This Isn't Excel It's Magic! - Bob Umlas

This isn't E.
xcel,
it's Magic!
NOTE: All the tips in this book will work in Excel 2000,2002.2003, and
2007. Most will also work with Excei 1 997.AII the screen shots are from
Excel 2007, and the detailed descriptions of how to access many of them are
via Excel 2007's new Ribbon. There are also descriptions for accessing the
same tips using versions earlier than Excel 2007, and these all begin with the
italicized text,"[Exce1 2003: . . . ]"
Tips 27, 28, 68, 69, and 90 have no equivalent in versions other than Excel
2007.
This isn,t Excel

,
it,s Magic!
Tips and Tricks for getting
the most out of Microsoft Excel
Bob Umlas
Microsoft Excel MVP
SECOND EDITION
.4'
.. .,,
IIL PUBLISHING
Copyright 2007, by International Institute for Learning, Inc.

All rights reserved. No portion of this book may be reproduced, stored in a re
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The information in this book is distributed without warranty. Although every pre
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publisher shall have any liability with respect to any loss or damage caused in any
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tional, business, fund-raising, or sales promotional use. For information, please email
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Microsoft Excel is a registered trademark of the Microsoft Corporation.

Published by Ill Publishing, New York a division of International Institute for Learn
ing, Inc., 110 East 59'h Street, 31" Fl., New York, NY 10022
www.iil.com
ISBN 978-0-9792153-2-2
Library of Congress Control Number: 2007936376

Second edition
Designed by Tony Meisel
Publisher Judy Umlas
Printed in Canada
I'd like to thank my wife, Judy, for her continued support while I pursue my
Excel "studies," including trips to Redmond for the MVP Summits, as well as
spending time answering people s questions on the newsgroups .
I also want to thank Will Tom pkins my fellow Excel MVPs, my co-work
ers, and the many other contributors to the online newsgroups-David
Hager, John Walkenbach (who has put many of my excel "oddities" discover
ies on his website), Bill Manville,Jim Rech,Jan Karel Pieterse,Tom Chester,
Reed Jacobson, Eric Wells, Bob Greenblatt,Tim Aurthur, Monika Weber, Bill
Jelen {"Mr. Excel"), Jim Janssen, and Joe Sorrenti for their contributions to my
knowledge.
I want to acknowledge my best friend. Jerry Goldin, Ph.D., for his ongoing
support of everything I do and of my entire family. I want to thank my sister,
Marilyn Umlas Wachtel, for being there when I have most needed her.
My wonderful children, Stefanie and Jared Um las, have put up with me as
I remained at the computer, writing this book, instead of watching Alias or
The Simpsons with them. They have been terrific!
I would especially like to thank E. LaVerne Johnson, President and CEO
of International Institute for Learning (IlL), for believing that I am one of the
top three Excel gurus in the world, no matter what I tell her. I also thank
her for supporting my love of teaching by offering the Mastering Microsoft
Excel course through IlL all these years.
'
Bob
Umlas, Microsoft
Excel
MVP
International Institute for Learning, Inc. (Ill)
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Also published by Ill Publishing, New York

The Zen Approach"' to Project Management
by George Pitagorsky, PMP
The Power of Acknowledgment
by Judith W. Umlas
Project Portfolio Management Tools and Techniques
by Parviz F. Rad, PhD and Ginger Levin, PhD
Forthcoming:
Project Management Poetry, Puzzles and Prose
Positive Leadership in Project Management:
Practical Leadership for the Practitioner
by Frank P. Saladis, PMP
Praise for THIS ISWT EXCEL, IT'S MAGIC!
"I was astonished reading this book. The tips are excellent and well
worth knowing-you won't want to miss even one of them! Although Eng
lish is my second language, I got through it effortlessly. Bob Umlas is a magi
cian-thanks for sharing this immense knowledge with us!''
- Monika Weber, Excel MVP
Project Manager, Corporate IT
AMCOR Rentsch Ltd.
"I carry This isn't Excel, It's Magic! in my car and read tips while stopped at
traffic lights. The book is already full of post-it flags fo r all the tips I didn't
know. I think I've flagged all but the title page."
- Melanie Beck, technical training specialist,
Grant County Public Utility District
"I thought I knew a lot about Excel; but I now realize how little I did know.
There are so many great head spinning, jaw dropping tips and tricks. It makes
unlocking the power of Excel an amazing experience. A must have for (Excel)
users everywhere. Mr. Umlas (is) a true magician."
-Aiesa Lambert, corporate accountant, CM Foods
"I love this book and highly recommend it to all Excel users. Whether you
are looking for some simple techniques to make you more productive in
Excel, or if you are ready fo r some sophisticated how-to's, you will learn
valuable information from This isn't Excel, it's Magic!"
- Bob Schuster, partner of ExceiMagic and
RWS Information Systems
is) a simple, but amazingly useful book.Very clever!
Bob has produced a compact, but brilliantly useful book of shortcuts, for
mula secrets and tricks. One thing I loved about this book is it tackles 'real
world' problems.This is not a book for Excel beginners. However, if you use
Excel professionally o r for fun then you absolutely should consider grabbing
a copy of this highly useful and informative book. It will save you many hours
of work and delight you at the same time."
- Darryl Collins, Excei!VBA developer
"(This isn't Excel, it's Magic/
"Nobody willing to use Excel efficiently should be without a copy."

- Miguel Fischman, systems analyst programmer
"What a handy little book chock fill of hints, tips and techniques.
I have been studying Excel for longer than I care to admit yet I
consider my knowledge of the subject miniscule compared to the author's
breadth of skill."
- Chris Curtis, desktop p ublisher, bellaonline.com
"Bob Umlas is a Microsoft MostValuable Professional (MYP) who put his
nearly 20 years of Excel experience into a book called: This isn't Excel, it's
Magic! Bob shares many excellent tips for the experienced Excel user that
will save time and energy when working with spreadsheets. A beginner may
be a little daunted by some tricks, but will appreciate them once they get to
know Excel. The book is well illustrated and narrated."
- Rick Ca.stellini, host of Castellini on Computers
"One of the biggest perks of attending the MYP conference in Redmond was
the opportunity to chat with folks from all over the world. I had the unique
opportunity to chat with Bob Umlas, an expert in Microsoft Excel. If you
have questions about how to use Microsoft Excel then Bob probably has
the answers."
- David Ciccone, founder, mobilitytoday.com
"The first time I read it was in the middle of the night during a blackout. I
had to use a flashlight under the covers.Thanks again for your help."
- Debi Morrison, B2B Support Coordinator,
"the Excel Queen"
"Despite the large selection of accounting software programs for businesses,
Microsoft Excel is the tried-and-true spreadsheet option for most, espe
cially for small businesses.A new book by Bob Umlas,a Microsoft Excel
MYP and author of 300 articles on Excel, shares tips on how to get the most
out of the software."
-Accounting Smartpros.com
"You just have to buy this book!"
-Jack lmsdahl, co-host, On Computers
radio show with AlaskaJoe
FEATURES
1 . Using Advanced Filter to another sheet

2. Select all O's: or Select all specific keyword
3. Cut/Copy, Insert Paste by dragging borders!
4. Use Fill-handle to insert or delete rows
5. Shift/find finds backwards
6. Combining cells with Paste Special/Skip Blanks
7. Right-click drag the Fill Handle for several options
8. Defining names for large non-contiguous ranges
9.What is that :1, :2 ... I see in the work book title?
10. Double-clicking tools
1 1 .AutoSum Tool features
12. Change dates like 20050923 to one Excel can "understand"
1 3.AIIow only unique entries in a column
14. Right-mouse/drag the border of a range for several new options
15. Shift/click inner VCR controls
16. Using Pictographs
1 7.Wish there were a "No to All" when closing many files?
18.Quick return from FS(Goto)
19. Split Bars
20.Window/Arrange Tiled (except this one!)
21. Adjusting Row Heights for Merged cells
22. More Scrolling
23. Drag/Scrolling
24. Using the Justify command
25. Understanding the order ofWindow/Arrange
26. Creating names
27. Long Names
28. Long Formulas
14
16
21
22
23
25
27
29
31
33
34
36
38
40
41
42
46
47
48
51
53
54
56
57
60
62
64
65
FORMATTING
29. Formatting comments

30. Format #VALUE! or any errors away
3 1 . Using (h] format for hours>=24
32.Advanced number formatting
33. Formatting text
34. Using Fills
35. Indenting or distributing text
66
70
72
73
74
75
76
FORMULAS
36. Easily create custom list of a-z,A-Z

37. Inner Series
38. Using Apply Names
10
This isn't Excel, it's Mogicl
78
80
81
83
86
90
92
95
96
97
98
100
101
102
103
104
105
107
108
110
1 11
113
115
1 18
119
124
125
128
132
135
138
140
141
143
39. Selecting a random sample of data

40. How to change row height when a key field changes
4 1 . Define "global/local" name
42. XLM-Names (not XML)
43. Getting number of unique values
44. Named formulas are array-entered
45. Getting End of Month
46. How many Wednesdays between 1/1/05 and now?
47. Looking up 2 (or more) values
48. Named ranges which define themselves
49. Using REPT for visual effects
SO. Using the Space as a n operator
51. Extracting the last pan of a string
52. Using SUM PRODUCT
53. Using the TEXT function
54. Use wildcards in MATCH function
55. See all characters in font set
56. Double-Spacing data
57. Fill "=A 1 " right, have reference become =A2, =A3,
58. Fill "=C3" down, have reference become =D3, =E3, etc.
59. Using Define Names & scrolling
60. Show a picture by typing its name?
61. Protecting ranges from insertion of rows/columns
62. NumberingQuestions tip
63. Mailing Label tricks - 1
64. Mailing Label tricks - 2
65. Bulk formula change
66. Fun with relatively defined names
67. Using notes inside formulas via the N-function
68. New Table features
69. New Excel Functions
KEYBOARD SHORTCUTS
70. Ctri/Shift/-,1 ,2,3,4,5,6 for quick formatting

71. Borders from keyboard
72. Inserting Date & Ti me shortcuts
73. Click the AutoSum button from the keyboard
74. Bringing the selection into view
75. Ctrl/[ more powerful than its "equivalent" GoTo Precedents
76. Show Corners of Selection Easily
77. Anchoringthe active cell
78. Finding after the Find dialog is closed
79. A few miscellaneous Shortcuts
This isn't Excel, it's
145
146
147
148
149
150
151
152
153
154
Magid
11
MISCELLANEOUS
80. Sorting columns

81. Making exact copies of ranges with relative or mixed references
82. Filling Holes
83.Aiigning objects
84. Leaving cursor in the cell after pressing enter.
85. Shortcut 3D formula
86. Pulling cells together
87.An oddity with the Camera Tool
88.Quicker data entry
89. Miscellaneous - Changing cell reference
90. More miscellaneous Info
155
157
161
163
165
166
167
169
171
172
173
PRINTING
91. Copy Page Setups to other sheets

92. Copy Page Setups across workbooks
93. Print many worksheets at once
94. Print remote areas on same page
95. Reset all page breaks caution
175
178
179
180
183
VBA
96. Getting to your Visual Basic routine by FS (go to)

from the worksheet
97. Can't find the old Excel 2003 commands! Use this feature!
98. Aligning Userform objects
99. Put pictures in Userforms from the clipboard
100. Make your own tools for forms
101. Using invisible objects
102.1nitialize Listboxes, Comboboxes with Months
via GetCustomListContents
103. Using MicrosoftVisual Basic bookmarks
104.VBAArray
105. Ensuring users don't open your workbook with the shift key
down to prevent your macros from kicking in!
106. Bulk Removal of leading apostrophe
107. Multi-select offset
108.VBA Boolean test
109.VBA Shortcut to fill ranges
1 1 0. Some VBA Shortcuts
1 1 1.A few VBA Keyboard Shortcuts
Index
12
This isn't Excel, it's Magic/
184
185
186
188
189
193
194
195
196
197
200
201
203
204
206
208
209
I actually learned Microsoft Excel on the Macintosh in 1 986 or so, using

version 0.99! When the real version (1.001) shipped, I read the manual (yes,
Excel came with manuals then) from cover to cover. Six times. Especially in
order to learn Data Tables. I just didn't get it. (Okay, so I'm a geek. Actually, I
once heard that you're a geek if you double-click the TV remote)!
Around 1 993 I received the nickname "Excel Trickster" from one Will
Tompkins, a real Excel Guru. I got that because during a seminar he was
hosting in Washington, I believe, for what he called the Excel SWAT team, he
was showing his then famous Tompkins methodology - a macro structure
using Excel4 style macros (beforeVBA existed in Excel) which was quite
sophisticated. It may have been Excel 3, I really don't remember!
In any case, he showed a line of code which used a range name, a label,
and he wanted to show us the code at that label. So he used Edit/Goto, and
we saw literally many hundreds of defined names which he had to labori
ously scroll through to get to the one he was looking for. After he had done
this about 4-5 times, I raised my hand and said, "You know, you can get to
that label directly.Just press Ctrl/[." He tried it and was flabbergasted! So he
tried it again. Then he remarked chat I just saved him about 2 hours every
day scrolling through his defined names!
When I also told him you could return to the location you were just at
by using Ctrl/], he called me the Excel Trickster, and that nickname has stuck
with me ever since. So thank you,Will.
I've been the contributing editor to Excellence and The Expert maga
zines, monthly 1 6-page publications for about 8 years (they no longer
publish), and I've led a few sessions at Microsoft's Tech-Ed on tips & tricks
and on array formulas. I've also been an Excel MVP for Microsoft since chat
program's inception -this is an acknowledgement for people who contrib
ute answers on the online newsgroups, and I currently lead an online Master
Class in Excel which is twelve 3-hour sessions (details can be found at http://
www.iil.com and clicking on "Live Elearning").
So, over the years, I've gathered many tricks and I decided to put them
together in this book.And in no particular order! I hope you enjoy them!
This isn't Excel, it's Magic!
13
1. Using Advanced Filter to another sheet

Advanced filter can only filter to the active sheet.
The active sheet can pull information from another sheet, but it cannot
"push" information to another sheet.You'd get this message:
"
"
l8J
---
Microsoft Excel
You can only copy filtered data to the active sheet.
But by using the Advanced Filter on the Data tab: [Excel 2003:
Data iFilteriAdvanced Filter]
rrp
Home
rnaI
Insert
Page Layout
(llil Connections
Properties
Refresh
All
-:J Ed1t lmks
Formulas
lillJ 7
Filter
Sort
Connections
Data
Cl.:ar
Advanced
'{<> Reapply
Sort & Filter
you can pull information to the active sheet:
2
3
4
5
6
7
8
9
10
11
12
13
14
1\dvance<! Filter
Action
0 Eilter the list, in-pla.ce

0 CQPY to another location
b_ist range:
Criteria range:
Copy to:
I=Range2
ISheet l !$A$ll
Unique tecords only
OK
]I
Revit
tI
11
Cancel
Range2 is a range defined on another sheet.The sheet we're filtering to is

currently empty.
After clicking OK (notice the "Unique records only" is checked, above):
A
!_]Jared
2 1Fred
3 Stefanie
Judy
4 Bob
5
6 Alice
7 Jared
Kate
Magid
15
2. Select all O's or Select

all specific keyword
Suppose you had a worksheet which looked something like the following,
and you wanted to select all the cells containing the word "amounts":
Description
____
m35-c summary
input
--
m35-c gl coun-
m35-c amounts
m35-d summary input
m35-c gl description
m35-d description
m35-d g_l acount#
10
11
12
13
--
14
15
16
17
i81
19
20
'
21
22
23
24
m35_.:<!_gl desption
_
m35-d amounts
<:...
::..:.
.:.:._:
.:..._
m80 ye balance
[
I
[
!_
I
I
I
I
I
m80 gl acount#
lm80 gl description
m80 amounts paid after
m8g count ---

_
--m81gl description
m81 ye balance
m 82 gcount#----_
m82 gl description
I
m82 ye balance

m83 gl count#
----:
m83 gl description
You can't do it with FS/(Goto) Special and use features there, but you can
use Excel 2007's Find All, with a twist...
16
If you use Home tab, Find and Select from the Editing section, then Find (or,
simply press Ctri/F): [Excel 2003:Edit!Find)
I:
..
[il
a
..
,
..
=I
= ee
..
-V
Sort & Fihd

F il ter y Select ..
&
Find...
,Beplace..
Go To ...
Go To Special...
Form ulas
Comments
Conditional Formatting
Constants
Data Validation
Select Objects
Selection Pane...
type in "amounts" (without the quotes), then click the Find All button you'll
see:
,
'
Fmd and Replac

e
Fin!! ] Rl!l<e l
Fi!)dwhat:
Iamounts!
Options
F[nd All
Book
S heet
hydr adienton;;Jazermap2 .xl$
hydradlentorganirermap2.xis
hydradiefltorganirermap2.xis
hydradiemorQanirermap2.xls
hydradlentorganizermap2.xis
hydradJentorganirermap2.xis
hydradientorganizermap2.xis
hydrdiemorQniu!rmp2.xls
hydradiemorganirermap2.xls
hydradiefltorganirermap2.xis
hydrdiemorQaniwmap2.xis
hydradientorganizermap2.xk
....
....
A:.-.,...
...........v
....--.
...
.....,
j'iicell(s) found
......
clior.t orgnl.,. to ewp

client organizer to ewp
eli organizer to ewp
dient organizer to ewp
ctiert organizer to ewp
diest organizer to ewp
cliett organiw to ewp
cli ent organizer to ewp
I I Eind Next I
$9$10
$8$14
$6$18
$6$22
$8$26
$8$30
$6$34
$6$38
$9$42
$9$46
$9$50
$9$51
.f.O.t-C'O
Close
m3S- d mounts
mBO amounts paid after

mB3 amounts paid after

m8S amounts paid after
mB6 mounts paid fter

m89 mounts paid after
.,..'
17
Here's the twist: instead of selecting the items in the found list, you can
use ctri!A (or shift click the last item in order to select from the already
selected item through the item you're now selecting, or even ctrllclick to
select specific items), and all items selected in the list will also be selected
in the worksheet:
"
O..:.C.iptiel'l
mlS.cw....'Y
.
ft,ut
MlS..c:tl C.YM.
nOS.c ,, 6Kaf,tio-n
lft3:S-cIMOUntl
nOS-4111 c1Htf1p*
nOS-41 Uttt.nUI)' lnn
m3S
n1JS4
"" ,_,
----------------------------3,
IC'IOU..
gl
glltW
l ipion
m)S,4 UIIOV1'111
n.O sl Ue ll ntl
Jl dHUiplion
n1180 hJnot
m80 lm ountt ptld'""
ni81 tl e.unt.f
nt81 tl dtsO"fpllon
n180
nl81 ye b t
.s a.n
e.
n.S t emountfpeldel\er
nt82 gl eount *
n8
l 2 gl dowlptlo*'
nl82 yo h.tlinet
ru82 mounts paid tftet
m8lgleountk
m83 gl dewlrtlon
m83 ye b 6 1 anc
t
nl8) trnountt poht after
n.& gleount.f
_,, - ..............
Now, when you close the dialog box, the cells will still be selected!
Now, suppose your worksheet looks something like the following, and you
want to change all the yellow cells to be bold (and still yellow):
A
1 Form Name
FORMS471
3 FORM5471
4 FORMS471
s
FORMS471
6 FORMS471
7 FORMS471
FORM547l
9 FORMS471
10 FORMS471
11 FORMS471
12 FORM5471
13 FORMS471
14 FORMS471
15 FORM5471
16 FORMS471
17 FORM 5471
18 FORM5471
19 FORM5471
20 FORMS471
21 FORMS471
18
Selecting by text now won't do, but there's another feature of Excel's Find
command: Find by Format. Note the Format button at the top, (you may
need to click the Options button):
Fin!;!
Find what:
Witbin:
R.egjace
I:-I
;==
By Rows :::;;
ook in:
Set
I '[
f;.rm.a_t,.,
Formulas
When you click this, you'll see:
im.rm!!!
fjiU,;:JI
Category:
G eneral
Number
Currency
II
-'
"
Accounting
FOnl
-:
Alignment
-:
0 1ati::h ase
0 Match entire cell contents
Sheet
Search:
I No Format
-----
I Border l !
Fill
IProtection
Sample
G eneral form at cells h ave no s

pecifte number form at.
oate
Time
Percentge
Fractton
Scient(fic
Text
Special
Custom
Choos e Format From
Cell .
..
OK
'II I
Clear
Cancel
19
I n this dialog, you can enter all the properties of the formatting you're go
ing to want to find, but there's also an easier way: click the bottom button,
"Choose Format From Cell. . . " When you do this, you'll see a special cursor
which looks like the regular cell-selection cursor but with an eye-dropper
next to it!
When you click on the cell containing the format you want to find, you'll
then see a preview of the formatting in the dialog box, and you can combine
this with text to find as well!
Find and Replace
Find
J Re12.lace j
FiQd what<
Within:
Searcli:
:::l L:::f.:gioiC::.::J
P_r_e_v_ie_w_"' d
c
Ef b
---=
=---
jsheet
J.sy Rows
Look i(i: ]Formulas
r rvlatch ase
3
2J
.
a
!VlatGh entire cellcontents

'
Options<:<
F[nd All
E.ind Next
Close
Here's the result:

A
Form Name
2 FORM5471
l
FORM5471
FORM5471
FORM5471
FORM5471
FORM5471
Fil!!
Fid what:
FORM5471
IFORM5471
FORM5471
19 FORM5471
21 FORM5471
20
find and Replace
'-----'-"v.ll
I
:====='=:;
v _l
vi
17
18
FORM5471
16
Preview
j[
Format ..
0 tch ase
0 Match entire cell C!lntents
[Opljons I
Fr>d AU
I !1
e;nd Next
Close
3. Cut/Copy, Insert Paste

by dragging borders!
In order for this tip to work, you need to have the setting checked for
Enable fill handle and cell drag-and-drop turned on (which is the default
setting anyway). Office button, Excel Options, Advanced section, as shown
here: [Excel 2003:Toolsl0ptions1Edit!AIIow cell drog and drop]
-----
------- ------Ex
cel
.--
Oplio n s
------,
I][J
Popular
Formulas
0 Afttf prenino Enter. move selection

OJrectlcm:
e _j
Customize
Trust Center
Resource s
IDown vj
0 Autom1tlelly i nsert .stedmal point
Advanc
Add lns
options for working with Excel.
Editino options
Proofing
'
Advanced
.,0
/.0
It]
r1
E.nob lt fill handle a n d cell grag.and-drop
0 alert before overwriting cells

