Today, lets learn OFFSET formula.
What is OFFSET and why bother using it?
OFFSET formula gives us reference to a range, from a given starting point with given height and width in cells.
OFFSET formula syntax
OFFSET formula looks like this:
=OFFSET(starting point, rows to move, columns to move, height, width)
- Starting point: This is a cell or range from which you want to offset
- Rows & columns to move: How many rows & columns you want to move the starting point. Both of these can be positive, negative or zero. More on this below.
- Height & width: This is the size of range you want to return. For ex. 4,3 would give you a range with 4 cells tall & 3 cells wide.
And yes, All the arguments to OFFSET can be references to other cells. That means, you can write =OFFSET(A1,D1,D2,D3,D4) which will refer to a range
- Starting from A1
- Offset by D1 rows & D2 columns
- having the size of D3 rows & D4 columns
See below examples to understand the formula better.
OFFSET formula examples
Why use OFFSET?
Why not write a reference like A1:C4 directly?
Here are a few reasons why,
- Dynamic ranges: Reference like A1:C4 always refers to the range A1:C4. ie it is static. But sometimes, we want our ranges to be dynamic. This is required because our data is changing (every month new row is added, every time we launch a product new column is added etc.)
- We don’t know the exact address: Sometimes, we don’t know what our ranges actual address is. Rather, we just know it is starting from a certain cell etc. In such situations OFFSET is useful.
Understand OFFSET formula – Interactive Workbook
Since OFFSET formula is somewhat tricky to get, I created an interactive workbook so that you can understand how it works. When you input all the 5 parameters, the workbook highlights the range that your OFFSET will give. After playing with it for a few minutes, you will understand the formula better.
Practical use for OFFSET – Average of latest week
Lets say we monitor quality of a plant producing purple puppets. One of the KPIs we monitor is % of rejected puppets. We have been tracking the % of rejects by day in a spreadsheet that looks like this:
So how do we calculate average of latest week?
Assuming the values are in range C3:C18, we can write =AVERAGE(C12:C18)
BUT, WE NEED TO CHANGE THIS FORMULA EVERYDAY!!!
Even puppets would find that boring.
By using the OFFSET awesome sauce, we can write the AVERAGE formula once and forget about it.
=AVERAGE(OFFSET(C3,COUNTA(C3:C300)-7,0,7,1))
Lets break-apart this formula and understand
- To calculate latest week’s average, we need to go all the to the last data point and then get 7 rows from it and average those values.
- This is where COUNTA(C3:C300) – 7 comes in to picture. It counts how many values are there in column C and then subtracts 7 from it.
- The OFFSET would then starting point from C3 to latest week’s starting point.
- To know how this formula works, watch below demo.
OFFSET limitations
While offset formula can return with a dynamic range when you beckon, it does have few limitations:
- OFFSET formula is volatile: In plain English it means, whenever there is any change in your workbook, OFFSET formula is recalculated, thus keeping Excel busy a tiny bit longer. This is not an issue if you use OFFSET formula in a small workbook. But when you use lots of OFFSET formulas in large workbooks, you will end up cursing Excel as it takes too much time to recalculate.
- OFFSET formulas are tricky to debug: Because the references are dynamic, debugging a workbook with lots of OFFSETs can get tricky quickly.
Alternatives to OFFSET formula
There 2 fine alternatives to OFFSET formula.
- Use Excel Tables: Since Excel 2007, we can create tables from structured data and write formulas, create charts that refer to dynamic ranges with ease. Click here to know more about tables.
- Use INDEX formula: Although not exactly same as OFFSET, INDEX formula can also be used to generate dynamic range references. Plus, INDEX is a non-volatile formula, so it wont keep Excel busy unnecessarily. Know more about INDEX formula.
Do you use OFFSET formula?
For most of my dynamic range needs, I rely on tables or INDEX formula. I use OFFSET formula when I have to calculate values like average of latest week. In such cases OFFSET is an elegant solution.
What about you? Do you use OFFSET formula? In which situations do you use it? Please share your tips & examples with us using comments.
Know More about OFFSET
Check out below examples to understand OFFSET formula better:
- Calculations: Sum of values between 2 dates | Moving averages | Average of closest numbers| More…
- Modeling: Calculate IRR of dynamic ranges | Manage scenario analysis
- Charting & Dashboards: Dynamic range charts | Top x chart | Analyzing large datasets | KPI dashboards
- Validations & Pivots: Dynamic Data Validation | Dependent Drop downs | De-duplicate & Sort data
- And many more uses of OFFSET
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