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Kutools for Excel 21.00 HOT

300+ Powerful Features You Must Have in Excel

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Kutools for Excel is a powerful add-in that frees you from performing time-consuming operations in Excel, such as combine sheets quickly, merge cells without losing data, paste to only visible cells, count cells by color and so on. 300+ powerful features / functions for Excel 2019, 2016, 2013, 2010, 2007 or Office 365!

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How to count and sum cells based on background color in Excel?

Supposing you have a range of cells with different background colors, such as red, green, blue and so on, but now you need to count how many cells in that range have a certain background color and sum the colored cells with the same certain color. In Excel, there is no direct formula to calculate Sum and Count of color cells, here I will introduce you some ways to solve this problem.

Count and Sum cells based on specific fill color by Filter and SUBTOTAL

Count and Sum cells based on specific fill color by GET.CELL function

Count and sum cells based on specific fill color with User Defined Function

Count and Sum cells based on specific fill color with Kutools Functions

Count and Sum cells based on specific fill color (or conditional formatting color) with Kutools for Excel

One click to count, sum, and average colored cells in Excel

With the excellent Count by Color feature of Kutools for Excel, you can quickly count, sum, and average cells by specified fill color or font color with only one click in Excel. Besides, this feature will also find out the max and min values of cells by the fill color or font color. Full Feature Free Trial 30-day!
ad count by color 2


Count and Sum colored cells by Filter and SUBTOTAL

Supposing we have a fruit sales table as below screenshot shown, and we will count or sum the colored cells in the Amount column. In this situation, we can filtered the Amount column by color, and then count or sum filtered colored cells by the SUBTOTAL function easily in Excel.

1. Select blank cells to enter the SUBTOTAL function.

  1. To count all cells with the same background color, please enter the formula =SUBTOTAL(102, E2:E20);
  2. To sum all cells with the same background color, please enter the formula =SUBTOTAL(109, E2:E20);


Note: In both formulas, E2:E20 is the Amount column containing the colored cells, and you can change them as you need.

2. Select the header of the table, and click Data > Filter. See screenshot:

3. Click the Filter icon  in the header cell of the Amount column, and click Filter by Color and the specified color you will count by successively. See screenshot:

After filtering, both SUBTOTAL formulas counting and summing all filtered color cells in the Amount column automatically. See screenshot:

Note: This method requires the colored cells you will count or sum are in the same column.


Count or Sum colored cells by GET.CELL function

In this method, we will create a named range with the GET.CELL function, get the color code of cells, and then count or sum by the color code easily in Excel. Please do as follows:

1. Click Formulas > Define Name. See screenshot:

2. In the New Name dialog, please do as below screenshot shown:
(1) Type a name in the Name box;
(2) Enter the formula =GET.CELL(38,Sheet4!$E2) in the Refers to box (note: in the formula, 38 means return the cell code, and Sheet4!$E2 is the first cell in the Amount column except the column header which you need to change based on your table data.)
(3) Click the OK button.

3. Now add a new Color column right to the original table. Next type the formula =NumColor , and the drag the AutoFill handle to apply the formula to other cells in the Color column. See screenshot:
Note: In the formula, NumColor is the named range we specified in the first 2 steps. You need to change it to the specified name you set.

Now the color code of each cell in the Amount column returns in the Color Column. See screenshot:

4. Copy and list the fill color in a blank range in the active worksheet, and type formulas next to it as below screenshot shown:
A. To count cells by color, please enter the formula =COUNTIF($F$2:$F$20,NumColor);
B. To sum cells by color, please enter the formula =SUMIF($F$2:$F$20,NumColor,$E$2:$E$20).

Note: In both formulas, $F$2:$F$20 is the Color column, NumColor is the specified named range, $E$2:$E$20 is the Amount Column, and you can change them as you need.

Now you will see the cells in the Amount column are counted and sum by their fill colors.


Count and sum cells based on specific fill color with User Defined Function

Supposing the colored cells scatter in a range as below screenshot shown, both above methods cannot count or sum the colored cells. Here, this method will introduce a VBA to solve the problem.

