Wednesday 6 July 2016

Tech Support: Arrays for defining the "Find_Text" criteria of the Search function

Arrays for defining the "Find_Text" criteria of the Search function

Is there a way to define an array for the "Find_Text" criteria in the Excel Search function?  I have a file that contains a "free-text" comment field and I want to search this text for key words to try and determine if the that row of data should be included
or excluded in the final dataset for analysis. 
The file is maintained by multiple people, contains over 13k rows of data and I'm searching a free-text field which had no formating guidelines for the type of descriptive entries so there is no consistency in the desriptions entered.  Given the lack of
consistency, I need to be able to easily change the search criteria & add in new "inxclusion" words to search agains, preferably by adding them to a range of cells that is being used as the Find_Text criteria for the search function.  So far, I've identified
over 30 different variations of words that identify rows of data that I want included in the filtered dataset, thus the desire to use an array for the Find_text criteria.

Keys to the Problem Arrays for defining the "Find_Text" criteria of the Search function

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Is there a way to define an array for the "Find_Text" criteria in the Excel Search function?  I have a file that contains a "free-text" comment field and I want to search this text for key words to try and determine if the that row of data should be included
or excluded in the final dataset for analysis. 
The file is maintained by multiple people, contains over 13k rows of data and I'm searching a free-text field which had no formating guidelines for the type of descriptive entries so there is no consistency in the desriptions entered.  Given the lack of
consistency, I need to be able to easily change the search criteria & add in new "inxclusion" words to search agains, preferably by adding them to a range of cells that is being used as the Find_Text criteria for the search function.  So far, I've identified
over 30 different variations of words that identify rows of data that I want included in the filtered dataset, thus the desire to use an array for the Find_text criteria.

You can try something like this...
A1 = text string = It was Sue
List the keywords in a range of cells:
J1 = Joe J2 = Sue J2 = Tom
Then, this array formula**:
=IF(COUNT(SEARCH(J1:J3,A1)),"Match","No Match")
** array formulas need to be entered using the key combination of CTRL,SHIFT,ENTER (not just ENTER).
Hold down both the CTRL key and the SHIFT key then hit ENTER.
Beware of false positives!
With the keywords above:
A1 = The issue was with Bill.
The formula would return Match which is incorrect (a false positive).
It found the keyword Sue in issue.
We can try to account for this but it can get really complicated depending on the actual application.
--
Biff
Microsoft Excel MVP

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