One of the most asked questions within the posts and Forums at Chandoo.org is “How Does Sumproduct work ?”.
Rahul recently asked for an example in Excels Sumproduct Formula post; Comment No. 55.
So today in Formula Forensics we will take a look at just that with a few worked examples.
Sumproduct
Excels help defines Sumproduct as:
So what are these arrays referring to:
An array in Excel can be :
A manual Array: {10;20;30}
A Range: A1:A3
A Named Range: MyRange1
Where MyRange1 is defined as a defined range in the Name Manager.
A Named Formula: MyRange2
Where MyRange2 is defined as a Formula returning a range in the Name Manager.
Lets look at each
You can follow along in the Example file on Sheet1
An Array
In C2 type: =SUMPRODUCT({10;20;30})
Excel will display 60, which is the Sum of the array elements =10+20+30
A Range
C7: =Sumproduct(C4:C6)
Excel displays 60, which is the Sum of the cells from the range C4:C6 =10+20+30
A Named Range
In the Name Manager or Name Box define a Named Range
MyRange1: =Sheet1!$C$4:$C$6
Then in C10 type:
C10: =Sumproduct(MyRange1)
Excel displays 60, which is the Sum of the range elements =10+20+30
A Named Formula
In the Name Manager define a Named Formula
MyRange2 =OFFSET(Sheet1!$C$3,1,0,3,1)
Then in C12 type:
C12: =Sumproduct(MyRange2)
Excel displays 60, which is the Sum of the range elements from cells C4:C6 =10+20+30
You may be asking why use Sumproduct when we can use a simple Sum to add up 3 numbers?
The answer is to show you what Sumproduct is doing, it is Adding up each Array element.
What about the “Product” part of Sumproduct ?
Remember back at the start where we saw the Definition of Sumproduct,
SUMPRODUCT(array1, [array2], [array3], …)
Only Array 1 is required, Array 2, Array 3 etc are optional, that’s what the square brackets [ ] mean.
Multiple Arrays
Goto Sheet 2 in the Example file:
We will look at a simple example using two arrays
The data consists of Sales data.
Often we want to know what the total sales are
We do this by adding a Sales column
Which multiplies the Qty and Price columns
And then Sum (Add) up this new column
Returning our Total Sales of 15,000
Now we can manually check the above as the numbers are simple eg: 100*20 = 2,000 etc
And we can sum up the Sales and see that we in fact had total sales of 15,000
Well this is exactly what Sumproduct is made to do:
In a Blank cell enter: =SUMPRODUCT(D4:D8,E4:E8)
Excel will return 15,000.
So what is Sumproduct doing?
Lets look inside and see what’s going on
In the Example File, Sheet2, H1 there is a copy of the data laid out as below
Note that our formula =SUMPRODUCT(D4:D8,E4:E8)
Has two Arrays
Array 1: D4:D8
Array 2: E4:E8
Note that each corresponding Array Element is multiplied together
100 x 20
20 x 200 etc
These are the products of the two Arrays
Finally the Products are Added together and the correct answer 15,000 is returned.
So Sumproduct is the Sum of the Products of the Arrays
Of course we can extend that to a large number of Arrays, columns in this case, if we wish.
Sumproduct with Logic
In the above two examples we saw that Sumproduct can Sum a single Array and can Sum the Product of two or more Arrays.
We can use that to our advantage and build logic into the arrays, allowing us to optionally include some array elements and leave out others.
How?
Sumproduct will always add up the product of all Arrays.
So by including an Array where the elements within the Array that we don’t want to Sum are Zero and the Elements within the array that we do want to Sum are 1 we can control what is included in the final Summation.
Goto our Example File on Sheet3
Lets say we only want to include the Sales from our Northern Region
One way to do this is to purely delete the other entries
But what if we could do that without altering our worksheet or there are thousands of rows of data?
This is where Sumproduct comes into its own.
What we need to do is add some logic to our equation, effectively doing:
Lets try it with Sumproduct
In Cell F12: type =SUMPRODUCT(D4:D8,E4:E8,{FALSE;TRUE;FALSE;FALSE;TRUE})
Excel displays a –
Excel doesn’t know what to do with the True/False and so converts them to 0
We can force excel to evaluate these as numbers by adding a simple “1*”
In F14: Type =SUMPRODUCT(D4:D8,E4:E8,1*{FALSE;TRUE;FALSE;FALSE;TRUE})
Excel now displays 5,000 the total sales from the North
To see what has happened in F16 type: 1*{FALSE;TRUE;FALSE;FALSE;TRUE}, but don’t press Enter press F9 instead.
