{"id":5192,"date":"2014-04-22T23:08:48","date_gmt":"2014-04-22T22:08:48","guid":{"rendered":"http:\/\/www.markwilson.co.uk\/blog\/?p=5192"},"modified":"2014-04-22T23:08:48","modified_gmt":"2014-04-22T22:08:48","slug":"fighting-with-formulae-in-excel","status":"publish","type":"post","link":"https:\/\/www.markwilson.co.uk\/blog\/2014\/04\/fighting-with-formulae-in-excel.htm","title":{"rendered":"Fighting with formulae in Excel"},"content":{"rendered":"

Excel. Love it, or hate it, there are few of us in white collar jobs who don’t have to grapple with it from time to time and, earlier this evening, after OneNote had yet again decided that syncing shared notebooks via our ageing SharePoint platform as not going to work, I needed to come up with a new way of storing actions and decisions\u00a0for the management team I’m\u00a0one member of.<\/p>\n

I would have liked to create a SharePoint task list but I don’t have the necessary permissions, or the inclination to find out who can give me them (and then to justify why I need to do this). Which led me back to\u00a0the tool upon which so many business processes are built: Excel.<\/p>\n

On the way, I grappled with some formulae, so I decided to knock up some notes for the next time this happens – or the next person who needs to do something similar…<\/p>\n

Nested IFs, SEARCHes and ISERRORs<\/h3>\n

My\u00a0Excel workbook is simple: two tabs (“Decisions” and “Actions”). \u00a0The Decisions tab looks after itself: three columns with a date, a decision, and the rationale behind it. \u00a0Actions is a little more complex (read over-engineered). \u00a0I\u00a0have date, status, action, owner, target date, and notes. Then I want the status to be auto-populated based on the notes (If the notes say complete, then status is “Completed”; if the notes include the word cancelled then the status is “Cancelled”, otherwise the status is “Open”).<\/p>\n

This was the first challenge. \u00a0Excel doesn’t have an ELSE in its IF function<\/a>, but you can nest IFs as follows:<\/p>\n

IF(logical_test, [value_if_true], (IF(logical_test, [value_if_true], [value_if_false]))<\/code><\/p>\n

(or use one of the LOOKUP functions). \u00a0I combined this with the SEARCH function<\/a> to\u00a0look for\u00a0instances of the word “Cancelled” in the\u00a0notes and everything was working well with results returned for a match on “Complete”, or an instance of “Cancelled” but then the catch all value if false always returned a #VALUE!<\/span>\u00a0error.<\/p>\n

As SEARCH will always return #VALUE! if the search\u00a0string is not present, I started to look for workarounds. \u00a0<\/span>Some googling told me that I need to test for an error condition<\/a> with the\u00a0ISERROR function<\/a>\u00a0but that didn’t seem to solve the issue. So I reversed the logic – check for the error first andthen take action accordingly:<\/p>\n

=IF(F2=\"Complete\", \"Completed\", IF(ISERROR(SEARCH(\"Cancelled\",F2))=TRUE,\"Open\", IF(SEARCH(\"Cancelled\",F2), \"Cancelled\")))<\/code><\/p>\n

It may be easier to understand this in some form of\u00a0pseudocode:<\/p>\n

IF cellvalue=\"Complete\"
\n{
\nstatus =\u00a0\"Completed\"
\n}
\nELSE
\n{
\nIF cellvalue doesn't contain\u00a0\"Cancelled\"
\n{
\nstatus =\u00a0\"Open\"
\n}
\nELSE
\n{
\nIF cellvalue contains \"Cancelled\"
\n{
\nstatus =\u00a0\"Cancelled\"
\n}
\n}
\n}<\/code><\/p>\n

Conditional formatting based on cell contents<\/h3>\n

The next thing I wanted to do was to format each item in the\u00a0action list according to it’s status and\/or date. I wanted to colour completed actions grey; mark cancelled actions as grey and strikethrough the font, then add a red\/amber\/green status on open actions according to the target date. Conditional formatting did the trick here but I wasn’t sure how to\u00a0highlight a row based on the contents of one cell in the row.<\/p>\n

