Its what happens when you have to write a lot of vlookup formulas before you can start analyzing your data. Every day, millions of analysts and managers enter VLOOKUP hell and suffer. They connect table 1 with table 2 so that all the data needed for making that pivot report is on one place. If you are one of those, then you are going to love Excel’s data model & relationships feature.
In simple words, this feature helps you connect one set of data with another set of data so that you can create combined pivot reports.
Practical Example – V(X)LOOKUP hell vs. Data Model heaven
Lets say you are looking sales data for your company. You have transaction data like below.
And you want to find out how many units you are selling by product category and customer’s gender.
Unfortunately, you only have product ID & customer ID.
With VLOOKUP Hell,
You first fetch all the customer and product data and place them in separate ranges.
Then write a vlookup formula to fetch product category, another to fetch customer gender.
Then fill down the formulas for entire list of transactions.
Now make a pivot table.
Assuming you have 30,000 transactions, you have to write 60,000 VLOOKUP formulas to create this one report!!!
With Data Model heaven,
Create relationships between Sales, Products & Customer tables
Create a pivot table
Creating a relationship in Excel – Step by Step tutorial
First set up your data as tables. To create a table, select any cell in range and press CTRL+T. Specify a name for your table from design tab. Read introduction to Excel tables to understand more.
Now, go to data ribbon & click on relationships button.
Click New to create a new relationship.
Select Source table & column name. Map it to target table & column name. It does not matter which order you use here. Excel is smart enough to adjust the relationship.
Add more relationships as needed.
Using relationships in Pivot reports & analysis
Select any table and insert a pivot table (Insert > Pivot table, more on Pivot tables).
Make sure you check the “Add this data to data model” check box.
In your pivot table field list, check “ALL” instead of “ACTIVE” to see all table names.
Select fields from various tables to create a combined pivot report or pivot chart
Example: Category & Gender Sales Report
Add category to row labels
Add gender to column labels
Add quantity to values
and your report is ready!
Things to keep in mind when you using relationships
Same data types in both columns: Columns that you are connecting in both tables should have same data type (ie both numbers or dates or text etc.)
One to one or One to many relationships only: Excel 2013 supports only one to many or one to one relationships. That means one of the tables must have no duplicate values on the column you are linking to. (for example products table should not have duplicate product IDs).
You can add slicers too: You can slice these pivot tables on any field you want (just like normal pivot tables). For example, you can further slice the above report on customer’s profession or product’s SKU size.
Benefits of Data Model based Pivot Tables
Once you have a data model in spreadsheet, you will enjoy several benefits (apart from multi-table pivots that is). They are,
Distinct counts: This simple but often tricky to calculate number is easy to get once you have data model based pivot. Just go to value field settings and change the summary type to “Distinct count”. Here is a tip explaining how to get distinct counts in Excel pivots.
Measures & DAX: Once you have a Data Model, you can unleash the full Power Pivot features on your workbook. You can create measures (using DAX language) and calculate things that are otherwise impossible with regular Excel. Here is an example of percentage of something calculation with DAX & Data Model, to get started.
Pivots from data in other files & databases: You can combine data model with the abilities of Power Query to create pivots from data in other places. For example, you can make a pivot from sales data in SAP with customer data in CRM system. Here is an overview of what is Power Query?
Convert Pivot Tables to formulas: Once you have a data model based pivot table, you can turn it in to a set of formulas. You can access this feature from “Analyze” ribbon. This will replace your pivot with a bunch of CUBE formulas. Here is an overview of CUBE formulas.
Drawbacks of Data Model:
Of course, its not all cup cakes and coffee with Data Model. There are a few drawbacks of data model based pivot tables.
Compatibility: Data model & relationship feature is available only in Excel 2013 or above. This means, you cannot create or share such pivot reports with people using older versions of Excel.
Not able to group data: In regular Pivot Tables, you can group numeric, data or text fields. But with data model pivot tables, you can no longer group data. You must create another table with the group mapping and use it as a relationship.
Ever since discovering PowerPivot, I kind of stopped using VLOOKUP (or XLOOKUP) for most of my own analysis. Now that relationships are part of main Excel functionality, I am using them even more.