Excel displays ={0;1;0;0;1}
The use of the 1* has converted each of the Array elements from a True/False to a 1,0 respectively.
So our 3 arrays are now:
Now adding an Array of 1*{FALSE;TRUE;FALSE;FALSE;TRUE} every time we wanted to add some numbers isn’t a practical solution.
Excel has the ability to work construct an Array on our behalf!
In E18: enter =SUMPRODUCT(D4:D8,E4:E8,1*(C4:C8=”North”))
Excel will display 5,000
So 1*(C4:C8=”North”) is exactly equal to our previous array 1*{FALSE;TRUE;FALSE;FALSE;TRUE}
1*(C4:C8=”North”) = 1*{FALSE;TRUE;FALSE;FALSE;TRUE}
At the heart of this is that Excel is evaluating each cell in the Range: C4:C8 against our required logic =”North” and setting up an Array for us internally.
Simplify
The power of Sumproduct is therefore in that we can now simplify and extend
In cell E20 type: North
In cell F20 type: =SUMPRODUCT(D4:D8,E4:E8,1*(C4:C8=E20))
Excel will display 5,000
This simple addition allows us to vary the Summation based on the value in E20
We don’t need to multiply our logic array by 1, we can actually use any number or another Array.
In cell F22 type: =SUMPRODUCT(D4:D8,(E4:E8)*(C4:C8=E20))
This works as (C4:C8=E20) is returning an Array of True/False which get converted to an array of 1/0’s when subject to any maths.
The Math in this case is the multiplication by the 2nd Array (E4:E8)*(C4:C8=E20)
In Cell F24 type: =SUMPRODUCT(Qty, Price *(Region=SalesRegion))
Excel will display 5,000
But notice that by using Named Ranges/Formula how simple the logic of the equation has now become.
Rahul’s Question (Multiple Criteria):
In Comment No. 55: Rahul asked, “Can you give an example work sheet of above example”
Sheet 4 in the Example File is the answer.
In Cell C23: type: =SUMPRODUCT(- -(A2:A21=”Luke Skywalker”),- -(B2:B21=”West”),C2:C21)
Excel will display 141, which is the sum of the Sales made by Luke Skywalker in the West Region.
However using what was learned above, this is better simplified to:
C26: =SUMPRODUCT((Name=SalesMan)*(Region=SalesRegion)*Sales)
The Double Unary
In the formula above Chandoo has used what is known as a Double Unary, which is 2 – signs next to each other (I have inserted a space above to make it more legible).
Two – signs are the same as saying
– -(A2:A21=”Luke Skywalker”) = -1 x -1 x (A2:A21=”Luke Skywalker”)
-1 x -1 is 1
Technically this is the most efficient way for Excel to perform any maths on the Array
– -(A2:A21=”Luke Skywalker”)
So that the Array of true/Falses made by (A2:A21=”Luke Skywalker”) is converted to an Array of 1/0’s for use in Sumproduct.
At the slight expense of speed but for improved readability and understandability by others I prefer the use of 1* instead of – – and you will mostly see that convention in my posts.
Chandoo: – –(A2:A21=”Luke Skywalker”)
Hui: 1*(A2:A21=”Luke Skywalker”)
In fact any maths performed on the array will convert its contents to an array of 1/0’s, so long as the maths doesn’t change the Arrays values
For a real good discussion on this topic have a look at the post The Venerable SUMPRODUCT at ExcelHero.com
Other Links to Sumproduct
http://chandoo.org/wp/2009/11/10/excel-sumproduct-formula/
http://chandoo.org/wp/2011/05/26/advanced-sumproduct-queries/
http://chandoo.org/wp/tag/sumproduct/
http://www.excelhero.com/blog/2010/01/the-venerable-sumproduct.html
DOWNLOAD
You can download a copy of the above file and follow along, Download Here.
OTHER POSTS IN THIS SERIES
You can learn more about how to pull Excel Formulas apart and what makes them tick in the following post:
FORMULA FORENSICS NEEDS YOUR HELP !
I am running out of ideas for Formula Forensics and so I need your help.
If you have a neat formula that you would like to share and explain, try putting pen to paper and draft up a Post as Luke did in Formula Forensics 003. or like above.
If you have a formula that you would like explained but don’t want to write a post also send it in to Chandoo or Hui.
XMAS BREAK
This will be the last Formula Forensics Post for 2011, but rest assured that we will be returning in early 2012.
I’d like to take the opportunity to thank Chandoo for allowing me the space and freedom to post pretty much what ever I’ve wanted at Chandoo.org. I hope you have enjoyed my contributions to the Chandoo.org community over the past year.
