Last week Joyce asked a question on the Chandoo.org, Comment 24.
I’m wondering if there’s a way to count the number of occurrences of words when they’re all in a cell? Like this:
A1: “Windows NT, Networking, Firewalls, Security, TL, Training”
A2: “Networking, Networking, Training, Security, TL, Training”
A3: “Security, TL, Firewalls, Security, Networking, Windows NT”
Joyce
Hui responded with an Array Formula:
=SUM(LEN(A1:A3)-LEN(SUBSTITUTE(A1:A3,C10,””)))/LEN(C10)
As the formula is an Array Formula it is entered with Ctrl Shift Enter.
Setup the Problem
Copy the Data Above into Cells A1:A3 or download the example file here: Example File (all Excel versions)
Enter the text string Security into cell C10
And array enter the formula
D10: =SUM(LEN(A1:A3)-LEN(SUBSTITUTE(A1:A3,C10,””)))/LEN(C10)
Cell D10 should now display the value 4, which is the number of times the Word Security, appears in the Range A1:A3.
Pull The Formula Apart
Lets take a look inside this and see how it works
We will break this formula apart and look at each section independently and then put the answers back together.
=SUM(LEN(A1:A3)-LEN(SUBSTITUTE(A1:A3,C10,””)))/LEN(C10)
In a cell below the data
D13: =LEN(A1:A3) but don’t press Enter, Press F9
Excel displays ={57,56,57}
This is the number of characters in each cell A1:A3
ie: A1 has 57 characters, A2 has 56 characters, A3 has 57 characters,
You can check this manually by typing =Len(A1) into any spare cell
=SUM(LEN(A1:A3)-LEN(SUBSTITUTE(A1:A3,C10,””)))/LEN(C10)
In another cell below the data
D15: =LEN(SUBSTITUTE(A1:A3,C10,””)) but don’t press Enter, Press F9
Excel displays ={49,48,41}
What this section does is measure the length of each cell in A1:A3 but only after substituting the word being searched for from C10 with ””, which is a zero length string.
So the second array is shorter than the first Array, by X times the length of the word in C10
=SUM(LEN(A1:A3) – LEN(SUBSTITUTE(A1:A3,C10,””)))/LEN(C10)
Next we add up the difference between the two arrays
So you can see we have two arrays of numbers
Array 1 = {57,56,57}
Array 2 = {49,48,41}
If we subtract Array 2 from Array 1
= {57-49, 56-48, 57-41}
= {8, 8, 16}
We can do this in Excel to Check
In Cell D17 enter
=LEN(A1:A3)-LEN(SUBSTITUTE(A1:A3,C10,””)) and press F9
Excel displays: = {8, 8, 16}
=SUM(LEN(A1:A3) – LEN(SUBSTITUTE(A1:A3,C10,””)))/LEN(C10)
The next part is to sum these up
Obviously the sum of 8, 8 & 16 is 32
We can check that
D21: =SUM(LEN(A1:A3)-LEN(SUBSTITUTE(A1:A3,C10,””))) and press F9
Excel displays: 32
=SUM(LEN(A1:A3) – LEN(SUBSTITUTE(A1:A3,C10,””)))/LEN(C10)
The final part of this is to divide the sum (32 in this case) by the length of the text in C10 “Security” = 8 Characters
=32 / 8
= 4
Correct – The number of times Security appears in the cells A1:A3 is 4.
OTHER POSTS IN THIS SERIES:
You can learn more about how to pull Excel Formulas apart in the following posts
Formula Forensic 001 – Tarun’s Problem
WHAT FORMULAS WOULD YOU LIKE EXAMINED ?
If you have any formulas you would like explained please feel free to leave a post here or send me an email:
If the formula is already on Chandoo.org or Chandoo.org/Forums or even forbid another web site, simply send the link to the post and a Comment or ID No. number if appropriate.
If sending emails please attach an Excel file with the formula and data
20 Responses to “Untrimmable Spaces – Excel Formula”
Hi Chandoo,
First of all, HAPPY NEW YEAR!!! Wish you and your family another fruitful year ahead.
To answer your question: Power Query is the best way to trim. 🙂
Btw, if Power Query is not available, then formula would absolutely do... but did you forget to mention also Char 32?
One more question: Is the trailing minus meant to be a negative number? Maybe only the sender knows... 🙂
Cheers,
I just see your PQ way, it is amazing, I think it is the most simple way.
No idea how it did it?
I know these spaces can be a real pain but these days I advise Excel users to learn and use Flash Fill and that will learn what to do pretty quickly.
Highlight range to be cleaned. Then, in Replace, hold down the Alt key and type 0160. Replace with nothing.
I accomplished this by writing a macro to go through all the possible unprintable characters. Looped through the range.
@Steve
Brute force works just as well, its just slower
I use a different method here. First, I will copy the data from Excel and paste it in a notepad. In Notepad, I will do a Find Blanks (Space " ") and Replace (Empty) with nothing.
