Today lets tackle a very familiar problem. You have a bunch of very long, complicated file names & paths. Your boss wants a list of files extracted from these paths, like below:
Of course nothing is impossible. You just need correct ingredients.
I cannot help you with a strong cup of coffee, so go and get it. I will wait…
Back already? well, lets start the formula magic then.
Extracting file name from a path
If you observe the file paths carefully, to extract the file name, we need to know,
- Position of last \ in the full path text
Of course there are many methods find where the last \ is. You can find a very excellent summary of these techniques in our formula forensics #21 – finding the 4th slash.
Today, let us see a new technique (well, sort of).
Finding the position of last \ using formulas
Before writing any formula, first let me clarify the only assumption:
- File path is in cell B4
Now, last \ is nothing but first \ when read from right.
Read that line again.
Got it? Good, lets move on.
How do we find the first \ from right?
If we can list down all individual characters from path right to left, then we just have to find the first \ in that.
Listing down individual characters from a given text
To get 5th character from text in B4, we can use MID formula like this:
=MID(B4,5,1)
Suppose you want both 5th and 6th characters from B4, you can use:
=MID(B4,{5,6},1)
This formula returns an array of 5th and 6th characters from the text in B4.
Cool, extending the logic, =MID(B4, {6,5},1) would give 6th & 5th characters in B4.
Idea!
If we can replace {6,5} with decreasing numbers starting from length of text B4 all the way to 1, then we can list all characters in B4, right to left.
But this leads us to next problem – listing numbers from a specific value (length of B4) to 1 in descending order.
Listing numbers from n to 1 in that order
We can use ROW() formula to generate sequence of numbers like this:
=ROW(1:10) will give {1,2,3…,10}
note: this returns an array, so you need to use it with Ctrl+Shift+Enter
So if we can use =ROW(1:LEN(B4)) we could get numbers from 1 to length of text in B4 {1,2….LEN(B4)}
Unfortunately this will not work as 1:LEN(B4) is not a valid reference.
But we can fix that with INDIRECT, like this:
=ROW(INDIRECT(“1:” & LEN(B4)))
Tip: INDIRECT formula lets you construct a reference by using values in other cells as shown above.
Alternative: You can also use OFFSET to get the same result like this: =ROW(OFFSET($A$1,,,LEN(B4))). More on OFFSET here.
But wait…
So far, we have only generated numbers from 1 to n. But we need numbers from n to 1.
No sweat, we just subtract the numbers {1,2…n} from n+1 to get the list {n,n-1,n-2….2,1}
Like this:
=LEN(B4)+1 – ROW(INDIRECT(“1:” & LEN(B4)))
Using these numbers to list characters in file path in reverse order
Take a sip of that coffee, its getting cold!
Now, lets integrate our numbers in to MID like this:
=MID(B4, LEN(B4)+1 – ROW(INDIRECT(“1:” & LEN(B4))), 1)
The blue portion gives you numbers {n…2,1}
The orange portion gives you letters from right to left.
But we wanted the last \
Oh right. We do not need these letters from right to left. We instead want to find the last \ in our file path. So now we just ask Excel where the first \ is in this reversed text.
=MATCH(“\”, MID(B4, LEN(B4)+1 – ROW(INDIRECT(“1:” & LEN(B4))), 1), 0)
Blue portion gives you letters in reverse order
Orange portion finds the first \ in that.
Tip: Learn more about MATCH formula.
Extract the file name
Once you know where the last \ is, finding the file name is easy.
use =MID(B4, position_of_last_slash + 1, LEN(B4))
We need to +1 because we do not want the slash in our file name.
Demo of the entire formula in action
Okay, lets see all these steps in action in one go.
How to find the extension?
Extension is few letters added at the end of file to indicate its type. For example, excel files usually have xls, xlsx, xlsm as extension.
So how to find this extension?
Extension & file name are separated by a dot .
But often file name itself can have a dot.
In other words, Extension is text in the file name followed by last dot.
Sounds like same problem as finding the last \ and extracting file name. So I will skip the details.
But assuming the file name is in D4, extension can be found with =RIGHT(D4,MATCH(“.”,MID(D4,LEN(D4)-ROW(INDIRECT(“1:”&LEN(D4))),1),0))
NOTE on both formulas
Both file name & extension formulas are array formulas. This means after typing them, you need to press Ctrl+Shift+Enter to see correct result.
Bonus tip: Getting the file names & path from a folder
If you ever want to list down all files in a folder use this.
- Open command prompt (Start > Run > Cmd or Start > Cmd)
- Go to the folder using CD
- Type DIR /s/b >files.csv
- Close command prompt
Now you can see all the files in that folder in files.csv. Double click on it to open in Excel and run your magic 🙂
Download Example workbook
Click here to download the example workbook. The file uses slightly different formulas. But works just the same. Examine it and learn more.
How do you extract file names & as such?