What about you? Are you using relationships & data model in Excel? What cool things are you doing with it? Share your tips with us using comments.
Want even more? Try PowerPivot
If you want even more out of your reports, then try PowerPivot. It is a new feature in Excel 2013 (available as add-in in Excel 2010) that can let you do lots of powerful analysis on massive amounts of data. Here is an introduction to PowerPivot.
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I’d suggest simply using the subtotal function and filtering the data using the Win/Loss column. You get the same results and the formula is more comprehensible.
There are times however when you want to see the whole data table or a filtered subset and still want to produce summary reports against an unfiltered field.
Is there a particular reason why you are using a comma and the unary (–) operator for the second array in the SUMPRODUCT formula? It seems to work the same if you were to string the arrays together using the asterisk (*). The advantage is that SUMPRODUCT treats the entire string of arrays as a single array.
Is there a way to do this on a large set of data? As in ~100,000 rows? When I try I get an error because the formula becomes too long. It says the max length of a formula is 8,192 characters. Excel 2010.
How do I incorporate a specific text within a cell for the second array. For instance, – -(C7:C13=”Apple”)
when I chose a specific text the formula does not work.
I should have given a better explanation. Heres my situation. I have a column with cells filled with names like Column 1, Column 2, Pier 1, Pier 2, etc. If the cell just contained Pier and searched for that it works. But because it has other characters in the cell its not recognizing the pier. So how can I extract specific characters of a string of text in this formula?
This formula works pretty well for me except that it slow down excel and prevents some of my macros from working. I was wondering if there was a way to program this in VBA so that excel isn’t always trying to recalculate it. I would like to use a push of a button to get it to run then paste in a cell.
I have this working for counting and summing, however, I have a list and for the second array, I need a criteria. That is, I’m looking for b13:b200=”01.??.??” or =left((a1,2) or something like that. These types of criteria matches do not appear to work as I get a blank as a result.
Thanks!
Hai Experts,
i understood this formula well and working fine in MS Excel 2013
but when the same am trying to place in google Spreadsheet it shows error as
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 2014, column count: 1.” and as a result #VALUE! Appears in cell.
Can anyone please help me how would i get it done in Google Spread sheet
or is there any other formula as a substitute for this.
Thank you very much.
I know that this forum is for MS Excel, but I am trying to help someone who is working in Google Sheets. The below formula works in Excel but Google Sheets returns:
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 39000, column count: 1.” and as a result #VALUE! Appears in cell.
This is the same problem asked by Srichirin above. Does anyone know if there is a formula for Google Sheets that will replicate what MS Excel does?
Trying to find a SUMPRODUCT formula that counts the word Closed by date for the last 7 days in a filtered list.
=COUNTIF(M:M,”>”&TODAY()-7) works ok for unfiltered count Column M contains Closure dates (blank if open) and Column L is Status Open or Closed
I used this formula and worked like a charm! But, now I’ve been requested to use it but adding not one but two criteria in the same formula. For instance the sum I was doing added negative and positive numbers. I’ve been asked to use the exact same formula but adding that only positive numbers were considered… any idea on how to do this?
Thank you so much brother literally I have been struggling since morning to get the sum of the filtered category, however, after reading your blog attentively i got my solution, so thanks a lot once again.
24 Responses
I’d suggest simply using the subtotal function and filtering the data using the Win/Loss column. You get the same results and the formula is more comprehensible.
@John
That is one option.
There are times however when you want to see the whole data table or a filtered subset and still want to produce summary reports against an unfiltered field.
Is there a particular reason why you are using a comma and the unary (–) operator for the second array in the SUMPRODUCT formula? It seems to work the same if you were to string the arrays together using the asterisk (*). The advantage is that SUMPRODUCT treats the entire string of arrays as a single array.
@Mathew
Your correct, There is no difference.
I thought it may have been easier to explain this method.
Is there a way to do this on a large set of data? As in ~100,000 rows? When I try I get an error because the formula becomes too long. It says the max length of a formula is 8,192 characters. Excel 2010.
