formula determines the Active (=”T”) status or otherwise of Employees in an Excel spreadsheet: =IF(AC2=””,”X”,IF(AND(AC2=500000,AD2=””),”T”,IF(AND(AC2500000,AD2?”),”F”,”Pls Enter Leaving Reason!!”)))
Using INDIRECT along with VLOOKUP to make dynamic lookups
by squash86 on twitter [@squash86]
=VLOOKUP(B3, INDIRECT(B36), COLUMN()-1,FALSE) The INDIRECT returns the name of a named range that holds the data table.
Calculate the p-value of a t-statistic [Don’t ask me what it is 😛 ]
by David on PHD comments
=NORMDIST(-1*ABS((Z27-AE27)/AG27),0,1,TRUE). Calculate p-value for t-statistic based on means in Z27 and AE27 and the std err of mean in AG27.
What is on the right side of that string
by aniVy on twitter [@aniVy]
=RIGHT(A1,LEN(A1)-FIND(“-“,A1,1)) – Extracts right side string after a hyphen.
Find frequency distribution of a range of values
by Cody on PHD comments
=FREQUENCY(DY5:DY118,EU4:EU14) for creating frequency distributions. I can’t believe I went so long before discovering that there’s an easy built-in array function that does this. Constructing the distribution by hand was always a pain.
In-cell bar graph
by JohnCorp on twitter [@JohnCorp]
=REPT(“|”,A1/MAX($A$1:$A$5)*30) creates a bar graph from the data in the range a1:a5, change the font to change the look of the graph
Get the name of the current worksheet
by Dmurphy on PHD comments
To return the name fo the current worksheet, e.g. “Sheet1?: =MID(CELL(”filename”,$A$1),FIND(”]”,CELL(”filename”,$A$1))+1, LEN(CELL(”filename”,$A$1))-FIND(”]”,CELL(”filename”,$A$1)))
Excel formula fun – Usetheforce()
by _mikii on twitter [@_mikii]
=usetheforce(choke,”Moff Jerjerrod”)
UDF to calculate to royalty, I am not getting any
by chrislbs on twitter [@chrislbs]
=TieredRoyalty($R$16:$T$19,I5) @r1c1 Uses a UDF to calculate royalty on I5 based on a TierTable in R16:T19, saving nested vlookups
Find the Next Friday the 13th
by S3bast1an on twitter [@S3bast1an]
ARRAYformula – Next Friday 13th is =MIN(IF(((WEEKDAY(TODAY()+ROW(1:1000);2)=5)*(DAY(TODAY()+ROW(1:1000))=13))=1;TODAY()+ROW(1:1000)))
Split first name and last name
by Mahmut on PHD comments
=LEFT(A1,FIND(” “,A1)-1) =RIGHT(A1,LEN(A1)-FIND(” “,A1)) Split first names and last names.
IF with a VLOOKUP
by m4th1337 on twitter [@m4th1337]
=IF(VLOOKUP(C1,’Historical Data’!$A$2:$S$332,4,FALSE)>F1,”-“,IF(VLOOKUP(C1,’Historical Data’!$A$2:$S$332,4,FALSE)
And now for the winners
I wish I had more prizes to give. All the tips are truly marvelous. I have learned several cool uses of excel formulas. But alas, we have only 2 prizes in this contest.
Dashboard bundle from Bonavista Systems goes to Govi
The excel formulas 2007 book by John Walkenbach goes to DMurphy
Both the winners are randomly selected. I have already sent them an e-mail with the further instructions to claim the prizes.
Big thank you to Bonavista Systems, the contest sponsor
I would like to thank Andreas from Bonavista systems for sponsoring the dashboard bundle. Bonavista systems makes some really cool tools for excel dashboards, spark-lines and helps you make cleaner and better looking charts. Checkout their products and know more about them from their site.
Further Resources if you want to learn Excel Formulas
28 Responses to “Team To Do Lists – Project Tracking Tools using Excel [Part 2 of 6]”
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Part 3: Preparing a project time line [upcoming] Part 4: Time sheets and Resource management [...]
the templates are great (I bought the combo).
What I'm missing is a way to have the project gantt chart and reporting with the data per resource, in such a way that I can also show the occupation per resource on an extended gantt chart.
So with hours entered per person per project or sub-activity, to show a gantt chart of how many hours/days a person spent on which project (or plans to spend).
[...] from: Team To Do Lists - Project Tracking Tools using Excel [Part 2 of 6] 25 Jun 09 | [...]
Hi Chandoo,
Funny I have a post on the value of MS project lined up which I will post when the current monster project I'm working on finishes and I get some free time!
I'm not sure this would help with any of the projects I've worked on, closing down a to do list seems like more effort than it's worth, but it might be useful for some things. I guessing it doesn't, but does the time stamp not update when you recalculate the work book?
keep up the good work!
Ross
@Ross.. Thanks for sharing your ideas... I think to do lists are a great way to keep up with project activities and ensure accountability from individual team members, when they are implemented right.
"I guessing it doesn’t, but does the time stamp not update when you recalculate the work book?"
Your guess is right. When you change the calculation mode to "iterative", excel takes care of the nittygritties and retains older values in circular references in formulas.
[...] Project Management in Excel [New Series] - Gantt Charts | To Do Lists [...]