1. Hold down the ALT + F11 keys, and it opens the Microsoft Visual Basic for Applications window.

2. Click Insert > Module, and paste the following code in the Module Window.

VBA: Count and sum cells based on background color:

Function ColorFunction(rColor As Range, rRange As Range, Optional SUM As Boolean)
Dim rCell As Range
Dim lCol As Long
Dim vResult
lCol = rColor.Interior.ColorIndex
If SUM = True Then
For Each rCell In rRange
If rCell.Interior.ColorIndex = lCol Then
vResult = WorksheetFunction.SUM(rCell, vResult)
End If
Next rCell
Else
For Each rCell In rRange
If rCell.Interior.ColorIndex = lCol Then
vResult = 1 + vResult
End If
Next rCell
End If
ColorFunction = vResult
End Function

3. Then save the code, and apply the following formula:
A. Count the colored cells: =colorfunction(A,B:C,FALSE)
B. Sum the colored cells: =colorfunction(A,B:C,TRUE)

Note: In above formulas, A is the cell with the particular background color you want to calculate the count and sum, and B:C is the cell range where you want to calculate the count and sum.

4. Take the following screenshot for example, enter the formula=colorfunction(A1,A1:D11,FALSE) to count the yellow cells. And use the formula =colorfunction(A1,A1:D11,TRUE) to sum the yellow cells. See screenshot:

5. If you want to count and sum other colored cells, please repeat the step 4. Then you will get the following results:


Count and Sum cells based on specific fill color with Kutools Functions

Kutools for Excel also supports some useful functions to help Excel users to make special calculations, says count by cell background color, sum by font color, etc.

Kutools for Excel - Includes more than 300 handy tools for Excel. Full feature free trial 30-day, no credit card required! Get It Now

1. Select the blank cell you place the counting results, and click Kutools > Kutools Functions > Statistical & Math > COUNTBYCELLCOLOR. See screenshot:

2. In the Function Arguments dialog, please specify the range you will count colored cells within in the Reference box, choose the cell that is filled by the specified background color in the Color_index_nr box, and click the OK button. See screenshot:

Notes:
(1) You can also type the specified Kutools Function =COUNTBYCELLCOLOR($A$1:$E$20,G2)  in the blank cell or formula bar directly to get the counting results;
(2) Click Kutools > Kutools Functions > Statistical & Math > SUMBYCELLCOLOR or type =SUMBYCELLCOLOR($A$1:$E$20,G2) in the blank cell directly to sum cells based on the specified background color.
Apply the COUNTBYCELLCOLOR and SUMBYCELLCOLOR functions for each background color separately, and you will get the results as below screenshot shown:

Kutools Functions contain a number of built-in functions to help Excel users calculate easily, including Count / Sum / Average Visible cells, Count / Sum by cell color, Count / Sum by font color, Count characters, Count by font bold, etc. Have a Free Trial!


Count and Sum cells based on specific fill color with Kutools for Excel

With the above User Defined Function, you need to enter the formula one by one, if there are lots of different colors, this method will be tedious and time-consuming. But if you have Kutools for Excel’s Count by Color utility, you can quickly generate a report of the colored cells. You not only can count and sum the colored cells, but also can get the average, max and min values of the colored range.

Kutools for Excel - Includes more than 300 handy tools for Excel. Full feature free trial 30-day, no credit card required! Get It Now

1. Select the range that you want to use, and click Kutools Plus > Count by Color, see screenshot:

2. And in the Count by Color dialog box, please do as below screenshot shown:
(1) Select Standard formatting from the Color method drop down list;
(2) Select Background from the Count type drop down list.
(3) Click the Generate report button.

Note: To count and sum colored cells by specific conditional formatting color, please select Conditional formatting from the Color method drop down list in above dialog, or select Standard and Conditional formatting from the drop down list to count all cells filled by the specified color.

Now you will get a new workbook with the statistics. See screenshot:

The Count by Color feature calculates (Count, Sum, Average, Max, etc.) cells by background color or font color. Have a Free Trial!


Related article:

How to count / sum cells based on the font colors in Excel?


Demo: Count and sum cells based on background, conditional formatting color:

Kutools for Excel includes more than 300 handy tools for Excel, free to try without limitation in 30 days. Download and Free Trial Now!

