A week ago Tarun asked a question on the Chandoo.org Forums.
“I have got multiple names in each row and would like to have what name is repeated maximum number of times and how many times?
Eg. Ram, Amita, Obama, Ram, Willi, Ram, Amita, Chandoo, Ram, Willi
Ans: Ram (4 times)”
(The list and answers are edited)
Chandoo responded with a neat Array Formula:
=INDEX(B2:K2,MATCH(MAX(COUNTIF(B2:K2,B2:K2)), COUNTIF(B2:K2,B2:K2),0)) &
” (“&MAX(COUNTIF(B2:K2,B2:K2))&” times)”
Lets take a look inside this and see how it works
THE EXAMINATION
The formula has two parts separated by a &
=INDEX(B2:K2,MATCH(MAX(COUNTIF(B2:K2,B2:K2)), COUNTIF(B2:K2,B2:K2),0))
and
&
and
” (“&MAX(COUNTIF(B2:K2,B2:K2))&” times)”
Each part is separate and can be used independently, the & character simply joins the two parts together to make a single string which answers Tarun’s question, Ram (4 times).
Now, lets look at each part.
You can follow along with this forensic examination by downloading the Sample Data File.
=INDEX(B2:K2,MATCH(MAX(COUNTIF(B2:K2,B2:K2)), COUNTIF(B2:K2,B2:K2),0))
This is a single Index Function with 2 components, being:
a Range B2:K2 and
a Count MATCH(MAX(COUNTIF(B2:K2,B2:K2)), COUNTIF(B2:K2,B2:K2),0)
Typically an Index Function uses 3 components
=Index(Array, Row Number,[Column Number])
In this example the Range is a single Row, B2:K2
And so using the Counter in the Row spot has the effect of counting down the first Column and then continuing at the top of the second Column etc
So the formula used:
=INDEX(B2:K2,MATCH(MAX(COUNTIF(B2:K2,B2:K2)), COUNTIF(B2:K2,B2:K2),0))
Is equivalent to:
=INDEX(B2:K2,1,MATCH(MAX(COUNTIF(B2:K2,B2:K2)), COUNTIF(B2:K2,B2:K2),0))
Now lets jump ahead to the COUNTIF(B2:K2,B2:K2) bit
If you copy =COUNTIF(B2:K2,B2:K2) to a cell, Press F2 and then evaluate the Formula using F9
You will see that it returns an array. The array is highlighted by the squiggly brackets { } ‘s
={4,2,1,4,2,4,2,1,4,2}
This is the heart of the solution.
What this is showing us is that for each position in the range B2:K2, the count of how many times that cells value occurs in the range B2:K2
So the formula
=INDEX(B2:K2,MATCH(MAX(COUNTIF(B2:K2,B2:K2)), COUNTIF(B2:K2,B2:K2),0))
Is equivalent to
=INDEX(B2:K2,MATCH(MAX({4,2,1,4,2,4,2,1,4,2}), {4,2,1,4,2,4,2,1,4,2},0))
Looking at the MAX({4,2,1,4,2,4,2,1,4,2}) part, this simplifies to 4, the Maximum value of the array (Remember this line, we’ll come back to it later).
So our simplified formula is now: =INDEX(B2:K2,MATCH(4, {4,2,1,4,2,4,2,1,4,2},0))
Now looking at the MATCH(4, {4,2,1,4,2,4,2,1,4,2},0) part of the equation
You can see that Match is looking for the value 4, in the array {4,2,1,4,2,4,2,1,4,2}, which is the First value , Position 1, the 0 requesting that an exact match is found.
So that MATCH(4, {4,2,1,4,2,4,2,1,4,2},0) is equivalent to 1
So our equation =INDEX(B2:K2,MATCH(4, {4,2,1,4,2,4,2,1,4,2},0))
Is now simplified even more to =INDEX(B2:K2, 1)
Index will then look in B2:K2 and will return the first cell or “Ram” in this example.