How do I incorporate a specific text within a cell for the second array. For instance, – -(C7:C13=”Apple”)
when I chose a specific text the formula does not work.
@RB
I am not sure what is the issue as if I use the sample data in the post the following work fine
Count:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)), –(C7:C13=”L”))
Sum:
=SUMPRODUCT(SUBTOTAL(3,OFFSET(C7:C13,ROW(C7:C13)-MIN(ROW(C7:C13)),,1)),(C7:C13=”L”)*(D7:D13))
You may want to check that there are no leading or trailing spaces in your list of Apples
I should have given a better explanation. Heres my situation. I have a column with cells filled with names like Column 1, Column 2, Pier 1, Pier 2, etc. If the cell just contained Pier and searched for that it works. But because it has other characters in the cell its not recognizing the pier. So how can I extract specific characters of a string of text in this formula?
Hopefully this was a better explanation
Hello-
This formula works pretty well for me except that it slow down excel and prevents some of my macros from working. I was wondering if there was a way to program this in VBA so that excel isn’t always trying to recalculate it. I would like to use a push of a button to get it to run then paste in a cell.
Thanks!
I am trying to sum filtered data in a column, but would want to ignore the negative values in the column. How to go about doing this?
@Akshay
Why not just add a filter to that column to only show the values greater than zero?
The negative values are required for reporting purposes, but their effect on the total is distorting the required output. Please advise.
@Akshay
I’d suggest making a post in the Chandoo.org Forums
http://forum.chandoo.org/
Attach a sample file to simplify the task
I have this working for counting and summing, however, I have a list and for the second array, I need a criteria. That is, I’m looking for b13:b200=”01.??.??” or =left((a1,2) or something like that. These types of criteria matches do not appear to work as I get a blank as a result.
Thanks!
@Bob
As your formula b13:b200=”01.??.??” looks like you are trying to check the first day of the month of the range
What about trying Day(B13:B200)=1
Hai Experts,
i understood this formula well and working fine in MS Excel 2013
but when the same am trying to place in google Spreadsheet it shows error as
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 2014, column count: 1.” and as a result #VALUE! Appears in cell.
Can anyone please help me how would i get it done in Google Spread sheet
or is there any other formula as a substitute for this.
Thank you very much.
thanks for providing this.. but why does excel keeps on prompting Circular referencing in cell D3?
@Vivek
I don’t know
I just downloaded the file and it is working fine and not showing that error
Goto the Formulas, Calculation Options Tab and check that Calculation is set to Automatic
What version of Excel and Windows are you using ?
I know that this forum is for MS Excel, but I am trying to help someone who is working in Google Sheets. The below formula works in Excel but Google Sheets returns:
“SUMPRODUCT has mismatched range sizes. Expected row count: 1. column count: 1. Actual row count: 39000, column count: 1.” and as a result #VALUE! Appears in cell.
This is the same problem asked by Srichirin above. Does anyone know if there is a formula for Google Sheets that will replicate what MS Excel does?
=SUMPRODUCT(SUBTOTAL(3,OFFSET($C$6:$C$39500,ROW($C$6:$C$39500)-MIN(ROW($C$6:$C$39500)),,1)),- -($C$6:$C$39500=H1),($D$6:$D$39500))
Trying to find a SUMPRODUCT formula that counts the word Closed by date for the last 7 days in a filtered list.
=COUNTIF(M:M,”>”&TODAY()-7) works ok for unfiltered count Column M contains Closure dates (blank if open) and Column L is Status Open or Closed
@ Terry
Please ask the question at the Chandoo.org Forums
https://chandoo.org/forum/
Please attach a sample file to ensure a quicker more accurate answer
I used this formula and worked like a charm! But, now I’ve been requested to use it but adding not one but two criteria in the same formula. For instance the sum I was doing added negative and positive numbers. I’ve been asked to use the exact same formula but adding that only positive numbers were considered… any idea on how to do this?
How exactly do you do sum filtered cells when two criteria are need not just one?
Thank you so much brother literally I have been struggling since morning to get the sum of the filtered category, however, after reading your blog attentively i got my solution, so thanks a lot once again.