Your help please in updating a column using Count or an Array Formula

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Realitygdk@gmail.com - 11 Feb 2008 00:51 GMT

I am using Windows Vista Ultimate OS, Microsoft Office Ultimate-Excel
2007.

Problem is updating, Sheet four (4) the tally sheet, the column total
number of pieces received on a given day; along with the name of the
departments receiving mail, the person in the department who is
receiving the mail and the type of mailed received by the department.

In one work book, I have (on Sheet 1), five (5) columns from A1:E50,
named: Mail Process Date (date will constantly change), Mail From,
Address To (potentially 37 persons with additions), Department (16
departments) and Mail Classified (11 types of mail). What has worked
are drop down lists, named ranges, the =COUNTIF ($E$2:$E$41,"C_Not
Opened") and the =SUMPRODUCT (--(DeptPic="ACCT"),--(MailPic="C_Not
Opened")) formula.

I have drop down lists (Sheet 2) for columns C1:E1; the Address To,
Department and Mail Classified columns.
In columns G1:H12, I have Mail Type Count and Count Mail Type. I am
using =COUNTIF ($E$2:$E$41,"C_Not Opened"), which appears to correctly
count the mail types by department.

Okay so far, until I asked, can I have the mail classification counted
by Departments and the total number of pieces received on a given day?
I could not answer this question with combinations of Count, CountA,
Countif or Sumif: I tried: count( D2:D50=ADM, if (count, e2:e50,=C_Not
Opened)); CountA( D2:D50=ADM,if(countA, e2:e50,=C_Not Opened));
Countif( D2:D50=ADM, if (countif,e2:e50,=C_Not Opened));
count( D2:D50=ADM, if (countA, e2:e50,=C_Not Opened));
countA( D2:D50=ADM,if(countif, e2:e50,=C_Not Opened));
Countif( D2:D50=ADM, if(count,e2:e50,=C_Not Opened));
count( D2:D50=ADM, sumif(countA, e2:e50,=C_Not Opened));
countA( D2:D50=ADM,sumif(countif, e2:e50,=C_Not Opened));
Countif( D2:D50=ADM,sum if (count,e2:e50,=C_Not Opened));

I searched this group, on this question, and the answers given by its
members [--Members that are nothing short of being outstanding,
professional, understanding and capable of advising, able to
mentorship from afar, unselfishly teaching and sharing their time and
experiences with Excel--] then produce Sheet 4, using =SUMPRODUCT(--
(DeptPic="ACCT"),--(MailPic="C_Not Opened").) in addition to
establishing drop down lists and the Name Ranges for the various Mail
Classification columns.

I now have each department on a separate row and each mail
classification in a separate column. The date will change and the
senders will change. I had thought that I could simply enter the new
information and this would update the sheet 4. I attempted to do this
by placing sample information in the Mail Process Date (column A),
Mail From (column B), via cut and paste. The totals did not change,
even after I extended or shorten rows or changed the classification of
the mail received, or the department receiving the mail.

Is there an array formula or link that I should be using to update
Sheet 4?

[Moderator--You have my permission to edit, delete or to clarifying my
request for help that allows such a request to be entered into this
Group, --gk]
Sheet 1
Mail Process Date    Mail From    Address To    Department    Mail Classified
02-Jan-08    Wellpoint    Alfredo    FRP    C_Not Opened
02-Jan-08    Professional     Ana    EX    Departmental Material
02-Jan-08    Huntington     Andrea    AR    Domestic Return Receipt
02-Jan-08    David     Anthony    WHSE    Instructed_Not To Open
02-Jan-08    Susan     Arisela    PD    Invoice
02-Jan-08    Wellpoint    Carl    FRP    Notice
02-Jan-08    Professional     Clarissa    FRP    Opened_But Not Read
02-Jan-08    Wellpoint    Czarina    ACCT    P&C_Not Opened
02-Jan-08    Professional     Darren    WHSE    Postal Return
02-Jan-08    Huntington     Elizabeth    PD    Received_As Is_

MailTypeCount    CountMailType
5    C_Not Opened
6    Departmental Material
4    Domestic Return Receipt
4    Instructed_Not To Open
4    Invoice
5    Notice
3    Opened_But Not Read
2    P&C_Not Opened
3    Postal Return
3    Received_As Is_
39    Total Mail

Sheet 2
C_Not Opened
Department Material
Domestic Return Receipt
Instructed_Not To Open
Invoice
Monthly Report
Notice
Opened_But Not Read
P&C_Not Opened
Postal Return
Received_As Is_

