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If you use an Excel Table for the source data of your pivot table, you get a very nice benefit: your data range becomes "dynamic". A
dynamic range will automatically expand and shrink the table as you add or remove data, so won't have to worry that the pivot table is
missing the latest data. When you use a Table for your pivot table, the pivot table will always be in sync with your data.
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Now that we have a table, we can use Summarize with a Pivot Table
Still need inspiration on why you should learn pivot tables? See my personal story.
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Want to learn more about Pivot Tables? See our accelerated video training.
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16. Drill down to see (or extract) the data behind any total
Whenever you see a total displayed in a pivot table, you can easily see and extract the data that makes up the total by "drilling down".
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For example, assume you are looking at a pivot table that shows employee count by department. You can see that there are 50
employees in the Engineering department, but you want to see the actual names. To see the 50 people that make up this number,
double-click directly on the number 50 and Excel will add a new sheet to your workbook that contains the exact data used to calculate
50 engineers. You can use this same approach to see and extract data behind totals wherever you see them in a pivot table.
17. Clone your pivot tables when you need another view
Once you have one pivot table set up, you might want to see a different view of the same data. You could of course just rearrange your
existing pivot table to create the new view. But if you're building a report that you plan to use and update on an on-going basis, the
easiest thing to do is clone an existing pivot table, so that both views of the data are always available.
There are two easy ways to clone a pivot table. The first way involved duplicating the worksheet that holds the pivot table. If you have a
pivot table set up in worksheet with a title, etc., you can just right click the worksheet tab to copy the worksheet into the same
workbook. Another way to clone a pivot table is to copy the pivot table, and paste it somewhere else. Using these approaches, you can
make as many copies as you like.
When you clone a pivot table this way, both pivot tables share the same pivot cache. This means that when you refresh any one of the
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clones (or the original) all of the related pivot tables will be refreshed.
Video: How to clone a pivot table
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A little white space makes your pivot tables look more polished
You can remove grand totals for both rows and columns
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Empty cells set to display 0 (zero) and Accounting number format gives you hyphens
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You can learn Pivot Tables on your own, free, with a DIY approach that involved lots of research, reading blogs, and
sifting through YouTube videos. But you can also learn pivot tables the FAST way, with a our step-by-step video course.
See also
Can pivot tables save your job?
5 pivot tables you probably haven't seen before
Related courses
Core Pivot
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Jointhediscussion
DaninGeorgia ayearago
Greatlist,Dave!Iwanttocreateareportwithtwoorthreepivottablesonthesameworksheet,onebelowtheother(thinkofaninvoicewithapivotofthe
monthlychargesfollowedbyapivotofpastpaymentsandbalances).Thenumberofrowsineachpivottablevaries.IsthereawaytohaveExcel
automaticallyaddrowstoaccommodatethepivottableexpansionandpushtheotherpivottable(s)down?Otherwise,youget"APivotTablereportcannot
overlapanotherPivotTablereport".
3
Reply Share
Benjamin>DaninGeorgia ayearago
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23thingsyoushouldknowaboutExcelpivottables|Exceljet
Benjamin>DaninGeorgia ayearago
Youcouldhaveahiddensheetwithanidenticalpivottabletotheonethatissupposedtobeontopinthesheetwithtwopivots.Thenyouhavea
macrothatupdatesthepivottableonthehiddensheet,countsthenumberofrowsandaddthatnumberofrowsinbetweenthetwopivottableson
yoursummarysheet.
Somethinglike(fromthetopofmyheadsothiscodewon'twork)
dimxasinteger
worksheet("nameofhiddenpivotsheet").select
pivottable("nameofhiddenpivot").update
x=cells(rows.count,1)(shiftxlup)
worksheet("summarysheet").select
Range("topcelloffbottompivot").entirerow.select
dimyasinteger
dowhiley<x+1activecell.entirerow.insert=""y="y+1"loop=""like=""i=""said,=""it=""won't=""work=""straight=""away=""you=""will=""
have=""to=""google=""and=""adjust=""the=""code=""to=""work.=""i'm=""not=""perfect=""with=""vba=""but=""i=""know=""the=""
solution=""will=""work=""because=""i=""have=""used=""it=""and=""it=""was=""not=""so=""difficult=""to=""make.="">
Reply Share
Benjamin>Benjamin ayearago
What'supwiththeformat?thatlastpartsurewasnotonpurpose...