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  • To post as a guest, your comment is unpublished.
    Mori · 10 months ago
    I copied and paste but calculation result is "0" why?? I am using Office 2016.
  • To post as a guest, your comment is unpublished.
    Troy Havard · 10 months ago
    I've copied and pasted as stated and have used this formula for over a year but recently saved the workbook to a new name and now the function doesn't work! I can't figure out what the deal is and I'm losing hair and sleep over it! Loading the original workbook, the formula works like a charm but going back to the new one, it doesn't! I've loaded VBA and tried re-creating the function but it doesn't work. Using Office 2019 - any help appreciated.
    • To post as a guest, your comment is unpublished.
      Jku · 10 months ago
      #NAME clearly indicates some keyword is not used in 2019, say, Interior.ColorIndex. Try to figure out changing the code from minimum lines to the full by adding one by one or search for the keywords in Excel/VBA in 2019
    • To post as a guest, your comment is unpublished.
      Troy Havard · 10 months ago
      I should probably have also noted that I get a #NAME? error in the cell in which I try to use the function.
  • To post as a guest, your comment is unpublished.
    Karolin · 1 years ago
    works fine, except it does not update the value in the totals when i change a cell to a diffrent colour. i have to click in the totals cell again to trigger a recount. Any Ideas how to fix this?
    • To post as a guest, your comment is unpublished.
      Arnier Hamz · 11 months ago
      Same here, i tried Ctrl+Alt+F9 or Ctrl+Shift+Alt+F9 to recalculate all formula and it works
  • To post as a guest, your comment is unpublished.
    Aaron · 1 years ago
    This doesn't work at all. It's total BS.
  • To post as a guest, your comment is unpublished.
    Schmingy · 1 years ago
    I was experiencing issues when attempting to use this function as-is to count/sum the lighter (pastel?) colors, at least in Excel 2016. Some debugging led me to realize that the range of "ColorIndex" values is quite limited, and the function above fails to distinguish between light yellow and light orange, reading both as ColorIndex = 19.

    Using the "Color" attribute, instead (as in "lCol = rColor.Interior.Color" and the two instances of "If rCell.Interior.Color = lCol Then", per the sample code above), resolved the issue.
  • To post as a guest, your comment is unpublished.
    Hredoy · 1 years ago
    i want to colour in excel by using if function.
  • To post as a guest, your comment is unpublished.
    Keerthi · 1 years ago
    Fix your formula, its not "=colorfunction(A,B:C,FALSE)", but "=colorfunction(A;B:C;FALSE)" its a semi-colon, not a comma.
    • To post as a guest, your comment is unpublished.
      Slegnor · 1 years ago
      I get an error when using ; but using, calculates fine?
  • To post as a guest, your comment is unpublished.
    Don Sison · 1 years ago
    This is useful for counting cells with a specific colour. How do you count all cells with any colour?
  • To post as a guest, your comment is unpublished.
    Ashwin · 1 years ago
    Its work for me but does not get Auto refreshed - evey time i have to come back to cell and press enter. Any reason ?
  • To post as a guest, your comment is unpublished.
    Bobo · 1 years ago
    I have a few merged cells in the range, and the formula calculates the count of each cell within merged cell. I need count of each merged cell as 1. Waiting for some help.
  • To post as a guest, your comment is unpublished.
    Paul · 1 years ago
    I had the #NAME Error but I realised that it was because I was spelling COLOR as Colour (UK English Spelling). It worked after I change the spelling.
  • To post as a guest, your comment is unpublished.
    Oana · 1 years ago
    I tried to use this formula in a pivot table (and in a normal excel table) where I've applied conditional formatting to color the cells and it's not working. Do you know why and how can I fix this?
    Thanks!
  • To post as a guest, your comment is unpublished.
    Will · 1 years ago
    I copied and pasted this code into the module screen but when I went back to the spreadsheet, the ColorFunction only returned the #NAME? error. What am I doing wrong? I have Microsoft Excel for Mac version 15.41.
    • To post as a guest, your comment is unpublished.
      Arjun · 1 years ago
      I used the Code and it was working fine till now. Suddenly it has stopped working. This is a very useful tool for me. Kindly help.
    • To post as a guest, your comment is unpublished.
      amohuanna · 1 years ago
      Did you check the range value and cell that contains the desired color?
    • To post as a guest, your comment is unpublished.
      kasim · 1 years ago
      Please this VBA with the name of MY FUNCTION save as add in format(type). Then you can solve that problem.
      • To post as a guest, your comment is unpublished.
        Andrew Carpenter · 1 years ago
        I'm having this same problem, and unfortunately this answer makes absolutely zero sense in the English language. If anyone is able to suggest a translation, I'd be very interested in hearing it. Thanks.
        • To post as a guest, your comment is unpublished.
          Erin · 1 years ago
          The module & function can't have the same name. Change your module name to Color_Function instead of ColorFunction.
  • To post as a guest, your comment is unpublished.
    Jelena · 1 years ago
    Hi