Do you use formulas or do you rely on some other technique to extract portions of text like file names, mail addresses etc. Please share your tips & ideas using comments.
Extract often? You will dig this.
Analysts life is filled with 3 Es – extraction, exploration & explanation. And like a good assistant, Excel helps you in all 3.
If you find yourself with a shovel, bucket and boat load of data often, you are going to enjoy these articles:
66 Responses to “Budget vs. Actual Charts – 14 Charting Ideas You can Use”
[...] Update: Check out the results at Budget vs. Actual Charts [...]
Hi there:
I'm interested in understanding exactly how contestants #'s 1, 8 got their surplus or shortfall to show up at the top of the bar (is this overlapped or stacked somehow) and change colour? I hope this makes sense. I've tried to find samples and I can see contestant 8 (cuboo) may have used something called graphomate but I can't use this.
I need to create a bar chart that shows budget, and actual variance whether it be a surplus or a shortfall and I would like make it look like option 1 or 8 above but haven't a clear idea how to do it...any help would be greatly appreciated!
Regards..Linwe
[...] heute können alle Beiträge auf “Pointy Haired Dilbert” gesichtet und bis zum 12.04. bewertet werden. Falls mein Vorschlag - Nr. 8 - gefällt, freue ich [...]
Danken Sie Excel friend!
#6 is the best here. Simple, no extraneous visual effects.
I was all set to vote for #9...until I noticed its lack of y-axis labels. So I have to go with #6 also.
I think #6,#9 is enough .
#9 is my favorite
Nice data/ink ratio 😉
I agree with Jon - #6 for me.
8 & 14
I go for # 9 (simple) and #14 (complete)
I go for cuboo #8
cheers
#6 for overview at a glance / top management
#8 for deeper analysis / those who need more detailed information
#14 although I think you only need the bottom panel and I then would stack the Center charts vertically to make Center comparisons easier.
#10 gets my vote.
If there is a second place, then #14
denise
Hi, if I was not wrong, Samples 3,4 and 5 were created using Tableau software and not Excel. For more information on Tableau you might want to visit http://www.tableausoftware.com/. It was initially designed by Prof. Pat Hanrahan and his PhD students. I am not their salesperson but I thought someone might want to know more about this particular technology.
Hi Tin Seong Kam:
Thanks - I have looked at Tableau before. I have also found the means to reproduce something similar to chart 8 without using graphomate, and also chart 7. I proposed chart 9 as well but the overlap is confusing to some.
I am really not too concerned about showing actual budget figures but the variance in $ and % is important for my particular use. That is why I gravitate to the charts that seem to easily tell us that we have a surplus or a shortfall.
Thanks!
Linwe
11, 6, 9 (presque pareil)
7 pour la clarté
cuboo #8 ist my favorite
best regards...
8
8 is fantastic
I prefer N#8 - N# 1,7 & 8 use the settings of Rolf Hichert...
6 : The GURU (read "Jon Peltier ") has spoken,
SOO easy on eyes!
Hi Chandoo,
I liked Cuboo's submission. So #8 gets my vote.
Regards,
Sumit
Number 8 by far. Even though it's not part of the data display, the comments feature sells me. Variance explanations are as important as the actual variances.
I visually prefer #8, but #3 is really easier to understand, even if it lacks a lot of information (inverting budget/actual), legend, etc...
[...] All in all there are several great entries suggesting a good variety to present budget vs. actual performance. Go check them out. [...]
[...] reshape, zoo by learnr A reader of a Pointy Haired Dilbert blog enquired about best ways to visualise budget vs. actual performance. In response PHD challenged his blog readers to contribute their visualisations made using Excel or [...]
anyone willing to post their xls for these? Some really excellent exmaples.
To avoid the summary execution of the person presenting these to an executive team these charts must handle overspending as well as underspending, be comprehensible in 5 seconds and show the key fact clearly. The key fact isn't budget or actual - it's the magnitude of the gap!
Therefore:
#14 for nailing the key fact and being able to handle overspending. The winner therefore.
#6 for nailing speed-reading and being able to handle overspending, but somewhat obscuring the key fact. Second place.
#8 for nailing information depth and aesthetics. Third place.
I really wanted #8 to win, but that's the technician's view not the end-user's.
[...] Todas as contribuições podem ser vistas no seguinte endereço: Budget vs. Actual Charts – 14 Options You can Use Posted on April 5th, 2009 http://chandoo.org/wp/2009/04/05/budget-vs-actual-charts/ [...]
Social comments and analytics for this post...
This post was mentioned on Twitter by NancyJHess: I like to explore fav tweets of those I follow. Here is one from DutchDriver http://twurl.nl/17eiap Creative visual charts: Budget vs Actual...
number 8
clean, full of info, qualitative as well as quantitative
Hi,
I Like 4 chart in above as per the following ratings:-
no 1# -> 14***
no 2# -> 7***
no 3 # -> 8**
no 4# -> 1.3**
I will be greateful if someone can send me the process of making all above 4 charts.