Allow 1dlting directly in cells
Enabfe autom atic percent entry
Extend data tange fo1mats and formu!as
0 Enable &utoComplete for cell values

0 60om on roll wtth IntelliMo use
0 Alert the user when a potentially time
consuming operation ocrun
When this nymbtr of cells (in thounnds) is affeded:
133554 :I
To cut and paste a range, select it and drag the border (the cursor will
change to a cursor with a 4-headed arrow).
To cut and insert paste a range, drag a range by its border and the shift key
held down.You will see an indication of where the range will be inserted:
1
2
3
L
1/1/2003
c
36
45
40
50 2/1/2003
44
48
52
56
55 3/1/2003
60
4/1/2003t
'
5/1/2003
6/1/2003
The grey line indicates where A1 :C2 will be cut and insert-pasted.The intel
lisense shows that the new location will be at AS:C6.
If you hold the ctrl key down with either of the two action s above, the cut
becomes a copy.
21
4. Use Fill-handle to insert or delete rows

Did you know th at holding the shift down while using the fill handle will shift
cells? Well, now you do! Let's take a look.
1 . Hold shift key while dragging Fill Ha ndle.You will see a new shape to the
fill handle, a split vertical 2-headed arrow.
2. If drag down you will insert rows

3. If drag up you will delete rows
4. If drag right you will insert columns
5. If drag left you will delete columns
22
5. Shift/find finds backwards

This is great for finding the last department in a list, for example:
A
Department
Acctg
Acctg
Acctg
4 Acctg
6 Acctg
Acctg
8 Acctg
Acctg
'10 Acctg
..
,11 Acctg
-12 Acctg
:0:13> Acctg
-
14 Acctg
lS' Acctg
..
v..,
0_J.
. __
I _:e::...jl...
....J F .--...: _i_:
I c --L---=:.
__
,_
_
_
_niOI'
-2!!1,!!-,P.,
!51..
1ReQiace1
A c-t
gj
FiQdwhat: .-lFins[
11
---
.=
Previe:., ..
C::}} 0 ch
!sheet
MatcH tire_cell cQ.ntents
0
_
,
"-i
;,
====
S,earch: :=
Rows
W
_
r.;:
!,ook in: (Formulas
!;,ase
i :
Witb.n
F(nd All
]1
Next
16 Acctg
How can you tell where the last Acctg department is? Use Find & Select from
the Home Tab (or ctri/F), and before clicking Find Next, hold the shift key, and
you're there in one click!
This isn't Excel, it's Magid
23
Fing
ReQiace
Fi!ld what:
...
IAc_. c_tgj------------
271
272
F[nd All
Department
. . .1:-- 1""\-.-.
........... _ ._...
1-
--
J ( __Eind Nxt J
---- -
You can use a wildcard to search for anything backwards, so starting from
cell A1 , you can find the last row or column!
!!t
.!!!J.d Rep!!
..
,,.,
F"''! L ReQ!occ}
From cell AI. finding an backwards and
,-
iQ<:I
F v.t.at:
wt!!On:
rch:
ooi<irl;
24
selecting "By Rows'' will select the lost row
(Excel's ctrVend is often too far downl)
Then. reselecting cell AI and changing the

dropdown to "by columns" will find the lost
Shett
_J
used column!
Ffld AI
I I fi>d -
Closej
6. Combining cells with

Paste Special/Skip Blanks
You've seen the Skip Blanks feature in the Paste Special dialog, but do you
know how to use it? It refers to the range being copied-blank cells in the
source won't erase cells in the receiving range.
Exam ple:
A1 :A7 has a,c,e,g and B1 :B7 has b,d,f,h:
Copy B1 :B7, select A2, Right/Click, Paste Special
:b
3 c
J'
__ _
'
'
Cut
Lt!l f:;opy
1_ __2l
7 g
faste
Paste pecial...
Insert Copied C_tlls...
Delete...
Clear Contents
. ,..
with Skip blanks:

A
....;.
.- .;...
1 ....
a
:b2
3
4
L..
c
---<
7 g
8
9
10
11
12
13
14
15
16
17
18
1,!d
___
5 e
6
:'
'
:t
--:
'
'
'
....... ..................
------
Paste Special
Paste
0!!1
OE.-.Jas
0:talues
0Fetmats
0 !:_omments
0 ValldatiOQ
I:RJ
0 AI u.ing Sou"ce tl!eme

0 AIe11cept borders
0Colo.mn !f!idhs
0 Fotrr..Jias and r.Jmber formots
0 Vaii!E's and nl.lllber formats
Operation
0NQne
0P4d
0 S.Ubtract
0Muiply
0Divide
0 Transpos!l_
OK
][
Cancel
25
Here's the resu It:
i 1'!j..
t_:!\;::..-..
. k...____(j .c
'
'
-
'
2 b
3 c
4 d
5 e
6 f
7 g
8 h
9_
1('\
26
--
__
---
--
--
'
'
'
t
,
'
--
__
'
--
.........J
__
_
7. Right-click drag the Fill Handle

for several options
If you use the fill handle and drag with the right-mouse button down, you
will be presented with a dialog containing several options when you let go:
36
45
40
50 2/1/2003
1/1/2003
I Fill
4
5
6
7
s
9
10
n
12
13
- ---- -
tI
Cop Cells
.
. ..
eries
Fill formatting Only
Fiii1Nith.Qut Formatting
Fill Days
Fill eekdays
Fill Months
I
I
Fill Years
.blnear rrend
!;iro.,.Jth Treno
Sries...
27
What the original selection contains will determine what options are
available in the dialog:
1
2
3
4
36
40
c
45 1/1/2003
so 2/1/2003
opy Cells
Fill eries
Fill formatting Only
7
8
Fill WithQut Formatting
F111 0,; s
9
10
11
Fill W.:ekday:
F1ll Months
F111 Years
12
13
14
1inear Trend
Growth Trend
15
--
Sries...
Notice that in the first example, dates were selected, so the middle sec
tion of the dialog (filling dates) is available, but the second example has the
middle section disabled because dates weren't selected. The Fill Weekdays
option with dates selected can be quite useful:
36
40
45
50
I
1/6/2005
c
1/7/2005
1/10/2005
4
1/11/2005
1/12/2005
1/13/2005
1/14/ 2005
1/17/ 2005
1/18/2005
Cell C1 's fill handle was dragged down to cell C9 with the right mouse used,
and Fill Weekdays was chosen. Notice 1/8,1/9, 1/1S,and 1/16 are missing,
because they're weekends.
28
8. Defining names for large

non-contiguous ranges
If you need to name a multi-area range, you're limited to about 255 charac
ters in the definition. This can cause problems as seen here.
In this worksheet we want to give a name to all the cells containing values
so that it's easy to clear them or add them up, or refer to them in some way.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Data:
Data:
,....-
Data:
12
14
Data:
33
Data:
Data:
Data:
21 Data:
25
Data:
Data:
Data:
50 Data:
Data:
88
>] This tab has a
27
89
63 Data:
70
Data:
30
105
Also notice the tab's name is quite long.

Okay, we want to name the cells, so we select them first (it's easiest using
F5, Special, and making this selection):
------
Go To Special
Select
0 orrrnents
0cqnstants
OEonnulas
01'1\Lml>ers
1
o--
fig,
0Log_icals
0rrors
0 Blan!!,s
0 Current region
0Current ray
0 Ot!jects
0 Row differences
0 Colum differences
0 erecedents
0 Dependents
Cecl nl
'lle-ls
0 lait cell
0 Visible cells onl:,:
0 Condi{ional formats
0 Data yahdation
AU
Same
II OK J I
Cancel
J
29
That is, we're selecting constants which are num bers (not text). Then we use
Define Name from the Formulas tab. [Excel 2003:/nsertiNameiDe(tne].
But you'll find that if the resulting name was too long. then Excel won't even
bring up the dialog! You can name these cells most easily, though, by using
VBA! Press Alt/F1 1 . getting you to the VBE (Visual Basic Environment), then
Ctri/G (the immediate pan e) then type this exactly, and press enter:
Selection.Name = "MyData"
Then Alt!Q will bring you back to Excel. Now the name MyData will accu
rately refer to the desired cells.
,
30
9. What is that : 1, :2 ...

I see in the workbook title?
The New Window button from the Window section of the View tab creates
another "view" of the same workbook: [Excel 2003:WindowlNew Window]
Developer
View
Add-Ins
q
[]
Zoom to
Zoom
100%
Zoom
New WindowI S
9 Arrange All
Selection Freeze Panes
.JJ
.d!
""""
--
L1 3!1
El
EQ
89
Save
Switch
Workspace Windows
Window
You can use it to:

View separate sheets of the same workbook at the same time:
Al
BooloS:l
A
1 Cool!
f,. =Sheetl!Al
C_l
800'6:2
B_
-1.::.
E_.!_II'-+--=
A-.J-
L__:::._
C _!_
__;_
D _::
Cool!
1-=---p;:
::::.:.-.
1
0
ul
"
>t1
,-
=
""""::::-:" """'"--,;
0
Sheetl/
Sheet2""' She
etJ
:1
1
0
i Jl 1
'-=
"'-';;
;;;
..,.
; ,.e,
LJ
sn
e
e
u
=
s
h
!!
ee
2
Lj
=
stl
!!
!j
!J
!:=:
:=
31
View the
same sheet but remote areas simultaneously:
Al
fi< Cool!
@ Book6:1
A
I
1 cool!
I
2
99998
9.:
99
::
9:..: :
100000
v
Cool!
5
6
7
8
9
View
formulas and values simultaneously:

Al
@ Book6:1
'
1 !cool!
2
-
...
I
I
(
.,
/x =Sheetl!Al
- 1::1 X Book6:2
t;E
A
D
c
1
1
lrr1 =Sheetl!Al
3
4
----1
5
6
.....
=
=
'--
3
4
5
6
____,
I 4 mSheet2/ ShelT
rH..,.J
... 9
1tdl
.-
I . ;3 Sheeq.Lsheet3
To rejoin the windows, close the window by the "x" in the upper right, not
by Office button/Close, [Excel 2003:FileiC/ose] because the separate windows
would save and reopen that way.You can use New Window many times and
get as many windows as you wish of the workbook.
Think of it as if you were looking out your physical window and seeing
parked cars. Now move to another window and look at the same cars. You
have a slightly different perspective of the same object.That's kind of what's
going on here.
32
10. Double-clicking tools

Double-click the format painter keeps it "alive" to click on several cells
without having to click it again.
You can no longer double-click Shape tools - But if you right-click a tool,
you'll see an option to "Lock Drawing Mode", then you can draw several of
the same shape without revisiting the tool [Excel 2003:Doublec/ick the shape
from the drawing tao/bar] (From the Shape button on the Insert tab):
Insert \ Page layout
Formulas
... Data
I t, b
Clip
Art
s.hapes smart
...
Review
0.1:rifi. ._!,!,
Ba
'
.s
""- '\, '\. L_ L. i... ( 4 ''- G

Rectangles_
_________
OODOQQQQQ
Basic Sha.!:..pes=----
0 6 0Q O G Q 0 0
6C> O D IF CS OO I3 Bl
D @@ tru Q <V (;J \
( ) {} ( ) { }
Press the esc key to stop that feature or click the tool again!
33
1 1. AutoSum Tool features

Suppose you have a block of cells like in this illustration, containing numbers
which you want to enter the totals both on the right and below; that is, in
E1 :E7 and A8:E8.You'd probably do it something like this:
A
w
------. -
65
30
84
85
87
14
69
78
97
42
71
88
32
71
62
57
47
65
50
63
92
Click in E1 and click the Sum tool (on the Editing section of the Home tab)
[Excel 2003:Sum too/bar button on Standard Too/bar]
[
Q.
Sort & Find &
Filter y Select
Editing
1 . and press enter, or double-click the Sum tool.

2. Click the fill handle in E1 and drag to E7, or double click the fill handle
in E1.
3. Select cell AS, click the sum tool, enter the formula, select the fill handle,
drag to E8.
Hold on to your hats. It can be done in one click:
Make this selection as shown in the illustration:
A
1
65
c
54
85
30
46
87
74
14
69
78
97
88
42
71
2
3
6
7
84
57
so
8
34
32
71
62
63
92
47
'
65
'
Select an extra blank column and row.

Click AutoSum Tool once and you're done!
I know . . . you have to try it!
Next, if you have a multi-cell selection, as in this illustration:
1
60
54
2
3
4
5
6
7
8
60
66
28
58
57
16
14
91
9
34
70
62
29
16
10
70
11
12
13
14
66
68
76
13
46
32
81
95
15
16
77
70
18
A single click of the sum tool will put the correct totals in!
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
60
54
60
66
28
58
57
9
16
14
238
46
91
29
16
320
7
68
77
13
81
32
70
34
70
62
70
66
95
76
551
18
41
33
35
12. Change dates like 20050923

to one Excel can "understand"
Suppose you are looking at a worksheet which contains dates which can't be
formatted as "real" dates because of their structure:
h
l l
20050923
20051107
20050930
Select the date(s), and use Data tab, Text-To-Columns, [Excel 2003:Data!Text
to Columns]
Data
V..
l Review
Clear
'"{v Reapply
.Advanced
Iter
View
Developer
Add-Ins
11 Data Validaion
Ef:c Consolidate
Text to Remove
. s"'
lysi
Ana
at-If
Wh
tes
lica
,
Dup
!!ms
,Sol
ffi-:.I
"'
Data Toots
which brings up the Text-to-Columns wizard:
C!J.fll(ert Text .to ColiJmns Wizard. - Step1
.of 3.
The Text Wizard has determined that yoor data is Delimited.

If this is correct, choose Next, or choose the data type that best deS<ribes your data.
0Jii'J
Original data type

Choose the file type that best describes your data:
0[
iiiT,i1
0 Fixed \:)!idth
-Characters such as commas or tabs separate each field.

-
Fields are aligned in columns with spaces between each field.
Preview of selected data:
tl-0050923
0051107
ri
0050930
[
36
Cancel
II
< B<;d<.
ll
f!!ext >
J! [
finish
Even though the dates are fixed width, in this case you can simply click
"Next" twice.
In step 3 of wizard Select Date,YMD:
.Convert Text to Columns Wizard Step 3 of 3
Tt-is screen lets y(ltJ select each cobnn and set the Data Format.
data fOI'mat
Oal
Orext
Cobnn
'Genetil converts runenc vakles to runbers, date v.....,. to

dates, and al remaining vakles to text.
1Advanced... 1
Ostnob01'1: MYO
DVM
Data erev'L.!YD-"'M"'-----1
tI
Cancel
I[
<
!l_ack
Next >
If you click Finish now, the result will replace the dates.You can select an
other destination cell:
3
Column dMa format
0 l:ieneral
Orext
0Qate:
v
0 Oo not t cobm
Here's the result:

A
20050923 9/23/2005'
2 20050930 9/30/2005
3 20051107 11/7/2005'
1
c;
This isn't Excel, it's Magic! 37
13. Allow only unique entries in a column

Use Data Validation from the Data tab: [Excel 2003:DatajValidation]
..J (d .
""'
"
Hom
sll
-:J
tnstn
Gtl e<ttrnal Rtfrtlh

Oitll "'
All
Formul.ls
Coontchons
clltlrnts
Connections
81
. \.
1m ')[
A
I Son
fllttt
Data
\
Ot
V
R
t\
1
t\
.:.:..:.:.;

; ,;,;;;,;.
)tl !'!i_
,. 'ttpp.,
'!.1Ac!Yan<td
Sort & F
lttt
t
I Cln contain only unique values
V
1
tv
1
OtvtlOPtt
Add-Ins
Data Vallatoon
:
tr [to Consoli
TtJ<tlo
Rtmovt
Columns Duprocotts Wl\at-h Anat/111
Oata Tools
8ool:6 Mlcrosort Excel
with a custom formula like

=CO UNTIF(8:8,8 1 )= 1 :
81
/x
Can cont
a in
values
Data Validation
--- --
setltn!l>
InPut Me
ssaQe
V.tlid.!Jtion ateria
lL:=
Cust
=
""'
=-
Error
Al
ert
-'
"1 !llrt
-
1-<.B...-u( :B,BJ)=JI
17
Remember the COUNTIF function-its syntax is =COUNTIF(Range,criter

ia).With all the cells in column 8 selected, this formula returns TRUE only if
the COUNTIF for all of column 8 (the range) contains only 1 value of"Can
contain only unique values." If you were to select 82 at this point and reex
amine the data validation formula, you'd see =COUNTIF(8:8,82)=1.
Let's enter 1 in cell 87 and see what happens:
38
This value has a!re.ady been entered I
:
''R
t;
;j
"
...
Cancel
I [
tiel
The message appears because the data validation for cell B7 is

=COUNTIF(B:B,B7), which returns 2.The message comes from the error
alert tab of the Data Validation dialog:
J)
.
-.- -- -
P.!.X!it.!.;
Settings
Input flilessage
.
..
:Alert
... . '
i Error
.. ....
;
,.............................
0 Show error alert after invalid data is entered
When user enters invalid data, show this error alert:

St:!le :
Sl
stop
0
[
Clear All
T tle:
Error. message:
This value has already been

entered!
""
v'
OK
I[
Cancel
This isn't Excel, it's Magid 39
14. Right-mouse/drag the border

of a range for several new options
If you right-mouse drag & drop the border of a range to a new location, then
when you let go of the right-click you're presented with a dialog containing
many options:
1
2
3
4
5
II
7.
10
:.
11
12
13
14
15
16
0 ,
36
45
40
50 2/1/2003
lI
I
17
.E
1/1/2003
1
!-
_J_;
veHere
p
y Here
E" opy
H.rt
.. .Yall.l S.:QJ.lly
Copy Here as tormats Only

link Here
I_
-
Create !::!Yp erlink Here

hift Down and Copy
Shift Right and Copy
Shift Down and Move
Shift Right and Move
Cncel
If you drag a range this way and before letting go you drag it right back to
the original location. you will still be presented with the above dialog, and
this way you can copy/paste special values in place with the m ouse.
40
15. Shift/click inner VCR controls

I n the tab VCR-type scrolling controls,
23
24
25
26
I
I
I
l
i
l
!
l
-
I
_
Sheetl..(shee.fj?Sheets.,.tb:/
1
Ready
Num Loci<
e:J-f
If you hold the shift key down while clicking one of the inner two controls,
you will scroll a "page" of tabs (all the tabs that are viewable) at a time
instead of one sheet at a time.
41
16. Using Pictographs

Anything in the clipboard can be pasted onto a chart
3.5
2.5
2
1.5
1
0.5
Clicking on the coins, copy (ctrl/c), click on a series, Home/paste (or ctrl/v):
3.5 .-----3
--,-
-+-2.5 .J--.!..,L
-I--
--.,.
2 -JI.t.
1.5 +-.L.(!l...:.A-..-1 t-=------Lm,v----..4--1
42
1. Seriesl
Right-dick on the series, use Format Data Series:

s.s
3
2.S
2
1.5
1
0.5
0
..--
t-------.t----t.
.
-+-.-!!}-G:
-
---r
t--.-- ----1':(!fr.===ililbt:=:.___,
+--
Qld
__,
-1--
rl
R
to M! t ch Styl
ill Chang Srie1 Chart T e

r------l !1l} Stta Oata_.
I
..
4<t a
Oati Lall:H
Ad d Trtn dli n t
f o rmillt Oat-a 5-tri es

.
Click these options: [Excel
2003:Patterns tablfi/1 Effects]
1:
Fill
I
FJ
seriK Op
nt
0 S,elld M
0 G-od.,.tNI
0 e,t11Jrur texb$e ffl
ector
Border SWAct
0 C10 ftl
Onrd
0 Ay:IOflliiiC
Sh.'ldoW
0 lrlw:tifnt:'];Jii'IC!
0 't.-v cdf.Msbypoir.t
J.O fiOfti\Jt
Tcxlyrt:
IM
c
tt ! cm
!Je...
W"
d
I I Qo
I I Clip Att... I
0 ...1<11
0 Sl><t
0 SUCk<it!dScU .,
I
I
IrttCY:
l.:l
,.
lv.":
'()le
ts
ISI!
'
l. !0%
!
a..
This isn't Excel, it's Magid 43
There are 3 format options:

1 . Stretch (default)
2. Stack
3. Stack and scale to
If we select Stack, we see:
3.5
3
2.5
2
1.5
'
0.5
0
1
If we select Stack and scale we can enter a number into the Unit/Picture
box. Again, this is something you can experiment with.
,
You also may have noticed these optio ns in this dialog:

Gradient fill
Picture or texture fill
And others
Here's the gradi ent option selected and the Preset colors dropdown:
Fill
0 ttofl
0 :;oldtil
0 -fil
0 ew:ture ot teXVe II
0 Apma11<
D xrcolnbr...,.
0 flwuta""9"""'
l'$<:
(!<<<ton:
At'lfJit!
Gridentstops
(stot:
or:
44
;;:, ,.--.,
The new chart:

-
3.5
3
2.5
2
1.5
1
0.5
0
On the picture tab there was a button to select a picture-you can use any
picture you have on your computer! You can experiment with the other tabs
as well.
1 7. Wish there were a "No to Air'

when closing many files?
There is!
Hold the Shift key when clicking the No button and you won't be prompted
to save changes on any workbook!
Microsoft: EKcel
&
I
Do you want to save the changes you made to 'Book3'?
yes
H
H
......... .
.............
.
.
.
................
46
Yes To All
No
Cancel
18. Quick return from FS(Goto) . . .

