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.
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