In general, you should reduce the number of columns you import via Power Query to the minimum you require. Here is a quick technique to make that a bit easier.
Tag Archives: data
Show the cells to be removed by Remove Duplicates in Excel
A formula-based Conditional Format
Excel has a Remove Duplicates option in the Data ribbon. It keeps the first item and removes any further items that match.
Excel Power Query and Data Types
Get the Type right
Data types are an important part of Power Query in Excel and Power BI. They define the type of data that should be in a column. When performing some calculations, getting the column data type right is vital.
Conditional Format to Display Only the First Entry
In my previous blog post I showed a technique to reduce clutter. The technique used a manual formatting method. Here is the automated version.
You can see my previous post here.
Below is the original table.
We can use a Conditional Format to only display the first entry of each date in the Date column.
Select the range A2:A11.
Click the Conditional Formatting drop down and select New Rule (third from the bottom).
Select the last option in the top section “Use a formula to …”.
In the formula box enter the following formula.
=COUNTIF($A$2:A2,A2)>1
Click the Format button and use the Font tab and change the font colour to White and click OK and then OK again.
The result is shown below.
The formula for a conditional format must return TRUE to trigger the format. The type of formula that you use is called a logical test, which returns either TRUE or FALSE.
The use of the $ signs is very important in this formula. The COUNTIF function counts the number of entries in a range. If the COUNTIF result is above 1 it is a duplicate. In cell A2 the formula will ALWAYS return 1 as it is counting itself.
When creating a formula-based condition across a range you need to build the formula to refer to the top left cell of the range. In this case we need the range to expand as the range extends down the sheet. Hence, we didn’t use any $ signs on the last two A2 references used.
In cell A3 the formula will be.
=COUNTIF($A$2:A3,A3)>1
This is because the A2 references in the original formula had no $ signs, so they will change with the cell to A3. In our case this COUNTIF will return 2 because the date in cell A3 is a duplicate of the date in A2. This will trigger the format.
This formula expands as the range extends. It uses the cell reference of the cell it is in to determine if the entry is the first entry or a duplicate. This formula will not change the format of the first entry, but it will change the formats of any duplicates.
Input Data Display Hack for Excel
Getting the format white
When creating data input sheets, it is a good idea to use a table layout. Sometimes they can end up looking a little bit busy, especially if you are repeating entries down rows. To help users focus on what they need to do, you can use a little formatting hack to make the layout look a little less cluttered.
One Minute to Excel #23 – Text numbers to real number again
Another solution
One thing you learn quickly about Excel is that there are many ways to achieve the same outcome.
This is another example. In an earlier video I showed two separate ways to convert text numbers into real numbers.
Well, I have just learned another way. An Excel MVP Rick Rothstein shared a third way. I tweaked it and share a keyboard shortcut to do it as well.
Hope you enjoy it.
Added Nov 27, 2021
If you use Text to Columns for other conversion in the same session, you may need to use Alt A E W F as the Delimiter defaults may interfere with the conversion.
Another Excel Custom List Tweak
Adding Total to the end
I posted recently about how you can amend a custom list to change the sequence of a slicer – read it here. Here is another tweak I learned from Mr Excel (Bill Jelen).
Let’s TRIM with Dynamic Arrays in Excel
Removing problematic spaces with a single function
Dynamic arrays allow you to use a function normally built to handle a cell, with a range of cells. The TRIM function can remove extra space characters in cells. So with dynamic arrays it can handle ranges.
Find the Closest Value in Excel
Dynamic array solution
On LinkedIn recently someone posted an Excel formula solution lamenting that it was long and complex. That of course was a challenge to me to simplify it.
Excel Custom List Override
In Australia our financial year starts in July. Excel is set up to work with calendar years and we need to do some date gymnastics to have our reports start in July. Here is a hack for Custom Lists that can make some things better in Excel.
Pasting into a Large Formatted Table
There is a quick way to do this
There are times when pasting to the bottom of an existing large, formatted table can take a few minutes to update. There is a quicker way.
