The Amsterdam Excel Summit 2018

Hi Excel lovers,

Wanted to draw your attention to our fifth

Amsterdam Excel Summit

June 7 and 8 , 2018

We’ve worked hard to get an exciting line-up of speakers presenting on a wide variety of Excel subjects during our two-day conference.

So if you’re an Excel power-user, this is one of those one-of-a-kind conferences you cannot afford to miss!

Registration is now open

Hope to see you in Amsterdam on June 7 and 8 2018!

Jan Karel Pieterse, Tony de Jonker

topexcelclass.com

Structured Table Referencing and Double Brackets in Column Headers

If you use certain characters in the column names of your table, then you have to use double brackets around those names when you refer to them in formulas. I don’t care for that, so I don’t use those characters. I was converting some imported data into a table and, of course, it had spaces in the column names (and a few other naughty characters). I needed to clean up those characters before converting to a table. The formula below shows what the double brackets look like.

This office web page provides a list of characters that cause this behavior. I don’t know where they got that list, but I did notice that there was no underscore on it. I like to use underscores to separate words, but I can’t use them in tables because of the double bracket thing. I figured I’d better make my own list if I’m going to clean up data.

I wrote this code to list out all of the bad characters:

It loops through all the characters in the basic ASCII character set, inserts the character into a the column header, and reads the formula that references that column. I check for

or an apostrophe. It turns out that all the characters you have to escape with an apostrophe also cause double brackets, so I only needed to check for the double brackets.

With my list, I created a function to clean the data before I use it as a column header. I don’t check for Chr(13) because I don’t think you can have that in a cell.

Now, to make sure my Excel workbooks are utterly un-editable by anyone else, I’m going to write an event handler that converts all my underscores to something else as I type them. The only question, is should I use an elipsis (chr$(133))

or a macron (chr$(175))

That’s a tough one.

Structured Table Referencing and VLOOKUP

Way back when, I wrote a post about naming columns that turned into a post about VLOOKUPs and MATCHes using structured table references. As usual, there was gold in them there comments. Since then I’ve been using the COLUMN() function in my VLOOKUP formulas to identify the return column. Like this:

This has the restriction that your table start in A1. Mine do. One table per worksheet and it starts in A1. This has been working well for me, but I’m sick of typing the COLUMN part. So I made a macro and here it is.

The IsTableVlookup function needs a little help. I just kept adding conditions as I tested it (and broke it), but I should probably just rethink the whole thing. Or maybe not, we’ll see. With this little gem in my custom class that handles application events, I can type

and it will insert the COLUMN part for me. I could even modify it for tables that don’t start in A1 by subtracting the COLUMN of the first column. The function also assumes you prefix all of your tables with “tbl”. You can change to suit. If you don’t use a naming convention, then I guess you’ll have to loop through all the tables and see if it matches one.

In an effort to be more like Debra, I made a video. As with every video I record with CamStudio, the first few seconds are blurry. I don’t know why.

Summer sale at jkp-ads.com

Hi there!

Now that summer has arrived I’ve planned a summer sale. From July 1st up to July 10th I offer a 25% discount on both products I sell:
RefTreeAnalyser
and
The Excel File Remediation Utility
To get your discount, just go through the purchasing process and enter this coupon code to redeem your discount:
JKPADS-Summer2015

Regards and have a great summer!

Jan Karel Pieterse

www.jkp-ads.com

Formula Auditing by RefTreeAnalyser: Objects included

Hi all,

I’ve been working on my RefTreeAnalyser again. What I’ve been up to this time is building tools which help with the analysis of dependencies which are mostly hidden from view:

  • Charts (series formula)
  • Pivot table (source data)
  • Data Validation formulas
  • Conditional Formatting formulas
  • Form controls (linked cell, listfillrange)
  • ActiveX controls (linked cell, listfillrange)
  • Picture objects (linked cell)

A new dialog has been added that shows all sources of the objects in your file:

Objects analysed for cell dependencies

Moreover, when you analyse a particular cell for its dependencies, objects are taken into account too (well, to be perfectly honest, only if you purchase a license):

RTAObjectsInRefs

If you haven’t already done so, why don’t you head over to my website and download the tool. The demo is free and (almost!) fully functional.

Regards,

Jan Karel Pieterse
www.jkp-ads.com

Summing Times with a Floor

I have a list of times. Some of those times are less than 15 minutes and some are more. My billing floor is 15 minutes. That means that if a task takes me 4 minutes, I still bill 15.

In column C, I have this simple formula:

=MAX(TIME(0,15,0),B2)

That gives me the amount to bill; either 15 minutes or the actual time, whichever is greater. When I sum up that helper column, I get a total that’s 36 minutes more than the actual time. The challenge is to get rid of the helper column. And here’s the answer:

=SUM(B2:B15)+SUMPRODUCT((TIME(0,15,0)-B2:B15>0)*(TIME(0,15,0)-B2:B15))

The SUM simply sums the times and returns 7:31. The SUMPRODUCT section adds up the difference between 15 minutes and the actual time for all those times that are less than 15 minutes. If I use the Ctrl+= to calculate part of the formula, I get

=SUM(B2:B15)+SUMPRODUCT(({TRUE;FALSE;FALSE;TRUE;FALSE;FALSE;FALSE;TRUE;FALSE;FALSE;FALSE;TRUE;FALSE;FALSE})*({0.00763888888888889;-0.0208333333333333;-0.01875;0.00972222222222222;-0.0201388888888889;-0.0236111111111111;-0.0145833333333333;0.00486111111111111;-0.0215277777777778;-0.00347222222222222;-0.0270833333333333;0.00277777777777778;-0.0229166666666667;-0.0194444444444444}))

Yikes, that’s a long one. The first array is a TRUE if the value is less than 15 minutes and a FALSE if not. The second array is the actual difference between the time and 15 minutes. Recall that when TRUE and FALSE are forced to be a number (in this case, we force them to be a number by multiplying them), TRUE becomes 1 and FALSE becomes 0. When the two arrays are multiplied together

=SUM(B2:B15)+SUMPRODUCT({0.00763888888888889;0;0;0.00972222222222222;0;0;0;0.00486111111111111;0;0;0;0.00277777777777778;0;0})

Every value that was greater than zero gets multiplied by a 1, thereby returning itself. Every value that was less than zero gets multiplied by a 0, thereby returning zero. When you sum them all up, you get

=SUM(B2:B15)+0.025

And of course everyone knows that 2.5% of a day is the same as 36 minutes right? One of the bad things about using dates and times in the formula bar is that it converts them all to decimals. But .025 x 24 hours in a day x 60 minutes in an hour does equal 36 minutes. That gets added to the SUM of the actuals and Bob’s your uncle.