The "return" address of the last range you visited via another FS/Goto is
stored in the Goto dialog, so to return quickly, use the FS key and press
Enter. Actually, the last 4 addresses you've gone to are kept.
This isn't Excel, it's Magid 4 7
.19. Split Bars

Did you know there are split bars in Excel? They're here:
Book2
1
- l
5
6
La
1:1
8
9
10
11
,.
You can click and drag them into the workbook or you can double click
either one to split the window in half.
Here's what it looks like when both split bars were double clicked:
@sook2
Ci:i
21
3
'
I"=
-'Iii
s
6
1
'
..::
9
10
11
12
13
, . I Sheeul sheet!r(rw.
'
..
J
"'
Here's what it looks like when the intersection of the 2 split bars are
dragged up and to the left (before letting go of the mouse button! ):
48
\!1 Book2
1 1::=!
2
B I
1':
iii
.::
8
9
10
11
12
13
14
..>.<
14 4
"'
Sheet! Sheetl!,cl
ua.-1
ij Ll.
1-r
\--
Of course, you can also do this from the Split button in the Window group
of the View tab:
New Window 13 jJ
El
i3 Arrange All '::: ldt EQ
Save
Switch
(f) Freeze Panes L:]
Workspace \h.lindows
Window
If the cursor is anywhere other than column A or row 1 , the splitting will
occur to the left or above where the cursor is. lf you double-click the inter
section of both split bars if they're both present, they will both disappear.
All of the above you may have known. But did you know that the VBE also
has split bars?
I(Generof)
iJ (<
Declarations
Here's an excerpt from a very long routine and where the split bar was used
to help align the If statement with the Else statement since there was a lot
of nesting of statements:
n:
3 jeattA1b
Ht.Find(Htf & "." lookot::xiPoJt).Row

,
If n : 0 Then 'no ".xxxx"
'On
A1
_J
n : Ht.Find(Htf. lookot::xiWhole, Aftet::Hr.Offset(Hr.Cells.count - 1).1
I f n : 0 Then
GoTo 1
'end loop----------------
Else 'yes .xxx
With Sheets("Copysh<Zetl")
.Activate
.Unptotect
.Rows.Delete
Sheets("Al").Rong<Z("H4:H313").AdvoncedFiltel' Action: :xl Fi ltetCop_J
Set Choices : .Rong<Z("A2". "A" &.Ronge("AlOOO").End(xiUp).Row)
Sheeh("Alb").Activote
You can see that the split bar makes the align m ent
code to align the statements!) easier to see!
50
(since this author indents
20. Window/Arrange Tiled

(except this one!)
Here's the result of using View/Window/Arrange All/Tiled with 3 open work

books: [Excel 2003:Window!Arrange/Tiled]
Arrange Windows
Arrange
0[!1
0 HQrizontal
0 Vertical
O ascade
0 Windows of active workbook
o_
K
Cancel ]
\!)Boolol
Ll
1I
_;] [
1:1
Book3
4
5
:I
9
I
u
17
18
li H Sheetl
But suppose you didn't want to include Book3 in the arrangement? Do you
have to close it or hide it? No, you can minimize it (click the leftmost tool in
the upper-right corner of the workbook:
and it won't be
r:
X
included in the arrangement:
51
@sook2
4
5
6
7
8
"'
Book4
1
2
3
4
5
6
9
0
1
11
12
R u dy
Num lock
Notice Book3 is at the bottom left, not included!
52
2 1. Adjusting Row Heights

for Merged cells
Excel has a bug when you merge cells and try to adjust the row height by
double-clicking the row separator. To see this, merge cells A1 :C1, and also
mark it as Word wrap. Now enter lots of text, then double-click the row
border between rows 1 and 2. Nothing happens. The solution is to make
some remote area as wide as A1 :C1 is, say cell AA1 , and in there, give it the
formula =A1,and also mark this is wrap-text (merge cells isn't necessary
because it's only one cell!). Now, when you double-click the border, the
cell AA1 is being used as the one to make the adjustment, and it looks like
you've got it working!
53
22. More Scrolling

You probably know that scrolling is ''localized". If your entire worksheet goes
from A1 :C1 0, the scrollbar looks like this:
Book5
A
1
2
3
4
5
6
7
Is
r9
l1o
r11
1 12
ru
1 14
rlS
16
17
D ..:.
-- - 1
]
I
l
eetl
Sh--
------
jz.,:.
_
_
!
I
l_,
JI
_i,
__
_l_- lll!
_!,
__
__
--i---''
.......
But if your last cell was XX200000, it'd look like this:
54
Books
JJ
I
B.
5
6
7
8
9
10
rli
11
Notice the difference in the sizes of both the vertical and horizontal scroll
bars between the two diagrams. It gives you a hint as to the size of the
worksheet (a cute tip in itself, if you didn't know it).
If you simply scroll, you're somewhat restricted to the range where there is
data. This makes sense. However, if you do want to scroll faster, and outside
the range of the data, simply hold the shift key down as you scroll.You'll get
to row 1048576 or column XFD pretty quickly!
55
23. Drag/Scrolling
Did you know that if, in a large worksheet, you drag the cursor-that is, you
click in cell A20, for example, hold the mouse button down and then drag
the cursor beyond the bottom of the worksheet, into the area of the tabs
or over the scrollbars-the worksheet scrolls. But did you know that the
farther away the cursor is from the window the faster is scrolls?
I Ay_toShapes
"'-
...._
_
_
If you resize the Excel application window (here you see part of my desktop)
and drag totally outside the window, Excel's worksheet will scroll very fast.
Did you also know that Excel slows down the scrolling (when dragging the
mouse) as you approach the end of the used range and pauses momentarily
when it reaches the end?
56
24. Using the Justify command

What is this command, anyway? It's a way of reflowing text.You can get it
from the Editing section of the Home tab: [Excel 2003: Edit/Fi/1/justift):
I:
A
'Ef
...
""'"'
@:
Qp
@ J.eft
eries...
Hl:sheets ..
Justify
O r from the Vertical section of the Alignment tab:
Number
A6gnment
Text &gnment
Gnt
11 ProtectionI
FUI
Border
Orientation
tfOrizontal:
G
e
neral
nj
&
t
k
_
ai
_
-:
--- L
o
Bolt om
T
e
X
t
__
Text
Ll
lo
Suppose you have text like this...
A l B
1 1.(
-N
o""
wIS,..;
th
i time! forall &ood men to oomt to the aid oftheir party. Now Isthe tim tot allgoodmen to come tothe aid ofthei rparty.
2
... and you want to fit it all from columns A:E, not A:K. Make the selection as
this:
..
II
Now is tht ume for all good rt1en to come to the aleortheir pany. Now is the time forall good men to col'ne tothe aid oftheir party.
o
3
4
57
purposely selecting a few extra rows, then issuing the Justify command:
rl:sheets
tiltS...
Iustify
and the resu It is:
Now
is th time for all good men to come to the aid
2 of their p rty. Now is the time for all good men to
3 come to tllle aid of their party.
4 I
just what you wanted. If you selected A1 :C2 first, you would see an excel
warnmg message:
A
Now is the time for all good men to come to the aicof their party. Now is the
----
Microsoft Office Excel
5
6
7
8
9
Textwl extendbelowselectedrange.
i oitJ I Cancel J
which means all the text won't fit insideA1:C2.1f that's o k with you, then
you'd see:
D Ais th
time for all good

2 men to ccme to the aid of
3 their part. . Now is the time
4 for all gocd men to come to
5 the aid of. heir party.
1 Now
58
You can also use Justify to flow the text into a longer string, rather than
shorter strings. If you select A1 :DS from the above and use the Justify
command, then you'd see the text refl owed to:
II

c
--
--
-
-
--
1 Now isth time for all good men to
come t o t e a1 d of their party. Now is th
time for a I good men to come to the aid
4 of theirp; rty.
---r---
1---
-----
And if you selected A1 :M 3, it would reflow back to the original:

A
-:, l'r.:
Now
,.,.::,"'
ls"
thi'
2J
LF
tlmr. forall good tnPn toCOIYU! to the tid ofthf"lr party. NQ\v li the timOf'
f all good men to come to the aid l?f their par 1y.
'
Just to be complete, if instead of A1 :M3 being just selected you tried A1 :M2,
(leaving out row 3):
A:=il:
li:JF
No
w
Is
- .
:Ji:
the timefor all god

o
2 to nli! t'othet aid ofthttlr
1'1'1en to
< 111
h G
'
No w I s th8
time for a ll good men to (omo lo t h e a id
b
H::
I;:
:::; il:
I
I
4 of theirpirty.
LJI 1;, IK
I
I
<
Then the justify would leave rows 3 and 4 out of the result:
A
'
l"'ii_
N_
o_
w_
_
is-:
th-li time for all good men to come the aid of their party. Now is the
2'
3 time for all good men to come to the aid
4 of their party.
----.I
to
probably not what you want!
59
25. Understanding the order

of Window/Arrange
Suppose you have S workbooks open and you use View tab/Arrange All from
the Window group [Excel 2003: Window/Arrange):
View
Zoom
Developer
100%
Zoom to
Selection
Zoom
Boola
1
Cl
2
3
Add-Ins
New Window i-3
Ar ange Alii
@ Freeze Panes.,.
::1
u
BooS
1
Book4
1_
.:!
Wir
<
Book!
etl_LsheeR
..c
>II She
Book3
L.!
The top/left window will always be the active window. But what is the order
of the rest of them1 Probably seemed sort of random, didn't it1 Well, this
author recently learned the "secret" of how to determine the sequence.
If I wanted to see it in this order:
Book1
Book2
Book4
Book3
BookS
all I need do is click the workbooks in the reverse order, from bottom right
(bookS) and up (book4, then book3, then book2, then book1 ). Yes, just click!
The result after clicking Arrange All:
60
Bookl
1 A
1
2
3
4
---st
1:1
8002
1
2
,1
7
8
Ls
>1 Sheen/Sheet2
A I
2
I< >I
Sheetl
Sheet2
-- --A----=8--
--
--
__
Book4
9.
So, it turns out, that Excel's order always was the LIFO (Last in, first out)
sequence you activated the windows. Go figure!
61
26. Creating names

Suppose you have a worksheet which looks like this:
A
+1cars
Data...
2 Toyota
613
204
3 Oldsmobile
734
4 Honda
961
Ford
876
lincoln
797
340
480
JBMW
676
846
680
780
202
411
436
749
461
589
857
171
262
847
53
7 Mercury
616
254
801
410
728
405
981
919
63
922
568
933
420
720
172
326
139
120
837
77
232
Mustang
241
17
722
889
989
Volkswagen
516
534
908
917
498
Chevrolet
Aif Romoo
and you wanted to name each of the ranges in columns C:G.That is, you
want C2:G2 to be named "Toyota", C3:G3 to be named "Oldsmobile", etc.
You can't simply select A2:G12 and use the Create names feature because
Toyota would be B2:G2, not C2:G2, etc. How about using an intermediate
step? Select A2:A12, use the fill handle to drag to B12:
!
1 cars
2 Toyota
3
Oldsmobile
Honda
5 Ford
6 lincoln
_!_Mercury
8
BMW
9 Chevrolet
Oat<
Toyota
Oldsmobi
Honda
Ford
lincoln
Mercury
BMW
Chevrole
10 Alfa Romeo Alta Rom

...!.!_ Mustang
Mustang
.,......,
12 Volkswagen Volkswae
62
then selecting B2:G12 and using Create from Selection command in the
Defined Names group of the Formulas tab (or Ctri/Shift/F3): [Excel 2003:
lnsert!Name!Create]
A
)X-; f9 Recently
- Used
.
Insert
Function
--
/? Usei n Formula
f9 Math & Trig
Text
I[Er Date & Time fiE! More Functions
Financia l
Name
Managerj!lli' Create from Selection
B2
H
Data ...
204
Toyota
613
846
680
780
202
411
436
le Oldsmobi
734
72
Honda
961
847
749
461
589
876
340
857
171
797
480
616
254
262
919
53
676
.
801
568
410
728
405
981
720
.
172
326
Ford
Lincoln
Mercury
BMW
63
922
Chevrolet
933
420
AIfa Rome
139
120
837
241
17
889
989
516
534
722
.
917
498
Mustang
kswagen Volkswago
908
232
Create names from values in the:
Dfoilrow !
.
.,......."''''''"'
0 !,eft column
0 !!ottom row
0 !iight column
''[__
o_
K -"j [
Cancel
Then simply clear B2:B12!

Olds m obile ..
A
1 Cars
2 Toyota
\B
.,. "<t
fx
c
Data
734
...
204
613
3 Oldsmobile
Honda
961
847
Ford
876
Lincoln
797
734
72
846
G
680
780
202
411
749
461
589
340
857
171
2.62
480
616
254
919
Magic! 63
2 7. Long Names
If you create a very long name for a range:
Name: IThislsAVerylongNameAndNormallyWontDisplal
Scope:
jworl<book
------
New Name
------
CQmment :
B,efers to:
I=Sheet2!$A$1
[I
OK
[J
I [ Cancel J
"'
then it doesn't display the entire thing in the name box:

>-hislsAVerylongNa...
I
!toooooooool
f,c
1000000000
New to 2007 is the ability to widen the name box by simply dragging the
little circle indicator as shown (double-clicking restores it to its default
position):
ThislsAVerylongNameAndNormallyWontDisplayWell
A
64
0 __L
_ =._
E
F -l- l'- I---''---
!10000000
fx
28. Long Formulas

If you create a very long formula, p revious versions of Excel often made it
hard to see both the formula and the cell. Here's a screenshot from Excel
2003. Notice cell F1 is selected, but you can't see the cell:
rI
.1,
f.
, .,..,..
'
,
,
,.,'lbl<"';,'11..'/.'.blot',J
1:
;J{, '...,_.1"'
:

.,)(
ok
4'!'"..:.fi'.CIH
- .-"'1-:1(,
'N11'(1'1',''r,"fl.:.y';.,.,..','J
/
f.'...,_.,.,.;Sff!-e:.tr,"0::.:."":.:..-:.-..,.;!"," "OK;.J.wJMr,"ft,N
';..,.._.,._. ''.!(,.,.,.',
'l
'th
:v,
. 'A.If..'\ 'ktt...'Oct:W'"
.:.,.
.?-......,_..( "''dl---4f":J ..,...,
;:
."".;.ur.'May',...,..$ :,);,(..q,.nc."Sttt
...t'k#
'Oct. ,
_... ."O.(ot'llbt.f'.'Jtl'loN'f'..,)'-. "N
' -r-..,...tit'---:-.uy.--.w.a;'()c..ft'.":+t
....
.."':
.. A;
"'.tw..t>tl"" '#loli'J'"f -er
;w
.1)
,f,;J,'!;roT(';'Ort:.
II!"C t : ,J-.
'
11'
( ,,_
,'
',
..,"0.:..-&.,..,'Jt.m(',
t
C'
,f,'J..ht','Mr'.'.s.t-....'
.,' O(a.t',t'-."Crt.. ..''-.-,.
,.)l}"'.fii','A:J('
'
*'( 'N", Jt.l'( 'AI.;II',"Sf'CI....
t
. ;
..,-; '1.\K
(:. '
.ti
.;
"Mfl'
).,
..t
' , '.:V1VJ'r',""'-W'
1-{
H'J
','
'
'
Here's the same thing in Excel 2007:

./
:
;'"" o.JM."';;
.._,
- ; ' S.;.: embt,...;O
e
' owr
"':
( ,1! T
', :.
n.,.
M
,
,
.
H
k'f"':
" '" ""
l e
,q
t
:"'M.Wd'i':"A;1ll tt:' M
i.l
1 ,H
l:l.I*Y
..
But you might wonder where's the rest of the formula? You can drag the
formula bar down, or double click it to see both:
11
""-
.....L..._,c,._j
f1l"
J<fh\Jo!y-;"f'cttwry";"M-ar<.t":'"lt;lrtli.-..,..,.-:June:-:to'l'i"':;.\.W,at";SttN'Ir;.,O<.tob<:r'";r\o-o'<''";
Oc<(flibtt':'"u-r..u,.y'"t'' cbtu;r,..: MMO!'':Aprfl-.: ,_...:'

..,.- J.-rA::..r!lt)":'.\u:-g.\i$t.:'SeptMbet':'O;to1xH-";" :;Q\Mb!.:
'tlA!tnf'':"" .t. Aot'W'

' "(.,t:n.JJr(':'
...J.
1 <>
'''""
;;;I
,_:t\p!ll':' M(:'Jr..t:"'h...,.,-;''..'4"')1\ISI'";'"$otpt-r.t:,t1' ;'()(tOIX-t"!"' N O"' "-Mbt

:
1"
t.
W
d
'
i; J
SNri: Mtr( Jr'tr:itf':'U"'$tp1\".'l'll":'0<10,..NOO!fttI":

J I .I\_! L .I M I "
r...J ,
..
'0\.'<1!M'!tr;"tAuMY"'t'fCbfl1oi'J":
J_,.i;,j
.L.<IJ
As you can see, when the formula bar is expanded the worksheet moves
down to accommodate it. You can use Ctri/Shift/U to open the formula bar
to fit the active cell. And press it again to restore it to one line.
This isn't
Excel, it's Magid
65
29. Formatting comments

When most people create a comment (Review Tab, New Comment, or
Shift/F2), {Excel 2003: lnsertiComment), they accept the shape and color and
just enter the information they want. So most comments look something
like this:
/Bob Umlas:
This is a typical comment
But how about a comment like this?
l
'
Bob Umlas:
Or even this: (It's me!)
Bob
Here's how you can do it.

When you first create a comment, the cursor is right after whatever you
typed.You need to select the comment itself, not the text inside. So, select
the border of the comment:
66
....
Comment3
12r--
13
14
-
E
is a typical comment
1
5I
-'
161
17J
___...
You need the "Change Shape" tool. This can be placed on the Quick Access
Toolbar: [Excel 2003:View 1Too/borsl DrowingiDrow Menu !Chonge Autoshape)
.
.
.
'
!l,9P.
.!i
i!.
.S
..
Customize the Quick
Popular
Formulas
l;hoost commands from:(!)
Add-Ins
Trust Ctnttr
Ruoura\
All Commands
Save
Cu\torn1u
Ac.ces'\T.
,'3 16r.
'' 9
Proofing
Advanctd
-rr,
-..
Changt Layout
Chart Background
Chart Data lablt
Chart Eltmtnts
Chart Floor
Chart Gridlints
Chart Layouts
Chart Namt
Chart Ptoptrtles
Chart Quick Sill
""-'
''
>
=..>
,.=:,..
...,
.:!J
Add >>
"
- me
When the comment is selected by the border, click the new Change Shape
tool.
This isn't
Excel, it's Magid
67
@liD IY w
r8 '
ISiti>
J) ;;
BO<
J Home tnsert PaJJe oBasi<SMpes

o v <> o0 D. o ooo
h T!lhomo
fJBliOQ@@@A<V """ <r
u .l
""'\ ( ) {}0 ( ) { }
"-"
fs
u
l
c:$
a
Psle
Olpboard r;
Com
ment3
12
13
Font
8 I
...
81
0<1< A
rr
oW>
'if .O. (:;) i.t + e f" ca c1J

\\.9 O't> 1.> D [l;; g :0
c - o-v
flowth
ort
DO<>OO[jGJ(;'k>OCJ\J
o o O t?Ee & 6 \7 G D
QEJOlO
14
15
Cal lOUIS
16
Q 009-DAJ,-o
<PJ.J "
__jtf-j)
. I -, -1
r
o ...
O
' ti
O
..L. A, r
"". C . 1
a
17
"
I
18
Starsand 8a
_nners
lg
J!.
00 -A- $ 1121 !tll fRl !l:SJ

.triP
20
..
..
From that, you can select basic shapes, block arrows, flowchart, stars and
banners, or callouts, each of which has yet another set of shapes to choose
from. Shown here is the Cloud callout:
cauouts
o o og...o ...a rGl @ -
.. . .
.J......
..J /:,....
.,
/
i [1
...: r:,....J. c.....;. JO '0
ri,..,
'
L::J
Once you have the new shape, (cloud, here), right-click the border once
again and choose Format comment, as shown, if you wish to format this
comment even further:
g.
1
m;
i:
;::
N:
>
:
: :>- ttt!!t
,.J
i'''=
I
I
l
I
I
I
J,
op
faste
..J 5) Edi tTe
iii'
'
-=-
68
Cu!
Grouping
>
Order
Asign Ma<ro...
Set AutoShape Defaults
Format Comm.ent.-. .
!jyperhnlc..
I.
That will bring up yet another dialog, from which you can choose Fill Effects:
------
Format Comment
Font
Ft1l
II
Colors and l in
es
olor:
tv"I
NoFtll
Iransparency:
ne
l
------ - - -
C:
shed:
Connector:
MOWS
aegin style:
Begin s[ze:
[
I
luooouco
oo o
[1(-
Mor e Color s
. .
Eil E ffects . . .
Fill
..
Io "'o
Automatic
II
Web
Si2e
!o.7s pt
I[
Cancel
From this dialog box you can select the Picture tab and import any picture (I
chose me!).
rill flfor.ls
------
rEl
Setect Pictur
e. ..
sample:
0 Lock Q.icturt .spec.t ratio
0 ol
t fill elfe<t l!llh sh a pe
as you saw before.

