Last week, we had a home work on Calculating Donation Summaries using Excel Formulas. This is a good case where array formulas can help us. So today, we will learn how we can use Array Formulas to compare lists of values and calculate summaries. Towards the end of this post, you can see a video that explains the solution to Donation Summary Calculation problem.
Comparing List of Values – Different Scenarios
There are 2 scenarios when we compare lists of values.
- Comparing a list of values with a single value (or condition)
- Comparing a list of values against another list (array comparison)
Comparing a list of values with a single value (or condition):
This is the most common and easiest comparison. Examples of this are – count of all values > 20, sum of values between 5 and 23, count of employees in purchasing department etc.
We have built in formulas in Excel to help us do this easily.
| Formula | What it does? |
| COUNTIF | Counts all the values in a range that meet a criteria. Example: COUNTIF(A1:A10,”>10″) Count of all values in A1:A10 more than 10 |
| SUMIF | Sums all the values in a range that meet a criteria Example: SUMIF(A1:A10,”>10″,B1:B10) Sum of all values in B1:B10 where corresponding value in A1:A10 is more than 10 |
| COUNTIFS* | Counts all the values in a range that meet multiple criterion Example: COUNTIFS(employees, “a*”,departments, “Purchasing”) Counts the number of employees in Purchasing department whose name starts with letter a. |
| SUMIFS* | Sums all the values in a range that meet multiple criterion Example: SUMIFS(salaries, employees, “a*”,departments, “Purchasing”) Sums up the salary of employees in Purchasing department whose name starts with letter a. |
| SUMPRODUCT | Gives the sum of product of various lists. This formulas is very robust and can be used to compare lists and check against multiple conditions Example: SUMPRODUCT(salaries, departments=”Purchasing”, join_date>datevalue(“1-May-2009”),join_date<=datevalue(“1-May-2011”)) Sums up the salary of employees in Purchasing department who joined between 1-May-2009 and 1-May-2011. |
| AVERAGEIF* | Average of all the values in a range that meet a criteria Example: AVERAGEIF(A1:A10,”>10″,B1:B10) Average of all values in B1:B10 where corresponding value in A1:A10 is more than 10 |
| AVERAGEIFS* | Average of all the values in a range that meet multiple criteria Example: AVERAGEIFS(salaries, employees, “a*”,departments, “Purchasing”) Average salary of employees in Purchasing department whose name starts with letter a. |
* these formulas do not work in Excel 2003 or earlier versions.
Comparing a list of values with another list (array compare):
This is where it gets interesting. You have 2 lists of values, like in our last week’s problem. And you want to calculate some value, for eg. Sum of all donations where Amount Donated < Amount Pledged.
How do you go about this?
Well, this is where we use Array Formulas.
In the above case, assuming we have amount donated in lstGiven and amount pledged in lstPledged,
We can use the array formula =SUM((lstGiven)*(lstGiven<lstPledged)) to find the sum of all donations such that amount donated is less than amount pledged.
Note: You must press CTRL+SHIFT+Enter to get this formula work
How does this formula work?
- The formula checks for lstGiven < lstPledged and returns a bunch of TRUE, FALSE values.
- When you multiply this with lstGiven, Excel would convert TRUE, FALSE to 1 and 0 and then multiply.
- Since 0 multiplied by anything would 0, we end up with a bunch of donation values where donated amount is less than pledged amount.
- Once all the values are there, the SUM would just add them up.
More examples & Illustration:
Look at below image to understand how we can compare lists of values in Excel using Array formulas.
Solution to Donation Summary Calculation Problem:
I have made a video explaining how you can solve the last week’s homework. See it below or on our Youtube Channel.
Download the Excel Workbook for this.
Click here to download the Workbook with partial solution as shown in the video.
Click here to download the solution workbook and play with the formulas to learn more.
Share your tips on Array Formulas
Array formulas are quite powerful and robust. I use them all the time and love to learn more. So please share your tips and ideas using comments. Go!
23 Responses to “Shift Calendar Template – FREE Download”
Hi Chandoo,
your recent postings include only Excel 2007 templates. Unfortunately the company I work at still runs Excel 2003. Is it possible to get your awesome files in other excel version as well?
Thanks so much for your great excel stuff!
Is it possible to do this for shifts with hours instead of days? To organise a three shift day?
Thanks in advance,
Stelios
In my organization there are 45 employees i need split then into three shifts ex:A shift:14,B shift:14,C shift:14 and week off:3 kindly help me on this.