DaveBruns
Reply Share
Thanks!NowaytoautomaticallyinsertrowsthatIknowof.Youcouldputthetablessidebyside.Anotheroptionwouldbetosplittheworksheet
andmakesurethereareplentyofrowsbetweenthetwopivottables.Iusuallyjustkeeplargerpivottablesontheirownworksheetstoavoidthe
hassleofthemrunningintoeachother.
Reply Share
JonZadra ayearago
Isthereaneasywaytodealwithtyposlikethe"Almond"/"Almonde"example?CanIsomehowtakeallinstancesof"Almonde"inthesourcedataand
removethe'e'(specifically,canIdothisfromthepivottable,withouttheaddedstepsofdoingafind/replaceinthesourcedata)?Oristhereawaytosetit
toconsider"Almond"and"Almonde"asthesamevalue?
1
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DaveBruns
Youcouldmanuallygrouppivottablelabelsasyoulike,butyou'dhavetoassignvaluesforgroupnamesthatmakesenseforallcases.Youcould
alsocreateanewcalculateditem(withanewnamethatmakessense)thatconsistsofAlmond+Almonde.Then,you'dneedtoexcludeAlmond
andAlmondefromthepivottabletoavoiddoublecounting.Finally,youcouldcreateanewcolumninthesourcedataanduseaformulatomap
valuesasyoulike.Noneoftheseapproachesarethatgreat,butIdon'tthinkthere'saneasierwayifyoucan'tfixinthesourcedatadirectly.
1
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dave78981>JonZadra 4monthsago
Sort,Filter,Find,Replace
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Guest>JonZadra ayearago
InthesourcedatahitCtrl+FtoFindAlmondethenclickreplacetoreplacewithAlmond.
Reply Share
MatthewWallace ayearago
Dave,
Ihaveanothertrickyquestionforyou.
Ihavealargesetofdata,andIamusingpivotchartstomakeaquasiparetochart(displayingthehighestfirstandmovingdown).TheissueIamhaving
isthattherearesomanyrowlabels(over100)thatthechartgetsdilutedbecausethesignificanceofthelastonesisveryminimal.Iwanttochopthelater
partofthegraphofftohighlighttheinformationthatisactuallyvaluable.ThisworksgreatusingtheFilterTop10optionwhenIamusingcountorsum.
However,whenItrytoshowthevaluesasapercentageoftheparenttotal,thepercentageschangeafterapplyingtheTop10filter.Thepercentageistaken
asthevalueoverthesumofthetop10ratherthantheusingthesumofallofthedata.
Idon'twantthepercentagestochange,Ijustwanttohighlightthatparticularareaofthegraph.Top10or20ismuchmoresuitablethanshowing100or
sorowlabelsonthexaxiswhen60+ofthemareinsignificant.
Ican'tseemtofindanyinformationonthetopicandmyworkaroundiscopyandpastingvaluesintoatableabovethechart(lessthanideal).Icansee
myselfusingthisofteninthefuture,anditisapainbecausethechartiseitherdifficulttoreadduetothesizeorthevaluesareinaccurate.
Isthereawayformetoleavethepercentagesascalculatedovertheentiredataandonlyshowthetop10or20withthosepercentages?
Thanksforyourtime.
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Thanksforyourtime.
1
Reply Share
PeltierTech>MatthewWallace ayearago
Howaboutmakingaregularchartfromyouroriginalpivottable(seehttp://peltiertech.com/regular...).Youcanselecthowmanyrowsofthepivot
tabletouse,withoutdistortingthepercentages.
Reply Share
DaveBruns
Thanksforthecomment,Jon.Thereisanextra")"inyourlinkthatcausesittoreturnpagenotfound.Shouldbe:
http://peltiertech.com/regular...