69
30. Format #VALUE.! or any errors away

Probably the easiest way to not display errors like #VALUE! or #DIV/0! in
an already existing worksheet is to use Conditional Formatting. Here's how:
1 . Select all the cells you want to hide these error values in.
2. Use Conditional Formatting from the Home tab and select New Rule
(there are other ways to get to the new rule, but this is the most direct)
,
[Excel 2003: FormotjConditionol Formatting):
r -
!!
' l!lghllght
F
F
1m
for
matting " as Table .; t
Syl e s
Cond1t1onal Format
"
,;
Cll
Cells Rules >
I ngr:;l
li!l
Iop/Bottom Rules
Qata Bars
Colo r Sotes
(con Sets
!j ew Ru l e ...
Itar RuiH
Mana g t Buies...
3. Select the Rule Type "Format only cells that contain," then pick the Errors
rule from the dropdown:
Mt
-
-
l. !''.'!.'!_l!l!.e.,!l}- r@
lect A Rule Type :
1>
Fonnat al eels based on their values

1> Fonnatonly celo thatcontain
1> Format only top or bottom ranked vakles
1> Format only values that are above or below average
1> Forrnat only unique or duplicate values
1> Use a formula to
det2rmine whi
ch cells to
forrnat
!:;dtt the Rule Description:
fQrmat only cells with:
iii..H.rc
'
"
'
",'=
" il
!..
..;...,.,g:.
,-...,-...
i_ '"'
oo> i
Prevlew:
70
No Format Set
IL
OK
'
II I
fo
r mat. ..
Cancel
I
I
4. Click the Format button, the font tab, and assign a white font!
'
'.It'
!
)
8<dy)
ve
"
"-
R..P.,
nw.
Sold
Sold ltak
IEff ects
Size:
Fgrt style;
051<\elt'<OUti>
' r
LJ .'(A,:,('
8
9
13
I!
I
"
"
--
For CondlJOMI Fo:rnotlilo you con sel
14
Automatc
Them4!Colors
FoUII
fxlore Colors...
OK
II
Cancel
This isn't
Excel, it's Magid
71
3 1. Using [h} format for hours>=24

When you add times, anything over 23:59:59 will start over at O. lf you use
a format of [h]:mm:ss then you will get the "true" number of hours:
17
C6
21I
jl
'
x:I =SUM(Bl:85}
--
3:15
4:15
'
5:15
6 15
7:15
2: 151 26:151
The formulas in 86 and C6 are identical. However, 86 is formatted as

h:mm:ss which will not permit the "h" to be above 23, and the format for
cell C6 is (h]:mm:ss.
72
32. Advanced number formatting

You can specify formatting by value ranges.This format:
(Red] [<SO]"TOO LOW";[Biue][>1 20]"TOO HIGH";$#,##0.00 says: if the
value in the cell is <80, make it red and show the text "TOO LOW." If the
value in the cell is >120, make it blue and display the text "TOO HIGH."
Otherwise, format it as currency.
Aside from [red], (blue], [cyan], [magenta], [white], (black], [blue], and
[green], you can use [color1] thru (color56].
The rule is to place the color inside square brackets, followed by another set
of square brackets for the condition, then the format if it meets that condi
tion. You're limited to 2 conditions plus an "all other."
This isn't
Excel, it's Magid
73
33. Formatting text

You can have parts of text constants in one cell be different sizes, fonts,
color, by selecting the text and using the tools from the formatting features
in the Home tab [Excel 2003: Formatting too/bar].
'
Text cal refarn:tted Of d'a'actErS in a rell (oot fam.ias)

Here,
Home
Insert
Calibri
Page Layout
Formu las
Data
Revi
11
Al
B
can be formatted by ch
3
4
5
6
II I I
ardCo
l
ors
=
\;)
,More Colors...
the word "Text" is selected, and the red font color is being applied. Only the
word "Text" will be red. You can also access the font by right-clicking once
the word is selected.
74
34. Using Fills

A number format which includes * will fill the cell with the nex.t character.
A format of General*. will fill the cell with periods. Enter 1 2 and you'll see
1 2 . . . . . .. . . . . . .. as wide as the column is:
Al
u......
... ,
fx
0 00 0 0.
Use a format of $**#,##0 to get asterisk-fill for currency. The first * is the
code indicating to use the next character to fill the cell. That next character
is *, so now 1 2 looks like this:
Al
1
2_
... (
12
fx
$*************** 12.00
75
35. Indenting or distributing text

Suppose you have a worksheet which looks like this:
A
1 Main section
2 Sub Sections
3 Isub Secti o ns
4 ; Sub Sections
5 Sub Secti o ns
6 I Sub Sections
7 Sub Sections
Main section
9 Sub Sections
10 Sub Sections
11 Sub Sections
12 Sub Sections
13 Sub Sections
8
14 Main section
15 S ub Sections
16 Sub Sections
17
18
19
Sub Sections
Sub Sections
Sub Sections
and you want to indent each Sub section a few cells. In this example, you
could replace the word Sub with" Sub", but in reality, each of these cells
would contain other text.What many people would do is laboriously click
in each cell and type a few leading spaces! But what about this:
Two clicks of the indent button on the alignment section of the Home tab:
[Excel 2003: Format!Cel lsjA/ignmentllndent up-arrow twice)
Alignment
works just fine. It's a command also found in the format cells dialog (ctrl/1,
alignment tab or the bottom right arrow of the above illustration):
76 This isn't Excel, it's Magic/
"'J,
p
y_
-;,.,.-
gmt_a.l;
-
Number
Alignment
Font
Border
Text alignment
I (Indent)
e
:
IBottom
j[
Fill
vi Indent:
g
vi
Horizontal:
Left
V rtical
Distributing text is found in the same Format cells dialog. Here, cells A1
and A2 contain the text "This is a wide cell," but cell A2 was formatted as
distributed:
is is a wide cell
is
F;mat
is
wide
cell
Font
Border
_
_
,
.-.
"
'
'
'
r
" .,_
_lfm
Ce l ls
.
.
4 'U
,
'!'
...d
7
8
9
10
11
12
13
14
Number
Alignment
Fill
Protection
Orientation
Text agnment
ttorizontal:
(Indent)
lndent:
lo
T
e
X
t
Text
This isn't
Excel, it's Magid
77
36. Easily create custom list of a-z, A-Z

Instead of typing this all out and then importing to custom lists, you can
enter:
=CHAR(ROW()+64) in row 1 and fill down to row 26 for A-Z.
Al
_!_.,
:;
;lA_!
2 B
fxI =CHAR(ROW(}+64)
31c
4 .o
,
5 IE
------- ------
1'---
=CHAR(65) is the letter "A", thru =CHAR(90) is the letter "Z"

Copy the list and paste special Values (or you won't be able to import them
into the Custom Lists).
Then select the range and use Office Button, Excel Op t ions Edit Custom
Lists button: [Excel 2003:Toolsl0ptions!Custom Lists]
,
D . .!lJ.C.IOp,lio..'
Hom
,)1
-
Pat "
!1pboir<J tv
Al
-
-=
1 A
A
_3_ 8
3
c
-
..1_0
5
6
E
F
ILPopula
Formulas
Pfoofino
Savt
ACS.Jn<cd
u1tomirt
Change the most popular options in Ex

c el.
. ..
,Mani Toolbar on nltdion"J:
S Enabl LiY< Prev;ew"
8 Show Qeloptrtab in the Ribbon<D
Add-Ins
t;olor sd1eme:
Tnnt Center
S<{l."tnTip 't y( t:
Show
8 Alway\ u'e Out!Jpe
Ruourcu
Top options for wo king

with Ex
c
el
r
and click Import:
78
'=
Blu
'=
:::!
i:J
:L
-:1
__
__
__
__
__
__
_
_
_
Sho w feature deu rfptions i n S a

eenTi ps
Crute lnts for use in sorts and fill squen<es:
IEdit Cust,gm Lisu...J

--- -IM"i)rv;)
Custom lists,.lj. - l!!:J
,_,
.
,.
-.
u
.
,.,
,,
_"
Custom llt s
Cus
tom
list ntries:
NEW LIST
Sun, Mon, Tue, Wed, Thu, Fri,
SUnday, Monday, Tuesday, Wee
Jan, Feb, Mar, Apr,
.lul, J
[ &dd I
--. [
I
:6
A
B
c
Qefete
0
E
F
G
H
I
J
I(
Pres Enter to separate nst entrie

s
tmpoct bst from cells:
===::.
[::JC:;
-,
,. ==
.-
$A:!.
$:.:
!!:
:$
A
=
$2
=
6--
::.:
::l
'<
-
l
L.:!
OK
I[
Carocel
Now, you can enter any letter (upper or lower case), and use the fill handle.
I f you entered upper case, it will fill with upper case letters. Lower case will
fill with lower case letters.
This isn't
Excel, it's Magid
79
37. Inner Series

Some fu nctions take a parameter which changes, like =IPMT(rate,per,nper,
pv,fv,type)
The "per" argument usually differs from one row to the next, making it
difficult to fill down. Most people enter the series 1 ;2;3;. . . down a colu mn
for the sole purpose of being able to reference it in the formula!
Instead, use ROW(A 1 ) as the "per" argument:
86
A
1 Rate
Ji..__ B
Lc
I S1,75o.ooI
$1, 4 .
$1,745
7.98
$1,743.95
99
10
$1,74
7 1. 2
$1,739.88
11
12
13
I E
$400,000
0:00
3 PV
5
:IPMT($B$1/12,ROW(A1),$B$2"'l2,-$B$3}
5.25%
2 ' Nper
4
f,.
$1,737.8
92
$1,735.76
--- ---
1-
---!
When the formula in cell 86 is filled down, the part containing ROW(A1)
becomes ROW (A2), etc. This is, of course, 1 in 86, 2 in 87, etc, giving the in
ner senes.
You can also use COLUMN(A1 ), of course, if the series needs to be filled
rg
i ht!
80
38. Using Apply Names

Immediately after naming ranges, you can easily apply these names to exist
ing references. For example, if you have =BS+B6 in a cell
.r
82
B
.
1
3
nl
1 =B5+86
tx
4
4
First
Second
and then name BS "First" and B6 "Second."

2
11
4
s
7
8
9
10
11
F irst
Second
Create Names from Selection

-
Create names from values in the:
,owJ
0t!i1:;:..;;:e ..........
0 eft column
....
Oaottomrow
0 fii<;lht column
OK
JI
cancel
then after naming them you can use Apply Names from the Define Name
dropdown in the Formulas tab, [Excel 2003: lnsertiName!Apply) and these will
already be selected in the dialog:
Formulas
Data
Reviw
lookup & Rfrence

til Math & Trig
Mor Functions
Name
Manager
View
Developer
Define Name '4
Define Name...
-=
A:B
pply Names
-
..
Defined Names
After you apply the names you will see =First+Second:
81
..,...
...
!:-;;
"'("
P.! X. !'-1.
0 !gnore Relative/Absclute
[Qptions J
] [ Cancel
0 Yse row and column names
B2
1
2
3
4
5
6
7
82
...
J;>.
OK
C:t
(..
- ; .
.c
Iii'
11
First
d
>>
4
7
'
=First+Second
-.0<
39. Selecting a random sample of data

If you have a database with many records and you want to take a random
sample of that data, here are a few techniques you can use.
One way to get a random sample is to use a computed criteria and
advanced filter.
Suppose you want to take a random 10% of the data. Enter the formula as
shown in C2 (keep C1 blank). By entering the formula =RAND()<0.1, every
time this worksheet calculates, the =RAND() will return another random
number. So RAND()<0.1 will return TRUE, about 10% of the time.
(Rand() returns a random value between 0 and 1, not including 1 ).
C2
1
2
3
f,. =RAND()<O.l
Database of 100 items
lteml
ltem2
TRUE
4 ltem3
5
ltem4
ltem6
lte m7
ItemS
10
Items
ltem9
Using the Advanced button from the Data tab: [Excel 2003: DateiFilteriAd
vanced Filter]
Formulas
T
Filter
Data
o( Clear
Review
:{ Reapply
,
LV
A
dva n c.,
I
Sort & Filter
83
you can filter like this:
Advanced Filter
Action
0 filter the list, in-place
0 CQPy to another location
!.ist range:
riteria range:
-"11 .)
'
I$C$1 : $C$2
::::
==
:
:.:
::
==
L
I
_:::.:.J-:1
_
_
_
_
_
_
_
_
0 Unique records only
OK
I[
Cancel
and that will create a random selection:

roc
1 Database of 100 items

10 ltem9
13 ltem12
16 ltem15
27 ltem26
62 ltem61
n ltem76
74 ltem73
86
ltem85
11-
This will be different each time.You may notice that there are only 9 items
shown, not 10, and that's because the values RAND returns are random! It's
best to use this on larger databases!
84
A second way to select a random 10% of your data is to still use the RAND
function, but not use filltering. Look at this:
A
r-
.,
Database of 100 items
ltem1
ltem2
ltem3
0.161792
ltem4
0.236491
ItemS
0.255978
ltem6
0.786952
ltem7
0.810523
ItemS
0.227744
10 ltem9
0.2444
0 .472988
0.754415
11 ltem10
0.170091
12 ltemll
0.506724
13 ltem12
0.073749
14 ltem13
0.186336
15 ltem14
0.498387
Cells B2 thru B101 contain =RAND().AII you need do is select A2:B101 and
sort by column B! Take just the first 1 0 items, and you have your random
1 0% of the database!
This isn't
Excel, it's Magic! 85
40. How to change row height

when a key field changes
Suppose you had a worksheet something like this (but more complicated!)
A
- - .Joeeartment!
IAccounting
3 Accounting
4 Accounting
5 Accounting
6 Accounting
7 Accounting
8 Accounting
9 Accounting
10 Personnel
11 Personnel
12 Personnel
13 Personnel
14 Personnel
15 IS
16 IS
17 IS
18 IS
If A1 :A3000 contains departments (sorted) and you want a visual break

between departments you can change row heights on the first row of each
new one. How can you select the changed department?
In the above example, in cell B2, e.g., enter a formula such as
=IF(A1 =A2,1,NAO).
Or you could enter =IF(A1 =A2,TRUE,"X").
86
The choices I'm usi ng are any two of Number,Text, Logical, Error because
of this:
Go To Special
Select
O co ents
o cnstants
0Eormlasl
0 Row differences
mm
0 CokJmn differences
0 Erecedents
0 Dependents
N!lmbers
D ecc orI
Tet
logicals
:.l .evel>
Lat cell
0 Blan!ss
0 Visible cells onl:(
0 Current tegion
0 Condonal formats
0 Current rray
0 Data yalidation
AI
0 O!ljects
!,
Same
OK
1) I
Cancel
Assumi ng we choose the first formula, then the NA()'s will show on every
new department:
B2
6
7
8
9
10
11
12
13
14
..
A
Department
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Accounting
Personnel
Personnel
Personnel
Personnel
Personnel
15 IS
16 IS
#N/A
1
1
1
1
1
#N/A
1
1
1
1
#N/A
1
1
17 IS
18 IS
87
Select column B. Home tab, Find & Select, Goto Special (or simply press FS):
[Excel 2003: EditiGo ToiSpecial]
rt
I:
liD
te ""
nat
at&
3
" 3C
Sort &
Find &
Filter Select
find...
Replace...
Go To...
Go To pedal...
Formylas
Comments
Conditional
Formatting
Constants
Data Validation
ln.
Select Objects
...t- ....:-- n...--
select Formulas + Errors (you actually have to deselect Numbers, Text, and
Logicals, leaving just Errors, or just deselect Numbers because you know the
result is only numbers and errors):
-
Go To
[8]
Special
Select
Oomments
0 CQ:nstants
@Eor!Was
0
N11.mbers
0
Te;![t
0 .
ll.!i
0 R diferences
0 Colu(!11 differences
Oecedents
0 Dependents
0
.... ._....._..,
0 '-rrors
0 Blan!ss
0 Current region
0 Current rry
0 O!lJects
.
!
<;
'..
.
.
0La cell
0 Visible cells onll(

0 Conditional formats
0 Dta y_alidation
0
88
ct or'
All
Same
Cancel
J[
Now only the #N/A cells are selected, so you can use Format Row Height
from the cells group of the Home tab [Excel 2003: Format/Row/Height]:
o Insert
Delete
Sort &
i!) Format (2 Filter
Cell S"12e
:c
:
++
Find &
Select
'
Row Height...
AutoFit Row Height

Column Width...
AutoFit Column Width
.Qefault Width...
Visibility
And change the row height to 30 to give this effect:

A
1
_Department
Accounting
c:J
4 Accounting
5 Accounting
2 Accounting
3
6
_Accounting
7 Accounting
Accounting
9 Accounting
10 Personnel
#N/A
11 Personnel
12 Personnel
Personnel
Personnel
13
14
15 IS
16 IS
1 7 I<;
#N/A
1
1
And finally you can clear column B.
89
4 1. Define "global/local'' name

If you define a name to be the cell above, like from D2 you define "above"
to be =D1, Excel puts the sheet name in front of it. Using Define Name
from the Formulas Tab[fxce/ 2003: Insert/Name/Define]:
Formulas
.ayout
cal
Data
lookup & Reference
! & T1me
6 Math & Trg
' More Functions
Review
Name
Manager
Library
View
Ac
Developer
...U Define Name
JP Use in Formula
Create from Selection

Defined Names
L.
l
_
_
New Name
ame:
cope:
CQmment:
&efers to:
IA bove
--__J
I ======;
vI
Workbo ok
l=dll
[J
--==
, =
= ===
jr
[=c==
aoc
elj
;
/.
you get "above" to be =SheetS !D1:

D
lL.--1
E
--
-- -
Nd/JlC Manager
Mew
Ed
Delete
filtw
So any time I use =Above to reference the cell above the active cell, it will
always pick the cell from SheetS! That is, if on Sheet5, cell A1 I have "Bob,"
then if I enter =Above from Sheet1 cell A2, 1'd see "Bob."
90
Interesting side note: if the active cell is in row 1 and you use Edit/G o To and
type Above, the active cell will be in row 1 048576!
To get "above" to be the cell above on any sheet, do one of the following:
1 . Leave leading "!".That is, define "above" to be =!D1:
1
--
me:
I._
_
_
Edit Name
6
7
C2mment:
8
9
lAbove
...
rill
I
"
-
10
11
12
Befer> to:
13
14
1101
II
OK
tI
l I Cancel l/
2. Define "above" to be =INDIRECT("r[-1 ]c",FALSE)
t'2]
I
New Name
!!lame:
ope:
C:
&efers to:
[Above
lworl<book
vi
[&indirect("r[-1)<",false
I OK l I
11
Cantel l
The difference between the 2 choices is that the latter will calculate auto
matically, and the former won't (without forcing a calculation with the F9
key).
As a side note, you probably shouldn't use this technique if you're also using
VBA because there's a bug that when VBA recalculates, all cells with that
name refer to the active worksheet!
91
42. XLM-Names (not XML)

Old style Excel 4 macros ("XLM"=eXceL Macros) are still around and useful.
They must be used as a defined name, not as a worksheet function. If you
try to use these as worksheet functions Excel will give you an error. (Please
note that prior to version 2003, copying a cell which uses this name to an
other sheet will crash Excel!)
For example, the LINKS function will return a list of the links in the work
book (and in a way that you can see the entire path!)
=LINKS()
This will return all the file names in the current directory.
=FILES()
This will return the names in the workbook
=NAMES()
There are many more, and if you're interested, you can download them from
http://support.m icrosoft.com/kb/q1 281 85/
Exampl e: Define lk as =LINKS(). Then use =INDEX(Ik,1) to get first link, or
=INDEX(Ik,row()) in row 1 & fill down to get all the links:
[ZJ[?SJ
ew Name
ame:
2cope:
CQmment:
Refers to:
lk
====
IWor==
kbook==
l;'
I ----------
:========!....__ ----------.,
lL=_
lin
..
ks_,
O..: I,_--;=
A1
92
This
isn't Excel, it's Magic!
] [ Cancel J
:;-;:
=
::::!
:=
(:;J
=
=
=
=
II_
As you can see, cell A1 contains the formula as indicated, and it returns
the entire link path to the first link document. The workbook is linked to 3
workbooks, named del1.xls, del2.xls, and del3.xls. But the Edit Links dialog
(from the Connections section of the Data tab [Excel 2003: EditjUnks])
Insert
Home
al
If
Mi} Connections
u
H
Refresh
All
Connections
Data
formulas
Page layout
lill1 1
.,A Oear
Reap1
filter
Sort
Advar
Sort filter
doesn't show the whole path:

Edit Links
Sour ce
dell -y j $
del2.xls
del3.xls
Location:
Item:
Updote:
I Typ e
WN I s he et
'
Woksheet
Worksheet
Updote
A
A
A
[ evalues ]
[Chaoge s-ee.. I
Stotus
Unl niJwn
Unknown
Unknown
C:\Oo<uments ond SettlnQs\Sob Umlas\t-ly Oocumenls...\32000
0 &utomotl<
[tMtuP Prompt... I
Similarly, here's the file/open dialog:

-
------
Open
,.:
(j o..stop
e.
!l ""'
Ccnpltcr
lo
:1-2000
...
..
vt:!]
I!Joz
".""
i!) O>-OQORl.>i<
!)-thTI\O.JdJ
i!)OKLOSEA\IG.xb
i;!)os-5'{EO.x
ONN:>lRCTZ.>I<
..,Network '!!J
1!.)07-IN:>IAE CT.>CI<
Pious
i!!)oe.F1Nlt11"H.><IJ
"!)09-15
1
K
1 m . xls
10<-IAXOATt.x
111fX1SOAT.>k
12A'.rne.xls
'e!.)13-SORTP'I'!0.>4s
z<
<9 1<8
38 1<8
IS 1<8
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Dote-lid
ty pe
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Mcrosott cttlc:cElCCeJ...
Mcro$01tfiai xcel
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Mcroltt ctfiee Excel...
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3/12/2000 10:221'1'1
3{12/2000 10:31 1'1'1
3/12/2000 10:571'1'1
3/l<f2000
9:35""
3/12/2000 10:571'1'1
3/12/2000 10:31FN
3/12/2000 10:57 FN
3/12/2000 10:26 FN
I0:II I'N
3/12/2000 10:57 I'M
3112/2000 10:57 I'M
3/l2f2000
93
By defining a name like FL, for example, to be =FILESQ, you can get this
directly into your worksheet:
I =INDEX(FL,ROW()}
c
A _
...,
I _:...:.
...._ -,\1. ____B_.: =---I
1
01-ARRAYl
.xls
!
Al
fx
2 02-SUMIF.xls
3
03-0KSORT.xls
04-MatchTwo.xls
J
5 05-CLOSEAVE.xls
4
6 06-SPEED.xls
7 ,07-INDIRECT.xls
8
07-INDIRECT2.xls
08-FINONTH.xls
10 09-ISINCELL.xls
11 10-MAXOATE.xls
12 11-TEXTSORT.xls
13 12-Prlme.xls
14 13-SORTPTNO.xls
Another nice feature of this is that you can fi Iter on the files. For exampie,
if you wanted to return only those files which have an "0" in them, you can
use =FILES("*O*") where the asterisks are wildcards:
A1
A
!_103-0KSORT.xls
f
!
04-MatchTwo.xls
2
3
"'I:INOEX(fi,ROW())
B l c
0
Ndlllc
05-0.0SEAVG.xls
__,
4 11-TEXTSORT.xls
5 1
3
-S
ORTPTNO.xls
__,
6 14-WilCOX.xls
94
Manager
fjew...
fl
II
.....
...
II
Refers To
=FllES
(" ' O '")
Scope
WoM.ook
43. Getting number of unique values

For this example, assume Rg is defined as A1 :A10 and contains
4;5;5;4;5;5;4;5;5;5
Array-enter (ctrl+shift+enter) =SUM(1/COUNTIF(Rg,Rg))
How it works:
First, a brief discussion of the COUNTIF formula.The syntax is =COUNTIF
{Range,Criteria). lt counts the number of items in the range which meet the
criteria. So, in our example, =COUNTIF(Rg,4) would return 3, because there
are 3 4's in the range. Similarly, =COUNTIF{Rg,5) would return 7 because
there are 7 5's.
It turns out that if you use the range itself a.s the criteria, then each item in
the range is used, one at a time, as the criteria.
So, COUNTIF(Rg,Rg) counts the number if 4's, then counts the # of 5 s, then
counts the # of 5's, etc. This returns ={3;7;7;3;7;7;3;7;7;7}. However, you will
only see the first value, 3, in the cell. If you clicked in the formula bar and
pressed the F9 key (calculate), you'd see all the values. (If you did this, don't
forget to either press esc to cancel the calculation or click the X near the
formula bar).
'
So now, 1/COUNTIF(Rg,Rg) returns ={1/3,1/7,1/7,1/3,1/7,1/7,1/3,1/7,1/7,1/7}.