@Masthan
You need to understand what rules your company has for the various shifts / roster combinations
Chandoo, I once did a shift control spreadsheet for my team. I put one person in each line, the columns were the days. I put a shift code in each cell indicating in which shift that person should work, or if the person were out that day. I have two codes for being out. One is for vacations and one is to compensate days worked in weekends. This way I was able to count how many persons I have in each shift, how many were on vacations and how many were out compensating (that's the term we use here) weekend worked hours.
Later I included the possibility of a person be in two lines one for normal hours other for overtime. This is mainly used for planning purposes. If you would like I can send you an example. The only problem of this spreadsheet is that we don't have a person view, only this consolidated view.
Hi George, I would like to have a copy of your spreadsheet if you can share it.
Thanks in advance, Chuck
Hi Chandoo,
Where is the code located ? is it VBA ? If so , how do you hide it ? Or it is .NET ?
Thx
@Idan
.
No VBA or code, it is all done with Mirrors.
Only Joking,
.
But there is no VBA or code,
It is all done with Named Formulas and Lookups.
Have alook at the cells in the calander area and Named Formulas in the Formulas, Name Manager Tab.
How can i calculate between two or more different workbooks? Please, reply me as early as possible.
@Anand
Open the workbooks you want to link to
Start a formula = and click and change between workbooks as required.
You can use the View, Switch window menu to change workbooks mid formula
The format for using workbooks is
=[Workbook.xlsm]Sheet1!$A$1
or
=SUM('[Book2.xls]Sheet1'!$A$1:$D$10)
etc
Hi Chandoo,
I am working with a call centre wherein i ned to update at the month end 20 to 30 employees login hours which are defict to track it at the month end is very difficult is there any template which can be made to track that why on a particular day a guy who needs to be on calls was why not on calls.
Thank you so much Chandoo. This is really helping me. As usual, you rock.
What's FortyTwoDays and Calendar in Name manager?
Both are unused and FortyTwoDays doesn't make any sense.
I have a SQL db that contains records of events scheduled/completed on a particular date. Can this method ous building a calendar be used to display those events on the respective day?
Positively awesome!
I'm attempting to help a friend create a schedule for adult classes - and of course its not"paid help". Here is the scenario:
20 classes, instructor, room#, student class size, start date, number of class days (need to subtract weekends)
class
instructor
room
students
start
#days
PATH
karen
201
21
01/01/13
11
BILLING
jane
401
15
01/12/13
13
MEDISOFT
mike
301
11
01/25/13
9
he'd like to see these classes show up in different colors within the same month's calendar chart. He can draw it, but I'd like to see it done automatically through data, and I just can't visualize it, but I KNOW this will work - can you help?
Jan 🙂
Dear chandoo,
Try many way to download still can't access. Any way we want to try out 3 shifts with 3 guys in a group .eg Group A Morn, Group B Night and Group C Rest. And every each group must work on sunday to take turns. In fact we are security teams so that's why sunday is required to work. Pls guide and show how to put in the working calendar. Thank you in advance.
I've been trying to copy and/or recreate this to use in a workbook I'm doing for the transportation department I'm working for. I need to have the calendar on the first sheet in my document (it has graph's from data on another sheet). I'm trying to use it to track (with the conditional formatting) accidents and injuries. I've redone the conditional formatting to do 4 different accident types (no injury, near miss, OSHA recordable injury and work loss injury), but when I enter the formula's you have in the calendar portion where it says "DateOfFirst-FirstWeekDay" I can't figure out how you did that. Are you able to help?
I would like to use Excel to solve the following problem for a community work. I want to create a Driver schedule for a given month from a pool of volunteers for a community service. Each of these volunteers can drive only on specific days in a week. I would like to populate the driving schedule for each weekday with primary, secondary and tertiary drivers in a random fashion so that I do not overburden one person. I would greatly any help you can provide.
Hi chandoo,
Thanks for your valuable effort for create this template and let me know how to add multiple employees in the the Roaster.
Hi Chandoo,
This article on shift roaster is very helpful. Could you please let me know how i can use the same for n number of resources who work 24/7, considering their leaves and holidays?
Thanks,
Savitha
Hi Chandoo,
This article on shift roaster is very helpful to all. Could you please let me know how i can use the same if I want to add for some more shifts, since the color is not getting change if I add more shifts like 4,5 etc.,
Thanks,
Murali
nice post
How can I change the date to 2017 under Shift Data worksheet.