It is the 3rd day of Your week @ PHD and we have already posted some excellent array formulas, productivity hacks and other very useful tips. Just one more day is remaining, so if you want to share something with all of us, go ahead and submit your tips for your week.
Must read: part 1 of excel tips shared by readers | part 2
Display file path in Excel using Web Toolbar by Ang Kean
Excel by default not display the open workbook full path name.
Tips : add the web toolbar item
1. Right click at the toolbar area, choose “Customize…”
2. Browse “Categories:” to “Web” and “Commands:” to “Address”
3. Drag the “Address” Commands to toolbar area by holding left mouse key.
Making VLOOKUP ranges dynamic by Thuy
I use VLOOKUP a lot in my work and while it was great to use, I wanted a bit more ability to check my formula without having to click on every cell to do so.
Now, I use both the INDIRECT, MATCH, and named ranges in my VLOOKUP to help check the accuracy of my references quickly.
In this example, to get my scores for each region for q3_12, my old VLOOKUP formula would be a simple:
=VLOOKUP(W$29,’Data’!$A$1:$AZ$200,6,FALSE)
To
=VLOOKUP(W$26,INDIRECT(“‘”&$Q29&”‘!a1:az200”),MATCH($R29,INDIRECT($S29),0),FALSE
I actually put the data range in a column Q29 on my spreadsheet and indicate the named Range of in the column. In this case, my reference named range is “Data”.
For the column count, before using match, I would count manually but whenever there was a data change (as in, columns would get moved around), I would need to change the column manually. It would get very confusing considering I use over 500 lookup formulas in my workbooks and not very accurate.
I use the MATCH function to help me locate the column that I needed the LOOKUP to look under. First, I would name the row of my data reference sheet to something like DataCol: =Data!$1:$1.
Then in my vlookup formula worksheet, I would put in column R29, put the heading of the column I was looking for in Column Q29, in this case it would be “q3_12”. In column S, I would indicate the named range of where to look for the match. In this case it is “DataCol.”
R1C1 still makes sense by Vishy
What is R1C1 reference style
Instead of using letters for columns and numbers for rows (i.e. A1 reference style), R1C1 style enables using numbers for both rows and columns.
Why should you know this
- You are working on a machine with such setting, so instead of getting flummoxed, you better understand it (or at least learn to revert to A1 style referencing)
- Easy to construct “Indirect” addresses, “offset” references etc. (used in conjunction with Row, Column, Address, Rows, Columns functions)
- Easy to write macro loops (since dealing with numbers instead of single/double letters)
- The two styles are equivalent in power, but R1C1 style has an advantage when it comes to formula editing (eg. find/replace functionality)
How to setup
- XL 2003 : Tools > Options > General > Settings > R1C1 reference style
- XL 2007 : Office > Excel Options > Formulas > Working with formulas > R1C1 reference style
How to use
- RxCy : absolute reference to xth row and yth column (any of x / y could be missing which then means “current”)
- R2C10 refers to 2nd row 5th column (equivalent to E2 in A1 style)
- RC5 refers to current row 5th column
- R[x]C[y] : relative reference w.r.t. current cell to xth row down (up if x is -ve) and yth column right (left if y is -ve)
- R[2]C[-10] refers to 2nd row down and 10th column left of current row
- RxC[y] : mixing of absolute/relative reference
Where should one not use this
While working on the sheet, relative reference may be far apart from current cell. If there is large number of such references, avoid R1C1 style.
Interesting Trivia (added by PHD)
my twitter handle is r1c1, so are my reddit, digg and older blog’s handle
More resources to help you understand these tips better:
Vlookup excel formula in plain English
Thank you so much Ang Kean, Thuy and Vishy. You are *really* outstanding individuals.
PS: We have only one more day people, so go ahead and share your tips. Go!
25 Responses to “Display Alerts in Dashboards to Grab User Attention [Quick Tip]”
I prefer the red,grey,light grey,black icon set. I've also used in-cell pie charts from Fabrice's Sparklines for Excel as an alert which could also provide another piece of information.
I prefer the red,grey,light grey,black icon set. I've also used in-cell pie charts from Fabrice's Sparklines for Excel as an alert which can also provide another piece of information.
For Excel 2007, your formula should do the same as the Excel 2003 version, so that non-alert rows are blank - if they are 0, the unnecessary green icon will show
Hi Chandoo,
Nice Post !! just to add something for EXL 2003, we can also 4 Ifs and link to the alert data
For Ex: If we have alert data in Cell A2 and want to split in 4 orders namely <25%, 25-50%, 50-75% and 75%< then we can following formula and put fonts as you have suggested :
=IF(A2<0.25,CHAR(153),IF(A2<=0.5,CHAR(155),IF(A2=0.76,CHAR(152)))))
And then using Conditional Formating we can dashboard reflected on different COLOURS as per their respective alert.
