Often when we are making spreadsheets for forecasting or planning we would like to keep the starting month dynamic so that rest of the months in the plan can automatically rolled. Don’t understand? See this example:
This type of setup is quite useful as it lets us change the starting month very easily. We can use such a set up in, for eg. Gantt Charts to change the project start dates with ease. Today we are going to learn how to set up automatic rolling months in Excel.
To set up such dynamic rolling months in Excel, just follow these simple steps:
1: Create a list of all the months
Enter the month names in a bunch of cells (Tip: Just enter the first month name and then click at the bottom right corner of that cell and drag to get all the other month names). Let us call this range as B5:B16. If you prefer, name this range as “lstMonths“.
2: Set up data validation drop down list on the first cell for automatic rolling
Now, let us assume we will use cells A1:A12 for automatic rolling months. Select A1 and set up data validation list on it (so that users can only enter a valid month in that cell) and use “List” type as validation. See below:
3: Now write formulas so that we fetch consecutive months based on first month
(Thanks to comments from Jeff, Hui, Vipul and others. I found a simpler and easier way to write the formula)
We will simply use Excel’s date formulas so that we can fetch consecutive rolling months based on the first selection.
Assuming the date is selected in cell A1,
In A2, write the formula:
=DATE(2010,MATCH($A$1,lstMonths,0)+COLUMNS($A$2:A2),1)
What is above formula doing?
- It is using the DATE Formula to create a next months first date.
- The part MATCH($A$1,lstMonths,0) is used to fetch the position of selected month in the range lstMonths
- The part COLUMNS($A$2:A2) is used to generate the sequential numbers in excel.
- Make sure you have formatted the cells A2:A12 as “date” with code “mmm” to show 3 letter month codes.
- Rest all you can figure out easily 🙂
A more complex solution
in-case you got some other types of values instead of months:
To make it a bit simple, I will use a helper cell where we can identify the position of selected month in the list of months, like this:
I have assumed that Jan is 0, Feb is 1 … Dec is 11. Also, assume, the helper cell is in $B$4.
Now, If the selected month is “5”, then the other months will be 6,7,8,9,10,11,0,1,2,3,4.
The interesting part here is the sudden jump from 11 to 0 as highlighted above.
To get this type of output we must use an excel formula called as MOD.
What is Excel MOD Formula?
MOD formula takes 2 numbers tells us the remainder when first number is divided by second number. [Excel MOD formula, Introduction, Syntax & Examples]
So how to use MOD formula to setup rolling months?
Very simple. We just take the value in $B$4 (position of the first month in the list) and then add +1 to it and then find out the MOD of it when divided by 12. We now use this number to fetch the corresponding month from lstMonths.
We use +2 for second month…. +11 for the last month.
We can simplify the +1, +2..+11 part by using COLUMNS formula to generate the sequential numbers for us.
The formula looks like this:
=INDEX(lstMonths,MOD($B$4+COLUMNS($A$2:A2),12)+1)
- The Mod portion of this formula tells the position of the second, third, fourth, … eleventh month based on the first month.
- We have to add +1 to output from MOD because we are using 0,1,2,3 positioning the month in B4, where as INDEX use 1,2,3,4 positioning.
- INDEX formula then fetches the corresponding month from
lstMonths(orB5:B16)
That is all.
Download the example workbook and learn on your own
I have prepared a short example workbook where this technique is demonstrated. Feel free to download it and play with it to learn more.
Where would you use such a rolling month setup?
I have once used the rolling month set up in a forecasting spreadsheet (where we made cash flow projections for a startup we were planning to acquire). I am also planning to upgrade my gantt chart templates include rolling month setup.
What about you? Where would you use automatic rolling months?
14 Responses to “How to Add your Macros to QAT or Excel toolbars?”
We have only just got excel 2007 so this is helping me navigate my way through the differences cheers.
For Macro's i always add a Command Button, rename it something obvious, change the colour of it and finally add the following to its View Code section.
Application.Run "MAcro1"
This way anyone opening the file knows what to do if i ever win the lottery and dont make it in 🙂
Hi,
Good article. But I have this problem.
1) Customized QAT with a macro. Macro name = MacroX
2) Runs OK from original location (e.g. C:\TestLoaction1\TestFile.xls)
3) Copy past file to new location (e.g. C:\TestLoaction2\TestFile.xls)
Menu button now fails:
Cannot run the macro "C:\TestLoaction1\TestFile.xls'!MacroX' The macro may not be available in this workbook...
