Excel power users! Are you looking to expand your knowledge in MS Excel?? If so, you need to know how to use array formulas, which can perform calculations that you can\'t do by using non-array formulas. Join Forrest Kovach and I in conference room D1528 to learn how to use array formulas in MS Excel!!

1. Excel Array Formulas
Forrest Kovach, MBA, PMP, MCTS - Project

2. Why Me?
• What is in it for you?
• What is in it for me?
• Get what you can out the presentation, we will progress from
simple to more advanced, if you learn anything we both are
successful.
• Per Microsoft Documentation “To become an Excel power
user, you need to know how to use array formulas, which
can perform calculations that you can't do by using non-
array formulas.”
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3. Two Generations ago
• 1980-2000 - Generation Y
• 1965-1979 - Generation X
• 1946-1964 - Baby Boom
• High Tech Existed
• Completed Bachelor of Science in 1986
• I share the Same Nick Name with Rene
• “Daddy”
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4. Mute the phone during presentation.
Cell Phones on Vibrate
Give name before speaking.
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5. Excel Array
Formulas
Array formulas are a great tool in Excel. An array formula is a
formula that works with an array, or series, of data values rather than
a single data values.
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6. Better than sliced bread!
Excel Array Formulas
Quick, Easy and Fast
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7. What is an Excel Array Formula?
• A formula that performs multiple calculations on sets of
values, and then returns either a single result or multiple
results.
• Array formulas are enclosed between braces { } and are Excel
created by pressing CTRL+SHIFT+ENTER.
• You could see array formulas denoted to as "CSE formulas,"
since you press CTRL+SHIFT+ENTER to enter them into
workbooks.
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8. Two Types of Array Formulas
• Aggregate: typically using SUM, AVERAGE, or COUNT, to
return a single cell
• Multiple Result: returns a result in to two or more cells. These
types of array formulas return an array of values as their result.
• Limited to two dimensions
Our focus will be single result array formulas
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9. Why use Excel Array Formulas?
• Allows more complex calculations than standard formulas.
• In some cases a spreadsheet solution is not possible without
using array formulas.
• Faster calculating and more flexible thank Visual Basic
Applications
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10. Array Formula Users
• How many folks have used array formulas with Ctrl-Shift-Enter
{}?
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11. Single Result Array Formula
• Simplifies a worksheet by replacing several formulas with a
single array formula.
• For example, the following calculates the total value of an
array of stock prices and shares, without using a column of
cells to calculate the individual values for each stock.
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12. Non-Array Method
Stock Shares Price Value
A 100 $10 $1,000
B 200 $20 $4,000
C 200 $25 $5,000
D 100 $8 $800
E 200 $90 $18,000
$28,800
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13. Single Result Array Formula
Stock Shares Price • How does a single
A
B
100 $10
200 $20
formula create the
C
D
200 $25
100 $8
individual totals and a
E 200 $90 comprehensive total?
$28,800
• The secret is in Ctrl+Shift+Enter and
Excel responds with {}
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14. Single Result Array Formula
=SUM(B2*C2,B3*C3,B4*C4,B5*C5,B6*C6)
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15. Single Result Array Formula
• Formula from the stock sheet
{=SUM(B2:B6*C2:C6)}
Says Take each B and multiply by each C
Then Sum all results
Array formulas have imbedded functions
Enter with Ctrl+Shift+Enter
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16. Operator Precedence
• () Parentheses
• : (colon) Note Array Range is First
• , (comma)
• ^ Exponentiation
• * and / Multiplication and division
• + and – Addition and subtraction
• = < > <= >= <> Comparison
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17. Multiple Result Array Formula
• Even trickier to enter • Output is one for one
with array data
• We will look at the
Trend Function
• Enter formula in last
output cell while the
out put range is
highlighted
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18. Multiple Result Array Formula
=TREND(B$3:B$8,A$3:A$8)
Stock A Linear
Wk Values Trend 25
1 10 11.05
2 12 12.76 Values
23
3 15 14.48 Trend
4 17 16.19
5 23 17.9 21
Valu e
6 15 19.62
19
17
15
13
11
9
1 2 3 4 5 6
Week
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19. Functions in Array Formulas
SUM
SUM(number1,number2, ...)