When the formatted table is selected there is a Table Design (or Design) tab visible.
On the far left-hand side the Resize Table icon allows you to easily extend the range of the formatted.
You can amend the range and add sufficient rows to handle the new data in the dialog that opens.
When you paste into an existing formatted table (rather on the end of the table) you will find it will update a lot quicker.
Confirming Names are Unique in Excel
COUNTIFS to the rescue
If you have a list of first names and last names and you want to make sure the list has no duplicates you can use a formula to confirm the names are unique.
Excel Formatted Table Headings
No duplicates allowed
The headings in a formatted table must be unique.
How Many Rows and Columns in a Range
Two functions to the recue
Excel has two functions to answer these questions.
Filter Issue with Excel
Be careful with formatted tables
When you have a filter in place in Excel you typically only affect the visible cells when you edit multiple cells. There is a case when you are affecting all cells not just the visible ones.
Segmenting a Table with Power Query
Slicing and dicing a table
In my previous post I mentioned you should, as far as possible, keep data together in a single table rather than splitting it up between sheets. If you want to split it up for distribution purposes here is an easy way to do it.
Don’t split your data in Excel
If you have Power Query you can consolidate the data
I have received a few questions recently relating to working with data spread across multiple sheets. In general, if the data is in the same layout, keep it in one table.
Excel Drop Down without Data Validation
Alt key solution
Yes, you can create a cell drop down without Data Validation. It uses a built-in technique and is flexible.
One Minute to Excel #3 – Filling in the blanks
No blank looks
Imported data often has missing entries you need to populate.
You can use Power Query, but that duplicates the table.
This technique works on the existing table and is quick and easy to apply once mastered.
Start the clock!
One Minute to Excel #2 – Identify Duplicates
Short, sharp video tips
In the previous video I removed duplicates, in this video we identify duplicates using Conditional Formatting.
I identify the duplicates twice in a minute in this video.
The clock is ticking.
Removing Greyed-Out Slicer Options in Excel
How to tell the Slicer to forget
Sometimes Slicers seem to have a long memory and list entries that are no longer in the current data set. There is a setting to fix this.
Get the Sign Right in Excel
Get the ABS you deserve
I was recently working with some data that had some issues with the sign on the quantities. The quantities should have had the same sign as the associated dollar amount, but they didn’t. Here is how I fixed it.
Excel Slicers Trick
Controlling multiple reports hack
Slicers can control multiple pivot table reports in Excel. The problem is that if you use a slicer on one sheet to filter a report on another sheet it is difficult to see that a filter is in place. This technique also comes with a warning – see bottom of post.
Adding columns to slicers in Excel
Slicers are a great filter interface. Sometimes, due to layout restrictions, you prefer the slicer to go across the sheet rather than down the sheet. Here’s how you do that.
Filter by Cells Value Excel Hack
Excel has a right click Filter option that speeds up filtering by a single value. You can hack that shortcut to do a little bit more.
New XLOOKUP Function in Excel
Part One
It’s finally here, well it is if you have the monthly update cycle of the subscription version of Excel.
Grouping Icon Above Group Rows in Excel
Finding a well hidden setting
The default setting is to have the grouping icon below the grouped rows. But you can switch things and have the icon at the top of the grouped rows.
Creating Groups for Power Queries in Excel
Put some order in your queries
Once you start to use Power Query you may find yourself with quite a few queries in the one file. To make it easier to control them you can use groups to keep similar queries together.
Excel Sort within a Sort
Colour by numbers
Did you know you can sort by colour in Excel? Did you know you can sort ascending or descending within that colour? I was asked a question in a recent webinar and in answering I found out that you can sort within a sort.
Top 5 reports with PivotTable and PivotCharts
Switch the order of the Axis
When you create a top 5 sorted report with a PivotTable, the Pivot Chart isn’t always what you expect, there is an easy solution.