Of all the hundreds of formulas & thousands of features in Excel, INDEX() would rank somewhere in the top 5 for me. It is a versatile, powerful, simple & smart formula. Although it looks plain, it can make huge changes to the way you analyze data, calculate numbers and present them. It is so important that, whenever I teach (live or online), I usually dedicate 25% of teaching time to INDEX().
Today lets get cozy. Lets start a fling (a very long one). Lets do something that will make you smart, happy and relaxed.
Understanding INDEX formula
In simple terms, INDEX formula gives us value or the reference to a value from within a table or range.
While this may sound trivial, once you realize what INDEX can do, you would be madly in love with it.
Few sample uses of INDEX
1. Lets say you are the star fleet commander of planet zorg. And you are looking at a list of your fleet in Excel (even in other planets they use Excel to manage data). And you want to get the name of 8th item in the list.
INDEX to rescue. Write =INDEX(list, 8)
2. Now, you want to know the captain of this 8th ship, which is in 3rd column. You guessed right, again we can use INDEX,
=INDEX(list, 8,3)
Syntax of INDEX formula
INDEX has 2 syntaxes.
1. INDEX(range or table, row number, column number)
This will give you the value or reference from given range at given row & column numbers.
2. INDEX(range, row number, column number, area number)
This will give you the value or reference from specified area at given row & column numbers.
It may be difficult to understand how these work from the syntax definition. Read on and everything will be clear.
7 reasons why INDEX is an awesome companion
Whether you are in planet zorg managing dozens of star fleet or you are in planet earth managing a list of vendors, chances are you are wrestling everyday with data, pleasing a handful of managers (and clients), delivering like a rock star all while having fun. That is why you should partner with INDEX. It can make you look smart, resourceful and fast, without compromising your existing relationship with another human being.
Data used in these examples
For all these examples (except #6), we will use below data. It is in the table named sf.
Reason 1: Get nth item from a list
You already saw this in action. INDEX formula is great for getting nth item from a list of values. You simply write =INDEX(list, n)
Reason 2: Get the value at intersection of given row & column
Again, you saw this example. INDEX formula can take a table (or range) and give you the value at nth row, mth column. Like this =INDEX(table, n, m)
Reason 3: Get entire row or column from a table
For some reason you want to have the entire or column from a table. A good example is you are analyzing star fleet ages and you want to calculate average age of all ships.
You can write =AVERAGE(age column)
or you can also use INDEX to generate the age column for you. Assuming the fleet table is named sf and age is in column 7
write =AVERAGE(INDEX(sf, ,7))
Notice empty value for ROW number. When you pass empty or 0 value to either row or column, INDEX will return entire row or column.
Likewise, if you want an entire row, you can pass either empty or 0 value for column parameter.
Reason 4: Use it to lookup left
By now you know that VLOOKUP() cannot fetch values from columns to left. It does not matter if the person looking up is the star fleet commander.
But INDEX along with MATCH can fix this problem.
Lets say you want to know which ship has maximum capacity.
- First you find what is the maximum capacity =MAX(sf[Capacity (000s tons)])
- Then you find position of of this capacity in all values =MATCH(max_capacity, sf[Capacity (000s tons)],0)
- Now, extract the corresponding ship name =INDEX(sf[Ship Name], max_capacity_position)
Or in one line, the formula becomes
=INDEX(sf[Ship Name], MATCH( MAX(sf[Capacity (000s tons)]), sf[Capacity (000s tons)], 0))
For more tips read using INDEX + MATCH combination
Reason 5: Create dynamic ranges
So far, your reaction to INDEX’s prowess might be ‘meh!’. And that is understandable. You are of course star fleet commander and it is difficult to please you. But don’t break-up with INDEX yet.
You see, the true power of INDEX lies in its nature. While you may think INDEX is returning a value, the reality is, INDEX returns a reference to the cell containing value.
So this means, a formula like =INDEX(list, 8) looks like it is giving 8th value in list.