IF
IF(logical_test,value_if_true,value_if_false)
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20. Usage Scenarios
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21. Usage Scenarios
• Production Demand / Usage Mix
• Schedule Trends
• Schedule Metrics
• Pareto Causes
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22. Dell OPAS Example
Notification Contains Count
DISK 713
CPU 8
APPLICATION 786
5000 lines of OPAS Incidents
=SUM(IF(ISNUMBER(SEARCH(A3,Data!Y2:Data!Y5001)),1, 0))
New Functions
• ISNUMBER = Does cell contain a number? IF true jump to 0
• SEARCH for text A3 in Array, Count 1 for each hit.
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23. Space Station – Production Problem
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24. Space Station – Production Problem
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25. Production / Usage Demand Problem
Mo./Yr. 04/97 05/97 06/97 07/97 08/97 09/97 10/97 11/97 12/97 01/98 02/98 03/98 04/98 05/98 06/98 07/98 08/98 09/98 Totals
Flight Desc. Flight
Node 1 2 0 0 2 4 0 0 0 2 4 0 0 0 0 0 0 0 0 0 12
Z1 3 0 0 0 0 0 0 0 0 0 0 4 0 0 0 0 0 0 0 4
DCSU PV-1 4 0 0 0 0 0 0 0 0 0 0 2 2 0 0 0 0 0 0 4
Lab 5 3 2 1 0 1 4 1 6 6 11 4 1 0 0 0 0 0 0 40
ISPR Outfitting 6 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Airlock 7 0 0 0 0 0 0 0 0 0 0 0 0 4 0 0 0 0 0 4
ITS-S0, Mobile
8 0 0 0 0 0 0 0 0 0 0 1 2 2 19 0 0 0 0 24
Transport
ITS-S1 9 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2 10 0 12
Node 2 10 0 0 0 0 0 0 0 0 0 0 0 5 4 2 6 0 0 0 17
ITS-P1 11 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
ITS-S3, DCSU
12 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 8 8
PV-2
ITS-P3 13 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
DCSU PV-3 15 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
PG-03 US Hab 16 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
CHECS RACK
17 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
2
DCSU PV-4 23 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Totals 3 2 3 4 1 4 1 8 10 11 11 10 10 21 6 2 10 8
Prescribed
11 10 10 10 10
Rate
Over Capacity 0 0 0 11
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26. Hot Stuff!
• Using multiple windows edit the production details and see
the aggregate results instantaneously!
• Sorting and counting is for Chumps!
Use the Power of Array Formulas.
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27. Instantaneous Aggregate Results
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28. Is this Allowed in a Gen Y meeting?
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29. Formula Breakdown
• {=SUM(IF('RPCM-HRL'!$N$10:$N$297>=E$1,
Datasheet name Delivery forecast dates Greater or
$ for fixed range equal to
date
And
header
IF('RPCM-HRL'!$N$10:$N$297<F$1, Less than
next
Delivery forecast dates column
$ for fixed range header
And
Count 1, else 0
IF('RPCM-HRL'!$D$10:$D$297=$B3,1,0))))}
Flight Number from Equals
data sheet Row label =2
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30. Metrics
• Reveal the health of a project where there is too much data to
comprehend
• Can lead to cause and effect analysis
• May give clues to solutions
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31. Instant Metrics from MSP Data
• Set-up a table in MSP
(Usually non-summary records)
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32. Instant Metrics from MSP Data
• Copy data from MSP table to Excel
Pasted data from project will show date format based
on default settings, that is time included.