& “(” & MAX(COUNTIF(B2:K2,B2:K2)) & ” times)”
The second part of the equation is responsible for counting the number of Times Ram occurs and displaying it with some text.
& “(” & MAX(COUNTIF(B2:K2,B2:K2)) & ” times)”
The parts displayed in Red above add the text ( and times) to the Count
Remember the section MAX(COUNTIF(B2:K2,B2:K2)) which was explained above and evaluates to 4 in this case
So the & “(” & MAX(COUNTIF(B2:K2,B2:K2)) & ” times)”
Part evaluates to: ( 4 times)
With the initial & adding it to the text of the first part Ram for the final result – Ram ( 4 times)
LEARN MORE ABOUT ARRAY FORMULAS
You can learn more about Array Formulas at the following links:
http://www.cpearson.com/excel/ArrayFormulas.aspx
http://www.databison.com/index.php/excel-array-formulas-excel-array-formula-syntax-array-constants/
http://office.microsoft.com/en-us/excel-help/introducing-array-formulas-in-excel-HA001087290.aspx
Chandoo.org has several articles on Array Formulas
http://chandoo.org/wp/tag/array-formulas/
FORENSIC FORMULAS
Would you like to see more “Forensic” examination of complex formulas ?
Let us know in the comments below and it may become a regular section at Chandoo.org.
28 Responses to “Pimp your comment boxes [because it is Friday]”
This borders on Excel soft-cell...er, soft-core...porn. My favorite kind.
Wow, that is pimp-TASTIC! I have a question, as a VBA n00b: additional comment boxes stay plain unless I "run" the macro. Is there a way to change all comments, going-forward?
hi Chandoo, well, I like the macro approach. For those who don't like it, there is another way: just add the "draw" toolbar to the shapes toolbar (via Custom etc), click on "edit comment", click on the auto-shape and then choose "draw" drop-down, --> modify auto-shape --> then you even can have a heart or a banner (I like the horizontal banner in in purple :-)) . in excel 2007, you have to add this custom menu that you choose via Excel Options --> Custom --> it is called "change/ modify auto-shape"!!!
best,
@Chandoo. Great Post 🙂
@Tim : the way the macro is coded, it must be run very time.
@Community: If someone has an idea to perform it when opening an existing excel, it should be nice.
@Community: if someone has some code to revamp the commentboxes on all sheets, please share it. 🙂
@Microsoft Excel-progammers: some pimpoptions for the commentboxes should be great.
Cheerio
Tom
For the auto run, please add the codes in workbook:
Private Sub Workbook_SheetActivate(ByVal Sh As Object)
Call Comments_Tom
End Sub
Wow, that was a lot of fun... Thanks Tom!
@Jeff... Now, 5000 people know about your favorite porn... 😛
@Tim ... you can write an event to handle the new comments. I wouldnt recommend it as it is really painful. another option is to use the macro suggested by Yukikomi. It will update comments everytime you activate the sheet.
@laguerriere: very cool 🙂
@Chandoo ... Thanks! This is good stuff. I combined your tip with a tip from Mark O'Brien, then assigned it to a button on Excel 2010's Quick Access Toolbar, to format comments AS I add them. I also like how Mark's code saves me the trouble of backspacing my name out of new comments:
Sub AppendToExistingComment()
'Source: Mark O'Brien at http://www.mrexcel.com/forum/showthread.php?t=57296
Dim oRange As Range
Dim oComment As Comment
Dim sText As String
'Use object variable to hold range.
Set oRange = ActiveCell
'Use object variable for comment
Set oComment = oRange.Comment
'text to be added to the comment box
sText = InputBox("Type text to be added:", "APPEND TO COMMENT TEXT")
If Len(sText) = 0 Then End
'If Active Cell has a comment then append new text to the end of the comment text
If Not oComment Is Nothing Then
sText = oComment.Text & vbNewLine & sText
oRange.Comment.Delete
End If
'Add a comment with the contents of sText
oRange.AddComment sText
DoEvents
Comments_Tom
End Sub
Thank you very much for the code, it seems to be working for the most part; I am having a problem however. Once the routine makes the corrections to the comment, the comment becomes invisible. By invisible, I mean that when I highlight my mouse over it, nothing appears. However, when I right click the cell and click 'edit comment' then the comment becomes visible and I enter edit mode. Upon clicking out of the comment, it simply vanishes again. I've tried to fix this problem by adding a .shape.visible = msoTrue but then every comment is always visible. o_O please advise...
