Work excel :Excel learning examples and formulas for beginners and everyday users

Read every character in a string using excel VBA

2013-02-22T21:55:00.000-08:00

This example reads every character in a string from left to right and returns the result in a message box. It makes use of the Mid function.

Sub LoopThroughString()

Dim LookInHere As String
Dim Counter As Integer

'Use your own text here
LookInHere = "AutomateExcel.com"

For Counter = 1 To Len(LookInHere)
    MsgBox Mid(LookInHere, Counter, 1)
Next

End Sub

Read every word in a string using excel VBA

2013-02-22T21:51:00.000-08:00

This example reads every word in a string from left to right and returns the result in a message box. It makes use of the Split function.

Sub LoopThroughString2()

Dim LookInHere As String
Dim Counter As Integer
Dim SplitCatcher As Variant

'Use your own text here
LookInHere = "I Heart AutomateExcel.com"

SplitCatcher = Split(LookInHere, " ")

For Counter = 0 To UBound(SplitCatcher)
    MsgBox SplitCatcher(Counter)
Next

End Sub

Split excel in to several sheets based on column data?

2012-03-24T09:58:00.001-07:00

While working on yearly reports or data you have for several users. You have the consolidated data in to several sheets based on year or user names. This can be easily achieved by macro. Please find below an example and a macro to achieve this.

Suppose you have a table as below which has name and count. You want to split the data in to several sheets based on name. Press Alt+F11. Insert module and then paste the below macro code.

Below macro will help you to achieve this.

-----------------------------------------------------------------------

Sub splitToSheet()

Dim lastrow As Long, LastCol As Integer, i As Long, iStart As Long, iEnd As Long

Dim ws As Worksheet

Application.ScreenUpdating = False

With ActiveSheet

lastrow = .Cells(Rows.Count, "A").End(xlUp).Row

LastCol = .Cells(1, Columns.Count).End(xlToLeft).Column

.Range(.Cells(2, 1), Cells(lastrow, LastCol)).Sort Key1:=Range("A2"), Order1:=xlAscending, _

Header:=xlGuess, OrderCustom:=1, MatchCase:=False, Orientation:=xlTopToBottom

iStart = 2

For i = 2 To lastrow

If .Range("A" & i).Value <> .Range("A" & i + 1).Value Then

iEnd = i

Sheets.Add after:=Sheets(Sheets.Count)

Set ws = ActiveSheet

On Error Resume Next

ws.Name = .Range("A" & iStart).Value

On Error GoTo 0

ws.Range(Cells(1, 1), Cells(1, LastCol)).Value = .Range(.Cells(1, 1), .Cells(1, LastCol)).Value

With ws.Rows(1)

.HorizontalAlignment = xlCenter

With .Font

.ColorIndex = 5

.Bold = True

End With

.Range(.Cells(iStart, 1), .Cells(iEnd, LastCol)).Copy Destination:=ws.Range("A2")

iStart = iEnd + 1

End If

Next i

End With

Application.CutCopyMode = False

Application.ScreenUpdating = True

End Sub

-----------------------------------------------------------------------------

Specify a shortcut to macro.

Steps to specify a shortcut.

1. Under Developer tab click on "Macro". click on "Option" and supply shortcut key.

You can save the above file as excel addins and later can add the addins to any excel file for re use.

1. Select Save as Option

2. Select save as type "Excel Add-in"

3. Type a name for addins and provide location. For this macro i will use name "Splitsheet"

4. Select Excel options after clicking on Window Balloon on top left corner.

Next step is to click on "Add-Ins" and click "Go" button after Manage - Excel Addins Option.

Click on "Browse" and select the addins from the location where you have saved it. Thats it you can reuse the macro in any file. You just have to run the shortcut key you have provided to macro.

Replace zero with blank in excel

2012-03-18T09:18:00.009-07:00

In financial sheets and calculation we want a utility to replace zero with blanks. Don't worry this can be achieved with a macro.

Press alt+F11 to view the vb code window.

Insert a new module and paste below code

---------------------------------------------------------------------------------------------

Sub replacezero()

Dim r As Range, rc As Range

Set rc = Nothing

For Each r In Selection

If Not IsEmpty(r) And r.Value = 0 Then

If rc Is Nothing Then

Set rc = r

Else

Set rc = Union(rc, r)

End If

rc.ClearContents

End Sub

-------------------------------------------------------------------------------------

Now assign a short cut key to this macro replacezero. Whenever you want to run the macro select the cells on which you want to run the macro and press the short cut keys already assigned.

Find and replace enter keys in excel

2012-03-18T08:25:00.005-07:00

Most of the time while working excel we accidently end up typing Enter keys. We can easily find and replace the enter or Alt+Enter keys in excel cells.