But it is really giving a reference to 8th cell.
Since the result of INDEX is a reference, we can use INDEX in any place where we need to have a reference.
Sounds confusing?
For example, to sum up a list of values in range A1:A10, we write =SUM(A1:A10)
Now, in that formula, both A1 and A10 are references.
Since INDEX gives a reference, we can replace either (or both) A1 & A10 with INDEX formula and it still works.
so =SUM(A1 : INDEX(A1:A50,10))
will give the same result as =SUM(A1:A10)
Although the INDEX route appears overly complicated, it has other applications.
Example 1: SUM of staff in first x ships
Lets say you want to sum up staff in first ‘x’ ships in the sf table.
Since ‘x’ changes from time to time, you want a dynamic range that starts from first ship and goes up to xth ship.
Assuming ‘x’ value is in cell M1 and first ship’s staff is in cell G3,
=SUM(G3:INDEX(sf[Staff count], M1))
will give the desired result.
Example 2: A named range that refers to all ship names in column A
Many times you do not know how much data you have. Even star fleet commanders are left in dark. Lets say you are building a new ship tracking spreadsheet. Since your fleet is ever growing, you do not want to constantly update all formulas to refer to correct ranges.
For example, the ship names are in column A, from A1 to An. And you want to create a named range that points to all ships so that you can use this name elsewhere.
If you define the lstShips =A1:A10, then after you add 11th ship, you must edit this name. And you hate repetitive work.
One solution is to use OFFSET formula to define the dynamic range,
like =OFFSET(A1, 0,0, COUNTA(A:A),1)
While this works ok, since OFFSET is volatile function, it will recalculate every time something changes in your workbook. Even when someone replaces a bolt on landing gear of USS Enterprise.
This will eventually make your workbook slow.
That is where INDEX comes.
You see, INDEX is a non-volatile function*.
So you can create lstShips that points to,
=A1: INDEX(A:A, COUNTA(A:A))
*Even though INDEX is non-volatile, since we are using it in defining a range reference, Excel recalculates the lstShips every time you open the file. (reference).
Reason 6: Get any 1 range from a list of ranges
INDEX has another powerful use. You can get any one range from many ranges using INDEX.
Since you are a successful, smart & resourceful star fleet commander, you got promoted. Now you manage fleet of several planets.
And you have similar ship detail tables for each planet in a workbook. And you want to calculate average age of any planet’s ships with just one formula.
Again INDEX to rescue.
Assuming you have 3 different tables – planet1, planet2, planet3
and selected planet number is in cell C1,
write =AVERAGE(INDEX((planet1,planet2,planet3),,,C1))
The reference (planet1,planet2,planet3) will point to all data and C1 will tell INDEX which planet’s data to use.
Pretty nifty eh?!?
Reason 7: INDEX can process arrays
INDEX can naturally process arrays of data (without entering CTRL+Shift+Enter).
For example you want to find out how much staff is in the ships whose captain’s name starts with “R”.
write =SUM(INDEX((LEFT(sf[Captain],1)=“r”)*(sf[Staff count]),0))
Although LEFT(sf[Captain],1)=”r” and sf[Staff count] produce arrays, since INDEX can process arrays automatically, the result comes without CTRL+Shift+Enter
Where as if you use SUM alone =SUM((LEFT(sf[Captain],1)=”r”)*(sf[Staff count])) you have to press CTRL+Shift+Enter to get correct results.
Other formulas: SUMPRODUCT & MATCH too can process arrays automatically.
Download Example Workbook & Get close with INDEX
Since you are going to ask, “I want to spend sometime alone with INDEX in my cubicle right now!”, I made an example workbook. It explains all these powerful uses of INDEX. Go ahead and download it.
Get busy with INDEX.
How to use INDEX in Excel – Video
In this video, learn how to use INDEX formula in Excel with many real-world examples. You can also watch it here.
Why do you love INDEX?