Thank you,
Nick
@Nick- That is because the font color of the comment is white and when you select the color of selection is also white hence you can not see anything. Try to change the color code in the routine to something else. would work
Thanks for that! The code works perfectly!
[...] look at Format Excel Comment Boxes using VBA Macros | Chandoo.org - Learn Microsoft Excel Online [...]
@ Chandoo - code works great and the comments look super cool. But I have ran into a small issue. In the comments, I am inserting pictures. When I run the macro, for all comments which already have pictures; pictures are deleted. Pls help me retain the pics in comments.
[…] posted some code one of his readers submitted, it "pimps" your comment boxes from those boring black-text-on-yellow rectangles to something more professional and eye-pleasing. […]
love in it
Hi Tom,
This looks really excellent. I am however relatively new to macros / VBA codes so having copy pasted your code in the Developer mode of an Excel file, what are the next steps to use them? Can you please help? Just to recap, I opened a blank Excel workbook, clicked on Developer, copy pasted the comments code and saved the file to the desktop.
Now how do I go about using it to add comments to an existing file? My apologies for asking a question which may be basic to you great geniuses, but I am not there yet and aspire to get there.
Many thanks for helping me with next steps that I need to take so that I can now use the code.
Best Wishes
Deepak Dave, CMA, MBA, PMP
Senior Management Consultant
Dear Dave,
The best thing to do is to copy the macro in the personal.xls(x) file. The personal excel file will always be launched when you open excel so you can use it with every excelworkbook.
Read all about it on the page of Microsoft.
https://support.office.com/en-us/article/Copy-your-macros-to-a-Personal-Macro-Workbook-aa439b90-f836-4381-97f0-6e4c3f5ee566
Once you have the macro in the personal, you can 'call' the macro by the keyboardcombination 'alt+f8' and klik on the macroname.
Hope this clarifies the 'how to'. Good luck with your first steps in the wonderfull world of macro's.
Tom
Hi Tom,
Many thanks. I will try that out. Learning is fun and learning this stuff is even more amazing.
Best Wishes
Deepak Dave
There is a line 'Dim LArea As Long' which does not appear to be used. Have I missed something?
Dear Gary,
Correct the 'Dim LArea As Long' is indeed not relevant and can be deleted.
Tom
Excellent hack!
For some reason when I opened my file after using LibreOffice Calc, all comment boxes had changed to some arrow shape.
So this macro helped me from manually changing more than 5000 comments in a worksheet, or having to install some Excel extension.
I used it with the following attributes to get back old style comments:
It helped me from manually changing more than 5000 comments in a worksheet, or having to install some Excel extension.
.Shape.AutoShapeType = msoShapeRectangle
.Shape.TextFrame.Characters.Font.Name = "Calibri"
.Shape.TextFrame.Characters.Font.Size = 10
.Shape.TextFrame.AutoMargins = True
.Shape.TextFrame.AutoSize = True
Thanks a lot!
This was helpful, thank you
I think this is among the most significant
information for me. And i am glad reading your article.
But wanna remark on some general things, The site style is great,
the articles is really great : D. Good job, cheers
Is there code to add to this that will format a particular part of the comment (i.e. make the last sentence in the comment bold and in italics)?
This is fantastic!
How would I add auto-sizing to it?
I tried adding this:
.Shape.AutoSize = True but it gives me an error and as a novice at VBA I can't figure it out.
.Shape.TextFrame.AutoSize = True
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This is GREAT!
How should the code be changed in order to tun once for all worksheets in a workbook?