Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Combinations for Members in Meetings.

Combinations for Members in Meetings

Written by Allen Wyatt (last updated January 29, 2022)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021


1

Bob has a worksheet that has member names down the left side and months of the year across the top. In each cell of the grid he enters the dates on which meetings occur that were attended by the member. Bob is looking for a way to tell at a glance who has not met with whom.

There are several ways that a solution to this problem can be approached. If your table design is flexible, you can "simplify" things by changing the way your table is laid out. Instead of putting months across the columns, you can simply have each column be a meeting date. Then, each cell could contain some sort of indicator (a number or a character) that indicates the person attended the meeting on that particular date. It would be a relatively easy process to figure out who had not met with whom:

  1. Choose the key member, the one you want to check, and move him/her to the top of your data table.
  2. Sort the data table horizontally on the key member row, so all the meetings that the key member attended are in the left-most columns.
  3. Sort everyone except the key member vertically on the first three meeting dates. Everyone who met the key member in those three meetings is now at the top of the data table, just below the key member.
  4. Move down the data table and select everyone who has not yet met the key member and sort on the next three meeting dates.
  5. Repeat steps 3 and 4 until all meeting dates have been sorted.
  6. Everyone remaining at the bottom of the data table (those not selected in steps 3 and 4) has never met the key member.

If you cannot change the format of your table, then a macro solution is called for. There are many approaches that could be used in a macro, but the following is perhaps the most direct:

Sub PeopleNotMet()
    Dim rTable As Range
    Dim rOutput As Range
    Dim iCols As Integer
    Dim iCol As Integer
    Dim iRows As Integer
    Dim iRow As Integer
    Dim iCompRow As Integer
    Dim sNotMet As String
    Dim sMet As String

    Set rTable = Worksheets("Sheet1").Range("A1").CurrentRegion
    Set rOutput = Worksheets("Sheet2").Range("a1")
    sNotMet = "X"
    sMet = ""

    Application.ScreenUpdating = False
    With rTable
        iRows = .Rows.Count
        iCols = .Columns.Count
        
        .Columns(1).Copy
        With rOutput
            .PasteSpecial
            .PasteSpecial Transpose:=True
            Application.CutCopyMode = False
            Range(.Offset(1, 1), .Offset(iRows - 1, _
              iRows - 1)).Value = sNotMet
            Range(.Offset(1, 1), .Offset(iRows - 1, _
              iRows - 1)).HorizontalAlignment = xlCenter
        End With
    End With
    With rTable.Cells(1)
        For iRow = 1 To iRows - 1
            For iCol = 1 To iCols - 1
                For iCompRow = 1 To iRows - 1
                    If Not (IsEmpty(.Offset(iRow, iCol))) Then
                        If Not (IsEmpty(.Offset(iCompRow, iCol))) Then
                            If .Offset(iRow, iCol).Value = _
                              .Offset(iCompRow, iCol).Value Then _
                              rOutput.Offset(iRow, iCompRow).Value = sMet
                        End If
                    End If
                Next
            Next
        Next
    End With

    Set rTable = Nothing
    Set rOutput = Nothing
    Application.ScreenUpdating = True
End Sub

This macro assumes a couple of things. First, it assumes that Bob's original data table is on Sheet1, starting in cell A1. Second, it assumes that the "who has not met with whom" table should be on Sheet2, beginning at cell A1. If these assumptions are correct, then when you run the macro, the table created on Sheet2 shows names down the left side and names across the top. The intersecting cells will contain either nothing (which means that the people have met) or a capital X (which means they have not met).

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (248) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Excel here: Combinations for Members in Meetings.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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What is three less than 9?

2022-01-30 07:09:58

Peter

There is a formulaic solution.

From a list of members attending each meeting, you can calculate a table that charts the number of meetings that any pair of members attended.
List the meetings in consecutive rows and have a different column for each member. Place a 1 under a member against a meeting that was attended.
The number of meetings attended in common between two members is the sum of the product of the column of 1's for the two members. You can visualise the two columns of 1's and when they are both 1 for the same meeting, that 1 * 1 is added to the sum. If the final sum is Zero, then obviously the two have not met in a meeting.

With suitable use of absolute addresses, the formula can be copied to give the number of meetings in common between one member and all the others.

With a bit of tweaking a complete table can be prepared that shows the meetings in common between all members with the name of each member across the top and down the left. Each cell in this table contains a reference to the attendance list columns for just two members using a range offset from the first column for each member in the attendance list. The two offset values are conveniently placed to the left and above the table of meetings in common and referenced by formula. The offsets start with zero, increase by 1 per row or column and run up to one less than the number of members. The formula for the cell at the intersection of the table for members 4 and 5 (counting from member 0) would be
=SUM(OFFSET(Member0AttendanceColumn,0,4)*OFFSET(Member0AttendanceColumn,0,5)).
In my test of 10 members and 14 meetings, the actual formula for one cell looked like =SUM(OFFSET($C$2:$C$15,0,$A27)*OFFSET($C$2:$C$15,0,C$17)) and was copied to all cells in the table. Note the absolute addressing.

This table is symmetrical about the diagonal and gives the number of meetings attended by each member along that diagonal. If this offends, those formulas can be deleted or hidden in one way or another.


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