You Got The Vlookup

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Wow, I have often joked that if I had charged everyone over the past 20 years £50 for every VLOOKUP problem in Excel I have ever solved, I would have my pension, right there. It would be a vast sum. However the easy going nature I have does not permit me to be anything else than helpful and sympathetic, whenever anyone asks me to solve one.

For a customer I have been doing lots of Excel manipulations lately and from the mark its left on me here is my contribution to VLOOKUP peace in the world.

Excel is great and VLOOKUP / HLOOKUP are in the premier league of functions to be mastered. Also probably the cause of many people giving up functions forever. Well, that's sad and if that's you, please I implore you, read on....

In this article I use both VLOOKUP and HLOOKUP interchangeably.

It seems simple, here's one I wrestled with earlier:
       =VLOOKUP(A2,Sheet2!C1:F10,22, TRUE)

So, the first hurdle is not going with the default, 'TRUE'. Spandau Barry tried to persuade us things could be 'True', but here it means 'find the best match you can'. OK if that's what you want, but on the whole it wont be. False, means do a direct match. Swap it now.

Check your values (either the one you are trying to match OR the area you are trying to find it) dont suffer from trailing spaces. You wont see them in the spreadsheet, only when you edit a cell and notice the cursor is not exactly at the end of your value to search. Use Trim() to remove any excess space characters.

Leading zeros in text formatted cells may also cause you problems. IE '009089' will not match as '9089'. This can happen a lot where data such as rent account IDs are infact textual, but look like numbers (ie having leading zeroes). Try multiplying by 1 or adding 0 to these values before searching OR within the first parameter of the VLOOKUP function. EG 'VLOOKUP( C2 + 0, ' or 'VLOOKUP( C2 * 1 , ' etc.  This will turn '009089' into '9089'.

Often people get one VLOOKUP working in a single cell, only to copy and find it only works some of the time. Well, fix your columns or ranges, using $. E.G. 
       =VLOOKUP(A2,Sheet2!$C$1:$F$10,22, TRUE)
So that when copied, the whole matrix searched is unchanged, when copied. This is sometimes called 'Reference Locking'.

The other 'Gotcha' is to define a range and then try to return a column to the left of the defined Table Array range. In this example, a range takes in columns C to F. Column 22 as a return value will never work. Extend the range to the right (ie C to X), in order to pick up the correct values.

Still getting #N/A, but quite obviously you can see a match?  I bet you are trying to locate a number. Have you considered utilising TRUNC( ?? , 0). Excel often will try to be clever and compare 6.7 with 6.700 and decide the values are not the same. Having numbers, that are actually just textual IDs, formatted as Text makes sense.

Excel macro's can also be problematic when adding VLOOKUPs to child links, having child links open first, makes a macro work better.

I hope this helps, you have cost my pension £50 chum, but I don't mind, I am doing my bit for world peace....

Related Post: Are your staff on top of Asset Sustainability & Living Wills? How do you start?

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You can link with me on LinkedIn here - uk.linkedin.com/pub/tony-smith-bsc-hons-acih/a/979/351/ It would be great to connect !

Prince - You Got The (v)Look(up) .


(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009

PS As usual, if there are subjects you might like me to tackle on this blog, please get in touch and let me know!

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Becoming Cx

If you do the Twitter thing, follow me at @hotpixUK
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I must have written in these posts the phrase sometimes good things go bad and occasionally bad things come good somewhere along the line. It is a truism and I saw one positive one being played out at this last week’s Civica Conference held at Manchester Central. It was great to meet some old pals and some recent good eggs! If you are reading this, you will know who you are.

The conference does cover the vast range of Civica’s portfolio, but clearly the housing related features were of most interest to me. There were some inspirational speakers too. Andrew McMillan, Consultant and Former Head of Customer Service at John Lewis, was particularly good. He highlighted how consistency can create an exemplary customer care culture. Something that many RSL’s and housing organisations are struggling to achieve across all their channels, telephone into the customer service centre, interactions on the web and with repair operatives, (who because they wear a florescent jacket or fleece with your organisations name on it, should be able to deal with any request....).

The new Cx housing system was getting a good airing and quite rightly so I think. If I had £50 from all my more clued up housing system contacts who have asked me about it, I would have about £450 by now. Everyone switched on is curious. It’s the first new designed from the ground up housing system in 10 years and some features like the Contact Management truly are designed with future needs in mind, rather than ‘preferences for email etc bolted on later’.  Very brave in MHO and just one of the clever aspects that will make this a true player in a marketplace, against some aging solutions. If too many of your housing systems still look like DOS or Windows95, don’t bank on keeping it if you get involved in a merger. Civica are potentially on to a winner here if handled well.

