Learn key techniques for troubleshooting errors in Excel formulas within Business Intelligence analysis.

Seeking help in the Excel community such as the Microsoft Techcommunity Excel forum is great. As much as I do not like to admit it, but ChatGPT is also incredible at explaining a formula (not necessary helping fix it). But this explanation can certainly assist us in fix a formula, especially if it is someone else's that we are trying to understand first.

What techniques can you apply to troubleshoot errors in Excel formulas?

Excel is a powerful tool in the realm of Business Intelligence (BI), but it can be frustrating when formulas don't work as expected. Troubleshooting errors in Excel formulas is a critical skill that can save you time and ensure the accuracy of your data analysis. By understanding some key techniques, you can quickly identify and correct mistakes, allowing you to maintain the integrity of your BI reports and insights.

1 Use Trace

Excel's Trace Precedents and Trace Dependents tools are invaluable for troubleshooting formula errors. These features graphically indicate which cells affect the active cell's formula (precedents) and which cells are affected by it (dependents). To use these tools, select the cell with the formula you want to check, go to the Formulas tab, and click on Trace Precedents or Trace Dependents. Arrows will appear, guiding you to the related cells, which can help you pinpoint where an error might be originating from.

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Alan Murray

Excel Trainer | Author | Computergaga.com | Microsoft MVP
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The Trace Precedents and Trace Dependent tools are very useful for tracking formula errors. I love these tools. When working with a sheet that has multiple dependent formula cells such as on a financial model. This will can help identify why that SUM is not working, you're getting a DIV/0 error, or maybe a formula is not calculating at all because a cell is formatted as text. They truly are invaluable.

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2 Evaluate Parts

When dealing with complex formulas, break them down into smaller parts to understand where the error lies. Use the Evaluate Formula dialog box by selecting the problematic formula, navigating to the Formulas tab, and clicking on Evaluate Formula. This feature allows you to step through the formula's parts, evaluating each component sequentially. As you watch each part of the formula being processed, it becomes easier to spot where things go wrong.

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Kimberlee Martin

Data Analyst | Bringing Clarity to Data Chaos
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I use a "scaffolding" technique, building the formula one function at a time, and then adding on additional functions after each is working. Example: First pass: =IF($K9>$B$2, “Yes”, “No”) Next: =IF(AND($K9>$B$2, $K9<=$C$2), “Yes”, “No”) Then: =IF(AND($K9>$B$2, $K9<=$C$2), IF($K9>$B$3, “Second Yes”, “Second No”), “No”) You get the idea. I build an expansive formula one step at a time, testing each step as I go along. You can also see that I use "Yes" and "No" placeholders, and then replace each with a formula, again, one at a time, until I've built out the entire formula.

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Mark Chappell - DCOM DCD

Data Centre Operations - Audit, Advice, and Guidance services
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I've had success by breaking complex formulas down into smaller parts and placed them into helper columns in the past to see where an error lies.

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Alan Murray

Excel Trainer | Author | Computergaga.com | Microsoft MVP
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Personally, I do not tend to use the Evaluate Formula box. I prefer to use the F9 keyboard shortcut to execute parts of a formula in isolation. Also, the new Value Preview tooltip that appears when you select a part of a formula is absolutely fantastic, and saves the need to press F9. Finally, the LET function is also great here. You can use LET to assign values and formula to names that are then used in the ultimate formula. This naturally breaks up the formula. And you can even use the 'ultimate formula' as a method for executing specific names. I think of it as being like using the Debug.Print of the Immediate Window in VBA when using this technique.

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3 Error Checks

Excel has built-in error checking capabilities that can automatically identify common mistakes in your formulas. To access this feature, go to the Formulas tab and select Error Checking. This will highlight cells with potential errors and provide options to correct them. Excel also offers explanations for different error types like #VALUE! or #REF! , which can be crucial clues in resolving formula issues.

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4 Formula Auditing

The Formula Auditing toolbar is a suite of tools designed to help you troubleshoot errors in Excel formulas. It includes commands like Show Formulas, which displays all formulas in the worksheet instead of their results, making it easier to review them. Additionally, Error Checking and Trace Precedents/Dependents are part of this toolbar. By familiarizing yourself with these tools, you can systematically approach and resolve errors in your Excel worksheets.

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5 Go Backwards

Sometimes the best way to troubleshoot a formula error is to work backwards from the point of error. If a formula used to work and now doesn't, consider what has changed recently. Review any alterations made to the worksheet or data set. This could include changes to cell references, data types, or even worksheet names. By retracing your steps, you may uncover the modification that caused the formula to break.

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6 Seek Help

Finally, don't hesitate to use Excel's Help feature or reach out to online forums and communities when you're stuck. Excel's built-in Help can guide you through specific functions and error messages. Moreover, BI communities are filled with professionals who have likely encountered similar issues and can offer advice or solutions. Sharing your problem with others can provide new perspectives and solutions you might not have considered.

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Alan Murray

Excel Trainer | Author | Computergaga.com | Microsoft MVP
(edited)
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Seeking help in the Excel community such as the Microsoft Techcommunity Excel forum is great. As much as I do not like to admit it, but ChatGPT is also incredible at explaining a formula (not necessary helping fix it). But this explanation can certainly assist us in fix a formula, especially if it is someone else's that we are trying to understand first.

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Mark Chappell - DCOM DCD

Data Centre Operations - Audit, Advice, and Guidance services
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Tools such as Linkedin Excel communities/groups, Microsoft help and Google searches are useful, and ones which I have successfully used in the past. Don't be afraid to ask for help.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Mark Chappell - DCOM DCD

Data Centre Operations - Audit, Advice, and Guidance services
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Don't assume that the formula is the only thing that is in error, as your data may be flawed. So consider checking your data also. Inconsistent and flawed data will result in Excel formula errors.

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What techniques can you apply to troubleshoot errors in Excel formulas?

1

2

3

4

5

6

7

1 Use Trace

2 Evaluate Parts

3 Error Checks

4 Formula Auditing

5 Go Backwards

6 Seek Help

7 Here’s what else to consider

Business Intelligence

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What techniques can you apply to troubleshoot errors in Excel formulas?

1

2

3

4

5

6

7

1 Use Trace

2 Evaluate Parts

3 Error Checks

4 Formula Auditing

5 Go Backwards

6 Seek Help

7 Here’s what else to consider

Business Intelligence

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