The best thing about Excel is that you can do the same thing in several ways. Our yesterdays problem – Extracting file name from full path is no different. There are many different ways to do it, apart from writing a formula. Learn these techniques to be a data extraction ninja.
1. Using Find Replace
Suggested by Iain in the comments yesterday, I love this technique for its simplicity and awesomeness.
- Select all the file paths
- Press CTRL+H
- Type *\ in find field
- Leave the replace field empty.
- Click on Replace all.
- Done!
It is that simple. Do not believe me? See this demo.
Thanks Iain for teaching us this trick.
2. Using Text to columns utility
Buried inside heap of features in Excel is this beautiful Text to columns utility, that can take any text and convert it in to many columns based on the delimiter you specify. [more uses of text to columns]
This is how we can use it:
- Select all the file path cells
- Go to Data > Text to columns
- Chose “Delimited” in step 1 and click next.
- Specify delimiter as \
- Click Finish
- You will get all folders in to separate cells and file name in last cell.
- Now use a formula like =INDEX($C3:$O3,COUNTA($C3:$O3)) to extract the last cell’s value ie file name
- Done!
3. Using UDFs
While our formula method tends to be very long or very complicated, we can use 1-2 line VBA to get the file name from a full path. There are many ways to skin this cat in VBA, but 2 easiest methods are,
For both methods below, you first need to insert a new module and add the code in that.
Using InStrRev
As suggested by Daniel Ferry in the comments.
Public Function ParseFile(sPath As String) As Variant
ParseFile = Array(Mid$(sPath, 1 + InStrRev(sPath, “\”)), Mid$(sPath, 1 + InStrRev(sPath, “.”)))
End Function
Note: this UDF returns an array for file name & extension. So you need to enter it in 2 cells together.
The InStrRev() built in function searches for \ in the sPath from end and returns the first occurrence’s position.
Using split
As suggested by PPH in comments,
Function ExtractFileName(filepath) As String
Dim x As Variant
x = Split(filepath, Application.PathSeparator)
ExtractFileName = x(UBound(x))
End Function
What is your favorite method?
For most of my data cleaning needs, I use a mix of text to columns, find-replace or VBA. In rare cases, I rely on a formula. This is because data cleaning or extraction is usually one time step and figuring out a complex formula is not good idea in such cases.
What about you? How do you go about extracting filenames, dates, numbers etc. buried in text? What method do you use often? Please share with us in comments.
21 Responses to “Distinct count in Excel pivot tables”
The distinct count option works well but I have found that if I have a date field and want to group by year, month, etc. that option seems to be disabled. I need to do both, distinct count and group by year/month.
Example data; sales orders with item quantities with dates.
Challenge; sum the item quantities, count the distinct orders and group by month. How do I do this?
Perhaps that's not possible due to the grouping?
@Al... When you use data model based pivots, you cannot group values manually anymore. Why not use Excel 2016's default date grouping option? In this case we have just a few dates, so Excel is not grouping them, but if you have an year's worth of data, when you make the pivot with date in the row label area, Excel automatically groups them. If you have fewer dates or want to use your own grouping, just create a table with all dates, add columns with month, week, year etc. Then connect this table (these types of tables are usually called as calendar tables) to your data on date field as a relationship. Now you can create reports by month, quarter etc easily.
Is this the only way to do it in 2013? I find it rather cumbersome to have to create another data table listing dates with the another column for MONTH() and YEAR() to be able to summarise data for senior level...
I know people find adding calendar tables cumbersome, but it is a best practice and let's you add more layers of analysis quite easily. For example, adding analysis by weekday vs. weekend or by financial quarter or YTD calculations (you would need either Power Pivot DAX or some very carefully setup pivot table value field settings)
I had absolutely no idea this was possible. Very useful, nice work!
Doesn't work for 2010 version though (or at least not my works version)
Hi ,
The post has the following in it :
These instructions work only in Excel 2016, Office 365 and Excel 2013.
when i have 2 different Pivot tables, one without the enabled “Add this data to data model” option, and the other one with it enabled.. is there anyway i can link slicers between them?
if the answer is NO,, what to do ?
Quick note, the “Add this data to data model” option is not available for the Mac version.
perhaps outside scope of this article but I have found when I attempt to create a pivot table from an external data source (connection to a sql view) the "Add this data to data model" becomes greyed out. Anybody experienced and found a solution so I can start getting distinct count in my pivot tables?
Is there a way to still add a calculated field when using distinct count?
I found I can't change the date source after tick the " add this data to the data model", can you help to adv how to change the date source in such case?
Is there a way to update the source once you have added to the data model? I receive a new spreadsheet weekly and would like to update the connection so my tables pull from the new source.
Hi Crhis, I like how you have hulk (superhero) as your avatar. Do you know that there is a superhero in Excel too? It's Power Query. You can use it to solve your problem in a simple click. Here an intro if you need some guidance.
Powerful Introduction to Power Query
A big Thank you. It worked.
Hi, have survey data that I need to analyze but the challenge is that my key fields are showing horizontally. I tried to transpose the fields using Power Query, but unfortunately the new fields are returning same values on a pivot table despite using distinct values
How I can a do a pivot table with discount conts in some columns and then generate shor report filter pages. pls it drives crazy
Hi. Why grand total pivot of distinct count is 13? shouldn't it be 67?
Great Answer! Saved me lots of time!
Thank you!!!
Worked awesome! Thanks!!
Hi Chandoo,
I am using pivot tables for distinct count and now I need to update them with new set of data. But when I update the source data, all the columns and formatting of Pivot table disappears and I need to build it from Scratch.
Is there a possibility that I can update the source data with new rows added and also retain my pivot tables?