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
Hi Chandoo,
The template give me lot of convenience to monitor the thing to do. It simple. Thank You
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
[...] make sure you have read the first 4 parts of the series - Making gantt charts [project planning], team todo lists [project tracking], project time lines chart [reporting] and Timesheets and Resource Management using Excel. Also [...]
Chandoo,
I really do not see any befit to this function in Excel unless it was somehow tied into some other chart. That is say a scheduled activities % complete is based on the to-do list.
The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless.
@Brian... Once you have a todo list up and running, it is easy to get metrics out of it. I didnt propose it as it might look a bit too micro-management-ish.
I am able to understand what you meant by "The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless."
Can you explain?
"Chandoo"
What I mean is this. Lets say you have 10 task which are part of one activity/WBS that is in your schedule. One there are very few cases were many people would be assigned to complete this one scheduled activity with no direction being given who should what of the 10 task. It is poor management, and the task 90% of the time would not get done in a timely manner if say 4 people were responsible. Secondly, you are assuming all 10 task are independent of each other. You might need to do task 1 thru 3 before you can do task 4, and to do task 7 you might need to do 4 and 6. Thirdly, the time it would take to compile and then fill out the to-do-list even in limited applications is really not worth it.
I just see almost no applications why a team would need to inform others separate from the schedule that they have completed a task on a to-do list unless anyone of the 4 people could of completed that task.
My point is, there might be a few very limited applications for this type of list but this list would be worthless as a Project Management tool in every other case.
However, change this from a to-do-list to a document change log and it is perfect. Instead of to-do it is the documents name or summary of what changed in the document. The person is who edited the document, and the time stamp is when they checked it in. But I do not know why you would use excel when there is free software you can use commercially that is 10 times better that does document management.
I think using excel to do Project Management over a real Project Management application is a bad idea. Unless you are running a very small, simple project, the time and effort is a lot more to use excel compared to the cost of the Project Management software.
This comes back to my point, I love your site, however, just because you can do something in excel does not mean you should do it. To often the time it takes to use excel is wasted 10 times over from the cost of doing it in an application designed to for the specific application.
@Brian: The todo list mentioned here is meant to keep track of all the tasks for which detailed planning is not necessary but some sort of tracking is needed. These are not be confused with project activities (a la gantt chart).
I like your suggestion about using this as a document tracker. Pretty cool use.
Coming to your point about excel as a real project management tool, well, I have my views, but in a serious project environment, it would surely payoff to have a dedicated project management application.
[...] & tracking a project plan using Gantt Charts Team To Do Lists – Project Tracking Tools Project Status Reporting – Create a Timeline to display milestones Time sheets and Resource [...]
Chandoo,
Wonder how the timestamp column will maintain its previous data. Both Today() and Now() functions will update as and when the next timestamp happens.
[...] Preparing & tracking a project plan using Gantt Charts Part2: Team To Do Lists – Project Tracking Tools Part3: Project Status Reporting – Create a Timeline to display milestones Part4: Time sheets and [...]
I've combined this with the issue tracker since I like the automatic date stamp, but one thing I'm noticing is that I can't replicate the chart that goes along with the issue tracker because the cells that are referenced have the formula that inserts the time stamp instead of a the actual date value. All the dates of the last 30 days display 0 when they should have a value.
Is there a way around this?
I have edited the chart so that my team members can update the percentage completion of the assigned tasks. When the cell is updated, i would like the time stamp to update. How would I manipulate the formula to update whenever the drop-down list is changed?
[...] … ??? To Do List [...]
Excel is great however sometimes you need to get a better idea of what tasks each person on your team is working on at any given time. We've developed a web app that can do just that! Each person has a list of tasks, listed in the order they have to complete them.
HII,
I want to expand the database through excel where i am working on 11 cities as of now and i want to expand it upto 50 cities and hence forth the data related to it will also expand so i want to make it precise where i can get updates also that this work is required to be done at that particular day or date
Thanks for making all of this information available for free. I am currently using excel to track everything for the first time. I later plan to output our information here with a more visual presentation. Wish me luck!
Can some one point me out to some additional direction on the "Who Finished it?" column? Something more 'basic' for a newbie excel guy? lol I got everything else working on this tutorial but that column. I can't seem to recreate it and I know a lot of it is due to lack of knowledge with VB code. I'd like to recreate this column very much 🙁
Dear Chandoo,
Thanks for the team to do list, kindly let me know how to set the column who " finished it " from another work sheet
Hi Chandoo,
Unable to download it - can you please check the link and confirm.
Great inhisgt! That's the answer we've been looking for.
Hi Team,
I know u all are the best programmers in the world!!! that's I am here to rectify my issues. here is my question please ans me as soon as possible before 8-3-2017 its really urgent.
I have a project named the production tracker.
1) I require the user form which shows the names of the Associates which are linked to the different tracks. when the user is selected the particular track related details and dropdowns should appear.
2) I need to track the associate needs how much of the time to complete the particular task. with start stop and pause and resume timer.
3) It should display the daily count of the production and save the data to the another Excel file.
this production tracker should save all the data no matter how many people logs in into it.
Please help me for this it will be very appreciated.
you can directly email me on my mail ID: tusharkch694@gmail.com