On behalf of Eva and myself I’d like to wish you all a very Merry Xmas and a Happy and Safe New Year ahead
Hui…
70 Responses to “10 Tips to Make Better and Boss-proof Excel Spreadsheets”
Proper print settings on each sheet helps your boss to print the reports quickly without hastling you after printing irrelevant stuff.
It is highly relevant that you print your reports once before circulating it to your boss or other people.
Knowing that what your boss actully look at in the entire report can be very usefull. You can build a good summary of what your boss wants and put that as separate tab in the form of dashbord report, so that your boss does not peep into rest of your work and start pocking you with irrelevant stuff.
You can also put that Dashboard into the email summary and not trouble your boss to open your workbook. This is ultimate boss proof tip and I have been using this for long time now.
Thank you Chandoo. Great checklist to follow before delivering an excel spreadsheet to someone else. Some points you mention are seemingly so simple that we might overlook them - like selecting cell#A1, but they make a difference to the impression the spreadsheet creates at the recipient's end.
Dear Chandoo,
Great tricks.
One trick I use (more and more) is to hide the sheet tabs and to hide the formulabar via the 'tools' 'options' and the 'view'-tab.
Another trick is to limiting the scrolling area to hide all columms (or rows) until the end of the sheet. Select the column, press CTRL+SHIFT+RIGHT, right-click on the column and hide (also possible via VBA).
I was wondering though if 'boss-proof' is related to 'excel-stupid-proof'?
Cheerio
Tom
Just wondering if the hiding formula bar really works when a recipient opens it whose "view-show-Formula Bar" is still checked...
It's saved to the sheet I believe.
Absolutely agree with this post !!!
on the past months, after reading this blog, PTS's and Debra's Contextures, one of the things I've beggining to do as a best practice is to create all my spreadsheets with 3 tabs: data, summary and control, and this last one generally xlveryhidden, and sometimes the data one hidden as well.
And this restrictions are also being applied as best practice, and with a lot of benefits as you well mentioned. Furthermore, if combined with dynamic named ranges, formulae is more readable to users, and the WOW effect is often achieved when the question "How did you do that?" arises.....
Keep on the good posts !!!
Rgds,
Martin
Would you mind sharing an example of this technique?
Is there a way to keep the data in a seperate file rather than the same excel. This way you could keep presentation and data separate. But not sure how you would link up the two excel files
Yes, there is a way but it is not prefered.
I used this a coulple of times, (You need to code).
mail me if you need assistance with some sort
It entirely is possible. The problem comes though, when you share the spreadsheet.
If the recipient doesn't have both files, or access to both, things break when the values try to refresh.
ey, why is the boss a she??
haha - welcome to the future. About time.
Chandoo, one more trick that we could use with the help of VBA, RT click on the View code of the particular sheet, in the properties table set the Visible status to 2-xlveryhidden, this ensures the sheet name does not show up even when the BOSS tries to unhide the sheet from the sheet >> unhide option. Dont forget to password protect the VBA (available under tools >> VBAProject properties.
Very good tips, although I have to say Chandoo, that your cats probably need to be spayed or neutered if they behave like that. =)
Good to see all these tips on a single "sheet", and giving the name *boss proof*, and Dilbert was a great welcome 😀
The best way to "Boss Proof" (and "Self Proof"!!) a spreadsheet is to keep back ups. I use a macro that saves the last 3 significant versions of the spreadsheet all with a date stamp included in the file name.
To quickly select cell A1 on all sheet, use CTRL-Page UP or CTRL-Page down to navigate between sheets and CTRL-Home to select cell A1 (if you have frozen pane, it will select the top left cell of the section below).
Great list. And I follow every single item... I also use a consistent background color for input cells in every report/dashboard. And I use a little VBA to identify the user and change the report accordingly (selecting the right market, for example).
Chandoo, Nice post. I like to use the hidden Paste Picture Link option. Keep the original report you want displayed on a hidden sheet and only show the boss the report picture. Also great to watch the confusion when boss trying to select cells is worth the effort!
I usually save as PDF if there's no interactivity in the report. That way nothing can go wrong 🙂
PDFs work a dream for me too and saves the boss's EA from telling me all the time that she can't print my work!!
@All.. thanks a ton for sharing your ideas. I am thinking of writing a part 2 of this post explaining some of your ideas in detail.
@Bazlina ... I will make sure the boss is a HE in the next post 🙂
"10 Tips to Make Better and Boss-proof Excel Spreadsheets"...
Unless of course your Boss reads PHD !
Great article with one glaring error.
If (like me) the majority of your spreadsheet errors are *caused* by cats, adding more cats is just going to increase the problem.
@Hui you always have a boss, even if you are boss. If you dont have a boss, then may be a cat or even a dog.