There are 3 "1/3", and 7 "1/7", each totaling 1 .
So the SUM returns the correct result:There are 2 u nique values.
This needs co be ctrl/shiftlentered or it will calculate as if that first 3 were

the only value, and the answer would be 1/3, or . 3 33333333.
This isn't
Excel, it's Magid
95
44. Named formulas are array-entered

If the formula in the preceding tip were entered without ctrl+shift, the cell
would contain 33333 as mentioned.
If a name (say "unique") is defined to be =SUM(1/COUNTIF(Rg.Rg)) and you
enter =unique, without pressing ctrl+shift, the cell would contain 2!
.
.tL.!l"iS&
New
Name
Cl unique
lI
dit...
)[
Value
{ . .}
.
tlelete
Refers To
-S....-(1/COTlf(Rg,Rg)).
Scope
Filter
Convnen
t
Workbook
.!;
Refers
to:
jX)f./1 lsur(I/COUNTIF(Ro,Ro))j
So it seems all named formulas are treated the same as

a n array-formula.
'1'!)
t.>-11
!I
I Close l
if you
entered it as
However, here's an oddity. If you enter =A1 :A2 in cell A3, you'd see #VALUE!.
If you array-enter it, you see whatever is in cell A1 . 1f, while the cursor is in
cell A3, you define a name to be =A1 :A2, then entering that name in A3 still
produces #VALUE! If you array-enter that name (like {=test}-the braces
supplied by Excel) then it returns A1 's value. So these techniques seem to
contradict one another!
Just be aware that your named formulas may be different from what you
expect only because it's likely interpreted as array-entered!
96
45. Getting End of Month

You don't need the Analysis Toolpak (an add-in which ships with Excel). If
the date is in cell A1 , then to get the date of the last day of that month, use
=DATE(YEAR(A1 ),MONTH (A1 )+1 ,0).
The DATE function takes 3 parameters: year, month, and day. The Year is the
same year as cell A1's year, so we simply use YEAR(A1 ) MONTH(A1 )+1 is
one month past the month in cell A1.
The first day of next month is =DATE(YEAR(A1),MONTH{A1)+1,1 ), so the
day before that is the last day of this month. Therefore, instead of using 1 as
the day parameter, Excel has no problem with using 0.
The Month parameter for the DATE function doesn't need to be 1-12, and
the Day parameter doesn't need to be 1-31!
Of course, you can also use =DATE(YEAR{A1 ),MONTH(A1 )+1 ,1 )-1 if you
don't like using 0 for the day parameter!
.
This isn't
Excel, it's Magid
97
46. How many Wednesdays

between 11 1105 and now?
{This is obviously not limited to Wednesdays!)
Use the INDIRECT function to turn the date into a range! (Hang in there!)
IfA1 has 1/1/05 and A2 has =TODAYQ (and let's assume for this example
that today is 3/5/05)
=ROW(INDIRECT(A1&":"&A2)) is the same as
=ROW(I NDIRECT("38353:3841 6")) which is the same as {38353;38354 . . .
38415;38416}.
These numbers are "serial" numbers, Excel's way of numbering days since
1/1/1 900.
The INDIRECT function changes text to a range, where possible.
The WEEKDAY function takes a date and returns the day of the week,
where 1 =Sunday. 2=Monday, etc. So, =WEEKDAY(ROW(IN DIRECT(A 1 &":"&
A2))) would return {7;1 ;2;3 } because 1/1/05 is a Saturday and Saturday is
7,so it starts with 7.
. . .
Put another way, =WEEKDAY(38353), where 38353 is the serial number for
1/1/05, is 7.
Comparing this sequence of numbers-{7;1 ;2;3}-to a 4 changes these
numbers to a series ofTrue/False values:
A3
A J
....!.... 1/1/2005
2
fxj{:WEEKDAY(ROW(INDIRECT(Al&":"&A2)))=4}
3/5/2005
FALSE
expanding the formula bar shows:
98
C
U BEMEM. ..
...
( t. 'X ./ ,
..
={FALSE;FALSE;FALSE;FALSE;TRUE;FALSE;FALSE;
FALSE;FALSE;FALSE;FALSE;TRUE;FALSE;FALSE;
FALSE; FALSE;FALSE; FALSE;TRUE;FALSE;FALSE;
FALSE;FALSE; FALSE;FALSE;TRUE; FALSE;FALSE;
FALSE; FALSE;FALSE; FALSE;TRUE;FALSE;FALSE;
FALSE
8
A
1
II
1/1/2005
3/5/2005
3 .. ;FALSE}
.!
I
.
.
. . . the TRUE values correspond to Wednesdays.

The N function changes False to 0,True to 1 .
Array-entering =SU M(N (WEEKDAY(ROW(IN DIRECT(A1 &":"&A2)))=4))
gives 9, meaning there are 9 Wednesdays between 1/1/05 and 3/5/05.
This isn't
Excel, it's Magid
99
47. Looking up 2 (or more) values

Suppose you have a table of values looking something like this:
_!_
------M
a
e r
l i
-----1
2 IFi rst
Last
Amount
3 1 Bob
Fred
S IBob
Bob
7 John
8 Bob
Smith
23
Williams
Devon
Williams
78
45
Smith
89
Clinton
67
34
Jones
9 Bob
10 Bob
12
McCarthy
56
and elsewhere in your workbook you have a first and last name for which
you'd like to find the amount value.That is, you have Bob Williams in F2:
G2 and you need to pick up the value from cell C6.You can't use any of the
LOOKUP functions, and you can't directly use the MATCH function either.
What to do? Here, an array formula comes to the rescue:
H2
fx (:INOEX(C:C,MATCH{F2&G2,$A$1:$A$21&$B$1:$B$2 1,0))}
+f
lrst
Bob
4 Fred
s Bob
6 Bob
7 John
8 Bob
9 Bob
10 Bob
,
B
c
Master List
Last
Amount
Smith
23
Williams
Devon
Williams
Bob
Fred
B
ob
78
45
G
Find
Williams I
Williams
Clinton
34
1
78
67
34
89
67
Smith
Clinton
Jones
u
56
McCarthy
F2&G2 becomes the string "BobWilliams," and this is being matched against
A1:A21&B1:B21 which, when selected in the formula bar and the F9 key is
pressed, expands to:
i
NDEX(C:C. MATCH(F2& G2.("Maslerl.Jsl";1'irSI I.0$1";"8obSrrilh". "Fred'IViliams":"Bob0evon";"BobWilliams";"JohnSmilh";"8obCiu11on
i
'"
'"
'"
BobJone$:"'Bot>McCanhy"; ":: ":-:-;;::: },0))
..
.. .
and you can see that the combination BobWilliams is the 6th item in the list,
so this formula reduces to =INDEX(C:C,6), which is C6,so the result 34 is
returned.
100
48. Named ranges which define themselves

Currently you have Database defined as $A$1 :$E$25.
ame:
2cope:
cQlllent
l!l
:
B.efers
to:
IDatabase
I
========--
Worlcbook
I
VJI--
==========
"
-
Sheeti!$A$1 :$E$2S I
[
J
=====;r==
=;
Cancel
1
l
1
OK
You add a record to row 26, and then need to redefine the range to include
the new row.
Assuming there are no "holes" in the first column of the database, change
the definition to be =OFFSET($A$1,0,0,COUNTA($A:$A),5).
This means starting with cell A1 , 0 rows down and 0 columns over, in
COUNTA(A:A) rows by 5 columns. (COUNTA returns the number of
non-blank cells).
This automatically will include new rows added because the COUNTA re
sult will change. lf it were now A1 : E25 then the COUNTA function returns
25.When you add a new record, the COUNTA returns 26, so the new
definition is =OFFSET (A1 ,0,0,26,5), or A1 :E26.
.
101
49. Using REPT for visual effects

You can easily use a variation on =REPT("/\",500) for a nice effect. Shown
below, you can see the effect of the formula entered in cell A1 .
Al
A
txl =REPT("/\",500)
C
=-t-..__
II\/\/\JV
:.
_.:_ tv
.____ \l
vwVV\1\MiVVVV
2 -
--"--'
3
-----
lllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll
40<X>OO<XO<>Oo<X>OO<KX>OC<X>Oo<>OO<X>OO<>C
'i
Cell A2 contains =REPT("=",500).

Cell A3 contains =REPT("(-)",500).
Cell A4 contains =REPT("<>",500).
Go be creative!
102
50. Using the Space as an operator

The space is as valid an operator as +,-,/, or *.
=West Gizmos will pick up the intersection of the 2 ranges, West and
Gizmos:
C
9
1
I =West Gizmos
! c J D
fx
North
South
West
1Thlngs
Gizmos
37
85
Objects
53
74
24
51
s
9
1n
I
I
East
92
91
39
98
58
--
E.
ssl
I
1
I
Here. West is defined as C2:C4, and Gizmos as B3:E3. They intersect in C3,
which is the result you see in cell C9.The space operator is an intersection
operation.
103
5 1. Extracting the last part of a string

Suppose you have this in a cell: C:\MSOFFICE\EXCEL\LIBRARY\MSQUERY\
MyFile.xls
and you'd like to pick out the last piece, MyFile.xls. Here's how to do it.
The technique basically changes the last slash to some unique character, then
finds where that character is, and returns from that position + 1 to the end.
First, there are a few things you need to know.There's a LEN function which
returns the number of characters in a string, or cell. So if A1 contains ABCA.
=LEN(A1 ) would return 4.
The SUBSTITUTE function substitutes one value for another in a cell. So
=SUBSTITUTE(A1 ,"C","Q") would return ABQA in the above example.
Also, =SU BSTITUTE(A1 ,"A","Q") would return QBCQ, because it changes
both A's. We're going to take advantage of another option in the SUBSTI
TUTE function, where we can change a particular occurrence.
=SUBSTITUTE(A1,"A","Q",1 ) would give QBCA, and
=SUBSTITUTE(A1,"A","Q",2) would give ABCQ. The 1 and 2 tells which
one to change.
Okay, preliminaries are done. Let's go back to where A1 contains C:\MSOF
FICE\EXCEL\LIBRARY\MSQUERY\MyFile.xls.
1 . =LEN(A1} is 44.
2. =SUBSTITUTE(A1 , "\'"', "") is C:MSOFFICEEXCELLIBRARYMSQUERYMy
File.xls-the same string without the backslashes.
3.That length (LEN(SUBSTITUTE(A1, "\"","") is 39.
4. =LEN(A1 )-LEN(SUBSTITUTE(A1,"\","")) is S, telling us there are S backs
lashes. If we use that as the 4th parameter in the SUBSTITUTE function, we
will only change the 5th slash.
S. =SUBSTITUTE(A1,"\",CHAR(222),the value from step 4) changes the last
backslash to a CHAR(222). (CHAR(222) is kind of arbitrary strange charac
ter_ . . hang in there!)
6. =FIND(CHAR(222), the value from step S) finds what position that char
acter is in-that is, where the last slash is!
7. =MID(A1 ,the value from step 6+1 ,255) gives just MyFile.xls.
Putting it a II together:
=MID(A 1 ,SEARCH (CHAR(222),SUBSTITUTE(A 1 ,"\",CHAR(222),LEN(A1 )
LEN(SUBSTITUTE(A1 ,"\",""))))+1 ,255) will return MyFile.xls.
1<2
2
1
104
...
1> =MID(A1.SEARCH(CHAR(222).SUBSTITUTE(A1,'\".CHAR(222).
-...........,.
,
..________...,.,.
lEN(Al)l.EN(SU9SllME(A1,'\',"))J)I .Z$)
C:\MSOFFICEIEXCEL\LIBRARY\MSOUERY\M
.li)
le.xls
Tllis isn't Excel, it's Magic!
M
yFile.xls
,, .n
52. Using SUMPRODUCT

Instead of trying to make SUM I F or COUNTIF work on multiple conditions
(you can't), use SUM PRODUCT. Or you can use the new functions SUMIFS
or COUNTIFS, discussed in tip 69.
Look at the following worksheet:
.2...
3
A
'
Fred
Fred
Fred
;&
__!..
9
Fred
...2004ifred
' .., .. ..... ,
. .
20031 Bob
; treo
,10
11
Ill
l
3
4'
6
8
< II
m1
UCT((1''11
1l1lJ.
.I
UcT((I' ? "11
Fred
111
-"D.-1)") )
I
{A
2
:
A l1=
20
04) --(B2:Bll="Bob") C2:Cll}
10;. :SUMPRODUCT(
'
--
.
-- ---
Cell D4, which contains the formula shown in DS, returns 1 1 .This is the sum
of the amounts in column C which correspond to the year being 2004 and
the name being Bob. That occurs only in rows 3 and 1 0. The formula works
like this: The part of the formula which is A2:A11 =2004 evaluates to (what
you'd see if you selected that part of the formula and pressed F9):
{FALSE;TRUE;FALSE;FALSE;TRUE;TRU E;FALSE;FALSE;TRUE;FALSE}
where the TRUE's correspond to the 2004's. B2:B11 ="Bob" evaluates to:
{FALSE;TRUE;FALSE;FALSE;FALSE;FALSE;TRUE;FALSE;TRUE;FALSE}.
Now these are being multiplied together. Only TRUE *TRUE is 1 , any other
combination is 0. (You can try it in a cell-enter =FALSE*TRUE, for ex
ample). So this produces {0,1 ,O,O,O,O,O,O, 1 ,0}, where the 1 's correspond to
a pair ofTRUE's. Now this in turn is multiplied by the range in C2:C 1 1 , or
{1 ;2;3;4;5;6; 7;8;9;1 0}.This multiplication yields {0;2;0;0;0;0;0;0;9;0}, and this is
added up to produce the 1 1 .
Cell D7 (formula shown in DS) only returns the {0;1 ;0;0;0;0;0;0;1 ;0} part of
the multiplication, and this is added up to produce the 2-which represents
a COUNT of the number of records for which the year is 2004 and the
name is Bob.
You may have seen another variation of the formula in cell D4. Cell
D1 0 contains the formula shown in D 1 1 . What is the"-" before
each set of parentheses? If you enter =-TRUE in a cell, you'll see -1,
=-FALSE yields 0. So --TRUE yields 1 , and --FALSE still yields 0. The
105
-- coerces the set ofTRUE/FALSEs shown above to 1's & O's

(not - 1 's & O's). so the formu la really reduces to
=SUMPROD
UCT({0;1 ;0;0;1 ;1 ;0;0;1 ;0} ,{0;1 ;0;0;0;0;1 ;0;1 ;0},{1 ;2;3;4;5;6;7;8;9;1 0})
which again becomes SUMPRODU CT({0;2;0;0;0;0;0;0;9;0}), or 1 1 .
A side note: you can also use the new function in Excel 2007, SUMIFS.The
formula in cell 04 would be =SUMIFS(C2:C1 1 ,A2:A1 1 ,2004,B2:B1 1 ,"Bob").
The syntax for this function is =SUMIFS(sum_range,criteria_range,criteria,...)
1 06
53. Using the TEXT function

Date won't fit in the column/
fx =TODAY()
c I
...J.:H.:....__:..__c__
------m
formdl Cells
General
.....
Wednesday, 11/1/2006
Cunency
Ac<olrtln'l
o.to
Time
m/d/
Y'/Y'I
Penent90
Fra<tlon
Scient1k
Text
--
Cell D2 contains =TODAY() and is formatted as shown: dddd, m/d/yyyy.

Well, it won't fit. If you're restricted from changing the column width, what
can you do/ The solution is the TEXT function. Cell D1 contains this formula:
=TEXT(TODAY(),"dddd, m/d/yyyy")
Since this returns text, it will flow into the next column if there's not enough
room to display in its own column!
By the way, you can bring up the Format Cells dialog with either Ctrl/1, or
by the little arrow at the bottom right of the Number section of the Home
tab. This arrow will bring up the same dialog (in the Home tab), in the Font,
Alignment, or Number section, but with a different tab or the Format Cells
dialog showing initially.
Home
'd
:J
r)l
tnsert
Cahbri
fB
Page Layout
11
JI JI
Formulas
[A A1 1=
Data
Review
View
er
De
velo
p
&
I I
e;JIj
:trJ[iF tl
General
s %
118 +81
Wherever you see this little arrow, it means you will be presented with a
dialog, very similar to what you saw in previous versions of Excel.
107
54. Use wildcards in MATCH function

Look at this worksheet:
C2
....;__.oept
Deptl
3 Depn
4 Depll
5 Depn
'
6 Depn Total
7 Dept2
a oept2
9 Dept2
10 Dept2
1l Dept2
Amt
f
j(:B2/INDEX{B: B,MATCH{"'Totai",OFFSET{A2,0,0,1000,l) ,O)+ROW{)1)}
" ofTot
al
ani
30%
13"
2919
340
100%
10%
23%
794
762
426
367
207
122
459,
3247
671
H i
30%1
86
9
384
564
16 Dept3
c j p
II
27%
13%
11%
6%
4%
17%1
14%1
100%
4%
The formula in C2 is filled down as far as necessary (past C16) and yet it
returns the percent each number in column B is to the total value for that
department. It's based on the fact that the total is indicated in column A by
text ending in the word "Total."
Part of the formula uses an asterisk inside the MATCH function:
=MATCH("*Total will look for anything ending in the word Total (case
insensitive). So, cell C2 is dividing B2 by that number in column B which cor
responds to the next Total, or in this example, it's B2 divided by B6.
Let's examine the formula more closely. =B2/INDEX(B:B,MATCH("*Total".
OFFSET(A2,0,0,1000,1 ),0)+ROW()-1 ) in this case winds up being =B2/
INDEX(B:B,6), which is B2/B6.The part we're interested in here is how the
6 is derived. And more specifically, how this same formula in C3 through C6
returns 6 and how in cells C7:C1 5 it returns 15.
Okay, back to cell C3. =MATCH ("*Totai",OFFSET(A2,0,0,1 000,1 ).0) is the
same as =MATCH("*Totai",A2:A1001,0) because the OFFSET function as
used here says to start with A2. go 0 rows down and 0 columns over, and
use a shape of 1 000 rows x 1 column, or A2:A 1001. This part returns 5
because the MATCH function never returns 0-it's a value from 1 and up,
or #N/A if not found. An adjustment needs to be made. We need 6, so we
can just add 1 ! But that seems like cheating. And in C4, the MATCH would
return 4 and adding 1 wouldn't be right; we'd need to add 2! In other words,
1 08
we need to add one less than the row the formula is contained in: in C2 add
1; in C3 add 2, in C4 add 3. So in cell Cn, add n-1. Now look at the formula.
We're adding ROW()-1.
I've added a column in this next illustration which is simply the part of the
formula from the MATCH on:
07
Amt
1 'Dept
2
0eptl
0eptl
4 0eptl
5
0eptl
0ept2
0eptl
-.!l
Oept2
9 oept2
10 Oept2
11 0ept2
12
13
-
Total
l
I
14 Oept2
15 0ept2
Total
=MATCH('"'Total",OFFSET(A7,0,0,1000,l},O}+ROW(}-1
C
% ofTotal
30%
872
869
30%
13%
384
794
27%
100%
2919
340
10% I
23%I
762'
426 r- 13%
367[ 11%
6%1
2071
4%
1221
'
0ept2
0ept2
/.<
'
'
5641
459
3247
17%'
14%
100%
---
151
151
15
15
1.
15
15
151
--
1
i
I
1
i
r
I
r
--
What makes this formula interesting is that it can be filled down as far as
necessary without knowing what row the total is in.
109
55. See all characters in font set

1 . Enter =CHAR(ROW()) in row 1
a. =ROW() returns the row you're in. =ROW() entered in cell G23 returns
23.
b. =CHAR(97) returns the 97th character in the character set for that font,
usually a lower-case "a" (picture fonts like Wingdings or Webdings return
something else).
2. Fill down co row 255.
3. Easy co see th ings like , . :
147
148
149
150
151
"
"
152 ...
153 TM
154 s
155 )
156
157 0
158 z
159 y
160
161 .I
162
163
4. When you see that

is in row 1 49, you can then know that holdingAit
while typing 0149 on the numeric keypad will create chis character, as soon
as you let go of the AIt key! And this holds true for all of Office, not just
Excel! You can copy/paste special values for the character(s) you want. and
you can then copy the re sulting character from the formula bar.
""
110
This isn't Excel, it's Magicl
56. Double-Spacing data

Here's a technique to double-space your data which is faster than any macro
could do it (unless the macro utilizes this technique also!) Imagine being able
to double-space thousands of rows in a spl it second. The secret? Sort them!
1. Number the rows. ln this example the data is in A1 :09.We used column E
for the row numbering:
I
1
1 Data
Data
Data
4
s
Data
Data
Data
Data
Data
Data
Data
Data
Data
Data
Data
Data
Data
Data
Da ta
Data
Data
Data
Data
.Data
, Data
'Data
Data
Data
:Data
Data
Data
Data
Data
Data
#the rows- en
t er 1 in E1,
2 in E2. Select El:E2,
double-click the fill handle
Data
'Data
81
91
'
:oata
2. Copy and paste these nu mbers so there are 2 sets

A
Data
Data
iData
Dataa
8 a
2
3
Data
Data
D ta
10
1l
12
..!.
14
Dat
Data
'
Da
DData Data
tData
Data
Data
Data
ata
D ta
ata
Da a
'
Data
IData
Data
Data
Data
Data
Data
Data
'
-...-s'-
ll
Data
21
_j
Data
Data
Data
Dat
a
Data
4
5
6
Dat
a
Da
ta
Data
15
6-
17
7
8
16
18
111
3. Sort the data by this column.This sorts the blank rows into their correct
place.
A
1 Data
B
Data
c
Data
Data
E
1
1
3 Data
Data
Data
Data
2
2
5 Data
6
Data
Data
Data
3
3
7 Data
Data
Data
Data
Data
Data
Data
Data
10
11 Data
-
Data
Data
Data
12
13
Data
5
Data
16
17 Data
-
6
Data
Data
14
15 Data
7
7
Data
Data
18
Data
Data
Data
Data
8
9
4. Clear the column, and you're done! You can use this technique to triplespace by pasting another set of row numbers before the sort!
112
57. Fill "=A 1" right,

have reference become =A2 , =A3,
Yo u've probably wanted to be able to fill a formula horizontally and have the
resulting formula reference a vertical range. That is, you may have entered
=A1 , and wanted to fill that to the right but have the result become =A2,
=A3, etc. Of course, Excel gives you =B1, =C1, etc.
This is not a substitute for either the Transpose function or copy/Paste
Special and che cking the Transpose checkbox. We want a dynamic and simple
formula reference as a result.
Here's a te chnique that shows you how to do this.
1.
Enter the first formula without"=". Here, B2 was entered in cell B12. The
B2 is used because that's where the data starts.
'"I!
1
2
3
4
s_
6
7_
8
9
10
-+
B..-+
""-
I
)Here's
I
lth-e r: infrmation1
'to
see
left
:...._
to
right
_
_
__
_
11
82
113
2. Fill
right with the fill handle (You'll have
I'1 I A [
2
Here's
the
.B
to
see
left
to
right
information
--
B3, B4, BS,. . . )
10
11
ls2
12
B3
B4
B5
3. Replace "B" with "=B":
Fi!!dwt>ot:
Rlace wi
t h:
[=
s ============="'
f
:g]
L-----------------------[o;=
p==
M=>>I
8
1 v,
(Replace !II ) ( B.epla<e
f[nd All
I ( Eind
Next
I [
Close
4. Here's the result:

A
1
2
3
Here's
the
informati on
to
see
left
to
right
10
11
12
114
IHere's
the
lnformatlc to
58. Fill "=C3" down,

have reference become =03, =E3, etc.
This is similar to the preceding tip but the orientation is the reverse.
However, this is a lot trickier. If we enter C3 (without the equal sign) and
fill down, we'd get C4, CS, etc, the same as if the equal sign were present.
We really want the C to become D. E. etc. Here's how:
1. Enter first formula without"=" but in R1 C1 notation so instead of =C3,
use r3c3, which means row 3, column 3.
c
I o I
-:- .
Here's
fhe
1 info
Ir3c3 l
T
'
F
to
- ee
to
left
right
1-
2. Fill down, giving r3c4, r3c5, etc.
Here's
- the
r3c3
r3c4
r3c5
r3c6
r3c7
Info
-
to
G
see
H
left
I
I
I I
to
I
I
right
115
3. Switch to R 1 C1
notation via Office button/Excel Options, Formulas: [Excel
2003:ToolsiOptionsiGeneraiiR 1 C1]
J)J:cel Optioi'\S
Change options related to
Popular
11, F'o1mu1as
Proofing
formula calculation.
Calculation options
Workbook Calculation())
Save
0 Automatic
Advanced
0 Automatic except for data tables

0 Manual
0 Recalculate w-orbool:b. ,oving
Customize
Add-Ins
Working with f
Trust Center
Bf
a reference style
0
0 ,Eormula AutoComplete0
0 Use table names in formulas
0 Use GetivotData functions for PivotTable references
Resources
4.This step is necessary, because you can't replace r with =r in the above
because Excel will give you an error message:
c
Here's
ov
..... ......
K
-
"
J
I
An!l
.........
.........
.
ReQiace
Fiwhat:
111-
Re with:
Jr
vJ]
v]
I()p!ions I
Jr
Mi-c
rocsoft Excel
The fornda you typed contains an error,
For lnformotion about fixing common formula probl.,.,, click Help.