Sheet 4

                Instructed            Opened
    C_        Domestic    Not            But    P&C_        Received_
    Not    Dept    Return    To            Not    Not    Postal    As
DeptList    Opened    Material    Receipt    Open    Invoice    Notice    Read    Opened
Return    Is_    TOTAL
ACCT    0    0    1    1    0    0    0    1    0    0    3
ADM    4    6    0    0    0    3    1    0    0    0    14
AR    0    0    1    1    0    0    1    0    0    0    3
COM    0    0    0    0    0    0    0    0    0    0    0
CSFP    0    1    0    0    1    0    0    0    0    0    2
EX    0    1    0    0    0    1    0    1    0    0    3
FRP    1    0    0    0    0    1    1    0    0    0    3
HR    1    0    0    0    0    0    0    0    0    0    1
IOC    1    0    1    0    0    0    0    0    1    1    4
IT    0    0    0    0    1    0    0    0    0    1    2
NEKP    0    1    0    0    0    1    0    0    0    0    2
PD    0    0    0    0    1    0    0    1    0    1    3
PDEV    0    0    0    0    0    0    0    0    1    0    1
VOL    0    0    0    0    0    0    0    0    0    0    0
WHSE    0    0    1    2    0    0    0    0    1    0    4
Total    7    9    4    4    3    6    3    3    3    3    45

Reply to this Message

ilia - 11 Feb 2008 04:12 GMT

I'm not sure what your DeptPic and MailPic names refer to, so I'm not
100% sure how to solve your problem. However, you might find this
helpful.

First of all, whenever you use SUMIF or SUMPRODUCT formulas, you must
make sure that the values you're using match exactly each time. In
other words if you use one spelling for your mail type, always stick
with it.

Once you've done that (I'm assuming you have it so far since your
other formulas are working), try this. In the workbook scope, create
names for your columns, using OFFSET range formulas to ensure you
always include all the rows. Your definition for these would be along
the lines of this:

Name: MailProcessDate
Refers to: =OFFSET(Sheet1!$A$1,1,0,COUNTA(Sheet1!$A:$A)-1,1)

In the above formula, the third argument (0) increases by 1 for each
column, and the column reference in COUNTA changes accordingly. In
other words, here's the range for the second column:

Name: MailFrom
Refers to: =OFFSET(Sheet1!$A$1,1,1,COUNTA(Sheet1!$B:$B)-1,1)

And so on. Assuming you follow this naming convention, for your
SUMPRODUCT formulas on 'Sheet 4', you can use this kind of expression
(assuming it starts in row 1 and column A):

B2: =SUMPRODUCT(--Department=$A1, --MailClassified=B$1)

If this doesn't work, then either your row names (department) or
column name (mail classification) aren't spelled correctly. If it
does work correctly, then you can copy this into B2:K16, and use SUM()
function for row and line totals.

Notice, you can also use a PivotTable for this kind of data. Since
you're in Excel 2007, you can convert your 'Sheet 1' list to a table,
then use it as source. Remember to refresh the pivot table each time
you want the summary. Use Department as your rows, Mail Classified as
your columns, and any other field in the data area for a count (Mail
From, Address To, etc).

Hopefully that helps.

Reality...@gmail.com wrote:

> I am using Windows Vista Ultimate OS, Microsoft Office Ultimate-Excel
> 2007.
[quoted text clipped - 117 lines]
> WHSE 0 0 1 2 0 0 0 0 1 0 4
> Total 7 9 4 4 3 6 3 3 3 3 45

Reply to this Message

ilia - 11 Feb 2008 04:24 GMT

Two things in addition to all that. If you do use Excel 2007's Table
feature, you can refer to columns by name without the OFFSET named
ranges. So, for example if your table is called MailData (you
actually have to change this in Table->Design->Properties section of
the ribbon, when within the table), then the following is a valid
reference:

=MailData[[#Data],[Mail Classified]]

And you can use this in your 'Sheet 4' SUMPRODUCTS (see above post),
such as like so:

B2: =SUMPRODUCT(--MailData[[#Data],[Mail Classified]]=B$1,--
MailData[[#Data],[Department]]=$A1)

Secondly, if you want to keep this compatible with earlier versions,
and use PivotTables, define a name for the pivot data like so:

Name: MailData
Refers To: =OFFSET('Sheet 1'!$A$1,0,0,COUNTA('Sheet1'!$A:
$A),COUNTA('Sheet 1'!$1:$1))

This way the range will expand dynamically as you add data to 'Sheet
1', and won't utilize the non-compatible Tables feature. Also, for
compatibility purposes, ensure that you save your workbook in
compatibility mode (close and reopen it) before you create the
PivotTable.

> I'm not sure what your DeptPic and MailPic names refer to, so I'm not
> 100% sure how to solve your problem. However, you might find this
[quoted text clipped - 163 lines]
> > WHSE 0 0 1 2 0 0 0 0 1 0 4
> > Total 7 9 4 4 3 6 3 3 3 3 45

Reply to this Message

Realitygdk@gmail.com - 12 Feb 2008 16:31 GMT

> Two things in addition to all that. If you do use Excel 2007's Table
> feature, you can refer to columns by name without the OFFSET named
[quoted text clipped - 195 lines]
>
> - Show quoted text -

Illa...Wow! Simply beyond words: Thank you for the insight; the Offset
solution, the teaching, and the homework assignments. Thank you for a
solution I would not have arrived at, on my own, thank you for sharing
your time and experiences with me...Wow!

George

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