On securing a drink at the Hilton bar on Deansgate, from Martyn Rees he was typically conservative about the significance of Cx, which was understandable. I would expect him to under-promise and do his best to over deliver. That's how you surprise.

I am sure he knows how good this all should be and Michael O'Reilly gave it a great overview at the Civica Housing User Group session on Thursday afternoon. I was pleased to see some of the sexier features shown, such as the forms & questionnaire designer and the Lettings application progression widget looked so good. Also proud to say to Mark Holdsworth, “that was my idea buddy”.

If handled well, implemented quickly, stops pulled out at some significant sites that are already signed up to upgrade, when its available for them, Civica have a real chance with a game changer on their hands. As any procurement person knows, for five years plus, tenders have been asking for pure browser delivery plus SQL Server.

Citrix, Terminal Services or Oracle in a browser etc, are the standard responses. With Windows8, touch screens and gestures will soon reach the office after mobile workers start to have them. If your device has a browser, your staff can join the Cx party.

Civica are tooling up too for the implementation phase of Cx. A tricky act to get that right that one, as I know myself, I have implemented enough tricky projects. Hopefully Jeff has got the A-Team signed up for that delivery outfit, hope he has got some black transit vans with red stripes on order...

If you are a UH, 4Js, CTX, Saffron or Genero user, do contact me and let me know what you think about Cx, is it something you are considering or are you squeezing more value out of what you have? Find me using the links on the right or via Linkedin.

You can link with me on LinkedIn here - uk.linkedin.com/pub/tony-smith-bsc-hons-acih/a/979/351/ It would be great to connect !

The Sneaker pimps - Becoming X .


(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009

PS As usual, if there are subjects you might like me to tackle on this blog, please get in touch and let me know!

File Under: 360,1stTouch,4Js. 07854-655009 ,7854655009, 07854 655009 ," ""07854 655009"" ",07854-655009,#UKHousing,1st Touch,3squared,24Dash,Access Financials,Acutence,Aareon,Academy,ActiveH,Alignment,ALMO,Anite,Apex,ArchHouse,Archouse,asbestos,Asprey e-state pro,Asset Management,Aurora,Average IT Costs,App,Associates,ACL,Abritas,AMS,AX,Aspireview,ACS,Advanced,Agresso,Allpay,Auto assessor,Ablyss CMS,Adastra,Advanced Community,Accuserve,Adobe Echosign,Actionfile,BO,BPR,Browser Applications,Business Objects,Business Process Review,Business social networking, Blockwise, Block wise,BI,BancTec,BluTek,Bluebox,Blueprint,BPM, Castle,CBL,Cedar Open Accounts,Change,Cheaper Housing IT,Chics, CHR,Citrix,Civica,Clearview,CMS , CCS IT Keystone CCSIT, Contractor Systems,CORE,CorVu,Cost Reductions,Covalent,CRM,Crystal Reports,CTI,CTX,Customer Relationship Management,Cashflow, COA,Coactiva,Codeman,Comino,Competitive Dialogue process,complex IT procurements,Component 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Response,implementations,In House,In4,Infoflow,Information Technology,Informix,inHouse,in-house workforce, Innovation, Inside Housing,Internet Portal,Invu,Ireland,Irish,IT Budget,IT Training,iWorld, Innovation Group Apex,ITIL, In4Systems Promaster,IT,Insight,iCaseWork,iCareHealth,iConnect,iPad,iNurse,InterNETalia,InMotion,InPhase,Joomla,Keylogic,Keystone,Kirona,Kypera,Keyfax,Kofax,Kronos,Ledgers,Linkedin,Locality,Liquid Voice,Lakewood,MD ,Mr Void , MrVoid, Measuring Change,Mebus,Miracle,MISCS, mobile functionality,Monopoly board images and pictures, Montal,MS Dynamics,MS Dynamics CRM2011,Miracle Software,Management Reporting,MI,M3,MIS,MIS-AMS,Mobysoft,Manual,MWL Mavis,Metastorm,Module,Northgate Codeman,Neighbourhoods and Communities, Northgate,Notice,NROSH,NINTEX , NINTEX workflow,Nintexworkflow,NHF,National Housing Federation,National Energy Services,NES,North West Online,NCC,Netcall,OA,OGC Buying Solutions,Ohms,OJEU Limits,OmFax,Omniledger,Open source software,open tender,OpenHousing,Opti-Time,Oracle,Orchard,Outsource and outsourcing,OpenContractor,ORS,OneServe,OpenFinancials,OpenTouch,OSKA,octavia,Odyssey,OpenText, PIMMS Data Systems, #digital1st #UKhousing #nxtgen14 #DigitalFirst top tips on making an event #socialmedia friendly #NorthwestHousing , Paloma,performance management systems,PfH,Pick,PIMMS,pimms4communities,Planned maintenance,Plus,PM,Progress,Promaster,Proval,Pyramid,PRINCE2,prince,Pamwin,People Value,Peoplevalue,PocketSurvey,Pocket Survey,Pathfinder,Pathfinder RF,Project Management,QL,QLX,Quiss,Qlikview,Registered Providers,Registered Social Landlord,Rent Increase Freezes,Repairfinder,Reporting,Reports,ROCC , Rocket,RPs,RSL,Reality,ReAct,reidmark,RM865,RAM,Real Asset Management,Residata,Rostering,Rootmetrics,Rocket CorVu,Real estate management,Saffron,SAP,Scots, Scottish,Scotland,SDM,sector,Server Virtualisation,servicing, Servitor,Sharepoint,Simdel,Simdell,Slash and Burn,Social Media,Software,SQL Open Housing,SQL Reporting Services,SQL reporting services,SQL Server,Star rating,Stores and Stock,Strategic Asset Management,Sunguard ,Surveys,Sx3,System alignment, Systemwise,SM,Sequoa,Serros,SP,Scout,score,Swordfish,Serengeti,SOTI,south view,Sunguard,Service Charges,Streetwise,Scout Solutions,Strategic Asset Management, Social Housing software & IT-based housing management solutions for social housing providers social housing,management services,software,solutions,social, housing,managed services,managed,business,housing management,solutions , SPOCC,Sprint,Staffplan Roster,Sovereign,SDS,Solarwinds Web Helpdesk,Template,Task,Terminal Services, tonys , tonysm , tonysmi , tonysmith, tonysmithth, tonysmiththa, tonysmiththat, tonysmiththath, tonysmiththatho, tonysmiththathou, tonysmiththathous, tonysmiththathousi, tonysmiththathousin, tonysmiththathousing, tonysmiththathousingg, tonysmiththathousinguy, sharepoint, share point Three Star,Today,Total repairs,Tribal,Twitter,U2, tonysmith , tonysmiththat , thathousing 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Word Up