    after applying range we need it jums back to VBA and says Ambiguous name detected: ColourFunction

    can you please help?
  • To post as a guest, your comment is unpublished.
    Kcc C · 2 years ago
    this doesn't work if you change the colors in the cells: so if you change yellow to red or yellow to blank, it doesn't change the count. if you add/create new colored cells then yes it updates the count, but if you change the color of a cell that has already been counted, then the count will not update.
    • To post as a guest, your comment is unpublished.
      Penny · 1 years ago
      if you go back in the cell text with the formula for summing or counting and hit enter, it will recalculate. Just have to remember to do that when changing colors on the range cells.
      • To post as a guest, your comment is unpublished.
        Tim · 1 years ago
        Is there a way to auto-calculate? going into each cell and hitting enter each time colors change is extremely tedious.
  • To post as a guest, your comment is unpublished.
    Casey · 2 years ago
    This has been so useful! Thanks very much for your help
  • To post as a guest, your comment is unpublished.
    Carolyn · 2 years ago
    The =colorfunction WAS working great for me ... got everything as I wanted it to work and then copied the sheet repeatedly ... then around the 10th copied sheet the formula stopped working ... what did I do wrong? How do I fix it?
  • To post as a guest, your comment is unpublished.
    luisa · 2 years ago
    hey, we used the colorfunction and it works fine, however as soon as we close the sheet and open it again the next day, we have to copy+paste+save it all over again, is there any way to save so it will always be there? we save the sheet in a folder that's shared within many computers. Thanks!
    • To post as a guest, your comment is unpublished.
      Tim · 2 years ago
      Luisa,
      When you open VBA, you have VBAProject (sheet1) its the place for makros for THIS SHEET. But you also have VBA Projects (PERSONAL.XLSB). Add module in PERSONAL and paste this makro there. This way you will have function avialable in every file on your computer.
      Im not sure but probably you dont have this PRESONAL.XLSB automaticly, you need to create it.
      Probably not the the fastest way but : click record macro, window will apear where you put name (whatever), shortcut (whatever) and place to store makro (chose personal macros sheet). Click ok, record any makro (puting 1 in cell A1), stop recording. Now you should have PERSONAL.XLSB in the list.
      Hope it works and helps :)
  • To post as a guest, your comment is unpublished.
    Justin · 2 years ago
    This works great unless you are trying to count colors from conditional formatting. Has anybody figured out how to solve that one?
    • To post as a guest, your comment is unpublished.
      Alex · 1 years ago
      Have you found a solution to this? I am trying to do the same thing but like you said, it does not work with conditional formatting.
  • To post as a guest, your comment is unpublished.
    Carly Strang · 2 years ago
    This doesn't differentiate between similar colours, so I changed it so it calls the HEX value of the colour instead:

    Function ColorFunction(rColor As Range, rRange As Range, Optional SUM As Boolean) As Variant
    Dim rCell As Range
    Dim lCol As Variant
    Dim vResult As Variant
    lCol = rColor.Interior.Color
    If SUM = True Then
    For Each rCell In rRange
    If rCell.Interior.Color = lCol Then
    vResult = WorksheetFunction.SUM(rCell, vResult)
    End If
    Next rCell
    Else For Each rCell In rRange
    If rCell.Interior.Color = lCol Then
    vResult = 1 + vResult
    End If
    Next rCell
    End If
    ColorFunction = vResult
    End Function