@Debra: hmm... Are you sure the cats are not after the mouse? Go learn some keyboard shortcuts.. now 😛
Great Web Site. I've done almost all the above in trying to build my application and it's taken me hours and hours reading my "dummies " book. Thank you for all this information.
Is there a formula I can use that will automatically return to "A1" cell should an associate use the 10 page spreadsheet I have?
Is there a way to set an expiration date on my workbook so that beynd that date no one will get beyond the cover page?
Paul, in all my "user facing" workbooks (those that I distribute) I create a named range called "Home" on the worksheet(s) that are most likely to be used. Then I write a little VBA that selects the Home range whenever that worksheet is activated or on other triggers depending on the context of the sheet. This is more appropriate for the dashboard tabs or summary tabs my job requires.
But I usually set this functionality up early on in the design process so I can take advantage of it as well. I will sometimes assign a keystroke to the GoHome macro.
I'm in the marketing department (aka the picture department) and have to say that the macros/Excel sheets from our controlling department are the worst! They come to me to sort out the mess!!
@Peter: You can try creating a table of contents and then place it on each and every sheet so that user can jump to anywhere from anywhere. Here is a tutorial to help you get started.
Also, You can prevent users from accessing the workbook after a certain date using macros. But users can certainly by pass it by disallowing macros on that workbook.
@Jimmy: Wow... (just kidding) Welcome 🙂
I was recently given a spreadsheet to improve upon.
One of the "boss-proof" actions that the previous author had used was to use data validation instead of protecting the sheet to ward off people changing formulas.
After entering a formula or value into a cell, use data validation to only allow, in this spreadsheet, whole numbers between 9999999 to 99999999.
It's a bit of a pain to actually correct stuff instead of just unprotecting a sheet, but for those that know how to unprotect a sheet, it's a definite way to keep them from fooling with formulas.
Puchu,
We would love to see "Print" in your links section.
It helps us taking prints as neat as your posts 🙂
Chandoo,
I've emailed you a couple of times looking for avenues I need to try to put my workbook on the Internet.
I notice you use PremiumThemes for your Web Site...You must feel good about their service. Do you think PremiumThemes might be an option for me?
Paul
Instead of :
Now Right click and select “Hide” option.
Shortcut can be used : Ctrl+0 (to hide)..
sir i wanted to know,how to hide cells or tab without hiding rows and columns? PLZ TELL ME
Hi Chandoo!
Great tips! Im researching on an excel project now that you can create to "lighten" the size without sacrificing the data inside..
We usually encounter problems with the data, excel file is shared, in a network folder.. and there are 11 people that enters their own productivity in each tab.. however, there comes a time (uncertain) where some of the data they enter either gets deleted or changes value.. could this be a file size problem? are there other ways to create this file that will decrease data inconsistencies?
thanks!
[...] Hide un-necessary rows to create clean looking workbooks (and 9 more tips) [...]
[...] Presentation format: all spreadsheets, should be designed so that it is easy to follow the process flow and result. Almost every spreadsheet should be presentable and understandable to senior management without additional formatting or explanation. (tips: how to design boss-proof excel sheets) [...]
[...] on Excel formatting here: How to make better excel sheets, Formatting [...]
[...] on Excel formatting here: How to make better excel sheets, Formatting [...]
[...] 10 Tips to make better & boss-proof spreadsheets in Excel [...]
You will find another quick and easy technique here:
http://www.onsitetrainingcourses.com.au/main/page_blog_hiding_most_excel_rows_and_columns.html
[...] tips: Learn how to make better Excel sheets Spread some love,It makes you awesome! [...]
Save what you want the boss to see as a PDF. Absolutely foolproof and no cats hurt in the process.
I really enjoyed allot of the tips on here, especially the one on comments on cells. That will come in handy on allot of our projects. I would also like to share on on my little tricks. I am constantly working on several different reports with several different systems and in doing so I am constantly running in problems and my way out of them is simply calling <a href"http://www.reportingguru.com/"> Reporting Guru </a> and telling exactly what I'm going through and they can tell me exactly how to get out.
One of the things I've found to boss proof my worksheets are a few simple VBA scripts to automatically protect the workbook/worksheets, and direct them to the "Quick Look" dashboard page, I hide all of the raw data sheets before saving. The script looks like this:
Private Sub Workbook_Open()
Sheets("Summary").Protect Password:="password"
Sheets("Labor Cost by Site").Protect Password:="password", AllowUsingPivotTables: =true
Sheets("Labor Cost by month").Protect Password:="password"
Sheets("Quick Look").Protect Password:="password"
Sheets("Quick look").Activate
ActiveWorkbook.Protect Password:="password", Structure:=True, Windows:=False
End Sub
I also have a pivot that contains labor cost data which cannot be refreshed while the worksheet is locked.