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Most organisations I work with have MS Office and have moved generally to version 2010. Recently, I have come across some still on 2003 ("well it does the job....") or with pockets of 2003 that are still to be aligned with head office ("it's like 'Fraggle Rock' down there, we should round to it eventually.."). In a few cases, the housing management system has only recently been upgraded to support Office versions higher than 2003.

For those who have already done it, you have probably forgotten the pain your users endured.For the rest, if its a task for more than 20 users, I would say its actually a mini project in itself. this upgrade as the potential to cause some hassle.

Now, I had heard people say that everyone has Office 2007 or 2010 at home and will take to it like a duck to water. Fair enough, some might, but they are unlikely to use Excel and Word like they do at work. They certainly wont link it to other applications. Also in recent years, unless you have a teenager doing school or college projects at home, you may have actually ditched the PC or laptop for a more convenient tablet.

So what should a project cover to make this transition much smoother?

Well, the loss of 'Clippy' (the friendly paper clip helper) is not the only cosmetic GUI change, from 2007 Microsoft found it necessary to randomly hide all functions behind half a dozen parts of the new 'Ribbon Bar'. I would estimate that without adequate training, this could add an overhead of users spending 4 or 5 times longer fustratedly looking to find the usual functions in Excel and Word. So training and access to good help is essential. This link http://office.microsoft.com/en-us/support/getting-started-with-office-2010-FX101822272.aspx?CTT=1 is a good starting point, although if it were me I would structure up some video training and have users 'sign-off' that they have undertaken and understood it, well before the upgrade goes live.

To give users a leg up with 2010, you can always provide them with an add-in, such as this one from UBit, that cleverly adds a new ribbon item called 'Menu'.

Upgrade to 2010 will mean that many .DOC, .MDB and .XLS files will need to be converted to the new .DOCX , .ACCDB, .XLSX , XLSM , XLTX, DOCM, DOTM etc. This will be the time that anyone who is currently using macros or links in Office documents will need to do some serious testing. Most organisations have a lot of these bubbling under the surface.

Where there are templates and merges utilised with your Housing Management or Finance System, these should all be checked carefully and ticked off, as still merging or being formatted correctly. If you use an integrated EDM application, ensure that is configured correctly, including any widgets you are using to automatically PDF your documents on the trigger of printing.

