Recently I posted about how you could construct dynamic (cascading) dropdowns that could easily handle multiple levels, like this:
…and we saw that users could subsequently change upstream dropdowns in a way that would make downstream choices invalid, like this:
In my previous post I used some VBA to clear out any ‘downstream’ choices if anything ‘upstream’ changed:
Updated for 2024:
Please see my latest article on Dependent Drop-downs using XLOOKUP to implement a simpler and scalable technique. It works great when you have two or multiple levels and can be expanded to an entire table column or sheet column.
A much simpler alternative
My sample file drew on Roger Govier’s excellent approach on the Contextures website, which used two dynamic named ranges to feed the data validation lists, one called MainList and one called SubList. Roberto commented that you could achieve pretty much the same thing with no VBA and with just one validation formula. His approach is pure genius!
Here’s a sample file that utilizes Roberto’s approach:
Click here to download the file
This approach uses a validation formula with a couple of relative references in it. Relative references look for cells that are some predetermined distance left/right and up/down from the active cell. Here’s his formula, which was entered into the Name Manager while cell B8 was selected:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
This formulas assumes:
- You use Excel Tables for both the Validation List and the data entry area, and so uses the associated Structured References that Table functionality allows.
- Your validation table is called ValidationLists
- Your data entry table where the dropdowns are is called table is called DataEntry.
- The column containing your initial dropdowns is called ‘Main Category’
- The validation list in your validation table that contains your initial categories is called ‘Main Categories’
You will have to amend this formula accordingly if your tables or initial columns have different names.
The relative reference in this formula checks both the cell to the immediate left AND the cell to the immediate right of your current selection. Entering relative references into the Name Manager can be tricky…you first need to select the cell where the formula was originally created – in this case B8 – before you fire up the Name Manager dialog box. (Note that it doesn’t actually matter whether your own file has anything in C8 or not, or whether in fact your dropdowns are somewhere else entirely…rather it’s just that the above formula happens to refer to A8 and C8, and because we want our formula to always reference the cell on the immediate left and immediate right, then we’ve got to select the cell B8 which is in the middle.
Excel Tables – known as ListObjects to VBA developers – were introduced in Excel 2007, and are a very powerful and simple way to store things like lists, chart data, and PivotTable data…especially if you might need to add more data to your spreadsheet at a later date, and want to avoid having to repoint all your formulas to include the additional data. If you’re not familiar with Excel Tables – or you don’t know what that Table1[#Headers] guff above means – then I strongly suggest you check out Chandoo’s Introduction to Structural References or give GOOGLE a spin.
How does this awesome beast work?
Let’s step through it, bit by bit. Note that I’ve put some extra spaces in after each opening formula bracket, purely so this formula will wrap nicely on your monitor. Excel just ignores these extra spaces, so don’t bother taking them out.
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
That first bit in bold above checks the cell on the immediate right. If that cell on the right is not blank, then that means that the user has already made ‘downstream’ selections. We don’t want the user to change this ‘upstream’ dropdown without clearing those out. Thanks to the IF statement, if that’s the case then none of the rest of the formula gets executed, and the formula just returns FALSE. Data validation can’t handle this FALSE, so users can click on the dropdown button all they like, but nothing will come up. Consequently, the user simply can’t change this ‘upstream’ selection until they’ve first cleared out any selections they previously made in the cells to the right. Pure genius.
Here’s what that looks like:
Sweet! Okay, let’s take a look at the rest of the formula:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
That bit in bold above checks whether the dropdown is the Main Category column. It does this using the INTERSECT operator, which is a space between two references (in this case of DataEntry[#Headers] B:B the INTERSECT operator is the space between DataEntry[#Headers] and the column reference B:B. Such a space tells Excel to go to the overlap or intersection of those two references, which in this case is the junction between the header row and the column that our dropdown is in.
- If the current dropdown is in the Main Category column, then this bold bit:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
…serves up just the list containing our initial categories (i.e. ‘Fruit’, ‘Vegetables’, or ‘Other Stuff’ in this example). - If the current dropdown is not in the Main Category column, then this bold bit:
=IF(ISBLANK(Sheet1!C8),IF(DataEntry[#Headers] Sheet1!B:B = DataEntry[[#Headers],[Main Category]],OFFSET(ValidationLists[[#All],[Main Categories]],1,,COUNTA(ValidationLists[Main Categories])),OFFSET(ValidationLists,0,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,COUNTA(OFFSET(ValidationLists,,MATCH(Sheet1!A8, ValidationLists[#Headers],0)-1,,1)),1)))
…serves up the particular list relevant given the previous choice made in the dropdown to the left.
Wicked, eh!
Normally I don’t advocate the use of volatile functions such as OFFSET if there is a non-volatile alternate (and you’ll hear more about volatility from me in a forthcoming post). But as Roberto points out in his original comment, in this case it doesn’t matter…choices made via dropdowns are not considered volatile by Excel, even if the formulas used to populate that dropdown are volatile.
Like Roger’s approach, Roberto’s approach can handle any number of cascading levels, provided all the category names are unique. All you need to do is simply add the new subcategories to the right hand side of the validations table.
