This week we are celebrating Your Week @ PHD. That means you get to read the excel tips shared by other readers of this blog.
Unhide all the sheets using simple macro by Kat
My single favourite simple macro ever – to fill in the gap that Excel leaves. Unhiding -all- hidden tabs in a workbook at once. I install it in the personal.xls workbook, and save myself hours of clicking.
Sub Unhide_All_Sheets() Dim wsSheet As Worksheet For Each wsSheet In ActiveWorkbook.Worksheets wsSheet.Visible = xlSheetVisible Next wsSheet End Sub
A KPI Dashboard using VBA and Charts by David
After learning a whole lot over the past few months from this site and others (so many I can’t even remember right now – but I will make a list soon of where I found things), I constructed a KPI spreadsheet (see link below). This spreadsheet allows our institution to create standardized KPI reports for university consumption.
I attempted to keep the colors muted even though I chose school colors (from the publishing guide) for the actual graph.
Features
The chart is dynamically configured in numerous ways. The user can control the title (via cell entry on left), color of bars (via color of data labels), number format (via number format of the first data cell), and the display and printing of the trend line. The KPI name comes from the sheet, and the vertical axis is determined based on the data (I find the maximum value and divide by 4).
To-dos
I would like the user to be able to enter new descriptive items via a form with the option to include variables (KPI_Name, KPI_Category, etc.). I would like the user to be able to include more than one chart on a page (some KPIs actually need to track parts of the whole).
I am sure there are more features I will think of as time goes on but I wanted to let others see this and hopefully be able to incorporate it into their/your own work. The file is available here: http://dl.getdropbox.com/u/749941/KPIs_PHD.xlsm. Hopefully I will be starting a blog soon to talk more about what we are doing here with excel and other products.
Using Find Dialog to Solve a Tricky Problem by Christy Lee
Introduction:
On a project I recently worked, we crunched several hundred (about 400) rows of data. The creator of the original document did not have any way to foresee the life this project would take on! So…there was only one field for ‘Name’ which contained the names of the team members for the corresponding step of the overall project.
Challenge:
As the project progressed, an individual may be added to multiple task teams. So, your name might be one of three in four records, one of ten in fifteen records, etc. Also, the team members could be added on the fly…you see how the complications arise quickly! Oh, and the project was run on three continents in four countries….
Each person was responsible for updating their pertinent information. Because of the complexity of that one name cell, filtering and sorting became cumbersome.
Solution:
Hide all rows except for the header row.
Do a search on your name (fortunately, in about three dozen team members, we had no duplicate last names!)
When the search results dialog comes up, select all of the records (select first, shift+select last)
Go to Format>Row>Show.
Whoo Hoo! There are all (and ONLY) the records that belong to you.
Array Formulas to the Rescue by Rajinikanth
This is the formula to find out Employees first login time and last logout time for the day.
Example : Suppose employee table is starting form Column B
then the table looks like :
Name Code
1001 rajinikanth
1002 srinivas
1003 vardhan
and the Login Data is starting from Column G in a sheet
Then The formula for First login :
{=1/MAX((B8=$G$7:$G$15)*($H$7:$H$15<>0)*(1/$H$7:$H$15))}
and the formula for Last Logout :
{=MAX(($G$7:$G$15=B7)*($I$7:$I$15))}
A Big Warm Lovely Heartfelt Thank you to Kat, David, Christy and Rajinikanth. You are truly wonderful.
Be a part of the “your week” @ PHD
Come, be part of the your week celebrations at PHD. Click here to submit your excel tips. Your tips will be shared with all our readers during this week (May 11-15, 2009)
PS: If you have already shared your tips and not seeing them in this post, don’t worry. I am posting only a few everyday, so yours will be in the next 3 posts.
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?