Reply Share
PeltierTech>DaveBruns ayearago
Yeah,Disqusbrokeanotherlink,likealways.IfIpastetheURLin,shouldn'titknowwhereitends?Atleastitletmeeditthelink,
insertaspacebeforetheparenthesis.
Reply Share
DaveBruns
>IfIpastetheURLin,shouldn'titknow...
Yeah,you'dthinkso.IactuallythoughtatfirstIcouldjustedityourcommenttofix,sinceI'mtheallpowerful"mod"butIdidn'tsee
anyobviouswaytodoit.(notrulingoutusererrorthough...)
Reply Share
ZuzerMerchant 2monthsago
Ihavesomepaymentstobemadeeverymonday,fridayandsaturdayeveryweekand1st15thand30theverymonth.isthereanywaypivottablescanhelp.
Reply Share
DaveBruns
Pivottablesonlyhelpifyouhaveexistingdatathatcanbesummarizedinsomeway.Youcouldforexampleenterapaymentscheduleaheadof
timeandapivottablecouldsummarizepaymentsduepermonth,etc.
Reply Share
ArunaSaxena 4monthsago
HiIwantedthevaluesthefieldasitis,supposeadatarepresentationofemployeesgettingincentivesyes/noeverymonth
No.Countneededbutactualvalues
Jan.Feb.March
Xxxxx.Y.N.Y
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DaveBruns
PivotTablesaremeanttosummarize,soit'snoteasytodo.Seethisdiscussion:http://stackoverflow.com/quest...
Reply Share
ArunaSaxena>DaveBruns 4monthsago
ThanksD,MydatahasTextvaluessoitcannotworkhere
Reply Share
Martyn18 5monthsago
iwanttocreateapivottablewithdifferentworksheetsinasameworkbook?Isitpossible?
Reply Share
DaveBruns
Yes,youcanuseafeaturecalledMultipleConsolidationRanges,whichworkswithsomelimitations.Idon'thaveanylinkstoshareatthemoment,
sobesttogoogle.
Reply Share
Katie 6monthsago
Manyofthesetipsarevery,veryhelpful!!!!!Ididnotknowsomeofthese,andtheyansweredquestionsI'vehadforawhile.Thanksagain!
Reply Share
RobertRoth 7monthsago
2ndquestion,I'dliketohavesomeofmyfieldswiththesamecontentmergedintoasinglecell,butnotall.HowdoIachievethis?I'musingTabular
format.
Reply Share
RobertRoth 7monthsago
I'mdroppingbyquitelate,butthe"DaninGeorgia"questionisverysimilartomyissue:
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I'mdroppingbyquitelate,butthe"DaninGeorgia"questionisverysimilartomyissue:
I'musingapivottabletocreateareporttoprintout.Underthetable,I'dliketohavesomeexplanatorytext(likealegend).However,thePivottablelength
mayincrease,whichwouldoverwritethetext.
Itriedtoputthetextinthepagefooter,butranintoalengthlimit.:(
Icouldputitinbelowthetheoreticalmaxlengthofthetable(126rows),butsincetypicaltableswillbeunder40rows,that'stoomuchblankspace,and
willsplitthereportinto2sheetsratherthanthe1that'sprobablyneeded.
HowdoIgetmylegendin?
Reply Share
Senthil 8monthsago
Excellent..Learnedalot..
Reply Share
DavidAslesen 9monthsago
I'verunintosomethingnew.I'mtryingtogetuniquevaluesforalonglistofalphanumericcodes.TheproblemisthatIneedthepivotfunctiontohonor
theCASEofthecharacters,i.e.ABcneedstobedistinquishedfromABC.Ijustfoundoutthatbydefaultthepivottabledoesnotdothat,butconsiders
themthesame.Isthereawaytodothis?Thanks.
Reply Share
DaveBruns
Yes,thelabelsinpivottablesdon'trespectcase.Ifyoucanbuildalistofuniquevalues,youcanusethisformulatocountoccurrences:
https://exceljet.net/formula/c...