Then you can copy the data from Notepad and paste it back to Excel which will be a perfect number as you desire.
But Thanks for the formula. Its probably the 2nd out of 8 tricks as Chandoo mentioned. Waiting for the rest among 8 from other users 🙂
Hi....
You don't always need notepad for that. I use the Find/Replace is Excel works just fine.
I don't understand the x's. Why weren't they removed in the formula? Or are they part of some sort of numeric formatting that I'm not familiar with? I saw how you handled the non-breaking spaces and the dashes, but am confused about what role the x's played in all this.
Thanks!
Hi Andrew ,
The xs have been used solely to demarcate the actual data text ; thus , without the x in place at the end of text , as in :
x 4,124,500.00 x
it would be impossible to know that there are unwanted trailing characters , in this case , after the last 0.
These xs are not part of the original data text , nor are they used in the formulae ; they are put in only so that readers can visualize the individual items of data as they are in practice. Think of them as imaginary delimiters.
Oh, that makes sense! Thank you for the explanation. I had a feeling it was something along those lines.
You can type this character using the Keys Alt+0160.
Very useful to replace this Character using Find and Select resource.
For many years, my jobs have included ETL tasks and I built this macro to help long, long ago. I tweak it every now and again. Many co-workers, past and present, have it wired to a button on their toolbar.
Sub Clean_and_Trim()
'CAUTION: Strips leading zeroes -- do not use on zipcodes, etc.
If Application.Calculation = xlCalculationAutomatic Then
Application.Calculation = xlCalculationManual
Revert = 1
ElseIf Application.Calculation = xlCalculationManual Then
Revert = 0
End If
For Each Cell In Selection
For x = Len(Cell.Value) To 1 Step -1
If Asc(Mid(Cell.Value, x, 1)) = 160 Then
Cell.Replace What:=Chr(160), Replacement:=" ", LookAt:=xlPart, MatchCase:=True
End If
If Asc(Mid(Cell.Value, x, 1)) = 32 Then
Cell.Replace What:=Chr(32), Replacement:=" ", LookAt:=xlPart, MatchCase:=True
End If
Next x
If Cell.Value "" Then
Cell.Value = Application.Clean(Application.Trim(Cell.Value))
End If
Next
If Revert = 1 Then
Application.Calculation = xlCalculationAutomatic
ElseIf Revert = 0 Then
Application.Calculation = xlCalculationManual
End If
End Sub
This is awesome! What if you have several characters you need to have removed? What would be the easiest way as I can imagine there are several ways.?
# - 35
$ - 36
- 62
/ - 47
, - 44
. - 46
" - 34
: - 58
This is typical case of a Fitbit data export to Csv file. Each number has CHAR160 as thousand separator.. how smart Fitbit, thank you 😉
By the way, i prefer to copy the character, and use find and replace.
Sometimes it happens if you copy a table from outlook and paste it in excel. When you apply formula on those cells you will get error. What i use to do is
copy one character that looks like space,
select the entire range,
go to Find and replace,
Paste the copied character in Find option
Leave the replace option unfilled..
click on replace all..
All the errors shall be converted in to proper values..
Process looks lengthier.. but it is one of the simplest method
If Clean, Trim, and Substitute, or Find and Replace does not complete the job, I usually enter a value of 1 in an empty cell. Copy the Value of 1, Highlight the range of text numbers, and Paste Special, Values, Multiply. This site is great!
You can use Dose for Excel Add-In that can quickly clean huge data with one click besides more than +100 new functions and features to add to your Excel to save time and effort.
https://www.zbrainsoft.com
Hi,
I have a problem in excel. The sheet attached herewith.
TABLE CONFIG 2/6
A B C D E F G H
1 WEIGHT1 43,599 WEIGH2 62500 WEIGHT3 77000 WEIGHT4 66,500
2 DEDUCTION1 15,000 DEDUCTION1 15,000 TEMP 0 DEDUCTION2 11,005
3 RESULT 58,599 RESULT-1 77,500 RESULT-2 77,000 RESULT-3 77,505
4 RESULT SUBSTRACT 0 0 0
5 REQUIRED VALUE 77,500 77,000 77,505
Note: 1- RESULT (58599) IS TO BE DEDUCTION EITHER FROM D4 OR F4 OR H4 WHICHEVER IS MOST
LEAST CELL AMONG RESULT-1 OR RESULT-2 OR RESULT 3.
2-HENCE, RESULT VALUE $B$3 IS TO BE PRESENTED ON CELL EITHER D4 OR F4 OR H4 WHICHER IS
MOST LEAST VALUE
3-FORMULA =IF(E8<H8,$B$9,IF(E8<J8,$B$9,IF(H8<J8,$B$9,IF(H8<E8,$B$9,IF(J8<H8,$B$9))))))
CREATED ON CELL D4,F4 & H4 DID NOT WORK.
PLS FOR YOUR HELP.
THANK YOU
@R
Why not ask the question in the Chandoo.org Forums
https://chandoo.org/forum/
You can attach a file there