We all know about the MAX formula. But do you know about 3D Max?
Sounds intriguing? Read on.
Lets say you are the sales analyst at ACME Inc. Your job involves drinking copious amounts of coffee, creating awesome reports & helping ACME Inc. beat competition.
For one of the reports, you need to find out the maximum transactions by any customer across months.
But there is a twist in the story.
Your data is not in one sheet. It is in multiple sheets, one per month.
Like this:
How to get the max value for all months?
Using 3D MAX formula
We can use 3D formulas in such cases. 3D formula?!?
Lets say our transaction data is in column C, in range C5:C44 in all sheets (same cells in all sheets)
To calculate the max of all the transactions, we simply write:
=MAX(Jan:Jun!C5:C44)
Notice the blue text? That is what makes our references 3D.
Aside: If row & columns make Excel 2D, sheets in a workbook act as 3rd dimension. Hence the name 3D reference.
This formula will go and fetch all the C5:C44 data from sheets Jan thru Jun and gives us the desired answer.
Related: Consolidating data from multiple sheets using 3D references.
What if you want to consider only specific months
The 3D formula approach is simple & powerful. But what if you want to consider data only in a specific list of sheets (or months in our case)?
For example, what formula would work if we want to calculate maximum transactions in months Jan, Mar, Apr & Jun alone?
Lets say the names of the sheets we want to consider is listed in a range called sheet.names
Also, keep in mind that the data is in range C5:C44 in all the sheets.
Then the below formula gives us maximum value from the selected sheets.
{=MAX(N(INDIRECT(ADDRESS(ROW(A5:A44),3,1,1, TRANSPOSE(sheet.names)))))}
It is an array formula. So you must press CTRL+Shift+Enter to get the correct result.
PS: Thanks to Pranay Shah, whose question inspired me to write this formula.
How does it work?
First lets figure out the logic we need to use.
- We have a list of sheet names in the range sheet.names
- For each sheet, get the data from cells C5:C44
- Calculate the max of all this data
Now, lets take a look at the formula, inside out.
ROW(A5:A44) portion: This generates an array for numbers from 5 to 44 – {5;6;7;…;42;43;44}
Transpose(sheet.names) portion: This transposes the vertical sheet names array to horizontal. So {“Jan”;”Mar”;”Apr”;”Jun”} becomes {“Jan”,”Mar”,”Apr”,”Jun”}
ADDRESS(ROW(),3,1,1,TRANSPOSE()): This generates an array of cell addresses from rows 5 to 44, column 3 and sheets in sheet.names range. The result looks like this:
{“Jan!$C$5″,”Mar!$C$5″,”Apr!$C$5″,”Jun!$C$5”; “Jan!$C$6″,”Mar!$C$6″,”Apr!$C$6″,”Jun!$C$6”;
“Jan!$C$7″,”Mar!$C$7″,”Apr!$C$7″,”Jun!$C$7”; “Jan!$C$8″,”Mar!$C$8″,”Apr!$C$8″,”Jun!$C$8”;
“Jan!$C$9″,”Mar!$C$9″,”Apr!$C$9″,”Jun!$C$9”; “Jan!$C$10″,”Mar!$C$10″,”Apr!$C$10″,”Jun!$C$10”;
…
“Jan!$C$41″,”Mar!$C$41″,”Apr!$C$41″,”Jun!$C$41”; “Jan!$C$42″,”Mar!$C$42″,”Apr!$C$42″,”Jun!$C$42”;
“Jan!$C$43″,”Mar!$C$43″,”Apr!$C$43″,”Jun!$C$43”; “Jan!$C$44″,”Mar!$C$44″,”Apr!$C$44″,”Jun!$C$44”}
Why TRANSPOSE()?
If we have not TRANSPOSE()ed either sheet.names or row numbers, we will not get full list of addresses. TRANSPOSE forces Excel to generate all combinations of addresses from given row numbers & sheet names.
For example, here is the result of the formula
ADDRESS(ROW(A5:A44),3,1,1, sheet.names)
Notice the missing TRANSPOSE()
{“Jan!$C$5″;”Mar!$C$6″;”Apr!$C$7″;”Jun!$C$8”;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A; #N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A; #N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A; #N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A;#N/A}
INDIRECT(ADDRESS()) portion: We have the addresses and we need values. This is exactly the purpose of INDIRECT formula. So we pass the list of addresses to INDIRECT to get the cell values.
This results in an array of numbers like this:
{1400,900,1225,1440; 1035,1300,850,1850; 990,2000,1140,775; 1520,870,1225,650; 1300,1000,1800,875; 1305,980,1085,1215; 750,1350,1000,1330; 1050,600,1125,1755; 990,735,1350,1600; 1215,1750,770,625; 1600,735,1305,1300; 960,1950,1480,1800; 1215,1365,1110,1395; 1320,910,750,1560; 1700,975,1125,1480; 900,1400,780,1300; 1485,1440,960,1300; 825,2125,1110,1215; 1000,945,810,1120; 1650,500,1170,990; 1440,1080,1110,840; 1035,840,1300,800; 1225,1330,1020,1560; 1100,690,1170,780; 600,700,1280,990; 1000,1000,1400,700; 1260,1520,875,1305; 1360,1260,925,1320; 810,1100,2000,1800; 825,690,750,1215; 1575,1560,1000,1900; 1190,1080,960,1400; 1200,1200,1160,980; 900,1665,575,500; 880,1000,1200,1550; 1000,950,1440,550; 1400,900,1000,1190; 750,1190,1110,700; 1710,805,800,1755; 1950,1365,660,1150}
Now, notice the 2 dimensional nature of this array. It has 4 items per row.
N(INDIRECT()) portion:
We just pass the array of numbers to N() so that they are force converted to numbers. This step ensures that we get correct results with MAX.
Note: Even without N() your array formula shows a result, but often this will be incorrect. I assume it is one of the quirks of Excel and we just have to use N().
Related: See how N() plays a vital role in situations like – dynamic charts from non-contiguous data & String parsing.
MAX(N()) portion:
This will just tell us what the maximum number in that array. Make sure you press CTRL+Shift+Enter to get the correct result.
Download Example Workbook
If all these MAX formulas are confusing, check out the example workbook. It shows all these. Play with the formulas and examine the results to learn more.
Do you use 3D references?
I rarely use them. This is because, most of the times, my data is in one place. If is it scattered across multiple sheets, I usually spend time writing a macro (or using Power Query) to consolidate the data to one place before attacking the analysis problems.
But I find 3D references & formulas a powerful way to answer questions like this.
What about you? Do you use 3D references in your formulas? When do you use them? Please share your thoughts & experiences using comments.
Learn more
If this technique sounds interesting, check out below tutorials to learn more.
- MaxIF formula in Excel
- Using INDEX formula in Excel
- Calculate maximum change – problem & Solution
- Calculating all-time high & trailing 12 months high values
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.