telephone list: visualization of calls

HarryBow

New Member
Joined
Dec 18, 2015
Messages
2
Hello,

I have an Excel-worksheet with data of people whom I called on their telephone (for a non-profit survey, members/supporters of a charity organization)

Simplified, it looks like this:

[TABLE="width: 500"]
<tbody>[TR]
[TD]Person ID (person that I called)[/TD]
[TD]Call Date[/TD]
[TD]Comment[/TD]
[TD]number of calls[/TD]
[/TR]
[TR]
[TD]2005002[/TD]
[TD]2014-10-01[/TD]
[TD]10:20 AM: answering machine[/TD]
[TD]4[/TD]
[/TR]
[TR]
[TD]2005002[/TD]
[TD]2014-10-03[/TD]
[TD]4:30 PM: answering machine[/TD]
[TD]4[/TD]
[/TR]
[TR]
[TD]2005002[/TD]
[TD]2014-10-06[/TD]
[TD]6:30 PM: busy signal[/TD]
[TD]4[/TD]
[/TR]
[TR]
[TD]2005002[/TD]
[TD]2014-10-09[/TD]
[TD]6:15 PM: contacted person[/TD]
[TD]4[/TD]
[/TR]
[TR]
[TD]2005003[/TD]
[TD]2014-10-01[/TD]
[TD]10:30 AM: answering machine[/TD]
[TD]1[/TD]
[/TR]
[TR]
[TD]2005004[/TD]
[TD]2014-10-01[/TD]
[TD]5:30 PM: busy signal[/TD]
[TD]2[/TD]
[/TR]
[TR]
[TD]2005004[/TD]
[TD]2014-10-03[/TD]
[TD]7:00 PM: contacted person[/TD]
[TD]2[/TD]
[/TR]
</tbody>[/TABLE]
etcetera

It will contain much more datasets for other persons. The Colum "number of calls" will always only show the final number of calls, not the number of calls at a specific date in time.

What I'm trying to do here: I would like to make a compilation of data / a visualization, that compiles the answers to the following questions:


  • How often did I call each person (data is already there, just needs to be visualized in form of a diagram)?


  • For every person: AM vs PM ratio of calls. The same for the whole set of data.

What am I trying to find out? I want to know (for each person and for the whole dataset) whether we called predominantly in the mornings or in the afternoon, So that I know whether we should try to call again at AM or PM. If I for instance called predominantly in the mornings and haven't reached too much persons yet, I could try to call more in the evenings.

Thanks for now. Oh, and I'm using Excel 2010 Standard.





<tbody>
</tbody>
 
Last edited:

Excel Facts

Wildcard in VLOOKUP
Use =VLOOKUP("Apple*" to find apple, Apple, or applesauce
Here's one way:

With your data ADD two formula Columns E & F.. like so


Excel 2012
ABCDEF
1Person ID (person that I called)Call DateCommentnumber of callsCalls Per PersonCall Time
2200500210/1/201410:20 AM: answering machine44AM
3200500210/3/20144:30 PM: answering machine40PM
4200500210/6/20146:30 PM: busy signal40PM
5200500210/9/20146:15 PM: contacted person40PM
6200500310/1/201410:30 AM: answering machine11AM
7200500410/1/20145:30 PM: busy signal22PM
8200500410/3/20147:00 PM: contacted person20PM
Sheet1
Cell Formulas
RangeFormula
E2=IF(AND(A3<>A2,A2<>A1),1,IF(AND(A3=A2,A2<>A1),D2,))
F2=IFERROR(IF(FIND("AM",C2)>0,"AM","PM"),"PM")


Then Create Pivot table (Sheet2) as follows...


Excel 2012
ABCDE
1
2
3Sum of Calls Per PersonColumn Labels
4Row LabelsAMPMGrand Total
52005002404
6200500311
7200500422
8Grand Total527
9
10
11
12
13
14Pivot Table Fields Used as follows (to get the Above)
15
16RowsPerson ID
17ColumnsCall Time
18ValuesSum of - Calls Per Person
Sheet2
 
Upvote 0
I loathe cold calls, though you seem to have a tight dedicated list
 
Upvote 0
Here's one way...

Thanks.