To get a$slstance in enter'ng a fuoction, dickOK, then dickFunction on the Insert meoo.
If you are not ti)'Wlg to enter a formula, avoid using an equal sign (=)or minus sign (-) or precede it with
quotation motk (').
OK
116
II
Help
5. Replace "r" with "=r" (after switching to R 1 C1 notation as indicated

above).
Here's
Here's
10
ntJ
e
l======================
R
FQIV!Nt:
==
==
==
==
==
==
==
==
==
-------------
v
'
e:
---
ll
[
Close
Excel has completed Its search and has made 5 replacements.
01(
6. Switch back to A1 notation-uncheck the R1 C1 notation box.
117
59. Using Define Names & scrolling
While the Formulas Tab, Define Name dialog is showing [Excel 2003:
lnsertiNameiDefine] you can't scroll unless the cursor is in the refers-to box.
Just thought you'd like to know!
118
60. Show a picture by typing its name?

First, let me demo what we're about to accomplish:
I type the word "dog" in cell A 1 and see:
A
_!__Idog
3
4
5
6
7
8
9
10 cat
dog
11
12 baby
I type cat and see:
lcat
3
4
5
6
7
8
9
10 cat
11 dog
12 baby
1
119
I type baby and see:
_:
l J,.::.
Ib::.:;
ab._
y_J
+f
4
5
6
7
8
9
10 cat
11
dog
12
baby
1 '1
The really neat part is that this is done without macros of any sort, just
formulas! Imagine having a parts inventory and being able to type in the part
number and get a picture!
Here's how it's done. The pictures need to already exist in the worksheet
and be equally spaced (and out of sight)-here's a 50% view of the work
sheet from cell U1:
Picture 6
A
1 baby
2
3
4
5
6
7
8
9
10 cat
dog
12 baby
11
13
_10
-1
,,
120
/:c =$U$1:$W$10
c
The dog starts in U 1 , the cat starts in U 1 1 , and the baby picture in U21.
That is, all the pictures here are 1 0 rows apart.
Next, you need a camera-tool type object whose reference is a defined
name, like =pic. See how to get the camera tool into the Quick Access
Toolbar in the tip about printing remote areas on the same page earlier in
this book.
Then, select a 1 0 row x 3 column set of cells near column U-like U 1 :W1 0,
then click the camera tool. Then click again near where you want the picture
to show up. In our example, that was around cell B2.You should see some
thing like this:
Picture 6
A
...
fx =$U$1:$W$10
c
baby
2
3
4
5
6
7
8
9
10 cat
11
12
dog
baby
13
,.
"
Notice the formula bar has a reference to the range originally selected when
clicking the camera tool. By the way: this works much better with grid lines
turned off, otherwise the grid lines are part of the picture.You also need to
format the picture to have no border:
121
Select the
the
picture, use Format picture from
Format button in the
section of the Home tab: [Excel 2003: FormatiPicture]
g
albn
m Styles
Conditional format
atTab
.f:!
C:ll
St)'I<S
Jorma::A
t
C
el
l Size
P.o
![
S<t
lt& F':n
f: l!u - se r.
el9n;...
ute:F
Ro
w
He;
gt
CV:t'rJ .:.::_i-
..
Auto.=!! Cot..Jmn WC'th
Defa.;.z:t lidth...
Visibility
I
II
J
I
Benamt Sheet
or CopySheet...
!ab Color
Prot ection
I
I
J
I
I
I
>
Organize Sheets
I H1de &. !Jnhidt

ove
-.-. . .-;
frolect Sheet...
)a
18
@]
F.ormat P.icture.,,-
o<k Cell
This shows:
>Y
...,.
__...
..
1'M'JF.o
" "
"
'
"
"
"u
v
=
.
.o.
!!..t?ID
and lines I
ffPropertiesn
I Pltture .
Colors
Size
Fill
clot:
J.ransp.vency:
IJle
<
I "';'
>
:2
["N'fL\9k'lld
Con_nector:
122
II
Web
Protection
,.
yle:
Weight:
lo%
cells
Now define Pic as =OFFSET(Sheet1 !$U$1,which-1,0,30,1 5).The U1 is the

top left cell for all the pictures;"which" we will define in a moment, the 0
means 0 columns away from column U, and the 30, 15 is the shape of the
picture: 30 rows x 1 5 columns.
"pix" is the list of legitimate picture names-in this example,A6:A8.
"which" is defined as =MATCH (Sheet1 !$A$1 ,pix,0)*30-29.An example will
help. To see the dog, we type dog in A1 .The MATCH statement matches A1
against pix and that part of the formula returns 1 since dog is the first item
in the range A6:A8. So, 1 *30-29 is 1 : (30-29). So, "which" is 1 , which-1 is 0,
and that makes Pic be OFFSET(U1 ,0,0,30,1 5), or the original range U 1 :AI30.
So where are we using pic? Remember seeing $U$1 :$AI$30 once we clicked
the camera tool? Select that in the formula bar and type =pic:
[dog
I
I
4
5
6
7
8
9
10
cat
11 dog
12 baby
One more example and we're done. If we type baby in A1 , then the MATCH
statement matches "baby" against pix and that part returns 3 since baby
is the third item in the range A6:A8. So 3*30-29 is 61: (90-29). So, "which"
is 61, and wh ich-1 is 60.That makes Pic be OFFSET(U 1 ,60,0,30,1 5), or the
range U61 :AI90. That exactly covers the picture of the baby, so the picture
switches!
This is involved, but the impact is great.
123
6 1. Protecting ranges from

insertion of rows/columns
You can put an array formula to the left or on top of ranges to be protected
from inadvertent insertions. Suppose you have a table of values in N33:R70
which isn't always in view, so you (or someone else) might accidentally insert
a row at A44 and destroy the integrity of the table (if it were being used in a
lookup formula, the blank row in it would likely create errors).
In M33:M70, a parallel 1 -column range, array-enter =0 (that's hold ctrl+shift,
when entering =0):
M33
LF
32
33
34
35
36
37
38
fxj{=O}
'
[Mj
(2krote_cted_r_<ue_ Prtect.d ran[e PreI 0 Protected range , Protected range Pre

0 Protected range_ Protecte_d rane
1 0 Protected range Protected range
.0
Pre
Pre
Protected range Protected range Pre
Protected range ,Protected ran$e Pre
..
You'll see {=0}, indicating the range is array-entered.

If you try to insert rows you get the "you cannot change part of an array"
message:
Mi_;rooft xct
_n
You cannot change part of an array.
r Oii-'1
'
ttt
!t!
d
"
"
stt
e
"
"
Notice that the protected range is out of sight and we're trying to insert a
row at row 37 which would put a blank into that remote range.
124
This
isn't Excel, it's Magic!
62. Numbering Questions tip

Take a look at the following:
A2
...
A
B
c
1 Number Tip
_?__I'-H---1! ere's some text
fie =MAX($A$1:A1)+1
0
2 Here's some more text
5
3
Perhaps this could be a question which takes

more than one line to pose
And another question
10
11
5 And yet another
6
7
8
12
. ..
You can see that the formula looks at all numbers from A1 (as an absolute reference) to the cell above (as a relative reference), and adds one to
the largest number on that range. I n this case, cell A4 has a formula which
examines A1 :A3 and takes the largest number (1) and adds 1 to it. So far no
big deal.This formula is not being filled down, but is copy/pasted to the first
line of each "paragraph." The nice feature with this formula, instead of simply
entering the numbers wanted, is that if you decide to delete a question or
add a new one, all the other numbers are re-numbered!
Let's see what happens when rows 6:8 are deleted, using the Delete Cells
command from the Cells section of the Home tab: [Excel 2003: EditjDe/ete]
d"" Insert
I:
Delete j:l
Qelete Cells...
Delete Sheet ,Bows
'JJ' Delete Sheet olumm
lim Delete heet
"'"
1
J
125
The result is:
A6
A
1
1 Number Tlp
2
3
4
Br=
r
I =MAX($A$l:A5)+1
fx
C(
Here's some text
Here's some more text
F.
-----3 And another question
7
8
4 Andyet another
Notice that cell A6 has the same formula as it did before, but what were
questions 4 and S are now 3 and 4! Suppose I wanted to insert a new ques
tion before question 4 (let's also assume there are 100 questions!)
First select rows 7:9 and use the Insert Cells from the Cells section of the
Home tab: [Excel 2003: lnsertiCe/ls)
I a""
;.a
.> .J
[31
I: ..
Insert (liS
Ia"" Insert
...
Insert Sheet Rows
Insert St1eet ,\;;olumns

In1ert Sheet
Now we have:
A7
A
1
txl
NumberTip
1 Here's some text
2
Here's some more text
1-1-6 ----3Andanoeruestion--
7
8
9.
-------
10
4 And yet another
11
12
13
126
This isn't Excel, it s Magic/

'
I type in the new statement and copy/paste any of the formulas in column A
to cell AS:
AS
1 Number
Tip
fx
1 Here's some text
F.
Here s some more text
3 And another
I:MAX($A$1:A7)+ 1
'
question
87 ,_ ....,4 The new statement

_
10
11
12
siAnd yet another
12 7
63. Mailing Label tricks
Suppose you have a list of names and addresses arranged like this and you
want to rearrange it like the textbox indicates:
1
Address
City...
2 Bob's Address
---<
Company
Bob's City, State, Zip
3 Judy's Address
Judy's Company
Jane's City, State, Zip
Herman's Address Herman's City, State, Zip
_L Laird's Address
From this, we want

7 Curtis's Address
Bob's Company
Jared's Address Bob's Address
9 Stefanie's Addre' Bob's City, State Zip
10 Peter's Address
12 Joan's Address
13 Reid's Address
14 LaVerne's Addre
15 Eli's Address
16 Oon's Address
17
en ::.
!
2J Bob's Address
1 Address
3 Judy's Address
4 Jane's Address
Peter's Company
Alice's Company
Joan's Company
\.on:y,-;:,"\.<ffe/L"lp
Oon's City, State, Zip
lcity...
Laird's Company
lp stefanie's Company
If you tried to enter formu las like these in
Herman's Company
Jared's Company
Judy's Company
Judy's Address
Judy's Oty, State Zip
etc
Jane's Company
Curtis's Company
11 Alice's Address
Bob's Company
Judy's City, State, Zip
4 Jane's Address
5
Reid's Company
LaVerne's Company
Eli's Company
Don's Company
D2:D4
(showing formulas):
c
Company
Bob's Company
Bob's City,State, Zip
Judy's City, state, Zip
Judy's Company
Jane's City, state, Zip
Jane's Company
.2_tHerman's Address Herman's City, state, Zip Herman's Company

6
Laird's Address
From this, we want

Curtis's
Address
..2._t
Bob's Company
Jared's Address Bob's Address
Stefanle's Addre; Bob's City, State Zip
Peter's Address
Judy's Company
11 Alice's Address
12 Joan's Address Judy'sAddress
Judy's Oty, State Zip
13 Reid's Address
Laird's Company
Curtis's Company
.!
8
14
1
5
LaVerne's Addre!
l etc
Ell's Address
c.n::. "''lY1 .;)ld(, U'f.J
16 Oon's Address
128
lp Stefanie's Company
Peter's Company
Alice's Company
Don's City, State, Zip
This isn't Excel, it s Magic/

'
Jared's Company
Joan's Company
Reid's Company
p LaVerne's Company
Eli's Company
Don's Company
=C2
=A2
=B2
which results in:
-+i
City...
Company
Bob's Address
Bob's Company
Bob's Company
Judy's Address
Judy's Company
Bob's Address
4 Jane's Address
Jane's Company
1 Address
3
_any
Herman's Address Herman's City, State, Zip Herman's Comp
6 Laird's Address
Curtis's Address
l;uoti'c: 6tirli'OC<
laird's Company
laird's City, State, Zip
CUrtis's City, State, Zip

l:arorl'< ritv <:tto
CUrtis's Company
l::rorl'c; rnmn::.nv
7in
which seems like a good start, filling this down (starting with selecting D2:
DS, including a blank cell) produces a disaster:
06
1 Address
Bob's Address
t.J=C6
l
City...
Company
Judy's Address
Jane's Address
Bob's Company
Judy's Company
Bob's Address
Jane's Company
Herman's Address Herman's City, State, Zip Herman's Company

laird's Address
Laird's City, State, Zip
Laird's Compan'!'
Curtis's Address
Curtis's City, State, Zip
Curtis's Company
8 Jared's Address
Jared's City, State, Zip
Jared's Company
Bob's Company
!Laird's Company
La i rd'sAddress
9 Stefanle's Address Stefanle's City, State, Zip Stefanle's company

Peter's City, State, Zip
11
Allee's Address
... .. -
. ..
Peter's Comp!ny
Allee's City, State, Zip
Alice's Company
Joan's City, State, Zi p

- . .. ...
.. .. .
Joan's copany
.... . .. ...
Peter's Company
Peter's Address
-what happened to the intermediate companies like in row 3, 4, and 5?

Oudy's company...)-notice the formula bar for the active cell has =C6 in it,
not =C3. Here are the formulas for the next few rows:
1 Company
2 Bob's Company
D
=C2
3 Judy's Company
=A2
Jane's Company
=82
6 Laird's Company
=C6
5 Herman's Company
Curtis's Company
8 Jared's Company
9 Stefanie's Company
10 Peter's Company
A6
=
=86
=C10
11 Allee's Company
=A10
12 Joan's Company
. .. - . .. .
=B10
129
You begin to get the picture. The solution? Watch:

Enter these values (not formulas!):
fir
02
iAddress A
I xc2
City
Company
Bob's Address
Bob's Company
xa
Judy's Address
xa2
Judy's Company
4 Jane's Address
Jane's Company
xb2
5 Herman's Address Herman's City, State, Zip Herman's Company
6 Laird's Address
Laird's Compa ny
7 Curtis's Address
Curtis s Company
...
'
8 Jared's Address
Jared's City, State, Zip
Jared's Company
10 Peter's Address
Peter s Compa ny
Stefanie's Address Stefanie's City, State, Zip Stefanie's Company
u...-... ,.. ..-............
A lr.,....l,. ,..1 ,.
.
,..,.
"'tl-
'
",,_,_ ....---
..
Now, when you select 02:05 and double-click the fill handle, you get this:
A
Address
City
Company
Bob's Address
Judy's Address
Bob's Company
xc
2

Judy's Company
xa2
...
Jane's Address
Jane's Company

Laird s Address
Laird's Company
Curtis's Address
Curtis's Company
Jared's Address
Jared's City, state, Zip
Jared's Company
Stefanle's Address Stefanle's City, State, Zip Stefanie's Cmpany
'
xb2
xc3
xa3
xb3
Peter's Company
Xc4
Allee's City, State, Zip

Joan's City, State, Zip
Alice's Company
xa 4
Joan's Company
Reid's Company
Reid's City, State, Zip
xb4
Now you can change x to =:

c
A
1
Address
City
Bob's Address
J udy's Address
Jane's Address
H er
Laird
CurtI
Ja re
9 Stet
10 Pete
...
Joan
13
Reid
14 1 "v..
130
xc2
xa2
xb2
find dod Replace

Fins!
rReQiace I
fi!ld wh&:
Riace woth:
[ Repice e,ll I [
B.epiace
I I
I
I [I Next I I Close I
[ Options
11 Aile
12
Company
Bob's Company
Judy's Company
Jane's Company
F!(ld All
Find
This gives (formulas are showing)

0
:.,...,.
':.:
d
::.
: d:,:
re
:.:
s
::=
s . .
'- City,:c
+ Co
:.:n
l,
:.: p;my
'-::c
-!
,---::--=
,---,..
..., .
.
= ,.,...
,
Bob's Ci
lob's Add
r
ess
udy's Address
S
t
ate, Z
i
p
Judy's C ity, Sta

te, Z
ip
Bob's Company
C2
Judy's Company
=A2
-- 1=B2
.
.
" L
terman Find and

, Replace
[1Jl[J
ane's
.aird's
Find
:urtis's
FiQd what:
ared's
A..Piace with:
:tefani
'eter's
.lice's
oan's
R
ej!lace
"
'
'
'
'
==
==
==
==
==
==
=
=
===
==
==
==
====
===
=i=
;ijv
L ------------;===v
[ Opon
s
I
F[nd I I Eind Nex t

.
=C3
=A3
=B3
=C4
=A4
=B4
!;
;;
!!
-1
teid's
. a
Ve
rn
iOI I B.ep loce I

fei..i:i.
a-
AI
=C5
State,
Zip
Compa
ny:li's
Address
Eli's
City,
- Eli's
- =A5
=B5
>on's Address
Don's City, State, Zip
Don's Company
And without formulas showing, we have:

1
3
6
7
Address
City...
Company
Bob's Address
Bob's company
Bob's Company
Ju dy s Address
Judy's Company
Bob's Address
Jane's Company
Bob's City, state, Zip
'
Zip
-,-r
--
Laird's Address
Laird's City, State,
Curtis's Address
Curtis's C ty, State, Zip
8 Jared's Address
red's City, sta_t,Zip.
Laird's Company
Judy s Company
'
Curtis's Company
Judy's Address
J".
red's Co
pany
Stefanie's Address Stefanie's City, State, Zip Stefanie's Company
Peter' <:ity, State, Zip
Peter's COmpany
Alice's City, State, Zip
Alice's Company
Jane's Company
' _
Jane s Address
Joan's City, State, Zip
Joan's company
Sneaky, eh?
But this was touted as mailing labels.The format is okay, but how can you
make these fit on address label paper? Well, you can tweak the row height of
the blank cells. First, you need to make column D be the print area, from the
top label to the last line of the bottom label. Check how it would look now,
using Print Preview. Make sure there are no labels which are split across
pages.You can also adjust the top & bottom margins. If it needs adjustment,
select column D, use FS(Goto), Special, select Blanks, and click OK. Now
only the blanks are selected. Now use Home Tab, Cells Group, Format com
mand, Row Height and make your adjustment, taller or smaller and print
preview again. [Excel 2003: FormatiRowiHeight]
131
64. Mailing Label tricks
OK, what about this set of addresses?

A
1 Jones, Jim
2 addrt
3 Cltyl Statel, 2ipl
4
S Smith, Bill
6IAddr2
7 Addr2 part 2
8 Clty2, State2 Zlp2
9 e mailaddr
10
11 Johnson, Alice
12 addr3
13 Clty3, State3 Zlp3
14 emalll
151emall2
I
16 POBox 33333
17
I
18 Zedwlch, Paul
19 addr4
I
20 Clty4, State4 Zlp4 I
21
I
22 Bergman, Sylvia
23 addr5
24 Clty5, States Z.lp5
How can you
possibly sortthese
by name?
I_
_
Il
I lI
T
I
It's already "arranged:' but what if you need to sort them by name? Not only
does this seem impossible, but the num ber of lines in each address is not the
same, making it more difficult! Or so it would seem!
First, we need to insert a row at the top:
A
'
2 Jones, Jim
3 addr1
Cityl, Statel, Zipl
Smith, Bill
1 possiblysort
How can you
by name?
7 Addr2
8 Addr2 part 2
Clty2, State2 Zip_2
10 emalladdr
132
f
I
I
r
I
these
This is so we can enter a very simple formula in B2:
"'I=IF(Al="",A2,Bl}
B
l
I c
!Jones, Jim I
B2
Jones, Jim
3 addrl
4
Cityl, Statel, Zipl
s
6
Smith, Bill
7 Addr2
8 Addr2part 2
Clty2, State2 Zip2
10 emailaddr
11
The formula takes advantage of the blank between address-sets, hence the
need to insert a row. It says that if the row above is empty, use the name
(from A2), otherwise use the row above. Watch what happens when we fill
this down (important-include one extra blank row at the bottom to keep
the separation between addresses when we sort)
B2
"
__!__
Jones, Jim
3 addrl
4
S
Cltyl, statel, Zipl
..2_Smith, Bill
7 Addr2
_
8 Addr2 part 2
"'I =IF(Al="",A2,Bl}
Jones, Jim
Jones, Jim
Jones, Jim
Jones, Jim
Smith, Bill
Smith, Bill
Smith, Bill
9 Clty2, State2Zip2 Smith, Bill

1q_ emalladdr
Smith, Bill
11
Smith, Bill
.Johnson, Alice
Johnson, Alice
13 addr3
1 Clty3, state3 Zip3 Johnson, Alice
Johnson, Alice
1S emalll
12
Johnson, Alice
133
Why, now we have a field to sort on!