I found the answer on the HowToGeek site<\/a>\u00a0and key to this is not worrying that the reference to the cell used to test the logic is a single cell – Excel is smart enough to work out that you need the same column on the next row when evaluating the condition there.<\/p>\n

So, I ended up with six rules, three of which use the TODAY function<\/a> to evaluate whether the task is overdue or not (or due today):<\/p>\n\n\n<\/colgroup>\n\n\n\n\n\n\n\n\n
Formula<\/strong><\/td>\nFormat<\/strong><\/td>\n<\/tr>\n
=$B2=\"Cancelled\"<\/code><\/td>\nAaBbCcYyZz<\/s><\/td>\n<\/tr>\n
=$B2=\"Completed\"<\/code><\/td>\nAaBbCcYyZz<\/td>\n<\/tr>\n
=$E2=\"\"<\/code><\/td>\nNo format set<\/td>\n<\/tr>\n
=$E2<TODAY()<\/code><\/td>\nAaBbCcYyZz<\/span><\/td>\n<\/tr>\n
=$E2=TODAY()<\/code><\/td>\nAaBbCcYyZz<\/td>\n<\/tr>\n
=$E2>TODAY()<\/code><\/td>\nAaBbCcYyZz<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

It may all be a bit OTT, but I for one\u00a0work in a very visual manner – I need documents to show me something, not just rely on reading the text. \u00a0Hopefully this will work out to be a useful tool for us…<\/p>\n","protected":false},"excerpt":{"rendered":"