Reply Share
dulce ayearago
Wheneveriopenmyexcelfile,thepivottableisreplacedwithanordinarytablewithnumbers.Whyisthat?Pleasehelp.
Reply Share
DaveBruns
Strangeproblem.WhatplatformandversionofExcelareyouusing?AreyoucreatingthepivottableyourselfinExcel?Whatformatareyousaving
thefileto?
Reply Share
RobertNYC ayearago
Thanksforthegreattips!Ithinkyour"Useatableforyourdatatocreatea'dynamicrange'"tipwillsolvemyproblem,butI'dappreciateconfirmation:I
havemultiplepivottablesthatuseasingledatasource.Everyweek,Iwillcompletelyreplacethedatasource/set,butIdon'twanttoredothepivots.CanI
dothefollowing?
1.selectthecellsoftheolddataset
2."clearcontents"oftheselectedcells
3.selectthefirstcellofthetable(whichnowhasnodatainit)
4.pasteinmynewdata
5.HitRefresh...andvoila,thepivottablesareupdatedtoreflectthenewdataset(whichcouldhavefewerormorerowsthanthepriordataset/table)
Alternatively,I'dlikeitifIcouldjustaddthenewdatasettoanewtaband"ChangeDataSource."butifIdothis,thepivottablesloseallthedata.
Reply Share
DaveBruns
HiRobertyourbasicprocesswillworkbutExcel'stablerangewon'tresettothelastusedrowautomatically(Idon'tthink...I'mtestingonaMac
withExcel2011rightnow).Youcanclearthedata,butthenIthinkyou'llneedtodragthelittledatahandleinthelowerleftbackuptothefirst
row,whichisahasslewithlargerdatasets.
So,whatIwoulddoinsteadstartingat#1aboveisselectallthedatarowsinthetablethenrightclickanddeletethealltablerows.Thenjustpaste
inyournewdatastartingat#4.Aslongasthetablestructureisthesame(samecolumnheadings)itshouldworkfine.
Reply Share
fran ayearago
Thankyouforthis!!IhaveaproblemwithExcel2010.Iwanttherowswheretherearenovaluestostillappear.forexampleifIcreateatablethatshows
itemssoldbyweek,Istillwanttheweekswherenoitemswheresoldtoappear.I'mjuststartinttousepivottablesandIbelievethefirstpivotImadehad
theoptiontodothisanditworkes,butnow,withthesamedataIgetthe"whositemswithnodataonrows"grayedout.Doyouknowhowtofixthis?
Thankyou!
Reply Share
Darla ayearago
ThankyouforthewealthofinformationDave.IamhavingaproblemwithPivottables.Ihaveonedatasourceandmultiplepivottablesintheirowntabin
thesameexcelworksheet.WheneverIupdateoneofthepivottablesFilter,AxisorValueitautomaticallyupdatesalloftheotherPivottables.Ican'tfind
outwheretoturnthisoffsothelayoutforeachofthepivottablesisindependent.Iwantallofthepivottablestoaccesstheonedatasourceaswell,so
whenIrefreshthedataitwillrefreshallofthePivottables.Anyhelpwouldbegreatlyappreciated.
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Reply Share
DaveBruns
HiDarlaThisisaconfusingaspectofpivottables:startinginExcel2010,newpivottablesinthesameworkbookwillsharethesamepivotcache
whentheyarebasedonthesamedatasource.Thismeansthatcertainchanges(e.g.grouping)toonePivotwillautomaticallyaffectothersthat
sharethesamecache.Seethetipabove"Uncloneapivottabletorefreshindependently"foraworkaroundthatwillforceapivottabletouseit'sown
cache.Thiswillbreakthelinktothesamecache,andallowyoutochangeonepivottablewithoutaffectinganother,butyouwillneedthento
refresheachpivottableseparately.However,theywillstillrefertothesamesourcedata.
Reply Share
David ayearago
ThanksforthetipsDave.isthereanywaytopreventaccesstothepivotfieldswhensharingapivottablewithothers?ihavesomesensitiveinfosuchas
ssn'sinonecolumnandwouldliketosharethepivottablebutdonotwanttoallowaccessforotherstoaddthessntothepivottablefortheirviewing.any
advisewouldbegreatlyappreciated,thanks!