    Just remember when applying the formula that A cell of the colour you are looking for and B:C is the range to look in. Also, remember that excel can sometimes not auto-update any change to the cell so you might have to manually do it (or write a function ;-)
  • To post as a guest, your comment is unpublished.
    manali · 2 years ago
    I implemented case 1 and it worked successfully. But whenever I change the color the count does not change automatically. I need to click on Count and press enter. Can't the count be changed automatically?
    • To post as a guest, your comment is unpublished.
      Wendy · 2 years ago
      Did you find a solution to this b/c I'm having the same problem.
      • To post as a guest, your comment is unpublished.
        Liam Kennedy · 2 years ago
        Any news on this? I am having the same issue. Otherwise perfect :-)
        • To post as a guest, your comment is unpublished.
          Ryan · 2 years ago
          Code works perfectly but also ran into the same issue. Solved it by writing a quick macros that 'refreshes' the function(s) in the cells assigned so you have an accurate count as soon as you run the macros. Hope this helps!
          • To post as a guest, your comment is unpublished.
            Drew · 2 years ago
            Could you share the code you used to "refresh" the macros? I'd greatly appreciate it.
  • To post as a guest, your comment is unpublished.
    Hellen Hornby · 2 years ago
    Hi I tried the above in Excel and keep getting a 'ambiguous name detected' error message related to the colorfunction. Any thoughts?
  • To post as a guest, your comment is unpublished.
    a · 2 years ago
    the function does not differentiate between colours. it just counts any cell this is coloured.
    • To post as a guest, your comment is unpublished.
      Carly Strang · 2 years ago
      See my new reply, I've updated it so it will now differentiate between similar colours.
  • To post as a guest, your comment is unpublished.
    Andrea · 2 years ago
    Hi

    Fantastic tool and really easy to use so thank you!

    Is there any update on using this with conditional formatting? I think there is a fix above but I didn't understand how it worked. Simple instructions for a novice would be much appreciated!

    Thanks :)
  • To post as a guest, your comment is unpublished.
    saurabh · 2 years ago
    everything is good but what if i want to add cells across multiple worksheet
  • To post as a guest, your comment is unpublished.
    Hien · 2 years ago
    $2,322.29 2322.29
    $100.00 128.66
    $76.13 76.13
    $450.02 450.02
    $28.66 128.66
    $544.31 488.77

    0 0
    $278.66
    $636.76 636.76
    Please help the numbers on the left are the correct number but when i dragged down the formula i get the numbers on the right. As you can see some of the numbers are correct but others come out wrong. Please help me, i dont understand why this is not working. Thanks.
  • To post as a guest, your comment is unpublished.
    Hien · 2 years ago
    Please help, why do some of my numbers come out correct and some do not? Maybe two out of the 6 will be inccorect because its adding a different number from a different color.
    • To post as a guest, your comment is unpublished.
      mc · 2 years ago
      Change everything that says ".colorindex" to ".color"

      .ColorIndex only supports 256 Colours. And will round similar colours together essentuially.
  • To post as a guest, your comment is unpublished.
    RB · 2 years ago
    Very Helpful.

    Thanks a Lot.

    BR,
    RB.
  • To post as a guest, your comment is unpublished.
    Vamshi · 2 years ago
    The above function is only working for the data in a single sheet
    I want to capture the data from multiple workbooks.

    Please help .
  • To post as a guest, your comment is unpublished.
    Vamshi · 2 years ago
    Hello,

    The above function works only if the all the coloured cells are in single sheet .
    I am unable to perform the colorfunction sum if the coloured cells are in different sheets.
    Any help around this.

    EX;- Trying to consolidate the sum of coloured cells in a Master sheet it says #VALUE
  • To post as a guest, your comment is unpublished.
    Sarah Chen · 2 years ago
    Thanks for this. It's truely helpful to me!!!
  • To post as a guest, your comment is unpublished.
    Ramdzan · 2 years ago
    its a good function however it can't be save for the entire workbook, whenever to go to a new worksheet and I copy and paste the previous worksheet with the function it doesn't work and then must do it all over again, please advise if there anyway I can save the function for free ofcoz :0
  • To post as a guest, your comment is unpublished.
    AHMER IRFAN · 2 years ago
    Jazak ALLAH it was very helpful
  • To post as a guest, your comment is unpublished.
    Jacqui · 3 years ago
    Brilliant! I've been searching for a way to do this. Works perfectly and will save me so much time!!
  • To post as a guest, your comment is unpublished.
    Rod · 3 years ago
    Lack me words to express my gratitude for your code. You've saved a lot of time, wish a could buy you a beer.