Press Crtl+H

Now in Find text - Press Alt Key on your keyboard and type 0010 on numpad. Remember when you are typing on numpad keep the Alt key pressed. i.e, "Alt0010". You wont see any character in Find text.

Now keep replace with as blank

Press Find All to find the Alt+Enter Keys or Replace all to replace or remove them.

Handle error formulae in excel

2012-03-18T08:06:00.007-07:00

Most of the time when we perform any calculation using formulaes and they return #Value or #N/A which we don't want to return instead we need to display blank or 0 values. We can do this by using following formulae.

To display blank when the formulae returns error "=iferror([original formula which you want to perform],"") "

To display 0 when the formulae returns error "=iferror([original formula which you want to perform],"0") "

Example 1: =iferror(Sum(A1:A14),"")

Example 2: =iferror(Sum(A1:A14),"0")

Add secondary axis to chart

2012-03-03T07:44:00.014-08:00

If your graph has 2 columns with numeric data and looks like below chart.

The above chart is difficult to analyze, because the scale of the Transactions is much larger than the scale of the Units Sold. As a result, we can barely read the Units Sold series and can’t gain any useful insight from the virtually indistinguishable columns. The Total Transactions should be moved to a secondary axis, allowing the series to be scaled differently.

STEP 1: Select the data series you wish to place on the secondary axis. In this case it’s the “Total Transactions” series.

STEP 2: Navigate to the Format or Layout tab if you’re not already there. (If you chose Option 2 in selecting the data series, you’re already there). Now, in the “Current Selection” section at the far left, make sure the dropdown selection reads “Series ‘Total Transactions’” and then click “Format Selection” (right below the dropdown).

STEP 3: Clicking Format Selection with the series selected will bring up the Formatting dialog. It will open to the Series Options tab with Primary Axis selected. Click the “Secondary Axis” radio button and then click “Close”

You’ve now successfully added a second axis to your chart.

Convert Number to text in excel

2012-02-26T08:09:00.011-08:00

The following is a macro which will to convert number to string. for using the below macro code you need to press F11 in excel to open the Visual Basic Editor, and then click Insert, Module Copy and paste the below code in Module.

-----------------------------------------------------------------------------------------------------------------------------

Option Explicit

'Main Function

Function SpellNumber(ByVal MyNumber)

Dim Dollars, Cents, Temp

Dim DecimalPlace, Count

ReDim Place(9) As String

Place(2) = " Thousand "

Place(3) = " Million "

Place(4) = " Billion "

Place(5) = " Trillion "

' String representation of amount.

MyNumber = Trim(Str(MyNumber))

' Position of decimal place 0 if none.

DecimalPlace = InStr(MyNumber, ".")

' Convert cents and set MyNumber to dollar amount.

If DecimalPlace > 0 Then

Cents = GetTens(Left(Mid(MyNumber, DecimalPlace + 1) & _

"00", 2))

MyNumber = Trim(Left(MyNumber, DecimalPlace - 1))

End If

Count = 1

Do While MyNumber <> ""

Temp = GetHundreds(Right(MyNumber, 3))

If Temp <> "" Then Dollars = Temp & Place(Count) & Dollars

If Len(MyNumber) > 3 Then

MyNumber = Left(MyNumber, Len(MyNumber) - 3)

Else

MyNumber = ""

End If

Count = Count + 1

Loop

Select Case Dollars

Case ""

'Dollars = "No Dollars"

Case "One"

Dollars = "One Dollar"

Case Else

Dollars = Dollars & " Dollars"

End Select

Select Case Cents

Case ""

'Cents = " and No Cents"

Case "One"

Cents = " and One Cent"

Case Else

Cents = " and " & Cents & " Cents"

End Select

SpellNumber = Dollars & Cents

SpellNumber = Replace(SpellNumber, "Dolars", "")

SpellNumber = Replace(SpellNumber, "Cents", "")

End Function

' Converts a number from 100-999 into text

Function GetHundreds(ByVal MyNumber)

Dim Result As String

If Val(MyNumber) = 0 Then Exit Function

MyNumber = Right("000" & MyNumber, 3)

' Convert the hundreds place.

If Mid(MyNumber, 1, 1) <> "0" Then

Result = GetDigit(Mid(MyNumber, 1, 1)) & " Hundred "

End If

' Convert the tens and ones place.

If Mid(MyNumber, 2, 1) <> "0" Then

Result = Result & GetTens(Mid(MyNumber, 2))

Else

Result = Result & GetDigit(Mid(MyNumber, 3))

End If

GetHundreds = Result

End Function

' Converts a number from 10 to 99 into text.

Function GetTens(TensText)

Dim Result As String

Result = "" ' Null out the temporary function value.