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33. Schedule Trend
3900
Schedule Trend Completions
3850
3800
3750
3700
3650 Cum Baseline Schedule
3600
Cum Estimate
Cum Actuals thru Status Date
3550
3500
Actuals in
01May08
08May08
15May08
22May08
29May08
13Mar08
20Mar08
27Mar08
05Jun08
12Jun08
19Jun08
03Apr08
10Apr08
17Apr08
24Apr08
Future
Weeks (Thursday
End)
Weekly Baseline
11 7 13 16 6 9 9 20 25 31 17 15 25 11 30
Schedule
Weekly Estimate 8 20 74 7 10 5 10 16 17 17 20 20 19 14 24
Weekly Actual 10 7 13 15 6 8 6
Cum Baseline
3559 3566 3579 3595 3601 3610 3619 3639 3664 3695 3712 3727 3752 3763 3793
Schedule
Cum Estimate 3513 3533 3569 3585 3593 3600 3611 3631 3655 3673 3696 3716 3738 3752 3780
Cum Actuals thru
3513 3533 3569 3585 3593 3600
Status Date
Cum Late to
46 33 10 10 8 10 8 8 9 22 16 11 14 11 13
Baseline
Cum Late to
0 0 0 0 0 0
Estimate
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34. Schedule Trend
3900
Schedule Trend Starts
3850
3800
3750
3700
Cum Baseline Schedule
3650 Cum Estimate
Cum Actuals thru Status Date
3600
3550
3500
Actuals in
01May08
08May08
15May08
22May08
29May08
13Mar08
20Mar08
27Mar08
05Jun08
12Jun08
19Jun08
03Apr08
10Apr08
17Apr08
24Apr08
Future
Weeks (Thursday
End)
Weekly Baseline
5 5 8 17 5 20 9 18 24 38 12 19 23 8 13
Schedule
Weekly Estimate 10 6 46 13 6 10 13 16 18 22 17 23 22 10 13
Weekly Actual 4 5 8 17 3 16 2
Cum Baseline
3599 3604 3612 3629 3634 3654 3663 3681 3705 3743 3755 3774 3797 3805 3818
Schedule
Cum Estimate 3586 3592 3605 3621 3627 3642 3656 3674 3698 3721 3740 3764 3788 3798 3813
Cum Actuals thru
3586 3592 3605 3621 3627 3642
Status Date
Cum Late to
13 12 7 8 7 12 7 7 7 22 15 10 9 7 5
Baseline
Cum Late to
0 0 0 0 0 0
Estimate
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35. Baseline Execution Index
1.100 Baseline Execution Index (BEI)
1.000 1.000 1.000 1.000 1.000 1.000 1.000 1.000
1.000
0.966
0.935 0.938
0.900 0.909
0.900
0.889 0.889
Weekly Hit/Miss
BEI Cum Act/Cum Base
0.800
07Feb08
14Feb08
21Feb08
28Feb08
06Mar08
13Mar08
20Mar08
27Mar08
10Jan08
17Jan08
24Jan08
31Jan08
03Apr08
10Apr08
17Apr08
Weeks (Thursday
End)
Weekly Baseline
9 37 22 30 31 29 13 39 10 11 7 13 16 6 9
Schedule
Weekly Hit/Miss 0.889 1.000 1.000 1.000 0.935 0.966 1.000 1.000 0.900 0.909 1.000 1.000 0.938 1.000 0.889
Weekly Actual 8 37 22 30 29 28 13 39 9 10 7 13 15 6 8
Cum Baseline
3337 3374 3396 3426 3457 3486 3499 3538 3548 3558 3565 3577 3594 3601 3609
Schedule
Cum Estimate 3328 3357 3379 3397 3407 3436 3449 3483 3498 3512 3529 3548 3581 3593 3599
Cum Actuals thru
3328 3357 3379 3397 3407 3436 3449 3483 3498 3512 3529 3548 3581 3593 3599
Status Date
BEI Cum Act/Cum
0.997 0.995 0.995 0.992 0.986 0.986 0.986 0.984 0.986 0.987 0.990 0.992 0.996 0.998 0.997
Base
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36. Baseline Count Formula
3900
Schedule Trend Completions
3850
3800 {=SUM
3750
3700
3650 Cum Baseline Schedule
Cum Estimate
3600