Thanks Roberto…I learned a lot from those comments. Readers, be sure to visit the Frankens Team and check out the crazy things Roberto, Kris & Gábor get up to with Excel.
Download the sample file
Here’s a sample file that utilizes Roberto’s approach:
Click here to download the file
Updates
Check out the updated 2024 version of this technique with XLOOKUP. The formulas are much simpler and it works with any level of validations.
You may also want to check out my good pal Doug Glancy’s approach to this. His version of dependent dropdowns uses Conditional Formatting to alert the user, and ultimately, the analyst, that something is amiss. Be sure to say hi to him in the comments while you’re there, and to subscribe to his blog. Anyone who makes up sample files about fictional International Pie Lovers Associations deserves our eyeballs!
About the Author.
Jeff Weir – a local of Galactic North up there in Windy Wellington, New Zealand – is more volatile than INDIRECT and more random than RAND. In fact, his state of mind can be pretty much summed up by this:
=NOT(EVEN(PROPER(OR(RIGHT(TODAY())))))
That’s right, pure #VALUE!
39 Responses to “Make a Quick Thermometer Chart to Compare Targets and Actuals”
You'll probably have some readers insist on bullet charts, which in my experience are no easier to read.
Note on the case where actuals may exceed targets, the target has to be the second series in the chart, not the first, so it appears in front of the actual.
@Jon.. good point. And yes, readers are already saying bullets are the way to go. Atleast @dmgerbino said it on twitter: http://twitter.com/dmgerbino/status/6761754333
But I feel the same as you did. Bullets need orientation to get started and not that easy to construct (here is a tutorial btw... http://chandoo.org/wp/2008/07/21/dashboard-bullet-graphs-excel/ )
When you just have to compare 2 sets of values, a chart like above is good and easy enough.
And yes, thank you for saying that data series order should be correct to show the target on top.
I think bullet charts are a good alternative. I'm not a huge fan of the formatting that you used above where the outline is so thick.
Another option would be to combine a line graph (plan/goal amounts) with the columns (actual) and select the option to remove the line. This leaves just the value (marker), which can be increased in size to leave only a line about the size of the bar. It's an easy and cleaner way to show actual to plan/goal. Does that make sense?
Tony -
I would use columns (or area) for goal, and lines and markers for actual.
What about if you go over the target? The chart doesn't work so well then.
The technique described today is a near bullet chart. As I stated early this morning on Twitter (link: http://bit.ly/4K3yPM ) , I am a fan of Stephen Few's Bullet Graph.
Hubert Urruttia and I started with Charlie Kyd's method, but as Jon Peltier and Chandoo said, they are not easy to contruct. We moved onto prototyping with Fabrice Rimlinger's SPARKLINES FOR EXCEL and now use XLCube's (BonaVista) Micro Chart tool. Both of these tools allow you to create bullet charts just as easy as any Excel chart type.
As far as reading and interpreting them, this chart type has been the easiest for us to present.
There are many chart types. Today's "Make a Quick Thermometer Chart to Compare Targets and Actuals" is fine for a start, but your ultimate goal should be to create Bullet Graphs. AS Stephen Few states in his overview, "The bullet graph was developed to replace the meters and gauges that are often used on dashboards. Its linear and no-frills design provides a rich display of data in a small space, which is essential on a dashboard. Like most meters and gauges, bullet graphs feature a single quantitative measure (for example, year-to-date revenue) along with complementary measures to enrich the meaning of the featured measure. Specifically, bullet graphs support the comparison of the featured measure to one or more related measures (for example, a target or the same measure at some point in the past, such as a year ago) and relate the featured measure to defined quantitative ranges that declare its qualitative state (for example, good, satisfactory, and poor). Its linear design not only gives it a small footprint, but also supports more efficient reading than radial meters."
@dmgerbino
Since @dmgerbino had to bring my name up I guess I should throw in my two cents.
@dmgerbino and I have both implemented Bullet Charts with great success. What is most interesting about this fact is that we have had a harder time implementing Sparklines than Bullet Charts. The reason for this revolves around the simple fact of familiarity. I will explain. People look at a Sparkline and they think it is a really small Line Chart and it is not. People are familiar with Line Charts since they have been around since 1786 when they were created by William Playfair. Bullet Charts on the other hand are different so they almost demand an explanation. Because of this there was a lot of face time that was needed to explain these charts but once people got them they understood the concept. This is similar to when I introduced Cycle Plots http://bit.ly/87ydVG (Thank you @nbrgraphs!) or Horizon Charts http://bit.ly/6PVavj.
Now about the Thermometer Charts… The first thing I want to address is Tony Rose’s statement. I totally agree that the outline on the chart is too think. It might come of as being a whole new series or a new variable. What I have done in instances like this is I have created a Bar Graph and Scatter Plot mixture. Then I have turned off the Data Series on the Scatter Plot and turned on the Horrizontal Error Bars on the Scatter Plot. The new horizontal line stands for the Plan and the Bar is the actual. The reason why I find this more useful is because this technique works if you have exceeded plan. Actually, I do not understand how Chandoo’s method would display the data if Plan is surpassed.