__;;-_A
s
2 Jone
, Jim
:::J
---,
----Jones, JIm
addrl
Jones, Jim
tyl. StateI, Zlpl Joos. Jim
-------
Jones, Jim
Smltl\. Bill
r'lpar12
c.o....
Smith, Bill
_11'-'tv2. Stte2.Zlpl Smith. Btll
11
12 ohnson,
14
oladdr
..,,by
Smith, Bill
13 itddr3
J rK
s..t On
a...
.,.
:l.!
.,., :;;;:;
r
v, ::,;;
:...,.
.
vl "1::.::;;
.,,--,
.:;
Smith, Bill
Alice
--
Sorl
Smith, Bill
__
Johnson, Ahc
Johnson, AUc
State3, 2Jp3 Johnson, Aile

ty3,
15 emaill
email2
17 POBox
16
33333
Johnson, Aile
John$0n. Aile
'"' I I
Johnson, Aile
'....
..
. ''
resulting in:
B
A
1
2
Johnson, Alice
3 addr3
4
7
8
email1
Johnson, Alice
email2
Johnson, Alice
POBox 33333
Johnson, Alice
Johnson, Allee
12
13 Smith, Bill
1S
Addr2
Addr2 part2
Jones, Jim
Jones, Jim
Jones, Jim
Jones, Jim
Smith, Bill
Smith, Bill
Smith,
Bill
16 Clty2, State2, Zlp2
Smith, Bill
17 email addr
18
19 Zedwlck, Paul
Smith, Bill
20 addr4
Zedwick, Paul
All there is left to do is clear column B!
134
Johnson, Alice
Clty3, State3, Zlp3 Johnson, Allee
9 Jones, Jim
10 addr1
11 dtyl, Statel, Zipl
14
Johnson, Alice
Smith, Bill
Zedwlck, Paul
cance
65. Bulk formula change

Suppose you have a worksheet with references to many sheets like this:
I
!._[
'
=Sheet21$1:?J.048576
I
.. I
!I-'! I
fx '=Shee\2!$1:$1043576
A1
=Shee\3 1$1:$048576 '
3 ,Sheet4 1 $1:
$ 048576
=She e
tS!$1: 1
$ 048576
=Shee
\6!$1:$1048576
=Shee
tl!$1:$1043576
=Shee
\8!$1:$1043576
=Shee
\9 ! $1 : $1043576
=She et!0!$1:$1043576
10 =Sheettl!$1:$1043576
1 =Shee\12!$1:$1043576
12 =Shee
t BI$1:$10435 76
- --
13 =Shee
4 !$1:$1
04357
6
\1
14 =Shee
\15!$1:$1
04357
6
And you want to put in column B these formulas corresponding to what's

in column A: =COUNTA(INDIRECT("Sheet2!1 :1 048576")) in B1 through
=COUNTA(INDIRECT("Sheet16!1 :1 048576")) in B16.
It could be done with a VBA routine, but here's a way to do it with formulas:
Look at the formulas in B here (The cells are all selected from the result of
a Fill/Down):
i
fx ="=COUNTA( INDIRECT("""&MIO(Al,2,255)&"""))"
B1
A
II
1 heet2!$1:$1048576
=COUNTA IN01RECT "Sheet2!$1:$1048576"
heet3!$1:$1048576
=COUNTA(INOIRECT("Sheet3 !$1:$1048576"))
heet4!$1:$1048576
=COUNTA(INDIRECT("Sheet4!$1:$1048576"))
4 heets!$1:$1048576
=COUNTA(INDIRECT("Sheets!$1:$1048576"))
heet6!$1:$1048576
=COUNTA(INDIRECT("Sheet6!$1:$1048576"))
6 heet7!$1:$1048576
=COUNTA()NOIRECT("Sheet7!$1:$1048576"tJ
heetS!$1:$1048576
=COUNTA(INOIRECT("Sheet8!$1:$1048576"))
8 heet9!$1:$1048576
=COUNTA(INOIRECT("Sheet9!?1:$1048576"))
9 heetl0!$1:$1048576 =COUNTA(INDIRECT("Sheetl0!$1:$1048576"))
10 heetl1!$1:$1048576
-
=COUNTA(INDIRECT("Sheetll!$1:$1048576"})
11 heetl2!$1:$1048576 =COUNTA(INDIRECT("Sheetl2!$1:$1048576"))
. ...
-t"t-......ot
..
"\ tf"o1 .c'1 t\_.tH:"7C
_ ,...1"'\1 I "I'TA I I"I r"\ 1 n ,.lli t"I.. .... ,....a.-
1 ...
cA-1 , t'-1 n ..
nc-,cII'\
The formula in B1 is
="=COUNTA(INDI RECT("""&MI D(A 1 ,2,255)&"""))"
This is understood by Excel to simply be a bunch of text made to look like
a formula, but it does not act like one. Since it looks like the right one, let's
copy/paste special values (by the trick of dragging the border away & back to
the same spot which gives a dropdown to choose values):
135
I ="=COUNTA( INDIRECT("""&MIO(Al,2,255)&"""))"
B
=
COUNTA(INOIRECT("Sheet2!$1:$1048576"))
-----------------------+ --
-
Move Here
=COUNTA(INOIRECT("Sheets!$1:$1048576"))
.!;opy Here
Copy Here as formats
1
ink Here
=COUNTA(INOIRECT("Sheetll!$1:$1048576"))
tuft Ot> n ancJ Cop_
=COUNTA(INOIRECT("SheetS!$1:$1048576"))
=COUNTA(INOIRECT("Sheetl0!$1:$1048576"))
Copy Here as alues Only

Only
Create!jypeink Here
So now it looks like the formula we want, even in the formula bar:
Bl
fx =COUNTA(INOIRECT("Sheet2!$1:$10485.
1 =Sheetl!$1:$1048576
=COUNTA(INDIRECT("Sheetl!$1:$10485 71
2 =Sheet3!$1:$1048576
=COUNTA{INDIRECT("Sheet3!$1:$1048571
=Sheet4!$1:$1048576
=COUNTA(INDIRECT("Sheet4!$1:$1048571
=SheetS!$1:$1048576
=COUNTA{INDIRECT("SheetS!$1:$1048571
=Sheet6!$1:$1048576
=COUNTA(INDIRECT{"Sheet6!$1:$1048571
6 =Sheet7!$1:$1048576
=COUNTA(INDIRECT("Sheet7!$1:$104857
But it's not. We once again need to Replace"=" with"=":

L -
!ID-
(2
ot
=
=
rg
Sort & Find &

Filter Select
find
...
Replace
o To...
ac
btl
...
Go To Special...
Formylas
Comments
Conditional Formatting
Constants
Data Validation
136
Select Qbjects
Selection fane .
..
And the final result is:

81
1
2
3
4
5
6
7
8
10
11
1?
fx =COUNTA(INDIRECT("Sheetl!$1:$1048576"))
A
=Sheet2!$1:$1048576
=Sheet3!$1:$1048576
=Sheet41$1:$1048576
=SheetS!$1:$1048576
=Sheet6!$1:$1048576
=Sheet7!$1:$1048576
=SheetS!$1:$1048576
=Sheet<J!$1:$1048576
=Sheet10!$1:$1048576
=Sheetll!$1:$1048576
=Sheet12!$1:$1048576
:<;h<><>t1 ':II 111\411<;7/i
45
0
1
1
1
1
1
1
1
1
1
1
13 7
66. Fun with relatively defined names

If, while on cell A 1, you define a name, z, to be
=!A1 :Z1 00
like shown:
,
.,.
..,..
N
ew
N
am
e
....
;._
'!:.
_,.
...
..
---'"""'
,
ope:
C:
aefers to:
lwort<book
ltAI:ZIOO
,..
-
OK
[
I
Canc el
then you can use this name to scroll the active cell to the top left of the
worksheet!
For example, suppose you have a worksheet which looks like this:
-t
, 0 .1
;,l
t<t:!
) d .J:;:!
1d.)UI
'CftiUI
.S -(u:.a
-dt
,...
,.
C1.J
.....
cf)1<1
4.1.1
on.-
1 4.1"...,
6J14
4.1t.1
C..1
d:
;.i IS>
.L
dat::
dt.lo
<Itit
chta
dJlA
(t,n;t
dJtf
.,.
d.t!lt
d..at
d.1Uo
1..l
clA!
dlol<l
doll..
.,,,.
.....
data
.,...
dt
d&tl
4.1t<1!
Cb!.l
...,.
d.){,\
u <!.tt..
c
t..a
b
l.S tl
16 Jt"'
"
dt.t
.....
.
d>t
cUI>
C'.Jt.1
.....
d
.)
I ,\
...,.
d1U
cs..:.a
....
.,.,.
dm
...
,
.
4-W.li
....
CI.U:t
d..lt
Itil
d.l !.-
d.!
...,.
.....
tht,\
...,.
"'"
.,...
d.i
d.at
4.la
.,.,.
11
-
"
t.l
"''"'
:..
......
""''
"
21
t:;tl
d>l>l
4.12
c!JtU
d.Jt..2
d...l
dJit.l1
chtll
&Ul
<1>1>
6>1.>
.....
....
d>U
....
'!
d.ttf
c:..-:2
ct
:.:.1
..
:..:
dld
-
:o.s
....
.,.,.
d.tt..1
-2l
dill
d4..
:z
4-f.-2
di!.
dt!.-t
;o
I
-
"'"'
cu
u I;!J
M
-
d ..
......
0
d)tla
dau
dt.li
c!Jll
(1..;11:1
'
Cll.l
.,.,,
u
; .,
d.ltil
d)!ll
.,.,.
"""
dUI
' .,.,.
.:0 CI;U
d!.\1
tJl
cla:.-2
1!1:
C..St-11
t\1:...1
.:.Jt-2
d.lW
.
e .t
..a
:
..
IC.lt.f)
d.1ta2
d.-t.l)
<l&U2
..w
d.-J
:.a
d;):.C
d.at.l.l
d.J:.u
"""'t
d>u>
cb.al
d.ii\#1
d.at
d
..
tt
1
CU
'::OIJ
dJu:
d.t
t.tl
4Jt-J
......,
d.-:#l.
"'
"'
d.l:42
t.:..,1
.....
.
dnll
d.1l.t7
4.1-.u
d.U.U'
d>t>l
and you'd like to see more of the data starting in cell 115. Certainly you can
scroll both horizontally and vertically, but you can also take advantage of this
newly defined name, z. Click on cell l15, then use FS and Goto z.The result
will be this:
138
115
fx
data2
data2
data2
data2
data2
data
15 data2
data2
16 data2
data2
data2
data2
data2
data2
data
17 data2
data2
data2
data2
data2
data2
data
18 data2
data2
data2
data2
data2
data2
data
data2
data2
data2
data2
data2
data
20 data2
data2
data2
data2
data2
data2
data
21 data2
data2
data2
data2
data2
data2
data
23 data2
data2
data2
data2
data2
data2
data
data2
data2
data2
data2
data2
data
24 data2
data2
data2
data2
data2
data2
data
25 data2
data2
data2
data2
data2
data2
data
26 data2
data2
data2
data2
data2
data2
data
27 data2
data2
data2
data2
data2
data2
data
28 data2
data2
data2
data2
data2
data2
data
'q rlt<>7
rlt')
rlt::t?
ri::lt::t'
ri ::l
t::l.,
19 data2
-
22 data2
rlt7
rlt<>
Notice that the cell has been scrolled to the top left. That's because, from
cell 115, the definition of z is =!I1 S:AH 1 1 4 as in this illustration:
tjew...
I[
t<ll.
I[
Veluo
Qelt<e
Refe.-s TO
fi l t e r ..
ComMent
- a relative reference to the active cell resized by 100 rows and 26 col
umns. In order for Excel to show as much as it can of this range, it scrolls
the worksheet!
Z is defined with a leading exclamation mark so that the sheet name is not
appended to the name, and you can use z to be a 1 00x26 shape in any sheet!
139
6 7. Using notes inside formulas

via the N-function
The N function, shown here:
"'
=
l!J,I!fl_,tnc,ti!l=
arch for a functcon:
Or sele<t a !;.ategory:
Select a functioo.:
IL_
An
_
_
_
_
_
_
_
_
_
MIRR
MMIULT
N(value)
Converts non-number value to a number,.- dates to.serrai numbers, TRUE to
I, anything else to 0 (zero).
converts non-number to a number, dates to serial numbers,True to 1 ,

anything else to 0. Well, you can take advantage of this knowledge inside a
formula. For example:
, -'"',] VLOOK UP ( B22,x yztable, 3,FALSE)+ N(" T his will search the table for the zfactor")
- c l o l e
F ! G ' H :
: J 1
Io.otamJ
This formula now explains that the VLOOKUP is searching xyztable's third
column for the occurrence of cell B22's value for the z-factor (whatever
that is). The point being that the part of the formula, N ("This will search the
table for the z-factor") will be zero. not effecting the result. So you can use
the N-function inside formulas like this to document or comment on a part
of the formula by effectively adding 0.
140
68. New Table features

If you have entered a table (new to 2007), it is automatically assigned a name,
like Table1, etc. You can reference parts of the table in formulas. Here is a list
of some of the new features. If you enter the beginning of a formula for a
table and include the opening bracket, like =table1 Excel provides an
intellisense tool tip:
8
,K_
.l
...,.
liN;
:ot.ak
"n.,.II.Oort
The small text says:

"Returns the entire contents of the table, or specified table columns includ
ing column headers, data and total rows"
It provides a reference to the entire table, so you can sum it, for example,
without knowing the cell addresses. =SUM(Table1 [#All]) might include a
total row, if present, so the above illustration would give 20 in this example.
Using =SUM(Table1 [#Data]) would yield 10.
141
To get the headers, you could ctrl/shift/enter =table1 [#Headers] if there

were more than one column in the table, or simply enter the formula (with
out ctrl+shift) if there was only one column:
IAI
Illata
ITotals
.tllisRow
01
B I
data2 a
4
1
2
3
3
2
4
1,
1
2
3
4
5
'
fxlt=Table1(#Headers]}
0
loata
E
data2
Here are the last 2:
Data
#All
#Data
#Headers
[Returns the total rows for the table or specified table columnsI
03
2
3
4
5
142
1
2
3
4
5
1
2
3,
,.
0
3!
69. New Excel functions

Excel 2007 comes with 5 new built-in functions (excluding the new CUBE
functions):
SUMIFS,AVERAGEIFS, COUNTI FS,AVERAGEIF, and IFERROR. Let's take a
brief look at them in action:
E3
1
2
3
4
5
6
7
11
12
13
14
15
16
17
18
A
Region
East
North
East
West
South
West
East
fx =SUMIFS(Amount,Region,''South",Oate,"<4/06")
8
Amount
Date
558 29May05
43 14-Apr-07
826 28-0ct-04
765 3Apr09
271 14-Feb-10
415 17-Jun-05
402 16-Mar-07
633 15-Nov-05
16 9-Aug-05
198 20-Jan-06
741 26-0ct-10
559
5-0eo-08
263 30-Apr-08
809 27NOV08
884 23-Aug-07
894 10-0ec-08
942 13Marll
East
West
East
East
North
South
West
North
1&51
11
508.4090909
481.2837838
22
Not Found
Not Found
Here, we see the SUMIFS function. Its syntax is SUMIFS (Sum_range,criteria_

range1,criteria1, ... ) which basically states which range to sum based on
pairs of criteria ranges and their criteria. This example uses Amount (column
B) as the range to sum, and there are 2 pairs of criteria: the region (column
A) must be "South," and the Date (Column C) must be prior to April, 2006.
The next function we take a brief look at is the AVERAGEIFS, which is basi
cally the same as the SUMIFS, but the Average is taken instead of the Sum:
,
ES
A
1 Region
East
North
fx =AVERAGEIFS(Amount,Region,"South",Oate,"<4/06")
Amount
Date
558 29-May-05
43 14-Apr-07
826 28-0ct-04
765 3-Apr-09
271 14-Feb-10
111&5
Isos.4o909o9!
The AVE RAGEIF function is like the AVERAG EIFS function, except there's
only one pair of criteria:
143
"' =AVERAGElF(Region,"East",Amount}
E7
Region
2 East
Amount
558
Date
29-May-05
4 East
826
28-0ct-04
6 South
765
3-Apr-09
West
508-4090909
1481-2837838!
415 17-Jun-05
F<l
ll185
271 14-Feb-10
Jlwest
R
43 14-Apr-07
3 North
s
40, 11\-Mr-07
The COUNTIFS fun ction is like the SUMIFS and AVERAGEIFS functions,
except the range to sum (or average) is not included. It's still pairs of criteria,
but they're merely counted:
E9
Region
Amount
East
14-Apr-07
11185
3-Apr-09
508.4090909
826 28-0ct-04
765
West
6 South
271 14-Feb-10
415
West
17-Jun-05
481.2837838
402 16-Mar-07
East
9 South
10 South
Date
43
4 East
558 29-May-05
North
5
"' =COUNTIFS(Region,"South",Date,"<A/06"}
16
221
633 15-Nov-05
9-Aue-05
You can calculate that 1 1 185 I 22 is 508.4090909, verifying that the SUM I
COUNT is the AVERAGE!
The last new function is the IFERROR function, which basically shortens
something like this:
I=tf(ISERROR(Vl0UP{
0K
"Herman",A2:CS0,2,FAISE)),"Not Found",VlOOKUP("Herman",A2:CS0,2,FAISE))
to this:
o l E 1
INotFound !
t 1 M
=IFERROR(VLOOKUP("Herman",A2:C50,2,FALSE},"Not Found"}
D
INot Found !
The syntax isjiFERROR(Val.;e,value_if_worJ which means that if it is NOT an error,
it returns the value of the calculation, as in the first longer example above.
In Engli sh it's "If the VLOOKUP returns an error, show "Not Found." Other
wise, do the VLOOKUP."
But this requires you to code the sameVLOOKUP formula twice in the
same function. The IFERROR avoids that!
,
144
70. Ctri/Shiftl-, 1,2,3,4,5,6

for quick formatting
These simple keyboard shortcuts can help with number formatting (here,
the value 1.5 was entered in the cell):
Ctrl+sh ift+:
Example:
Resulting Format:
General
2 decimals
Time format
1 2:00 PM
Date format
1 -Jan-00
C u rrency
$1.50
Percent
150%
Sc ientific
1.5
1.50
1 .50E+OO
145
7 1. Borders from keyboard

Ctri/Sh ift/7 creates outline border
Ctri/Shiftl- removes border
146
72. 1nserting Date & Time shortcuts

Ctri/Semicolon (Ctrl/;) will insert the date in m/d/yyyy format;
Ctri/Colon (Ctrl/:) will insert the time in h:mm AM/PM format.
14 7
73. Click the AutoSum button

from the keyboard
Altl= is the same as clicking the AutoSum tool.

Altl= twice (quickly) will also enter the result.
148
74. Bringing the selection into view

It's possible you've selected some area of cells and then scrolled away so
you can't see it any more. Ctri/Backspace brings that selection into view, and
shift/Backspace brings selection into view as well but reduces the selection
to the active cell. So, if this is the before picture:
I
1
2
3
4
5
6
I
I
then shift/backspace will simply have cell B3 selected.
149
75. Ctrll[ more powerful than

,,
its "equivalent Go To Precedents
If a cell has =SUM (B2:E4), then with that cell selected, use FS (Goto) I
OSpecial and select Precedents. The result is that cells B2:E4 will be selected.
Ctrll[ does the same thing.
However, if a cell has a link to a cell in a closed workbook (the entire path
would be shown in the cell), then using FS (Goto)ISpeciai/Precedents would
give an error message:
-
Microsoft
Excel
No cells were found.
_G
."..........".............1
'
OK
whereas ctrll[ would open the file, switch to the appropriate sheet, and
select the cell!
The FS (Goto) I Special dialog also has an "All levels" option button when
you select Precedents (or Dependents). This means that if, in the first exam
ple above, cell C3 had a formula which referenced H12, the all-levels option
would also select cell H 1 2 (in addition to B2:E4).
-
G.o To Special
C8J
Select
0 !:;_ome
m nts
0 Rodifferences
0 Eotmulas
0 erecedents
0 C2f'St4ntS
0 Column differences
0 Dependents
O D!redonly
0iAif!eveiSl.
---..--
0 Lat cell
Oaln
0 Visible cells onl::
0 Current (B!jion
0 Conditional formats
0 Current rray
0 Data alidation
All
OoVects
.--
OK
Same
J [
Cancel
The equivalent keyboard shortcut is ctrl/shift/[.
150
76. Show Corners of Selection Easily

Ctrllperiod successively selects corners of the
selection is large, as in A1 :DD799.
selection, even if the entire
151
77. Anchoring the active cell

Holding the shift key down while you click a cell, or double-click a border, or
even in the GoTo dialog (FS) will keep that cell as the active cell.
If cell C4 is active, as shown, and you use the GoTo (FS) dialog and enter e9
as the cell to go to:
I c
H
F
I G
qT!J
!iO to:
E I
....
I_
vi
!l.eference:
191
I SPecial.
l It
OK
..
.
JI
Ca ncel
.
.
.
.
I.
.
l
then if you hold the Shift key down when you click the OK button, this will
be your result:
A
1
2
3
----1
6
7
11
10
In other words, the original active cell will still be the active cell.
If you shift click cell A2, now, the selection will be A2:C4, with C4 being the
active cell.
Since Ctrl/down arrow (or right/left/up arrow) takes you to the end of a
block, shift/ctrl/arrow will also take you to the end of the block, but the
active cell won't change!
152
78. Finding after the Find dialog

is closed
Shift/F4 repeats the Find command after a find was done; Shift/Ctri/F4
repeats find backwards! That is, if you did a normal Find command to find
something:
fi.tt !'. !'.._P}_e

