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Changing Countif to Sumif formula so works if external workbook is closed

Posted on 2014-03-11
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Last Modified: 2014-03-11
Workbook 2 (DailyMetrics.xlsm) contains the statistics based on data in Workbook 1 (CAP_29MAY.xlsm) using the "Countif" formula. But if Workbook 1 is closed, then Workbook 2 shows #VALUES instead of numbers. In researching this, it appears that Countif doesn't work when linking to closed Workbooks, but Sumif does. I am trying to convert my Countif formula to a Sumif formula, but the Sumif calculations vary from the Countif ones.

Countif formula: (result is "12")
=COUNTIFS(CAP_29MAY2014.xlsm!LOE_Range,"Major",CAP_29MAY2014.xlsm!MasterCompUpdateRange,"<>",CAP_29MAY2014.xlsm!ADC_AMD_Range,"ADC*")

Sumif formula: (result is "0")
=SUM(IF(CAP_29MAY2014.xlsm!LOE_Range="Major",IF(CAP_29MAY2014.xlsm!MasterCompUpdateRange="<>",IF(CAP_29MAY2014.xlsm!ADC_AMD_Range="ADC*",0)*1,0)))

I need to know if I'm correct in saying that the Sumif formula will work if Workbook 1 is closed. If not, then is there an alternative formula that can be implemented to work under these conditions? And if so, then how do I translate my Countif formula to a Sumif formula correctly so I get the same results?

Thanks,
Andrea
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Question by:Andreamary
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by:gowflow
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Can you post a sample workbook to know a bit what your talking about ?
gowflow
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by:gowflow
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offhand
you have COUNTIFS tha tis the formula you first referred to

But after you show
=SUM(IF(CAP_29MAY2014.xlsm!LOE_Range="Major",IF(CAP_29MAY2014.xlsm!MasterCompUpdateRange="<>",IF(CAP_29MAY2014.xlsm!ADC_AMD_Range="ADC*",0)*1,0)))

This formula is not SUMIFS !!! it is a SUM that have IF statement, that is nothing to do with SUMIFS.

So I suggest you post both workbook the one that have the formula and the one that have the data so I can make some tests for you and get you what you need.

gowflow
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by:Rob Henson
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I believe the SUMIF formula in the syntax that you have needs to be array entered by pressing Ctrl Shift & Enter to confirm it. When doing so Excel will put {  } brackets around the formula.

However, you don't have a SUM Range at the end of it, you have 3 criteria:
LOE_Range = "Major"
MasterCompUpdateRange ="<>" (Iassume you are aiming for not blank)
ADC_AMD_Range = "ADC"
Sum Range ???

The equivalent to your COUNTIFS would be SUMIFS but unfortunately, you are right that the SUMIFS doesn't work when source workbook is closed.

The other option would be to use SUMPRODUCT with similar syntax:

=SUMPRODUCT((LOE_Range="Major")*(MasterCompUpdateRange="ADC")*(ADC_AMD_Range="ADC")*SumRange)

Thanks
Rob H
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by:Andreamary
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Thanks for the quick feedback and explanation that my SUMIF formula isn't going to perform as a COUNTIF.

Rob, your interpretation of the criteria is correct.

Since my goal is to find a formula that works with a closed Workbook, which COUNTIF and SUMIF won't do, I tried the SUMPRODUCT formula above and it returned a #NAME? error. Any advice as to why that might be happening?

Thanks,
Andrea
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by:gowflow
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try your countIF formula as array
click on the cell that have the countif formula press F2 then Press CTRL SHIFT ENTER at the same time
then drag down. sometime COUNTIF as array work on closed workbooks.
gowflow
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barry houdini earned 500 total points
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Hello Andrea,

None of the COUNTIF/SUMIF/AVERAGEIF "family" of formulas works with closed workbooks - that's because those functions expect ranges (not arrays) as the arguments and when the ranges are retrieved from closed workbooks they become arrays, which doesn't work.

I think you can use SUMPRODUCT, as Rob says, but one of your criteria uses a wildcard - that won't work in SUMPRODUCT (or within a SUM9IF array formula) so you need LEFT function - try like this:

=SUMPRODUCT((CAP_29MAY2014.xlsm!LOE_Range="Major")*(CAP_29MAY2014.xlsm!MasterCompUpdateRange<>"")*(LEFT(CAP_29MAY2014.xlsm!ADC_AMD_Range,3)="ADC"))

regards, barry
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by:Andreamary
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Hi gowflow,

I tried the COUNTIF as an array, but unfortunately it didn't make a difference. The #VALUE errror message cropped up when Workbook 1 was closed.

Andrea
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by:barry houdini
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Hello Andrea,

Did you see my reply above?

regards, barry
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by:Rob Henson
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Hi Barry,

I could have guessed you would be able to contribute when SUMPRODUCT was mentioned. Is that one of your search terms by any chance? I wasn't aware of the Wild Card restriction in SUMPRODUCT.

Thanks
Rob
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by:Rob Henson
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Andrea, apologies if you misunderstood my suggestion and just copied and pasted what I wrote; that was only intended as a guide for the syntax.

I had missed the Wild Card element of the ADC range anyway!!

Thanks
Rob
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by:barry houdini
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Hello Rob,

Actually it's not strictly SUMPRODUCT where the problem lies - you can't use a wildcard when doing a straight comparison with =

So, for example, if you use this formula

=A1=xyz*

that will only be true if A1 contains literally xyz*

regards, barry
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Author Closing Comment

by:Andreamary
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Hi Barry,

Thanks so much. This solution works exactly as hoped! BTW, I must have been posting my response to a previous suggestion at the same time you posted your solution, since it's only now, logging back in after my commute, that I'm seeing your answer...

Thanks to everyone else who offered suggestions...

Andrea
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by:Rob Henson
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Barry,

How is your SUMPRODUCT getting a number when the three columns its referring to are text?

Unless of course the column that is being checked for "not blank" is a number. If so, could this criterion go? If it were blank, it would return zero anyway, wouldn't it?

Thanks
Rob
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by:barry houdini
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Hello Rob,

In this case the SUMPRODUCT formula is simply replicating a COUNTIFS formula, i.e. counting rows where multiple conditions apply.

SUMPRODUCT can be used for counting or summing so the equivalent of

=COUNTIFS(A1:A10,"x",B1:B10,"y")

is just

=SUMPRODUCT((A1:A10="x")*(B1:B10="y"))

in which the two arrays are multiplied against each other, thereby returning 1 for each row where both conditions are met, and when summed giving a count of rows that meet both conditions.

......but if you want to sum column C in rows where those conditions apply you can use SUMIFS

=SUMIFS(C1:C10,A1:A10,"x",B1:B10,"y")

or the SUMPRODUCT equivalent

=SUMPRODUCT((A1:A10="x")*(B1:B10="y"),C1:C10)

regards, barry
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