Getting all rows of data that have a value in a particular column

[Guest]

Hi. Is there a way to list, on a separate sheet, only rows of data with a
value in a specific column? I want to list inventory items (and all data in
that row) as long as there is a value in column F. If there is no value in
column F for that inventory item, I don't want it to be the separate summary
sheet. Is there a way to do this with a formula and not a pivot table?
Thanks!

 

[Biff]

Is there a way to do this with a formula and not a pivot table?

Yes, but whether or not it's practical depends on how many cells from the
row you need returned and in general, how big is the table of data this data
is being extracted from.

For example, if your table is 50,000 rows by 150 columns and you need all
150 columns of data extracted for each instance of "value", then a formula
approach is not practical.

Biff

 

[Guest]

Thanks Biff. Would it still be practical if I had 250 rows of data total and
needed to pull in 10 columns for only about 20-40 rows?

 

[Biff]

Would it still be practical if I had 250 rows of data total and

needed to pull in 10 columns for only about 20-40 rows?

That should be Ok but you'll have to see how it affects performance and then
make that determination for yourself.

I'm going to break for dinner but I'll put together a sample file that
demonstrates this (unless Max beats me to it!<g>) and post a link to the
file.

Biff

 

[Guest]

Here's what I would do.

I would copy my 10 columns then paste it into the other worksheet (paste as
link) then use a filter.....filter by values greater than 0 in column F.

HTH
Jean-Guy

 

[Biff]

Here's a link to a sample file:

http://s40.yousendit.com/d.aspx?id=2IFDZBUOOU70U3RXRP2RI1ACPU

There are a few different formula methods that could be used. This
demonstrates the method I prefer. Just one formula copied to the cells. It's
an array formula, though, and array formulas take longer to calculate.
Depending on the size of your file and other factors, you might not notice
any difference.

Try deleting some data in column F then look at sheet 2 to see how it
updates.

If in your situation you expect that there may be 20-40 rows that meet the
criteria, then you'd need to copy the formula to AT LEAST 40 rows. In the
sample I copied the formula to 10 rows by 10 columns.

Biff

 

[Guest]

Thank you very much Biff, the formula works exactly like I needed it to.
However, I am having problems entering the array formula. I have the normal
formula in a cell and then I select the rows beneath it and hit F2 and press
Ctrl+Shift+Enter but the formulas don't copy correctly. I've tried it
several different ways, but I always get
=IF(ROWS('Sheet1'!$1:1)... in every row instead of
....('Sheet1'!$1:2),...('Sheet1'!$1:3), etc. If I copy the formula down the
column the formulas change like they are supposed to. Then, when I select
them all and enter it as an array formula, they all change back to
('Sheet1'!$1:1) again. Can you tell me what I am doing wrong? Thank you.
-Rikki

 

[Biff]

Hi!

Just enter the formula in one cell, the top left cell of the "grid", and
enter it as an array using the key combo of CTRL,SHIFT,ENTER. With the
formula typed into that one top left cell move the cursor (mouse) to the end
of the formula in the formula bar. Then enter it as an array.

Then, just drag copy across the row to the right. Then drag copy down the
columns as needed.

Each cell formula is an array. You don't want to make the entire grid a
single block array.

Biff

 

[Guest]

Hello. Thanks so much, it worked! of course I appreciate your time Biff.

 

[Guest]

This is exactly what I would liek to do! However, the link no longer works.
Would you please send it again?

Thanks-
sunny

 

[Biff]

Hi!

How about explaining exactly what you want to do (include the DETAILS!) and
if I can figure it out I'll post a fresh link with a sample.

Biff

 

[Guest]

I have a list 4 x 316:
county code sales tax
smith 36-02 25.00 5.00
allen 14-17 14.00 1.40
caddo 72-36 .00 .00
park 55 -92 97.00 9.70

In a different part of the spread sheet I would like:

code sales tax county
36-02 25.00 5.00 smith
14-17 14.00 1.40 allen
55-92 97.00 9.70 park

I would like this list updated 'automatically' when something is changed in
the top part.
The numbers in the top are looked up on another spreadsheet and populated
upon opening of the workbook.

Do you need anything else?

Thanks for your help

 

[Biff]

Ok.....

So you want to extract data where there is a value greater than 0 in *BOTH*
Sales and Tax?

Is the size of the table always the same? Always 4c x 316r ?

What is the cell address where the table starts? For example, based on you
sample Smith appears in cell A2. The reason I "need" to know this is because
the formula will contain an expression based on this starting cell. A lot of
times a poster will copy the formula from a reply and change this expression
incorrectly and that ends up causing the formula to not work properly
leading to a bunch of follow-up questions.

This should be no problem.

Biff

 

[Guest]

316 is a constant number.
It starts in A4 and can land anyplace right of W.

 

[Biff]

can land anyplace right of W

What does that mean? You want the extracted data to be placed anywhere to
the right of column W?

Biff

 

[Guest]

yes and only the sales column needs to be checked for 0

 

[Biff]

Ok, no problem!

I'll be away from the computer for a few hours so check back later.

Biff

 

[Guest]

thanks!

Ok, no problem!

I'll be away from the computer for a few hours so check back later.

Biff

 

[Biff]

Ok, here you go:

Sample file:

Sample extract.xls 18.5kb

http://cjoint.com/?ipe25QHXQb

I took a little bit of a different approach on this one. I saw your other
post!!!!!

If you have 50 sheets and they average 300 rows one array formula copied to
that many cells would really slow things down!

So, I used just one array formula in column X and then simple Vlookups in
columns Y and Z and then a simple Index/Match in column AA. Also, another
reason for the different formula is that you want the extracted data in a
slightly different sequence. I'm assuming that the "code" is unique to the
county? That's what I based the lookup formulas on.

So, all you should have to do is change the references to the actual end of
range of your data. You'll have to copy the formulas down to enough rows so
that they pick up all the related data. Typically, how many entries will
have 0 sales? 10? 20? 200? That's how many rows you would need to copy the
formulas to.

Are you familar with array formulas?

How to enter an array formula:

http://cpearson.com/excel/array.htm

Biff

 

[Guest]

Sorry it took so long . . . insane week.
This works exactly like I want it to on the lines I got from your example.
I can't seem to make the copy to other lines work. Is there a trick?