This reminds me of another blog post that @dmgerbino, @Jon_Peltier, and myself commented on over a year ago. http://bit.ly/PNdO Actually, I talk about similar things in regards to familiarity to charting techniques.
- @hubert_urruttia
[...] we have a post on using thermometer charts to quickly compare actual values with targets. Today we follow up the post with 10 charting ideas you can use to compare actual values with [...]
Hi Chandoo
How do I increase the width of the bar chart and also make the long axis labels come in the same line?
Thank you,
Rajiv
@Rajiv
Select the outer part of the chart "Chart Area" and note the cursor will change to arrows
drag the edges to what ever size you want
You can hold the Alt key as you drag and the chart will snap to the cell boundaries
Now click on the chart area inside the chart "Plot Area" and note that a box with small circles appears around it
drag the circles on the edge of that box to suit
You can hold the Alt key as you drag and the chart will snap to the cell boundaries
@ Hui
Thank you for your comments. But my question was not for the "Plot Area" instead I wanted to know about how should I increase the width of the individual bar charts because with my data all the individual bars are coming to be thin and I want to make them appear broader.
Thank You
@Rajiv
Right click on the Series you want to change and select Format Data Series
Under Series Options goto Gap Width and decrease it to suit
[...] Make a Quick Thermo-meter Chart using Excel [...]
Thank you for the great chart and explanation!
How do I show two amounts (Signed Revenue and Pipeline) as stacked within the Target amount?
@CL... you can use stacked column charts and follow the same technique to get this. See attached file for an example - http://img.chandoo.org/playground/thermo-meter-with-additional-details.xlsx
Chandoo - thanks for the quick response! What if I want the data label for the pipeline to be the actual pipeline value, not the signed rev + pipeline value? i.e. 15 instead of 55
Thanks!
How would i do this in excel 2003?
[...] Thermo-meter charts are very good to show how actual value compares with target (or budget). But how can we add another point for say Last Year value to the chart with out cluttering it. [...]
Hi Guys,
As Matt said,
"What if you if you go over the target?"
Is there a way to make it change color? or at least to show what the target was?
I am planning to use this with a "Forecasted vs Real" production chart but I do not know how to show overproduction.
Any clue?
Thanks
How do I do this if I have 2 bars I want side-by-side? ie 2012 Mean with 2012 benchmark overlapping and then 2013 mean with 2013 benchmark overlapping? I want the 2012 and 2012 mean bars sie by side to compare multiple categories.
Sorry, I meant to say the 2012 and 2013 mean bars side by side
I have a problem in that my PM wants a chart that shows a stacked column (Labor and Expense) and then have the overall buget shown as a thermo.
Everytime I try to do this, I either end up with all three being stacked or all of them being seperated.
Help?
Or if someone knows how to only outline the top and sides of a chart series....then I would have this solved. (Make a stacked column with labor, expenses, and remaining budget, then clear the fill and outline only the top and sides.) I just can't figure out how to do that/ not sure if excel will let me only outline part of a chart series.
[...] Thermometer chart to show budget vs. actual performance [...]
Your home is valueble for me. Thanks!...
I've created the thermometer chart as the Chandoo tutorial described. How do I move my columns closer together? I don't want wider columns; I want to move my narrow columns closer together. Thank you!
Dear Elite members,
could you please let me informed whether we could incorporate color formating in this thermometer approach i.e. if my actual performance is <Min then meter color sud go Red, in between min & target it sud change to Amber & target and above sud change to Green. pls advise. thanks,
I think the only way to do that would be with VBA programming.
@Abhinav
Yes, Simply use a stacked column chart, colored appropriately
Or
You may also want to read about Bullet Charts
@ Hui,
Could you pls demonstrate this with the help of an example.
let's have the below sample data
Actual=12
Min=10
Target=15
Max=20
if Actual>=Min then bar color sud be Red
in between Min & Target= Amber
between target(inclusive) & Max = Green
greater than or equal to Max= Blue
Thanks in advance
Abhi
Great blog post with awesome sample data. I've implemented two of the top "power tips" by changing the colour of the actual values, AND setting Actual to be 40% transparent. Looking good.
[…] easy with these charts. Use them sparingly. As a rule a thermo-meter chart would be better (easy to make, takes less space, scalable) for situations like […]
[…] easy with these charts. Use them sparingly. As a rule a thermo-meter chart would be better (easy to make, takes less space, scalable) for situations like […]
I recently purchased the template bundle and love the ease of use - thank you!
I would like to ask if it is possible to add an important 'block' to the dashboard to illustrate an important status for my executive team; 'billing status'? (ie budget / amount billed) something like that?
Thank you!
@Cheif449.. Thanks for your purchase and kind words.
You can add this easily to the dashboard. Follow below steps.
1. Unprotect the dashboard worksheet.
2. Add a text box (Insert > Drawing Shapes) to the dashboard
3. Put any text inside it as per your need.
4. Format it as needed.
5. Protect the dashboard again.
How do you do this in Excel 2010 - I am not seeing that option in Format data series.
how would we check target and actual sale for multiple years
Select any of the bar, right click and format data series