Excel. Love it, or hate it, there are few of us in white collar jobs who don’t have to grapple with it from time to time and, earlier this evening, after OneNote had yet again decided that syncing shared notebooks via our ageing SharePoint platform as not going to work, I needed to come up … Continue reading Fighting with formulae in Excel<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[218],"tags":[188],"class_list":["post-5192","post","type-post","status-publish","format-standard","hentry","category-technology","tag-excel"],"yoast_head":"\nFighting with formulae in Excel - markwilson.it<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.markwilson.co.uk\/blog\/2014\/04\/fighting-with-formulae-in-excel.htm\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Fighting with formulae in Excel - markwilson.it\" \/>\n<meta property=\"og:description\" content=\"Excel. Love it, or hate it, there are few of us in white collar jobs who don’t have to grapple with it from time to time and, earlier this evening, after OneNote had yet again decided that syncing shared notebooks via our ageing SharePoint platform as not going to work, I needed to come up … Continue reading Fighting with formulae in Excel\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.markwilson.co.uk\/blog\/2014\/04\/fighting-with-formulae-in-excel.htm\" \/>\n<meta property=\"og:site_name\" content=\"markwilson.it\" \/>\n<meta property=\"article:published_time\" content=\"2014-04-22T22:08:48+00:00\" \/>\n<meta name=\"author\" content=\"Mark Wilson\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@markwilsonit\" \/>\n<meta name=\"twitter:site\" content=\"@markwilsonit\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Mark Wilson\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2014\\\/04\\\/fighting-with-formulae-in-excel.htm#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2014\\\/04\\\/fighting-with-formulae-in-excel.htm\"},\"author\":{\"name\":\"Mark Wilson\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/#\\\/schema\\\/person\\\/98f61365e7c39d6be942174b8c4de468\"},\"headline\":\"Fighting with formulae in Excel\",\"datePublished\":\"2014-04-22T22:08:48+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2014\\\/04\\\/fighting-with-formulae-in-excel.htm\"},\"wordCount\":626,\"commentCount\":4,\"publisher\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/#\\\/schema\\\/person\\\/98f61365e7c39d6be942174b8c4de468\"},\"keywords\":[\"Microsoft Excel\"],\"articleSection\":[\"Technology\"],\"inLanguage\":\"en-GB\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2014\\\/04\\\/fighting-with-formulae-in-excel.htm#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2014\\\/04\\\/fighting-with-formulae-in-excel.htm\",\"url\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2014\\\/04\\\/fighting-with-formulae-in-excel.htm\",\"name\":\"Fighting with formulae in Excel - 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Excel tips to display the worksheet name in a cell\u00a0and to validate data Last week, I was working on an Excel spreadsheet that acts as a plan for a series of tests. Each sheet has the same format, with\u2026","rel":"","context":"In "Technology"","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":4682,"url":"https:\/\/www.markwilson.co.uk\/blog\/2013\/01\/formulas-shown-in-excel-instead-of-the-results.htm","url_meta":{"origin":5192,"position":1},"title":"Formulas shown in Excel, instead of their results","author":"Mark Wilson","date":"Wednesday 2 January 2013","format":false,"excerpt":"Every month or so, I have to create a report which is extracted from SharePoint to Excel, and then a couple of extra columns are added with information required by a colleague. The additional columns simply present existing information in a different format but, for some reason, after pasting in\u2026","rel":"","context":"In "Technology"","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":5649,"url":"https:\/\/www.markwilson.co.uk\/blog\/2015\/05\/short-takes-symbols-in-office-applications-and-converting-numbers-to-text-in-excel.htm","url_meta":{"origin":5192,"position":2},"title":"Short takes: Symbols in Office applications and converting numbers to text in Excel","author":"Mark Wilson","date":"Sunday 17 May 2015","format":false,"excerpt":"A few snippets I found on scraps of paper whilst sorting\u00a0out my office this\u00a0week... Shortcuts to\u00a0symbols in Office applications Many people will be familiar with typing (c) to generate a \u00a9 symbol in Microsoft Office applications but you can also use (R) or (TM) for trademark symbols \u00ae and \u2122.\u2026","rel":"","context":"In "Technology"","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":4519,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/10\/export-to-spreadsheet-from-sharepoint-2007-with-excel-2010.htm","url_meta":{"origin":5192,"position":3},"title":"Export to spreadsheet from SharePoint 2007 with Excel 2010","author":"Mark Wilson","date":"Wednesday 31 October 2012","format":false,"excerpt":"I frequently have to export data from a SharePoint list to Excel but earlier today I found it no longer works since I've upgraded to Office 2010. \u00a0Our SharePoint infrastructure is based on SharePoint 2007 and each time I attempted to Export to Spreadsheet from the Actions menu on the\u2026","rel":"","context":"In "Technology"","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/sharepoint-2007-export-to-spreadsheet.png?resize=350%2C200&ssl=1","width":350,"height":200},"classes":[]},{"id":4066,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/06\/creating-a-dashboard-using-a-sharepoint-list-part-4-bringing-it-all-together.htm","url_meta":{"origin":5192,"position":4},"title":"Creating a dashboard using a SharePoint list (part 4): bringing it all together","author":"Mark Wilson","date":"Friday 15 June 2012","format":false,"excerpt":"This week has been a bit of a SharePoint-fest as I've walked through the stages of creating my SharePoint dashboard. For obvious reasons, I can't share the version I use at work, so I've created a mockup using the SharePoint site that comes with my Office 365 subscription. Feel free\u2026","rel":"","context":"In "Technology"","block_context":{"text":"Technology","link":"https:\/\/www.markwilson.co.uk\/blog\/topic\/technology"},"img":{"alt_text":"","src":"","width":0,"height":0},"classes":[]},{"id":3915,"url":"https:\/\/www.markwilson.co.uk\/blog\/2012\/05\/more-sharepoint-shenanigans.htm","url_meta":{"origin":5192,"position":5},"title":"More SharePoint shenanigans","author":"Mark Wilson","date":"Friday 18 May 2012","format":false,"excerpt":"This week, I'ave mostly been working in SharePoint (those of a certain age may spot the reference to\u00a0Jesse from the Fast Show?) 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