Regarding Sheet 1:

the first formula (that gives me the calls per person): does this formula automatically include all rows that belong to a specific PERSON ID and can I do this somehow automatically for all PERSON IDs I have?

the second formula (that gives me the call time): my initial explaination was actually a bit wrong. The format of the time is actually Continental European style:


ABCDE

<colgroup><col style="width: 25pxpx"><col><col><col><col><col><col></colgroup><thead>
</thead><tbody>
[TD="align: center"]1[/TD]
[TD="bgcolor: #FFFFFF"]Person ID (person that I called)[/TD]
[TD="bgcolor: #FFFFFF"]Call Date[/TD]
[TD="bgcolor: #FFFFFF"]Comment[/TD]
[TD="bgcolor: #FFFFFF"]number of calls[/TD]
[TD="bgcolor: #FFFFFF"]Call Time
[/TD]

[TD="align: center"]2[/TD]
[TD="bgcolor: #FFFFFF"]2005002[/TD]
[TD="bgcolor: #FFFFFF"]10/1/2014[/TD]
[TD="bgcolor: #FFFFFF"]10:20 answering machine
[/TD]
[TD="bgcolor: #FFFFFF"]4[/TD]
[TD="bgcolor: #FFFFFF"]4[/TD]
[TD="align: center"][/TD]

[TD="align: center"]3[/TD]
[TD="bgcolor: #FFFFFF"]2005002[/TD]
[TD="bgcolor: #FFFFFF"]10/3/2014[/TD]
[TD="bgcolor: #FFFFFF"]16:30 answering machine
[/TD]
[TD="bgcolor: #FFFFFF"]4[/TD]
[TD="bgcolor: #FFFFFF"]0[/TD]
[TD="align: center"][/TD]

[TD="align: center"]4[/TD]
[TD="bgcolor: #FFFFFF"]2005002[/TD]
[TD="bgcolor: #FFFFFF"]10/6/2014[/TD]
[TD="bgcolor: #FFFFFF"]18:30 busy signal
[/TD]
[TD="bgcolor: #FFFFFF"]4[/TD]
[TD="bgcolor: #FFFFFF"]0[/TD]
[TD="align: center"][/TD]

[TD="align: center"]5[/TD]
[TD="bgcolor: #FFFFFF"]2005002[/TD]
[TD="bgcolor: #FFFFFF"]10/9/2014[/TD]
[TD="bgcolor: #FFFFFF"]18:15 contacted person
[/TD]
[TD="bgcolor: #FFFFFF"]4[/TD]
[TD="bgcolor: #FFFFFF"]0[/TD]
[TD="align: center"][/TD]

[TD="align: center"]6[/TD]
[TD="bgcolor: #FFFFFF"]2005003[/TD]
[TD="bgcolor: #FFFFFF"]10/1/2014[/TD]
[TD="bgcolor: #FFFFFF"]10:30 answering machine
[/TD]
[TD="bgcolor: #FFFFFF"]1[/TD]
[TD="bgcolor: #FFFFFF"]1[/TD]
[TD="align: center"][/TD]

[TD="align: center"]7[/TD]
[TD="bgcolor: #FFFFFF"]2005004[/TD]
[TD="bgcolor: #FFFFFF"]10/1/2014[/TD]
[TD="bgcolor: #FFFFFF"]17:30 busy signal
[/TD]
[TD="bgcolor: #FFFFFF"]2[/TD]
[TD="bgcolor: #FFFFFF"]2[/TD]

[TD="align: center"]8[/TD]
[TD="bgcolor: #FFFFFF"]2005004[/TD]
[TD="bgcolor: #FFFFFF"]10/3/2014[/TD]
[TD="bgcolor: #FFFFFF"]19:00 contacted person
[/TD]
[TD="bgcolor: #FFFFFF"]2[/TD]
[TD="bgcolor: #FFFFFF"]0[/TD]

</tbody>
Sheet1
So, I would need a formula that can "see" whether a given time is prior to 12:00 noon time or post noon time. The output can be AM / PM.

Thanks for your help so far. I only worked with formulas in Excel very rarely and in ancient times. I want to get into it again, but I'm not really sure where to start. So, this little non-profit project is a good way for me to practice Excel's advanced functions.



I loathe cold calls, though you seem to have a tight dedicated list

True, but we are not trying to disturb or interrupt anyone. The list is actually not that small, we have quiet a number of members / supporters. The feedback so far was actually good, almost no complaints.
 
Upvote 0
Copy Down the two formulas I gave you *** far as you have data in Columns A:D.

Don't have any more time today, must run......

Good luck -- Jim
 
Upvote 0

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