Private Sub Worksheet_Activate()
Sheets("labor cost by site").Unprotect Password = "password"
Set pvttable = Worksheets("labor cost by site").Range("a1").PivotTable
pvttable.RefreshTable
Sheets("labor cost by site").Protect Password = "password", AllowUsingPivotTables:=True
End Sub
OPPAN GANGAM STYLE!
good
Your post are always with something creative , thanks for sharing this information , your post are worth reading and implementing 🙂 great job
Hi,
I will try to learn every point slowly !
Shokran Chandoo.
Best boss Proofing of sheets is useing indirect(address 😛 this prevents most smartass bossess from doing any actual changes cus the formula will be long and hard to understand for any bystanders..
Also putting the actual calculations on a different sheet can make a sheet bulletproof from bosses.. especialy if you put them in the Very hidden so when the boss learns how to unhide sheets he wont simply find them.
One thing iv also learned is that most bosses is scared of macros that gives "virus" warnings before beeing run 😛 That include the default warning from Excel...
Long formulas or work arounds is best way to go.
What's the best way to amalgamate two existing excel spreadsheets into one?
Two teams use the same format spreadsheets with individual data split into calendar months and I want to make them one without manually entering the data.
Alt + D + D + N
Write a query and viola, Two sheets into one.
Changing the properties of the file to read-only . (While the file is closed, right click on the file and check the read-only box.)
This allows my boss(es) to access the file -- even change it -- without being able to save their changes. If a boss likes his 'new' version, he can save it with a different file name.
But now -- how to prevent the boss from deleting the file altogether? Or deleting the whole network?
Hey man.
Think you can go as easy as to make a shortcut that links to your read only document. Then the boss wont know of the root document. He can figure it out but lets face it. He is a boss and 70% if them wont know squat
Instead of "Hiding" rows & columns, I find "Grouping" works best as its very easy to quickly see if a worksheet has hidden rows/columns. Sometimes hiding a random row/column is not easily noticed and can create issues.
I have one xl sheet with different dates in many columns and one raw's. I want to send this data to another xl sheets for each date. if somebody can help me will be great.
Dear Samantha,
Check out the website of Ron de Bruin. He has a great set of macro's and free add-in that can help you with this issue.
http://rondebruin.nl/win/s3/win006.htm
Tom
Hello, I have just found out that I made a mistake in my spreadsheet: I had a column of negative numbers, but one of them was positive (while it should have been negative). Is there a formula/system to avoid this?
Thanks.
Mariateresa
Yes, data validation. Values you denote would be between -1 and -999,999,999.
Hi,
Hiding any worksheet can be unhidden and messed around easily. I change the visibility in visual basic from -xlSheetVisible to -xlSheetVeryHidden. By this, even if you right click on sheets, you will be unable to find the hidden sheets.
Cool? I think so...
Very informative, Thanks
Is there a way to lock cells in an already protected worksheet.
(Thus the entire worksheet is protected, then the entire office can open it as read only but only a few users have the password to edit the file)
I would like an additional password or prompt box so these few users don't accidentally change formulas.
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I laughed out loud reading the 2nd solution about moving to marketing department and making ppts.
I've been using "technical" sheets for a long time already and depending on the audience it is hidden or not. I'm currently in my NO VBA mindset, so the very hidden option is no longer. Using sheets names like: TechnicalCodes; ExplicitVariables;SetUp; HeavyCalc seem to work to my experience as they send along a message "Don' t you mess-up here, you fool!". A "Read This" section or sheet however does not work!
Reading stuff on this site has helped me develop a good habit of using colors and themes to assist the end user in being well-behaved. In my book the best advise here, because it is about the user experience and not only about protection your own work.
For dashboards I get rid of tabs and scroll bars. Besides 2 exceptions, I need to come across a manager who can turn them on again without my help.
Seems that I forgot about protecting cells, sheets and workbooks altogether. Damn!
Thanks for the informative article Chandoo, I've been struggling with Excel lately. It's a powerful tool, but hard to learn for me.
Thanks Chandoo for sharing these excel sheet tips it helps me a lot to understand excel more.
Nice roundup, Chandoo! Here's one more I thought would be relevant:
For Excel 2013+, you can hide the ribbon, as shown in this animated gif: https://gridmaster.io/tips/hide-ribbon-excel-space
This will simplify the interface, making it less likely for people to accidentally make changes. 🙂
THANK YOU SIR
I'm better at Power BI thanks to you!