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!
9 Responses to “Show forecast values in a different color with this simple trick [charting]”
While this works in a pinch, it clearly "lightens" the colors of the entire chart. Depending on where you use this, it will be blatantly obvious that you don't know what you are doing and present a poor looking graph.
Why not separate the data into different segments when charting and have as many colors as you have data points? You might have to create a new legend and/or repeat the chart in "invisible ink", but it would be cleaner and more consistent when new or updated data becomes available.
While I think I agree that doing it "properly" via a second series is preferable, I don't necessarily agree that making the entirety of the "future" (data, gridlines, and even the axis) semi-transparent is "poor looking". I think it could be seen as adding more emphasis to the "future-ness" of the forecast data.
In short, it's another tool for the toolbox, even if it's never needed.
Simply and clever 🙂
Quick & effective, cool. thanks.
I always use the dummy series.
Nice little trick, thanks very much!
Two sets of data better. Control is much better.
You can use the same chart next month to see what is actual and what is forecast.
To use this trick, I think grid lines has to be removed, that will make the graphic much more sharp.
to be honest, i dont understand why there is needed to do this way... in this case horizontal lines will be pale as well. then why a just can't change the color of the line partly???
Great tutorial. Thanks for the tutorial!