Recently, BrianB asked a question in the Chandoo.org Forums, “How to find a max/min value between sheets and return the sheet name as well?”
I answered with an array formula
=INDEX(H2:H4,MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0))
which we will now pull apart and examine how it works.
As always at Formula Forensics we will use a sample file which you can use to follow along: Download Sample File
The sample file contains 3 worksheets of data Sheet1, Sheet2 and Sheet3 and a Results worksheet.
Lets see how this works
Open the sample file
The sample data is located across 3 worksheets in cells A1:C4 with all cells containing the number 5
Sheet1!B2 has the maximum value of 10
Sheet3!B3 has the minimum value of 2
We can find the Maximum value of the 3 areas using the Max() worksheet function and a multiple worksheet range using:
On the Results worksheet
C3: =MAX(Sheet1:Sheet3!A1:C4) Excel displays 10
C4: =MIN(Sheet1:Sheet3!A1:C4) Excel displays 2
Typically to find a cell which contains a value we would use an Index and compare the value to the Row/Column it is in.
But Index doesn’t have a 3rd Dimension to its lookup facilities.
So to find the worksheet that the Maximum or Minimum value is on we use a slight trick.
We use an array of the worksheets names as the input array to the Index
then check if the value is on that worksheets using a Countif() function.
This is all done as an array formula so that each worksheet is checked
This is shown as
=INDEX(H2:H4,MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0))
or
=INDEX(wsheets,MATCH(TRUE,COUNTIF(INDIRECT(“‘”&wsheets&”‘!A1:C4”),C3)>0,0))
where wsheets is a Named Formula for =Results!H2:H4
Note: Of course we can lookup any value, not just the Min or Max value.
Lets see how this works
Firstly list the worksheets in cells H2:H4
In D3: enter the formula:
=INDEX(H2:H4,MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0)) press Ctrl+Shift+Enter
Excel will display Sheet1 as it is where the maximum value 10 is located
If we look at this formula we will see it is a simple Index() function (in Blue)
=INDEX(H2:H4,MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0))
where it has H2:H4 as the Array and MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0) as the Row Number
H2:H4 is our list of worksheets
and
MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0) is returning the row number to lookup in the Array
How does the Match function determine which row?
The function: MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0) uses the Excel Match() function.
The Match() function has the Syntax
So in our example Match is looking for the lookup_value TRUE from the lookup_array COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0
What is COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0 doing
In English it says Count the number of times the Maximum value (C3) occurs in the Range A1:C4 on each worksheet and is it greater than 0?
If the Maximum value is on a worksheet the Countif() will return 1 or more if it is there multiple time and so the >0 will convert the Countif() value to True
If the Maximum value is not on a worksheet the Countif() will return 0 and so the >0 will convert the Countif() value to False
The Indirect() function takes the internal text and converts it to a properly constructed range
If you select the internal part of the Indirect() function
INDIRECT(“‘”&H2:H4&”‘!A1:C4”) then press F9
Excel will display {“‘Sheet1’!A1:C4″;”‘Sheet2’!A1:C4″;”‘Sheet3’!A1:C4”}
Showing that INDIRECT(“‘”&H2:H4&”‘!A1:C4”) is evaluating each of the 3 Ranges A1:C4 on each worksheet, Sheet1, Sheet2 & Sheet3
If you select the COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0 part of
=INDEX(H2:H4,MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0))
The press F9
Excel returns {TRUE;FALSE;FALSE}
The first true relates to the worksheet Sheet1 as it contains the maximum value it is true
The other 2 worksheets Sheet2 & Sheet3 don’t have the maximum value and so return False
So now:
=INDEX(H2:H4,MATCH(TRUE,COUNTIF(INDIRECT(“‘”&H2:H4&”‘!A1:C4”),C3)>0,0))
Simplifies to:
=INDEX(H2:H4,MATCH(TRUE,{TRUE;FALSE;FALSE},0))
The match will return 1 as the Value TRUE is found in the first Row of the {TRUE;FALSE;FALSE} array
and so
=INDEX(H2:H4,MATCH(TRUE,{TRUE;FALSE;FALSE},0))
Simplifies to:
=INDEX(H2:H4, 1)
which will return the first value in the H2:H4 range or Sheet1 as the result
You can examine the same formula in D4 where it uses named Formula wsheets instead of H2:H4 to find the worksheet that contains the minimum value.
Download
You can download a copy of the above file and follow along, Download Sample File.
A Challenge
Can you solve the problem another way ?
Can you determine the cell address of the Max or Min across multiple worksheets?
Post your solutions in the comments below.
Tomorrow, Formula Forensics 039 will discuss how to find the cell address of the Max or Min across multiple worksheets
Other Posts in this Series
The Formula Forensics Series contains a wealth of useful solutions and information specifically about how Normal Formula and specifically Array Formula work.
You can learn more about how to pull Excel Formulas apart in the following posts:
http://chandoo.org/wp/formula-forensics-homepage/
If you have a formula and you want to understand how it works contact Hui and it may be featured in future posts.
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.