Of course the code is there, and macros are enabled.
Could get it to work after deleting and recreating macro custom buttons. So have to re-assign macro to QAT button every time I move the file?
If I put a form button on he worksheet and assign the macro to that, it's location independent.
Any ideas?
Thanks
@Ron
What you have said is correct
Macros within a worksheet are stored within the worksheet and hence follow it.
Macros referenced by a button in the QAT or elsewhere are locaed in a file and if that file is moved the linkages don't follow.
The easiest way around this is to store all your macros in a location that doesn't move and is in fact reloaded everytime that Excel starts and that is called the Personal.xlsx/b file.
These are refered to several time at Chandoo.org or have a read of
http://www.rondebruin.nl/personal.htm
or
http://office.microsoft.com/en-us/excel-help/deploy-your-excel-macros-from-a-central-file-HA001087296.aspx
In Excel 2003 and prior versions, a button added to the Toolbar maintained a DYNAMIC link to the file (e.g. Personal.xlsb) holding the assigned macro, such that if the file was relocated for any reason (by using Excel's native Save As command rather than just moving it via Windows Explorer), the link between the button and the file was updated.
I expected the same to occur with Excel 2007+, but alas, Microsoft in their infinite wisdom have removed another feature useful to advanced users (just as they did by removing the ability to design your own buttons)!!
So having just done some reorganisation of my files, I now have to remove and recreate every friggin macro button on my QAT (I have lots) - what a pain in the proverbial!!
Hi Hui,
Thanks for the help, that's really useful.
1) The macros I'm adding are for one specific Excel application, so I really wanted the macros to follow the file
2) I didn't want to have to pass other files around too and have users installing those - either Personal.xlsx/b or as an Add-In.
3) I realise now that the QAT additions will appear for other Excel workbooks in which I don't want the macros available.
So, it looks like I need to keep it local, by using a button on the worksheet. Unless you can suggest any way of adding to menus just for a specific workbook.
Thanks again for your help. Great site, so I'll be signing up for the emails.
Ron
I know I'm a little late jumping on this post, but wondering if anyone knows how to add a UDF to the QAT? I've saved my UDF in my personal workbook, but it does not show up in my list when I choose Macros when customizing my QAT. Suggestions? Thanks!!
@Cheryl: UDFs cannot be accessed like Macros. You can use them from other macros or from worksheet cells as formulas...
@David: If you save your macros file and then install it as an add-in then it will be always available for you.
The instructions work great when you are creating a new file, and it is still open. I find that I can't access macros after I've saved a file as an xlam and closed it. When I reopen the xlam, either by browsing to it, or by having it set to open as an addin using Excel Options, the macros are no longer available in the macros list when I go to edit the QAT. Any way around that?
[...] Add this macro as a button to Quick Access Toolbar [...]
I need to create a button that will run a macro. Once you click the button it needs to open up a browser asking you to select a report/file. Once you select the file, it will run the macro on the selected file and then save it as a new report with a name and the current date. I created the macro to sort/modify the report but I do not know how to do what I mentioned above. I hope this makes sense.
I'm having trouble adding a macro to the QAT. I've done everything up to step 5 but my macro isn't showing up. What am I doing wrong?
[...] Add Macros to Quick Access Toolbar (works in Excel 2003 & above) [...]
Hi,
Thank you for the explanation. Very useful for a recent switcher from office 2003 to office 2010.
My follow-up question is: in Excel (or ppt) 2010, can you customize the macro button that you put in the QAT?
In office 2003, once you chose the custom button for your Macro, you could then edit pixel by pixel the said button.
For instance, I've created 2 Macros in PPT that are converting all my slides to either English or French language, so I'd like one button to show EN and the other FR... that would be more meaningful that any of the possible "custom" office 2010 buttons
I read all the post and one important aspect to the QAT was never mentioned. That is, you have a macro driven worksheet that you want to share with other. You have customized the QAT with two icons to run the macros (VBA programs in reality). However, when the others receive the workbook, the icons are no where to be found. It's my understanding those "customized buttons" have been saved to an outside file, Excel.qat. QUESTION: Could one simply attach that file to your email, along with the worksheet, and tell the recipients to copy that file to correct location on their computer - C:\Users\\AppData\Local\Microsoft\Office|\
Would the customize macro buttons then appear in the worksheet and, more importantly, work? Thanks for your thoughtfulness and thanks for well written instructions Chandoo!
MortW