Virender
[...] Budget vs. Actual Values in Charts – 14 more options [...]
[...] Budget vs. Actual – 14 charting options [...]
Does anyone know what type of chart #6 is (chart name?)? Also, how do I create this is Excel 2007?
@Shazbot
I'd call it a Column and Bar chart, but don't get hungup on names
To make it try this:
Setup the chart as a Clustered Column Chart
Change the Series so there is 100% overlap, ie: One column is in front of the other
Change the Budget series to a line chart
Set the line color to none
Set the marker style to a Flat Line
Change the marker width to make it the same width as the bar
Change colors and other chart properties to suit
Does anyone have an idea on how to create chart #1?
Thanks
Caroline, please see the german page: http://www.hichert.com/de/software/exceldiagramme/55
there you can find the original example for nr1.
best regards,
stefan
Caroline
This is a Clustered Stacked Column Chart
Which has the column under the Shortfall/Excess colored the same as the Budget
Have a look here
http://chandoo.org/forums/topic/question-about-budget-v-actual
&
http://peltiertech.com/WordPress/clustered-stacked-column-charts/
Hi,
Is it possible to get the source files like the other visualisation challenge (on sales).
Thanks,
Vijay
Dear Chandoo,
I discovered your site by pure chance and I am really thrilled about it and I am learning a lot.
Is it possible to post the source file for this visualisation challenge?
Thanks,
Vijay
[...] Budget vs. Actual Charts in Excel [...]
Dear Chandoo,
How do I create Chart #10 (comparing Budget vs Actual Performaces) by cost center by quarter without the cumulative performance. Do you have an actual example that I could use?
Thanks,
Greg
HI
Does anyone can help me to a to create chart #7? I'm beginer in excel , I started to work two weeks ago and my boss ask me to follow the budget/actual until the end of the year.
SO I really need your help.
Thanks in advance
p.s Sorry for my english ( i'm french)
@OKI, Greg
I have made a mockup of #7 and #10
It is available at:
http://chandoo.org/wp/wp-content/uploads/2009/04/Bud-Act-visualizaion-challenge-7+10..xlsx
#10 is a straight, Pivot Chart/Table but the data has been rearranged to get it into the pivot table
#7 is 2 charts, being a simple Bar Chart and a Scatter Chart with 100% Error Bars
I have used Named Formulas for the two charts.
HELLO Hui
Thanks you very much for your hepl , i really appreciate
Have I nice week
Hi,
I was wondering how can you replicated chart 1.3? The bars looked like there overlapped on two different axis?
Tony
I think 1 & 3 are good.
Hi Chandoo,
Please can you provide a link of the excel sheet for 1. Chart "3 colors and everything is clear"
I would like to drill into the spreadsheet and learn the secrets as how the chart was made.
Many thanks,
Sawan
@Sawan
It is probably 12 seperate charts, I will assume snapped to the underlying cells to ensure they are the same size
The left 3 Charts have a vertical Axis
The bottom 4 Charts have a horizontal Axis
The remainder have no axis
The remaining text maynot be part of the charts but is probably cell content
Saludos,
Como puedo descargar estos maravillosos ejemplos para estudiarlos y analizarlos deseo aprender a realizar este tipo de graficas en Excel.
Gracias,
Dear Chandoo and Hui,
Please would you help me (step by step if possible) to create Chart #8?
Many thanks in advance!
Dear Chandoo,
I think chart #8 is really great. Would really appreciate if you can show basic step to create it.
Thanks 🙂
Hi all,
Is there any step by step tutorial to recreate the the chart #1 please?
Would really appreciate if someone could show me how it done.
Regards
Sawan
Can someone tell me how do you create chart number 2? Thanks!
Am I the only one that can not display any of the images? Would love to take a look at these. This is the ONLY page on the whole website I have had this issue with. 🙁
Dear All,
how can i create chart # 7? is there any link where i can subscribe to your website by paying a certain amount. i want to learn some good excel techniques.
please let me know.
Cant see the images 🙁
Where can I find the link to download some of the above charts?? these are extremely usefull chart and would like to utilize the same.
Waiting for the reply.
Thanks..
I am interested for # 1,6,7,8,9,10,11 its very exciting for me .
Hi,
Just wanted to check, is there any possibility that pivot table or drop down work in power point?
Regards
Satyapal
@Satyapal... you can only use static images or slide animations in Power Point. Not features like pivot tables or drop downs. However, you can embed the entire workbook (or sheet) in a presentation. When clicked this will just open Excel so your users can play with the data.
Is there any instalment kind of facility available for joining the online course of Rs.12000/-.
Regards
Ramesh N
Hi,
I badly want to replicate #10. Can someone help me.. I've checked google to help but I can't figure out how to add the total 🙁
Regards,
Tim