I love INDEX(). If we get a dog, I am going to call her INDEX.
Updated on Feb 2024: We did get a dog, but we call her Excel!
That is how much I love the formula. Almost all my dashboards, complex workbooks and anything that seems magical will have a fair dose of INDEX formulas.
What about you? Do you use INDEX formula often? What are the reasons you love it? Please share your tips, usages and ideas on INDEX using comments.
Learn more about INDEX & other such lovely things in Excel
If you are whistling uncontrollably after reading so far, you are in for a real treat. Check out below articles to become awesome.
- INDEX + MATCH Combination
- Introduction to SUMIFS formula
- Dynamic Array formulas in Excel (especially FILTER) is a good alternative to INDEX
- XLOOKUP formula can do much more than INDEX
- More examples of advanced Excel formulas & INDEX
28 Responses to “Team To Do Lists – Project Tracking Tools using Excel [Part 2 of 6]”
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Part 3: Preparing a project time line [upcoming] Part 4: Time sheets and Resource management [...]
the templates are great (I bought the combo).
What I'm missing is a way to have the project gantt chart and reporting with the data per resource, in such a way that I can also show the occupation per resource on an extended gantt chart.
So with hours entered per person per project or sub-activity, to show a gantt chart of how many hours/days a person spent on which project (or plans to spend).
[...] from: Team To Do Lists - Project Tracking Tools using Excel [Part 2 of 6] 25 Jun 09 | [...]
Hi Chandoo,
Funny I have a post on the value of MS project lined up which I will post when the current monster project I'm working on finishes and I get some free time!
I'm not sure this would help with any of the projects I've worked on, closing down a to do list seems like more effort than it's worth, but it might be useful for some things. I guessing it doesn't, but does the time stamp not update when you recalculate the work book?
keep up the good work!
Ross
@Ross.. Thanks for sharing your ideas... I think to do lists are a great way to keep up with project activities and ensure accountability from individual team members, when they are implemented right.
"I guessing it doesn’t, but does the time stamp not update when you recalculate the work book?"
Your guess is right. When you change the calculation mode to "iterative", excel takes care of the nittygritties and retains older values in circular references in formulas.
[...] Project Management in Excel [New Series] - Gantt Charts | To Do Lists [...]
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
Hi Chandoo,
The template give me lot of convenience to monitor the thing to do. It simple. Thank You
[...] & tracking a project plan using Gantt Charts Team To Do Lists - Project Tracking Tools Project Status Reporting - Create a Timeline to display milestones Part 4: Time sheets and Resource [...]
[...] make sure you have read the first 4 parts of the series - Making gantt charts [project planning], team todo lists [project tracking], project time lines chart [reporting] and Timesheets and Resource Management using Excel. Also [...]
Chandoo,
I really do not see any befit to this function in Excel unless it was somehow tied into some other chart. That is say a scheduled activities % complete is based on the to-do list.
The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless.
@Brian... Once you have a todo list up and running, it is easy to get metrics out of it. I didnt propose it as it might look a bit too micro-management-ish.
I am able to understand what you meant by "The only way this chart would be useful is if no one was assigned none dependent task that could be done by anyone. The cases were both of these conditions are true are so few and far between it really makes this chart worthless."
Can you explain?
"Chandoo"
What I mean is this. Lets say you have 10 task which are part of one activity/WBS that is in your schedule. One there are very few cases were many people would be assigned to complete this one scheduled activity with no direction being given who should what of the 10 task. It is poor management, and the task 90% of the time would not get done in a timely manner if say 4 people were responsible. Secondly, you are assuming all 10 task are independent of each other. You might need to do task 1 thru 3 before you can do task 4, and to do task 7 you might need to do 4 and 6. Thirdly, the time it would take to compile and then fill out the to-do-list even in limited applications is really not worth it.
I just see almost no applications why a team would need to inform others separate from the schedule that they have completed a task on a to-do list unless anyone of the 4 people could of completed that task.