If Val(Left(TensText, 1)) = 1 Then ' If value between 10-19...

Select Case Val(TensText)

Case 10: Result = "Ten"

Case 11: Result = "Eleven"

Case 12: Result = "Twelve"

Case 13: Result = "Thirteen"

Case 14: Result = "Fourteen"

Case 15: Result = "Fifteen"

Case 16: Result = "Sixteen"

Case 17: Result = "Seventeen"

Case 18: Result = "Eighteen"

Case 19: Result = "Nineteen"

Case Else

End Select

Else ' If value between 20-99...

Select Case Val(Left(TensText, 1))

Case 2: Result = "Twenty "

Case 3: Result = "Thirty "

Case 4: Result = "Forty "

Case 5: Result = "Fifty "

Case 6: Result = "Sixty "

Case 7: Result = "Seventy "

Case 8: Result = "Eighty "

Case 9: Result = "Ninety "

Case Else

End Select

Result = Result & GetDigit _

(Right(TensText, 1)) ' Retrieve ones place.

End If

GetTens = Result

End Function

' Converts a number from 1 to 9 into text.

Function GetDigit(Digit)

Select Case Val(Digit)

Case 1: GetDigit = "One"

Case 2: GetDigit = "Two"

Case 3: GetDigit = "Three"

Case 4: GetDigit = "Four"

Case 5: GetDigit = "Five"

Case 6: GetDigit = "Six"

Case 7: GetDigit = "Seven"

Case 8: GetDigit = "Eight"

Case 9: GetDigit = "Nine"

Case Else: GetDigit = ""

End Select

End Function

-----------------------------------------------------------------------------------------------------------------------------

Now to use the above macro just use it as basic excel formulae. You can type =SpellNumber([specify cell reference where actual number is present])

Example =SpellNumber(A10) or =SpellNumber(32.5)

Hope the above macro helps you for converting numbers to text :)

Show developer tab in Microsoft Office Applications

2012-02-25T23:11:00.003-08:00

To show the Developer tab for Microsoft Office 2010 applications

Start the application.
Click the File tab.
Click Options.
In the categories pane, click Customize Ribbon.
In the list of main tabs, select Developer.
Click OK to close the Options dialog box.

To show the Developer tab for Word 2007, Excel 2007, and PowerPoint 2007

Start the application.
Click the Microsoft Office Button.
Click Word Options, Excel Options, or PowerPoint Options.
In the categories pane, click Popular.
Select Show Developer tab in the Ribbon.
Click OK to close the Options dialog box.

To show the Developer tab for Outlook 2007

Start Outlook.
On the Tools menu, click Options.
In the Options dialog box, click the Other tab, and then click Advanced Options.
In the Advanced Options dialog box, select Show Developer tab in the Ribbon, and then click OK.
Click OK to close the Options dialog box.

Find working days in a month

2012-02-25T22:11:00.007-08:00

Syntax of Networkdays formula:

networkdays(from this date, to this date, [add this holidays as well])

Examples of Excel Networkdays formula:
networkdays("12/1/2008","12/31/2008") = 23

Examples That Use Cell References

A1: 12/24/92
A2: 12/25/92

Then, type the following formula in cell D1:

=NETWORKDAYS(DATEVALUE("1/1/92"),DATEVALUE("12/31/92"),A1:A2)

-or-

A1: 1/1/92
A2: 12/31/92
A3: 12/24/92
A4: 12/25/92

Then, type the following formula in cell D1:

=NETWORKDAYS(A1,A2,A3:A4)

Extract month and year from date in excel

2012-02-18T07:54:00.004-08:00

Many time we need only Month or Month + Year from date in excel in a particular format. Below formula will help us to achieve that.

Date: 12-Jan-2012 - formulae "=TEXT(H51,"mmmm-yyyy")" will extract and show month and year in below format.

"January-2012"

*H51 is the cell reference where actual date is there.

Use basic excel shortcut keys

2012-02-12T04:05:00.001-08:00

The first thing before anything is to know the excel shortcut keys. This will help you to work efficiently. Following are the most important and basic excel shortcut keys.

"CTRL+PgUp" Switches between worksheet tabs, from left-to-right.

"CTRL+PgDn" Switches between worksheet tabs, from right-to-left.

"CTRL+SHIFT+(" Unhides any hidden rows within the selection.

"CTRL+SHIFT+&" Applies the outline border to the selected cells.

"CTRL+SHIFT_" Removes the outline border from the selected cells.

"CTRL+SHIFT+~" Applies the General number format.

"CTRL+SHIFT+$" Applies the Currency format with two decimal places (negative numbers in parentheses).

"CTRL+SHIFT+%" Applies the Percentage format with no decimal places.