Best Regards
Rohit1409
Hi Chandoo,
Nice Post !!! just to add something for EXL 2003, we can also 4 Ifs and link to the alert data
For Ex: If we have alert data in Cell A2 and want to split in 4 orders namely <25%, 25-50%, 50-75% and 75%< then we can following formula and put fonts as you have suggested :
=IF(A2<0.25,CHAR(153),IF(A2<=0.5,CHAR(155),IF(A2=0.76,CHAR(152)))))
And then using Conditional Formating we can dashboard reflected on different COLOURS as per their respective alert.
Best Regards
Rohit1409
The Complete formula [Don't Know how it got cut ]
=IF(A2<0.25,CHAR(153),IF(A2<=0.5,CHAR(155),IF(A2=0.76,CHAR(152)))))
PS : Use in single line [I have split it to avoid cuts 😉 ]
Hi Chandoo..
why it is not displaying the complete formula..
anyways here is the balance
"=IF(A2<0.25,CHAR(153), IF(A2<=0.5,CHAR(155), IF(A2=0.76,CHAR(152)))))"
@Rohit... your formulas are fine. Just that the width of comment area is fixed and hence my website is cropping it at 640pixels. I just edited your formula and added few white spaces so that it wraps nicely.
Very good idea btw.. kudos!
Hi,
Maybe just go for 'bold' ; 'underline' or 'italic' to draw the users attention? Those methods (if those can be called methods) are used cross media type (books, journals, blogs, billboards, ...) to guide the readers eye to valuable information.
Just a basic thought
@Tom.. good idea..
[...] has a very nice writeup on how to add such alerts to dashboard sheets. Possibly related posts: (automatically generated)Divide your data set into workbooksHow to enforce [...]
Hi Chandoo,
You certainly grabbed my attention! although I wasn't sure what my brother (Suresh) and cousin (Shyam) were doing right, and I was doing wrong? 😉
I love your blog btw - Many thanks for all your hard work in unravelling the secrets and mysteries of Excel!
Best regards
Ramesh
I thought I saw an advertisment for a book about learning excel called excel himalaya or something. It cost about 35.00 us money but seemed to have the things I need to have my admin assistant to start to use. I was hoping to start with this book and then send her to school if she shows some interest and aptitude. Any help on this would be appreciated. Thanks
Great web site and information!!!!
@Jeff... checkout http://chandoo.org/wp/2010/08/25/excel-everest-review/
thanks, your website is awesome!
[...] Alerts to highlight focus areas [...]
[...] There are lots of numbers in this dashboard. I would suggest adding few more visualizations like showing indicators or applying conditional formatting or replacing a table with a chart. This would reduce the [...]
[...] is the same technique as alert icons in dashboard. Just that I also showed green [...]
[...] is the same technique as alert icons in dashboard. Just that I also showed green [...]
Hi Chandoo
Firstly thanks for all the cool tips on how to use Excel better.
I am new to the site and have a question which you may be able to assist with but dont know if these comment boxes are the best way of asking ?
I am looking at assets and trying to calculate the depreciation total by taking a year (say 2010) adding the expected life of the asset (say 10 years) then comparing that to a future date (say 2015) using an IF statement. The calculation in normal is - IF((year in col B (2010) plus 10years)>year 2015, add a years depreciation, otherwise leave blank). The converted date value does not appear able to add 10 years in order to compare it to 2015. Am I missing something ?
I use the “IF” Statement in conjunction with Conditional Formatting in MS Excel to give verbiage to alert one of a required action, dependant on a review date. This makes a visual stimulus, plus it clues one as to what the conditional format is trying to warn you about and what follow-up actions are required.
Wow, I'm really impressed with dashboards. I had no idea this stuff was even possible with excel. I'd like to offer an interactive dashboard to my customers, showing analytics of their data. I have a .pdf file with the datapoints. I'd like them to enter the data on my website, and be able to see their data. Is something like that possible.
Hi Chandoo,
I've recently purchased the package for both templates.
In the portfolio dashboard,under the calculations worksheet, I'm attempting to change the date range in the gantt chart to show only the range of the project that starts in late 2013. How do I do this?
Thanks
Adam
[...] is the same technique as alert icons in dashboard. Just that I also showed green [...]
Hi Chandoo,
I'm new at Excel Dashboard and found your blog really useful and helpful! It's very nice of you that you dedicate your time to do this.
Could you please explain how can I use Alerts based on dates on a Dashboar?
For example, if a target date is coming closer to the actual date, the alert is yellow or red.
I'd really appreciate some help!
Thank you
Where can I download the file Excel of Averall Statistics ???
Thanks a lot.