The use of the Sumproduct function for doing multiple criteria Sum If’s is possibly one of the greatest extensions of an Excel function beyond what it was primarily designed for. Maybe it was actually designed with that in mind ?
However Sumproduct can be extended even further through use 2D Ranges together with carefully constructed queries.
The examples below are included in the Example File, Excel 2003 Example File.
Scenario 1: Lookup a value within a 2D Range matching 2 criteria
You have a table of Dates and Fruit Sold and Number Sold each Day
How many Bananas did I sell on the 4thMay?
In the above I have setup 3 Named Ranges
Named ranges are used as it makes the reading of forthcoming formulas easier.
Fruit: C2:H2
Dates: B3:B12
FruitData: C3:H12
So, How many Bananas did I sell on the 4th May?
Using the equation =SUMPRODUCT((Fruit=D16)*(Date=D15)*FruitData)
Returns the correct answer 31
Related: Doing 2way lookups in Excel
Scenario 2: Sum all values within a 2D Range matching 2 criteria
You have a table of Dates and Cars Sold and Number Sold each Day. There are multiple entries for on various days, possibly from various salesmen.
How many Holden cars did I sell on the 3rd May?
So, How many Holden cars did I sell on the 3rd May?
Using the equation =SUMPRODUCT((Dates=D17)*(Cars=D18)*CarData)
Returns the correct answer 9 = (1 + 5 + 3)
Scenario 3: Sum values within a 2D Range matching multiple unordered criteria
You have a table of Dates and Cars Sold and Number Sold each Day, There are multiple Entries for on various days.
How many Ford and Suzuki cars did I sell on the 10th May?
So, How many Ford and Suzuki cars did I sell on the 10th May?
Using the equation =SUMPRODUCT((Dates=D24)*((Cars=D25)+ (Cars=E25))*CarData)
Returns the correct answer 13 = (4 + 5 + 3 + 1)
Note that this can be extended to add additional queries where the Car Type can be entered in any cell in the Range D25:H25
=SUMPRODUCT((Dates=D24)*((Cars=D25)+ (Cars=E25) + (Cars=F25) + (Cars=G25) + (Cars=H25))*CarData)
Scenario 4: Sum values within a 2D Range matching multiple ordered criteria
You have a table of Dates and Cars Sold and Number Sold each Day, There are multiple Entries for on various days.
How many Toyota and Holden cars did I sell on the 10th May?
How many Toyota and Holden cars did I sell on the 10th May?
Using the equation =SUMPRODUCT((Dates=D30)*(Cars=D31:H31)*CarData)
Returns the correct answer 21 = (3 + 6 + 6 + 6)
Note that this can be extended to allowing additional queries but the Car Type must be entered into the same position as in the Header Row.
How Does This Work?
The above techniques is using matrix arithmetic to setup a conjunctive truth table within the Sumproduct formula.
Using =SUMPRODUCT((B4:B6=D10)*(C3:E3=D9)*(C4:E6))
The conjunctive truth table logic (B4:B6=D10)*(C3:E3=D9) is simply saying make a matix of elements that are true when the conditions are met and false otherwise
Sumproduct then takes this and multiplies and it by the data values and accumulates the values to get the sum of the matching values.
It is important to note that the Width and Height of the Criteria Row and Column must match the Width and Height of the data area or a #Value! error is returnd.
The Maths
To understand and explain how this works I will use a simple model with 3 rows and 3 columns see below
The formula: =SUMPRODUCT((B4:B6=D10)*(C3:E3=D9)*(C4:E6)), shown above consists of 3 areas
(B4:B6=D10) is a 3 Rows x 1 Column range
(C3:E3=D9) is a 1 Row x 3 Columns range
(C4:E6) is a 3 Row x 3 Column range
Breaking the formula into components
=SUMPRODUCT((B4:B6=D10)*(C3:E3=D9)*(C4:E6))
(B4:B6=D10)*(C3:E3=D9) is the same as multiplying 2 arrays, representing the 2 areas as shown below
You can see that where the components are True I have put a 1 and a 0 where they are false
Where the Date was 3-May Excel evaluates this to 1 and similarly where the Fruit was a Banana, Excel evaluates this to 1.
Where the criteria isn’t met Excel evaluates this to a 0
The multiplication of a 3 x 1 and a 1 x 3 array is a 3 x 3 array
Representing the (B4:B6=D10)*(C3:E3=D9) part of the equation
Next this is multiplied by the data area
=SUMPRODUCT((B4:B6=D10)*(C3:E3=D9)*(C4:E6))
This is the same as multiplying two 3×3 arrays which produces a 3 x 3 array, below:
Sumproduct then adds up all the array components to get the final answer of 3.
Modifications
The Data Area can be included in the Truth Table Logic or as a seperate component of Sumproduct.
=SUMPRODUCT((B4:B6=D10)*(C3:E3=D9)*(C4:E6)) and =SUMPRODUCT((B4:B6=D10)*(C3:E3=D9), (C4:E6)) are both equal
Multiple “OR” crietria can be added by use of the+ operator within criteria
In Scenario 3 above, we sum the number of Ford or Suzuki cars sold on the 10th May.
SUMPRODUCT((Dates=D24)*((Cars=D25) + (Cars=E25) + (Cars=F25) + (Cars=G25) + (Cars=H25))*CarData)
The Or logic is added to the criteria by use of the + operator above within the criteria for Cars
the And logic is added by use of the * between the Dates and Cars criteria
Other Logic Elements
You can add Greater Than (>), Less Than (<) etc and other logic elements to the queries to suit your requirements.
Sample File
The examples below are included in the Example File, Excel 2003 Example File.
What do you think of the above technique ?
What do you think of the above technique ?
Let us know in the comments below.
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