My point is, there might be a few very limited applications for this type of list but this list would be worthless as a Project Management tool in every other case.
However, change this from a to-do-list to a document change log and it is perfect. Instead of to-do it is the documents name or summary of what changed in the document. The person is who edited the document, and the time stamp is when they checked it in. But I do not know why you would use excel when there is free software you can use commercially that is 10 times better that does document management.
I think using excel to do Project Management over a real Project Management application is a bad idea. Unless you are running a very small, simple project, the time and effort is a lot more to use excel compared to the cost of the Project Management software.
This comes back to my point, I love your site, however, just because you can do something in excel does not mean you should do it. To often the time it takes to use excel is wasted 10 times over from the cost of doing it in an application designed to for the specific application.
@Brian: The todo list mentioned here is meant to keep track of all the tasks for which detailed planning is not necessary but some sort of tracking is needed. These are not be confused with project activities (a la gantt chart).
I like your suggestion about using this as a document tracker. Pretty cool use.
Coming to your point about excel as a real project management tool, well, I have my views, but in a serious project environment, it would surely payoff to have a dedicated project management application.
[...] & tracking a project plan using Gantt Charts Team To Do Lists – Project Tracking Tools Project Status Reporting – Create a Timeline to display milestones Time sheets and Resource [...]
Chandoo,
Wonder how the timestamp column will maintain its previous data. Both Today() and Now() functions will update as and when the next timestamp happens.
[...] Preparing & tracking a project plan using Gantt Charts Part2: Team To Do Lists – Project Tracking Tools Part3: Project Status Reporting – Create a Timeline to display milestones Part4: Time sheets and [...]
I've combined this with the issue tracker since I like the automatic date stamp, but one thing I'm noticing is that I can't replicate the chart that goes along with the issue tracker because the cells that are referenced have the formula that inserts the time stamp instead of a the actual date value. All the dates of the last 30 days display 0 when they should have a value.
Is there a way around this?
I have edited the chart so that my team members can update the percentage completion of the assigned tasks. When the cell is updated, i would like the time stamp to update. How would I manipulate the formula to update whenever the drop-down list is changed?
[...] … ??? To Do List [...]
Excel is great however sometimes you need to get a better idea of what tasks each person on your team is working on at any given time. We've developed a web app that can do just that! Each person has a list of tasks, listed in the order they have to complete them.
HII,
I want to expand the database through excel where i am working on 11 cities as of now and i want to expand it upto 50 cities and hence forth the data related to it will also expand so i want to make it precise where i can get updates also that this work is required to be done at that particular day or date
Thanks for making all of this information available for free. I am currently using excel to track everything for the first time. I later plan to output our information here with a more visual presentation. Wish me luck!
Can some one point me out to some additional direction on the "Who Finished it?" column? Something more 'basic' for a newbie excel guy? lol I got everything else working on this tutorial but that column. I can't seem to recreate it and I know a lot of it is due to lack of knowledge with VB code. I'd like to recreate this column very much 🙁
Dear Chandoo,
Thanks for the team to do list, kindly let me know how to set the column who " finished it " from another work sheet
Hi Chandoo,
Unable to download it - can you please check the link and confirm.
Great inhisgt! That's the answer we've been looking for.
Hi Team,
I know u all are the best programmers in the world!!! that's I am here to rectify my issues. here is my question please ans me as soon as possible before 8-3-2017 its really urgent.
I have a project named the production tracker.
1) I require the user form which shows the names of the Associates which are linked to the different tracks. when the user is selected the particular track related details and dropdowns should appear.
2) I need to track the associate needs how much of the time to complete the particular task. with start stop and pause and resume timer.
3) It should display the daily count of the production and save the data to the another Excel file.
this production tracker should save all the data no matter how many people logs in into it.
Please help me for this it will be very appreciated.
you can directly email me on my mail ID: tusharkch694@gmail.com