3550
Cum Actuals thru Status Date Baseline Finish Dates
(IF(Data!$G$2:$G$5257<=I$19,
3500
Actuals in
01May08
08May08
15May08
22May08
29May08
13Mar08
20Mar08
27Mar08
05Jun08
12Jun08
19Jun08
03Apr08
10Apr08
17Apr08
24Apr08
Future
Weeks (Thursday
End)
Weekly Baseline
11 7 13 16 6 9 9 20 25 31 17 15 25 11 30
Schedule
Weekly Estimate 8 20 74 7 10 5 10 16 17 17 20 20 19 14 24
Weekly Actual
Cum Baseline
10
3559 3566
7 13
3579
15
3595 3601
6
3610
8
3619 3639 3664 3695 3712 3727 3752 3763 3793
6
Date is greater than 0 i.e. not NA
Schedule
IF(Data!$G$2:$G$5257>0,1,0)))
Cum Estimate 3513 3533 3569 3585 3593 3600 3611 3631 3655 3673 3696 3716 3738 3752 3780
Cum Actuals thru
3513 3533 3569 3585 3593 3600
Status Date
Cum Late to
}
46 33 10 10 8 10 8 8 9 22 16 11 14 11 13
Baseline
Cum Late to
Estimate
0 0 0 0 0 0
Cum 1 or 0
3610
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37. One More Formula
3900
Schedule Trend Completions
3850
3800
3750
3700
3650 Cum Baseline Schedule
3600
Cum Estimate
Cum Actuals thru Status Date
3550
3500
Actuals in
01May08
08May08
15May08
22May08
29May08
13Mar08
20Mar08
27Mar08
05Jun08
12Jun08
19Jun08
03Apr08
10Apr08
17Apr08
24Apr08
Future
Weeks (Thursday
End)
Weekly Baseline
11 7 13 16 6 9 9 20 25 31 17 15 25 11 30
Schedule
Weekly Estimate 8 20 74 7 10 5 10 16 17 17 20 20 19 14 24
Weekly Actual 10 7 13 15 6 8 6
Cum Baseline
3559 3566 3579 3595 3601 3610 3619 3639 3664 3695 3712 3727 3752 3763 3793
Schedule
Cum Estimate 3513 3533 3569 3585 3593 3600 3611 3631 3655 3673 3696 3716 3738 3752 3780
Cum Actuals thru
3513 3533 3569 3585 3593 3600
Status Date
Cum Late to
46 33 10 10 8 10 8 8 9 22 16 11 14 11 13
Baseline
Cum Late to
0 0 0 0 0 0
Estimate
8
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38. Another Formula
Test if data is less than Test if greater than Check if Base line
upper boundary prior period date exists
{=SUM(IF(Data!$G$2:$G$5257<=I$19,IF(Data!$G$2:$G$5257>H$19,IF(Data!$I$2:$I$5257<>"NA",1,0))))}
Accumulate 1 for every true condition, 0 for false condition
Close Parenthesis Count Must Match Open Parenthesis Count
Do not enter Brackets, Excel will add Bracket Automatically
Remember Enter Formula with
Ctrl-Shift-Enter Simultaneously
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39. Drag and Fill
• When the initial column or row of array formulas are entered
with Crtl-Shift Enter the formula may be dragged filled to
other cells without Crtl-Shift Enter
• Be careful the array has absolute cell references ($) and the
formula arguments have $ and relative arguments suitable for
a drag fill.
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40. Drag and Fill
• Also you may wish to
turn Tools – Option –
Calculation to Manual
while creating or using
Array Formulas
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41. Do you have any Applications in Mind?
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42. Questions?

43. Thank you