    All the best, mate.
  • To post as a guest, your comment is unpublished.
    Phillip · 3 years ago
    Hi,

    Is there any way to change the code so that instead of calculating a SUM when set to TRUE, it will count the number of cells with numbers or text in?? Ideally I would like if it could count a number over 10,000, but just the COUNT function would be great. I have tried simply changing SUM in the code to COUNT, but it doesn't work.

    Any help would be great
  • To post as a guest, your comment is unpublished.
    Himmat · 3 years ago
    Good day,

    I have tried the coding provided. However I am using different color themes, which does not provide me with the answers I am seeking as the coding sums colors of a similar background and I need to obtain the sun for different colors. please assist
  • To post as a guest, your comment is unpublished.
    Ken · 3 years ago
    It's not working for me. I'm running Excel 2013 but I keep getting the Ambiguous name detected: colorfunction.
    Is there a way to fix this?
  • To post as a guest, your comment is unpublished.
    Dazzy · 3 years ago
    Fantastic! Worked very well.
  • To post as a guest, your comment is unpublished.
    Akshatha · 3 years ago
    Hi,

    Works Great. Needed a small tweak though. I have some colored empty cells which are also getting counted right now. How can i ignore those cells?

    Thanks
  • To post as a guest, your comment is unpublished.
    Sylvia · 3 years ago
    Your code works really well. Thanks. Can you now please help to alter the function of colorfunction so horizontally merged cell is counted as one? I am using the following function:
    Function ColorFunction(rColor As Range, rRange As Range, Optional SUM As Boolean)
    Dim rCell As Range
    Dim lCol As Long
    Dim vResult
    lCol = rColor.Interior.ColorIndex
    If SUM = True Then
    For Each rCell In rRange
    If rCell.Interior.ColorIndex = lCol Then
    vResult = WorksheetFunction.SUM(rCell, vResult)
    End If
    Next rCell
    Else
    For Each rCell In rRange
    If rCell.Interior.ColorIndex = lCol Then
    vResult = 1 + vResult
    End If
    Next rCell
    End If
    ColorFunction = vResult
    End Function

    Thanks!
  • To post as a guest, your comment is unpublished.
    GV · 3 years ago
    Works Great !!!
    Thanks for posting!!
  • To post as a guest, your comment is unpublished.
    Kailas · 3 years ago
    Thanks! very useful function :)
  • To post as a guest, your comment is unpublished.
    Ranj · 3 years ago
    I have enabled macros to count cell colors. How do add another criteria for text? Lets say I have checked a range and recieved the count for cells that are green. How do I also check how many of those had "D" as text?

    thanks!
  • To post as a guest, your comment is unpublished.
    GK · 3 years ago
    Worked like a charm when other codes would not! THANK YOU!
  • To post as a guest, your comment is unpublished.
    Saifi · 3 years ago
    Thankyou. very helpful information
  • To post as a guest, your comment is unpublished.
    Mike · 3 years ago
    It seems good, but I have an issue, in the code section, you say it does the same thing as the Color Count Function, however, this is not true. It looks at all my fields instead of just the visable ones, I need to be able to code this to look at only the visable cells.

    Any help would be great.
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    @1Ednut · 3 years ago
    Thank you very much! this worked first time for me!!
    wow... i just thought.. "excel should be able to do this" and voila

    thank you thank you thank you again!
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    Sunil · 3 years ago
    Yes it has worked and very good. but what about if I have to change the color or reduce the colour cells or increase the cell , the formula don't increase or decrease accordingly as like in pivot we refreseh the pivot and sheet get update according to change in main data.
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    Shaun · 3 years ago
    wow, got this working but have an issue. I can get the formula to work on the same tab; but it will not work when looking up colours on a different tab. The other tabs contain colours that are generated by conditioning format; has any one got any advice

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