Being systematic will help everyone make the leap more smoothly and if you are in the IT team, I bet users will like you more...

If you have been through a 2003 to 2010 migration, let me know what unexpected issues you encountered or any tips you could pass on.

You can link with me on LinkedIn here - uk.linkedin.com/pub/tony-smith-bsc-hons-acih/a/979/351/ It would be great to connect !

OK, Red cod-pieces locked and loaded - Cameo - Word Up .


(c) Tony Smith, Acutance Consulting www.acutanceconsulting.co.uk 07854-655009

PS As usual, if there are subjects you might like me to tackle on this blog, please get in touch and let me know!

File Under: 360,1stTouch,4Js. 07854-655009 ,7854655009, 07854 655009 ," ""07854 655009"" ",07854-655009,#UKHousing,1st Touch,3squared,24Dash,Access Financials,Acutence,Aareon,Academy,ActiveH,Alignment,ALMO,Anite,Apex,ArchHouse,Archouse,asbestos,Asprey e-state pro,Asset Management,Aurora,Average IT Costs,App,Associates,ACL,Abritas,AMS,AX,Aspireview,ACS,Advanced,Agresso,Allpay,Auto assessor,Ablyss CMS,Adastra,Advanced Community,Accuserve,Adobe Echosign,Actionfile,BO,BPR,Browser Applications,Business Objects,Business Process Review,Business social networking, Blockwise, Block wise,BI,BancTec,BluTek,Bluebox,Blueprint,BPM, Castle,CBL,Cedar Open Accounts,Change,Cheaper Housing IT,Chics, CHR,Citrix,Civica,Clearview,CMS , CCS IT Keystone CCSIT, Contractor Systems,CORE,CorVu,Cost Reductions,Covalent,CRM,Crystal Reports,CTI,CTX,Customer Relationship Management,Cashflow, COA,Coactiva,Codeman,Comino,Competitive Dialogue process,complex IT procurements,Component Accounting,Consilium,Consolidation,Consultancy,Consultant,Contact Manager,Context,CIH,Chartered Institute Of Housing,Cadcorp,Cerrus Saturn,convergeOne,CACI,CPL,Cx,Cascade,CSI,Civica Cx,Care and Support,Carenotes,CareSys,CDPSharp,Crosscare,Contract Management,Contact Management,Clinical,Conversions,COINS,Click,Clicksoftware Scheduling,Director,Deeplake,Development Systems,Document Management,Documotive,datasystems ,Dinamiks,DRS,Drupal,ECMK,EDRMS,England, English,EnterpriseBI,ERP Systems,ERP,Elmhurst,Estatecraft,EDM,ESRI,Exponential-e,Epicor,Exel,EOLC,escrow,Finance,Financial Systems,Financials, Factorwise,Facebook ,Fusion,Frontline,Getting best from,Grasp,Grip,GeoSolveIT,GIS,GGP,gotonysmith,Gentoo Streetwise,Guardian24,G-Cloud,Goldcrest,GeoSolveIT,HouSys,Housing software,HG,Housemark survey,Housing Blueprint,Housing Group,hotpixuk, HousingIT,hotpix,Hardware,Hitex,Housing Contact Company,HAMMAR assets repairs forum,HomeHunt,Helpdesk software,HouseOnTheHill,Impact Response,implementations,In House,In4,Infoflow,Information Technology,Informix,inHouse,in-house workforce, Innovation, Inside Housing,Internet Portal,Invu,Ireland,Irish,IT Budget,IT Training,iWorld, Innovation Group Apex,ITIL, In4Systems Promaster,IT,Insight,iCaseWork,iCareHealth,iConnect,iPad,iNurse,InterNETalia,InMotion,InPhase,Joomla,Keylogic,Keystone,Kirona,Kypera,Keyfax,Kofax,Kronos,Ledgers,Linkedin,Locality,Liquid Voice,Lakewood,MD ,Mr Void , MrVoid, Measuring Change,Mebus,Miracle,MISCS, mobile functionality,Monopoly board images and pictures, Montal,MS Dynamics,MS Dynamics CRM2011,Miracle Software,Management Reporting,MI,M3,MIS,MIS-AMS,Mobysoft,Manual,MWL Mavis,Metastorm,Module,Northgate Codeman,Neighbourhoods and Communities, Northgate,Notice,NROSH,NINTEX , NINTEX workflow,Nintexworkflow,NHF,National Housing Federation,National Energy Services,NES,North West Online,NCC,Netcall,OA,OGC Buying Solutions,Ohms,OJEU Limits,OmFax,Omniledger,Open source software,open 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