Reply Share
DaveBruns
Thereisnofieldlevelsecurityforpivottables.Youcanhoweveruseworksheetprotectiontopreventusersfrommakinganychangestoapivottable.
Ifyoutakethisapproach,theywon'tbeabletoseethefieldlist,movefields,removefields,etc.
Becauseworksheetprotectionisnotreallythatrobust(itcanbeeasilydefeatedbydeterminedhackers),Iwouldn'ttrustitwithsensitivedatalike
SSNs.
Thesimplestwaytoshareapivottablewith"perfect"securityistocopythepivottables,thenpastevaluesandformatting.Thiscompletelyunlinks
thepivottablefromthesourcedatabutkeepstheformattingintact.(Dependingonyourusecase,sometimesapictureofapivottableworksvery
well).
Reply Share
David>DaveBruns ayearago
thanksforthetips!!muchappreciated!!
Reply Share
WillPrat ayearago
Idon'tlikepivottablesandneverusethem.Itmakesmysheetslookdirtyandunclear.Iprefersorttingmydatasmanualyusingsort&filter.Itried
MicrosoftQueryandwhenIsawthatitusedpivottablesbydefaultIgotridoftheAddin.
Reply Share
JOhn ayearago
Hi,anyoneknowhowtodisplayneedofrecoursesvstimeinpivot.HavethistablewhereIwanttoseetheneedforrecoursea,bandcovertime
Ressurs
Fra
til
a
01.jan
03.jan
b
02.jan
03.jan
c
03.jan
04.jan
a
01.jan
seemore
Reply Share
MatthewWallace 2yearsago
Dave,
Iworkwithpivottablesveryoftenandthedatayoucanrepresentwithpivotchartsisverypowerful.However,IfindoneofthebiggestproblemsisthatI
amunabletoshowthesamplesizealongwiththeaverageorsumcalculationsinadynamicway.Ihavetriedaddingasecondaryaxis,however,whenI
updatethechartbyrefreshingthedataorchangingthefilters,itdisappearsorthedesiredseriesnolongerisplottedonthesecondaryaxis.IfindIam
oftenusingcolumnchartsandthisfeaturewouldbetremendouslyusefulsinceitiseasytobemisleadbyanaveragecontainingonlyafewvalues.
Isthereanywaytoshowthecountasdatalabelsforyouraveragedorsummedseriesortoensurethesecondaryaxisstays?
Reply Share
DaveBruns
HiMatthewIhaven'tneededtodothis,soI'mnotsureonthebestapproach.Onepossibility:setthepivotcharttoshowthemaindata+acount
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HiMatthewIhaven'tneededtodothis,soI'mnotsureonthebestapproach.Onepossibility:setthepivotcharttoshowthemaindata+acount
field.Thensetthecharttypetostackedbar,andplotsamplesizeasasecondserieswiththesamplesontop.Then,displaydatalabelsforthe
sampleseriesandsetthecolorofthebarstonone(iftheyarevisibleatall).Iplayedwiththisideaabitanditseemedlikeitmightworkaslongas
thesamplesizevaluesarealotsmallerthanthemainseries,sothatthesamplesizebarsremainverysmall.
AnotherpossibilitymightbeatotallycustomdatalabellikeChandoomentionshere:http://chandoo.org/wp/2010/05/...Ididn'ttrythissecond
option.
Reply Share
MatthewWallace>DaveBruns 2yearsago
Thanksforyourresponse.ThatisahandyworkaroundandIwillprobablyusethatinthefuture.However,IfailedtomentionthatIam
workingwithclusteredcolumngraphs,andunfortunatelythatsolutionwon'tworkunlessyouknowawaytobuildclusteredstackedgraphs
thataredynamicwiththepivottable.Idonotknowofawaytodothat,andmysearchdoesn'tyieldanyresultseithersoIamstillataloss
forthisparticularissue.Iappreciateyourhelp,thanksagain.