"CTRL+SHIFT+^" Applies the Scientific number format with two decimal places.

"CTRL+SHIFT+#" Applies the Date format with the day, month, and year.

"CTRL+SHIFT+@" Applies the Time format with the hour and minute, and AM or PM.

"CTRL+SHIFT+!" Applies the Number format with two decimal places, thousands separator, and minus sign (-) for negative values.

"CTRL+SHIFT+*" Selects the current region around the active cell (the data area enclosed by blank rows and blank columns).In a PivotTable, it selects the entire PivotTable report.

"CTRL+SHIFT+:" Enters the current time.

"CTRL+SHIFT+"" Copies the value from the cell above the active cell into the cell or the Formula Bar.

"CTRL+;" Enters the current date.

"CTRL+`" Alternates between displaying cell values and displaying formulas in the worksheet.

"CTRL+'" Copies a formula from the cell above the active cell into the cell or the Formula Bar.

"CTRL+1" Displays the Format Cells dialog box.

"CTRL+2" Applies or removes bold formatting.

"CTRL+3" Applies or removes italic formatting.

"CTRL+4" Applies or removes underlining.

"CTRL+5" Applies or removes strikethrough.

"CTRL+6" Alternates between hiding and displaying objects.

"CTRL+8" Displays or hides the outline symbols.

"CTRL+9" Hides the selected rows.

"CTRL+0" Hides the selected columns.

"CTRL+A" Selects the entire worksheet. If the worksheet contains data,

"CTRL+A" selects the current region. Pressing

"CTRL+A" a second time selects the entire worksheet.When the insertion point is to the right of a function name in a formula, displays the Function Arguments dialog box.

"CTRL+SHIFT+A" inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula.

"CTRL+B" Applies or removes bold formatting.

"CTRL+C" Copies the selected cells.

"CTRL+D" Uses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below.

"CTRL+F" Displays the Find and Replace dialog box, with the Find tab selected.

"SHIFT+F5" also displays this tab, while SHIFT+F4 repeats the last Find action.

"CTRL+SHIFT+F" opens the Format Cells dialog box with the Font tab selected.

"CTRL+G" Displays the Go To dialog box. F5 also displays this dialog box.

"CTRL+H" Displays the Find and Replace dialog box, with the Replace tab selected.

"CTRL+I" Applies or removes italic formatting.

"CTRL+K" Displays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks.CTRL+L Displays the Create Table dialog box.

"CTRL+N" Creates a new, blank workbook.

"CTRL+O" Displays the Open dialog box to open or find a file.

"CTRL+SHIFT+O" selects all cells that contain comments.

"CTRL+P" Displays the Print tab in Microsoft Office Backstage view.

"CTRL+SHIFT+P" opens the Format Cells dialog box with the Font tab selected.

"CTRL+R" Uses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right.

"CTRL+S" Saves the active file with its current file name, location, and file format.

"CTRL+T" Displays the Create Table dialog box.

"CTRL+U" Applies or removes underlining.

"CTRL+SHIFT+U" switches between expanding and collapsing of the formula bar.

"CTRL+V" Inserts the contents of the Clipboard at the insertion point and replaces any selection. Available only after you have cut or copied an object, text, or cell contents.

"CTRL+ALT+V" displays the Paste Special dialog box. Available only after you have cut or copied an object, text, or cell contents on a worksheet or in another program.

"CTRL+W" Closes the selected workbook window.

"CTRL+X" Cuts the selected cells.

"CTRL+Y" Repeats the last command or action, if possible.

"CTRL+Z" Uses the Undo command to reverse the last command or to delete the last entry that you typed.

TIP The CTRL cominbations CTRL+E, CTRL+J, CTRL+M, and CTRL+Q are currently unassigned shortcuts.

Count number of words in excel

2012-02-12T03:55:00.000-08:00

Many of us have come across one or other scenario where we sometime need to count or keep track of number of words in excel.

See below formulae how to do this.

=LEN(A1)-LEN(SUBSTITUTE(A1," ",""))+1

Make gantt chart using conditional formatting

2012-02-11T08:49:00.000-08:00

There are many which shows you complex ways of creating Gantt chart. The following shows how to create a Gantt chart in just 5 mins. Why you want to waste an hour when you can create it in minutes.

Please create Task Name, Start Date and End Date for your activities. Add the month date as shown below in the image.

Now select all the dates. In above case from D2 to H5 and select conditional formatting formulae based.

Write the formulae as shown above and also select the format in which you want to highlight the cells. Please note thet I have used $ in some cases to make it fixed. I have made B and C columns as fixed however i not made their row numbers as fixed. Once you click OK your Gantt Chart will be shown as below.