Reply Share
Raghu>MatthewWallace ayearago
Ifacedthesameproblemaboutayearago.TherewasthisYouTubevideothatIfound.Theauthorfoundawayto'cheat'Excelby
creatingthesamebarsagainandthendummyingbothtocreatetwoseparateclusteredcolumns.Thenusethe'formatdataseries'to
separatethetwocolumns.Idon'trememberthevideoortheweblinkreference.Itshouldstillbethere.Ifyouareunabletospotit,
sendarequesttosvvr@aol.in.Iwillsendyouthemethodandillustration.Hopethishelps.
Reply Share
gremlin1 2yearsago
Hi!
Let'ssayyouhave50PT'sreferencingthesamesourcedata.Isthereawaytochangethecriteriaofoneormorefieldsthatareequalacrossthe50PT's
onlyONCEforallordoesthatalwayshavetobedoneonebyone?
Thankyou!
Reply Share
DaveBruns
TheeasiestwaytodothisiswithPivotTableslicers.DebraDalgleishhassomegoodinfohere:http://blog.contextures.com/ar...
Reply Share
gremlin1>DaveBruns 2yearsago
ThanksDave!!!
Thisissuperhelpful!Muchappreciateit!Cheers
Reply Share
TRosengarten 2yearsago
Goodtips.Iamtryingtosetupadynamicrangeinapivottableforagraphthatwillchangeeverymonth.Mydataisdaily,butIhavegroupeditbymonth
andbyyear.Anysuggestionsonhowtousetheindexormatchfunctionagainstthedatesinthepivottable?
Reply Share
DaveBruns
Areyoutryingtoqueryapivottableyou'vealreadybuilt?Thatis,youhavethepivottableandwanttochartthedataitpresents?
Reply Share
TerryTeresaRosengarten>DaveBruns 2yearsago
Ihaveaworksheetwith3700rowsofdata(date,open,high,low,closestockpriceandvollume).Iwanttocreate2piecesofinformation.
Thefirst,adailystockpricetableandchartthatisupdatedwhenanothermonthofinformationisadded.Itisa5yearchart.Thesecond
pieceofinformationismonthlyvolume.Togetthatinformation,Ihavecreateapivottablethatgroupsthedailyinformationintomonthly.
Withthatinformation,Ihadwantedtouseoffset,indexormatchtocreateadynamicrangeformychart.However,thedateinthepivot
tableconvertstotext.Itriedaddingthisformulatothepivotformulas,butitdidn'twork:eomonth(b2&""&a2,0).Anythoughts?
Reply Share
DaveBruns
HiTerryIfyouconcatenatelikethat,you'llgettext.Anychanceyoucansendmeasamplexlsofwhatyouhavegoingsofar?You
canemailtodave[at]exceljet.net.
Reply Share
HansSchulze 2yearsago
Excellent.SomethingIcan'tseetomakeworkistheGroupingByAge,whichIhaveseenonseveralwebsites.Whenclickinginthedataareaofthat
column,Idon'tgetaGroupoption.ClickingonthecolumnheadingshowsGrouping,butonlyworkstogrouptwoormorecolumnstogether.Using2010
Standard.
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ALSOONEXCELJET
ShortcutstoenterdatainExcel
TheMODfunctionisnotjustfornerds
6comments3monthsago
4commentsadayago
DaveBrunsThanks,Jon!Isometimesmonkeywiththatsetting,butthen
DaveBrunsHiDanielyes,that'sagoodone.Thesedays,youcanalsouse
endupsettingitbacktothedefaultandjustuseshortcutstocontrolagain.
ISODDandISEVEN,butIstilluseMODmyselfforthesamereasonyou
mention.
Sumifcellsbeginwith
Howtofindtextwithaformula
2comments7monthsago
9commentsamonthago
DaveBrunsWildcardmatchingdoesn'tworkwithnumbers.Youcansee
GjaltPostDearDaveThankyouforyoureplay!Unfortunatelythat
moreexplanationhere.Theeasiestsolutionwouldbetoaddahelpercolumn
suggestedformuladoesnotworkinmycase.ThetriggerIneedisthelast
commentin
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