_,
.
IOpl;io,">S II
then if you close the find co mmand and use Shift/F4, it will still find the same
text, and Sh ift/Ctri/F4 will find the same text backwards.
153
79. A few miscellaneous Shortcuts
Ctrl/' (single apostrophe)-this copies the cell above exactly. So, f

i cell A1
has =SUM($B2:C7), then pressing Ctrl/' from cell A2 will put =SUM($B2:C7)
in cell A2.
Ctrll" (quote)-this copies the value from the cell above. So f
i cell A 1 has
=SUM(E1 :E1 0) and its value is 350, then pressing Ctrl/" from cell A2 will put
the plain number 350 in cell A2.
Ctrl/; will put in today's date.
Ctrl/: will put in the time.
If you press Ctrl/; followed by a space then Ctrl/:, you ll have the date and
the time.
Sh ift/F2 will insert a Comment.
F9 will calculate the open workbooks; Shift/F9 will calculate the active
workbook.
Ct ri/T or Ctri/L will insert a Table.
Alt/T/0 will get you to 2003's equivalent ofTools/Options.
Alt/T/1 will get you to 2003's equivalent ofTools/Add-ins.
Alt!V/U is Full Screen
Alt/F/<1-n> is File/Open <last used file ...>.
'
154
80. Sorting columns

This is useful for rearranging columns and is often easier that cut/insert
paste to move the columns around.
You may have to use a "dummy" row to enter the sort sequence.
In this worksheet, a dummy row was inserted (row 1 ) to enter the sort
sequence. We want Name, then Address. then City, State, and Zip:
A
Address
21
Name
3 123 Main Name1

4 124 Main Name2
5 125 Main Name3
6 126 Main Name4
7 127 Main NameS
8 128 Main Name6
State
City
Orlando
Fl
NV
Albany
TX
Houston
CA
San Diego
WA
Red
Fl
Zip
12345
12346
12347
12348
12349
12350
mond
Tallahassee
Use Home tab, Editing section, Sort & Filter, and Custom Sort [Excel 2003:
Data/Sort]:
: u
0..
X
inJ
Sort & Find &
Filt er Select
largest
ort Smallest to
S2rt largest to Smallest
Custom Sort...
Y=
filter
f:eppty
Click the "Options" button, click Sort Left-to-Right,
I.)!1Add
][X !!dote
lev el
Coi.Jmn
Sortby
,-
,__
_
_
_
-
J I-b Y
LOYd
II
level
,)
IQptions...I
0 MydatahastJoaclors
ar
d..
.. to z
.,
0 , ..sitiv.
Orie:nUaion
t
0 Sort \Of> t4 bottom

1'
.
tu-.!!2J
....
_.......,_,...,_,1
..
OK
II
Cancel
OK
cnce
a l
155
click OK,
--
Sort
'Row
SOrt by
SOr t On
IQptions.I
Order
then pick the row containing the desired column sequence (Row
case), and finally click OK:
A
IName 11
1
-
2
3
Address
0
3
City
E
4
State
5
Zip
Name1
123 Main Orlando
Fl
12345
Name2
124 Main Albany
NV
12346
Name3
125 Main Redmond WA
12347
Name4
126 Main Houston
12348
NameS
127 Main San Diego
8 Name6
156
TX
CA
128 Main Tallahasse FL
12349
12350
in this
81. Making exact copies of ranges

with relative or mixed references
This technique is useful if you have many cells to copy-otherwise, it's pretty
simple to copy the formula directly from the formula bar. Usually, if you copy
a range which has relative or mixed references to a new range, the referenc
es will adjust. That is, if A1 contains =C7 and you copy A1:82 to C2:D3, then
C2 will contain =ES. Here's how you can have C2 still contain =C7.
We'll use the above references as an example.
To copy A1:82 to C2:D3 and not change any references in the resulting
range:
Here are the formulas we're starting with, using relative, mixed, and absolute
references:
B
A
1
=D$7
=$0$8
=C7
2 =$C8
: I
And here's the worksheet displayed normally:
.--.:..:.
A
labc ! def
ghi
jkl
3
4
s
6
7
abc
def
ghi
jld
15 7
1 . Use a 2nd worksheet in group edit mode. To do that. Ctrl/click a second

(unused) sheet tab:
Book1 [Group] Micrc

c6;;\ [) Q J 3 .2iJ J>
.
- HomejInsertIPage layou-1formulas I DataIReview Vi!wvel
,
;
_j
Paste
'-cl
Clipboard r.
A1
jabc
1
-
ghi
11
Cahbri
I B I u I K .1
I
IEB I A
fldef
Font
.fx
r.
--.
jkl
Numbu Sl)
r.
Alignment
=C7
4
5
6
7
8
abc
ghl
10
Ready
def
]kl
27Sheet
37tl7
11Sheetl/Sheet
Num lock
lil41
l!m [Q]J!!!JLlOOj
(Notice both sheets 1 and 2 are selected, and there's another indication
you're in group mode-at the very top of the screen you can see "[Group]."
158
2. Select A1 :B2, use Across Worksheets in the Editing section of the Home
tab (this is dimmed when you're not in group edit mode) [Excel 2003: Edirl
Fill/Across Worksheets]:
Home
Sort &
Folter
Edotm
Find &
Select
tiJ
Down
11! BighE
IQI llP
),eft
cross Worksheets...
eries...
!usttfy
3.You're presented with this dialog
Fill Across Workshe. . .

Fill
0:......
A
!.....IH
.
,
0 Contents
0 Formats
I[
OK
Cancel
4. Now, Sheet2 contains the exact same references in A1 :B2 as Sheet1

contains.
S. Activate the 2nd worksheet (not in group edit)-you do this by shift/click
ing on Sheet2's tab. Since we didn't copy C7:D8 as well, you only see O's in
Sheet2, but that's fine.
6. In Sheet2, Cut A1 :B2 and paste to C2:
[ I f
A
I =C7
fx
Al
3
159
You can see in the formula bar that cell C2 still contains the reference to C7.
This is because the references don't change in a cut/paste, only in copy/paste.
7. Back to group edit (with Sheet2 active, ctrl/click Sheet1 ) select C2:D 3, use
Across Worksheets from the Editing section of the Home tab, [Excel 2003:
,
EditiFilljAcross Worksheets]
Down
[QI
.Bight
tm
Up
.!,eft
l!cross Workshee!s.,.=-o:
eries...
lutlfy
filling the 2nd sheet back to first. Shift/click Sheet1 and you'll see:
C2
A
rr!l
_abc
2 ghi
3
def
jkl
= C7
jl; c .li
def
abc
jkl
ghi
4
5
6
G.
jkl
ghi
def
abc
"o-1
10 the formulas are...
C2
j:==
14 1 =C7
;..
15 2 =$C8
1
3
16
18
17 4
19
20
(
A
t.J =C7
-
=0$7
=$0$8
r
I
1:8
0
=0$7
=$0$8
I
[
abc
j gh
.::_
I
J. ::::.:.
ef ...
_Jijkl
_
_
_
_
Another way (maybe easier) would be to replace the"=" in the formulas

with something like "x=" (turning formulas to text), then copy/paste to the
new location, then replace "x=" with "=" in both ranges!
160
82. Filling Holes

Suppose you have a worksheet something like this:
A1
A
ate
2 PA
3
f.<
8
JRegion
North
State
c
Amount
300
04
1
1
9
5
s
6
749
SOuth
700
348
508
935
582
10
11 WA
North
13
south
12
14
377
936
831
2
4
3
344
15
16 NY
North
18
South
97
120
17
577
955
19
And you'd like to sort it by state! Yikes.You KNOW it would be quite

messed up because of the holes (empty cells). ln this example it wouldn't
take too long to fill PA down from A2:A 10, then WA from A1 1 to A1 S, etc.
and then it'd be easy to sort, but if this extended to row 6000, forget it!
Well, there's a pretty easy way:
1. Select cells, use FS key, click Special, select Blanks:
83
A
1 State
2 PA
3
Region
North
South
J.<l
Am
oun
t
300
104
159
49
7
700
348
508
935
582
10
11 WA
North
377
13
south
831
12
14
16 N Y
North
18
south
17
243
344
5
1
19
936
97
120
577
955
161
2. Type "=," press the up-arrow, then press Ctri/Enter:

83
Stat:
PA
3 PA
4 PA
s PA
6 PA
.c
1-
I=sz
.r.
s_] c
Region
North
l!::!orth
North
North
Amount
300
104
1S9
749
7 PA
SOUth
700
south
348
8 PA
9 PA
South
508
10 PA
South
93S
11 WA
South
582
North
3n
12 WA
North
936
13 WA
South
831
1 WA
4
South
2
43
15 WA
16 NY
17 NY
18 NY
19 NY
'"
south
344
North
97
North
120
South
577
South
95S
3. What? It can't be that easy! What happened? Look at cell B3: It says =B2,
or the cell above. Ctrl-enter says "fill the selected cells with the formula," so
every blank cell references the cell above. So A1 2 says =A 1 1 , etc.
Now the sort is trivial. And if you want to clear the formulas after the sort,
simply select 1 cell, use the FS key, click Special, select Formulas & OK, then
press the delete key to produce the sorted result.
==:
'
= A
1 State
2 NY
3
4
_,
5
6 PA
Reglon
h
Nort
Sout h
North
11
South
18
19
on
162
300
749
700
348
93S
14
17
sn
508
13
16
120
1S9
12
5 WA
1
97
104
8
10
Amount
955
c .J'--
5
82
North
3 17
936
south
831
243
344
83. Aligning objects

When a drawing object is selected, you will see the Drawing Tools context
sensitive menu show up. If you've inserted buttons or option buttons, check
boxes and the like, then this isn't a "drawing object" so the context sensitive
menu is not present, but you can still get the desired commands in the Page
Layout tab, the Arrange group. In the Arrange group, is the Align button:
9t.J0Ut
IS
f:otnlulas
16 Ci
OntWtiOn
Sao
RnltW
Dt
,L..J1
"""' lfu"-1
a.ru
agt Sttup
P
Yi<W
..:1
&actoround Print
TUtl
'"
......
Orrtfopr
.....
., .
Wtdth: AUt
o
mc -
U
} Ht1ghl:
aJ Sal"
Gridlin.t:J
Vl.w
Automlti<
"""
'
1iudin9s
.J View
4Srif\0tofront AMon I
- !ljGroup
S.endt
Pnnt
SUi t to fll
t!:
'S h f.tt Op
"
tKtion Pane
Atrangt
o'tt
(by the way, if one object is selected, you can select all objects by ctrl/sh ift/
spacebar-if an object is not selected when you press ctrl/shift/spacebar,
you will first select the current region, and if you do it again, you will select
all cells): [Excel 2003:View1Too/bars1Drawing ToolbarlDraw menu ArrowlAiign or
Distribute]
Drawing Tools
1-Ins
t\
_r
tyles
Format
A 't;h Bring to Front

- Send to Back
<:\
Selection Pane
-
r,
Align !,eft
Align Right
oJ\}
Align Middle
.$.
Align enter
'iii
Align!op
wdl
Align ottom
D!}c
Distribute Horizontally
1:t
Distribute Vertically
Sna.2 to Grid
.S.nap to Shape
View Gridlines
163
For example, if you use Distribute Vertically on the left worksheet with the
objects selected... you'II see them as on the right:
c
t1 1.-.t:
!
J
tt
'i:
!
:
i
t
! Ol,
i
J
'
0 Option Button I
!
o
o
@Option Button I
0 Option Button 2
0Option Button 3
0Option Button 4
0 Option Button 5
164
84. Leaving cursor in the cell

after pressing enter.
If the cursor normally moves out of the cell when you enter a value and you
temporarily want to keep it in the same cell, simply press ctrl/enter instead
of enter!
This assumes you have only 1 cell selected, else all the cells will be filled!
165
85. Shortcut 3-D Formula

If you wanted to add up all the sheets' ceiiA1,you could enter this formula:
=SUM (Sheet1 :Sheet6!A1 ) But there's a shortcut where you can use a wild
card to do it and Excel will change what you type into the correct reference.
One caveat: this shortcut excludes the sheet you're entering it on in the
reference. Here's an Example. Enter =SUM('*'!A1 ) and when you press enter
it will change:
.
CUBEMEM. . .
...
Book3
IF:ll
1
:X ./ fx =sum('*'!al)
=sum('*'!al}
2
-
fx UM(Sheet2:Sheet6!Al}
...
Al
Book3
-r
But there's another advantage to the shortcut. If you enter it in Sheet3, for
example, you'd see =SUM(Sheet1 :Sheet2!A1 ,Sheet4:Sheet6!A1 ) in the for
mula bar after entering =SUM ('*'!A1 )
.
Another variety of this tip is to use parts of sheet names. For example, if
your sheet tabs are named Sheet1, Bob1, Sheet2, MyBobDatabase, Bonbon,
Sheet3, Bonfire, and on sheet2 you enter the formula =SUM( *bo* !A1 ),
Excel will expand it to include all the sheets containing "bo" somewhere in
the name:
'
C5
Book3
1
2
.fx
'
=SUM('Bobl'!Al,MyBobDatabase:Bonbon!Al,Bonfire!Al)
3
4
5
166
ol
11-_Sheetl/Bobll Sheet2LlyBobDatabase /BonbonL"Sheet3LBonfireL./1

86. Pulling cells together

If you have data separated by many rows that you want to put in a contigu
ous range of cells (see below), this will show you how you can do it easily.
l1
2
3
A
want
these cells
4
5
6
7
to
8
9
all be
10
11
12
13 together.
1. Select
the column containing the data

2. Use FS (go to)/Special, selecting formulas or constants
.--- A
c
I. s
_,
I Go To Special
_
-
_! jwant
2
these cells
16
.
...
0Eormulas
to
8
9
10 all be
11
12
1 together.
14
15
Oconvnents
Seled
'Constants'
@X
---------
0Nvmbers
0Te;!lt
0Logicals
0rrors
Oelan
0 Current tegion
0 Current rray
0RO!! differences
0 Column differences
0 e_recedents
0 Qependents
D"ec
t or y
A l-eve.
Olacell
0 Visible cells onl

0 Conditional fonnats
0 Data j!artdation
OoQ.lects
All
Same
OK
]j [
Ca
n
cel
16 7
3. Copy
'l
1 hwant
2
3 these cells
4
5
6
7 to
8
9
10
11
12
' 13
14
all
be
together.
4. Click in new location and paste
. ._
.. -...,
- ---
.... ... ... ... ... .. ... ... .
I want
... ... ... ... ... ... ... ... ..
3 these cells:
------
'\6
:w=
I want
these
.cell
-
to
"""'-
all.;. be
;
-.,:.._....
- ,..
to2ether:
-------- '
7 -------:
8
9 - ----10 lall be
:
11
12 - 131_lto"ether.
:
;>
14
--
... ... ...
..
---
.. _
... ... ... ... ...
- - - ..
_ _ _ _ __
---
.-
i-----
j--
The results will always be constants, not formulas, even if they were origi
nally formulas.
168
87.An oddity with the Camera Tool
In the following illustration, the grid lines were turned off, range A1 :C12 was
selected, the camera tool (See Print remote areas on same page, earlier in
the book). was clicked, and the picture was "developed" in range E1.
P icture 1
A
,_-
info
-+i info
1
-4
5
-6
7
8
9
10
11
12
info
info
info
info
info
Info
info
info
info
Info
..
-B
info
I =$A$1:$C$u
tx
c
info
info
Info
info
info
info
Info
Info
Info
Info
Info
Info
info
Info
Info
Info
Info
Info
Info
Info
info
info
info
info
Info
info
Info
info
info
111f 0
info
info
info
info
info
>.
"
info
info
info
info
info
info
info
info
info
info
info
info
If you were to format this picture and give it no line and
no
info
info
info
info
info
info
Info
info
info
info
info
info
fill, it would look
like this:
'-'
Info
info
info
info
Info
Info
info
info
info
Info
Info
info
Info
"'
info
info
info
Info
info
info
info
info
Info
info
info
info
i nfo
info
info
Info
info
info
info
info
Info
info
info
169
88. Quicker data entry
If you need to enter large numbers, like 1 billion, it's pretty easy to enter
the wrong number of zeroes. Instead of slowly typing the string of 9 zeroes
while mentally counting, you can simply type
Al
1 e9.That would go in as:

fx
[l.OOE9
ltooooooo
because excel sees this as scientific notation (which it is):

......__,.
Jnwt
Home
J(,
n
LJ
Pate
Clipbo a rd r.
Al
="'
Formulas
11
Jl
][Ell ][ &
e :....:
e
...:
A1 p- ...u l
.6. ]IC: !
rA
;;;:
Developer
View
Scientific
0/o
J[o8 +8]
t..l loooooo/
====r====r===;===
A- I F
G
H
8 J. c
1 I 1.00E+09l
--
Number
Font
R vi w
Data
----'-
Ollibrl
Page Layout
but a simple reformatting of the cell will fix that.
Al
110000000
f,c
_!_[looooooo!
__ --
--
E--
--
This isn't
Excel, it's Magic/
171
89. Miscellaneous,
Changing cell reference
If you have a reference such as =SUM (A500:A525) and need to change it to

=SUM(A525:A535), you would most likely edit the formula and change the
500 to 525 and the 525 to 535. And of course, that would work. Did you
know you can just change the 500 to 535 an d get the same result? That is,
you would see this before pressing enter:
,.. X .J fx =sum(.A535:A525)
..
but as soon as you entered the formula, you'd see:
k! =SUM(A525:A535)
I
1
- Excel would change it for you!
1 72
This isn't Excel, it's Magicl
ol,
----!i-
90. More miscellaneous info
You can double-click a tab name to hide the ribbon:
Double click it again and it's back.

Lastly, you should press
F1 for help on all the new features of Excel 2007
There are so many!

Excel Help
1:1
A\
.. @@('l:) l l(i)J ---------------------1
P Starth
Excel
He l Md HOVtO
=-=
I
l tlelp
xce
se
llro
-w
--
;;j;'(sjj;;j
Getting help
tnsll!llin9
FR ccnversaon and tility
l'lorl:boolt
Worl<shee tand Excel toble ba51CS
Formula and name basics
Accessi>ility
'il Excel Help
--------------------

-A\
1
P Starch
What's new
4items
@ 1'/hafs new In MicrosoftOffice E<cel 2007
@ Use d1e Ribbon
@
E<eel speclflcadons and l1rrilll
@ Demo: Up to speed with Excd 2007
This isn't
Excel, it's Magic/
173
And don't forget to watch the demo!
Excel Help
;.:,
-+
IX) I"
P Sarch
Demo: Up to speed with Excel

--- . . . . . . ::
.. .
...
'
- -..
---
1 74
--
. -.
(You may experience a delaywhile

lhe demo is loading.}
-"'t=:;""=
t :-=. =:=
- -
2007
" Play Demo {9
.:::.:
.":''"
.;:.-::e..-:-_
:..:: ::..-:..-
-
o;;;-:..o:::.::-:;-:n;;;-::!
-
!.(,)-AA------------------- til
1:1
----- -
Microsoft Office Excel2007 has a

new design that makes your work
9 1. Copy Page Setups to other sheets

If Sheet1 has the setup you want and Sheet2 is to receive the same settings:
Here's what the print preview looks like for sheet1 :
Next
Jl-"1 J
Zoom
][.e<intc..JILsetup...], [largin sJ [PageB<eakPreviewJ [ Close J[ Help
11812005
ny Cen.t:er Heade:r:
A
B
c
This contains page setup for
2 iliQe'Seti.,i . d' iiiW " T
...
___ ._,..
And sheet2:
72
1/112003
63
2/112'003
70
17
"'
4/112003
./112003
81
104
S/1/200 3
98
112
7/112003
105
120
8/-t/200 3
112
128
3/1/2'003
sa
..
So, you can see that Sheet2 is portrait and has no left/center header, while
sheet1 has landscape, has an italicized center head er, a date for the left
header, and the data is shown with gridlines and row & column headings.
We'd like sheet2's settings to be the same as sheet1 's settings. Here's how
to do it:
1. Put both sheets in group edit (with Sheet1 active, ctrl/click Sheet2-you
can also shift/click, but if you're using sheets which aren't next to each other,
ctrl/click will only put the 2nd sheet in group mode, whereas shift/click will
put all the sheets in-between in group mode).
2. Use dialog arrow in the Page Setup section of the Page Layout Tab to bring
up the Page Setup dialog: [Excel
Pa);eLaovt
2003: Fi/e[Page Setup]

F ormUlaS
-
[JJ < !D
tYi:Qin( Orlati:Of{'
"
,.
'
. Dat
a
.e.J
F-1
...
.
.
Bteaks
.
'
R eV i eW'
Vftw
"
Ba.<.MJ round
.-
. .
. .
, ,.., . .. .
175
... which dis plays:

-
Page Setup
ra.J[;.Orientation
THeader/FooterTSheet-1
or>s
Scalonv
0 Ad to:
Oto:
!fg]
lt=
oo =:l..:.;% normal size

It
;lpage(s)wodeby .:.
1'_
---.=.J
:!tal
Iletter,
Quolty: -.M
Ied_ ,u
_ m_
Fi(.st pbQe number: [utoJ
Paper sile:
=<J
vI
8.5xll n.
Pt1nt
_______________
!rint...
I [Print
I [ Qptions
Previe<;!
OK
.
-
3. Click
OK
11 [
Cancel
(you don't even have to look at the settings!)
4. Get out of group edit (shift click a sheet tab), or right-click a sheet tab and
select Ungroup Sheets
S.That's it. Really! Here's Sheet2 now:
l1Y center Header
You can do this with >1 sheet at a time, or even the entire workbook.To do
it for more than 1 sheet, simply put all the sheets in group mode and have
the sheet with the settings you want to copy be the active sheet. Then Page
setup/OK/get out of group mode!
1 76
To do the entire workbook, right-click a sheet tab, select "Select All Sheets,"
and repeat the process.
Jnsert...
Qelete
Bename
Move or Copy...
dJD
ewCode
Protect Sheet...
Iab Color
Hide
!:,!nhide...
=;(!)
lelect All S heets-'"""

===
mC
am
p
w
=
=
=
>
o
=
w
Don't forget to get out of group mode!
177
'
92. Copy Page Setups across workbooks

You can temporarily copy in the sheet from the desired settings to the sec
ond workbook and proceed as in previous tip.
But this method brings in names, styles, number formats, and links as well.
Here's another approach which avoids that problem.
UsingVBA, run this command:
Application.Dialogs(xiDialogWorkgroup). Show. This puts all open work
books and worksheets in group edit mode.
With workbooks Book1 and Book2 open, that produces this dialog:
---
@liD
Goup [dit
Select !!roup:
[!'.9.k.!.ls.b..e.t.?.:_., _, . . .....
[Book!]Sheet3
[Book2)StieetI
[Book2)SheetZ
Booi,Z Sheet3
._[
'
... . .... .
K
0
.. ...... .
----'J1l [
'
, .. .
. .
Cancel
Selecting the sheets which contain the page setups to be copied, you can
then simply issue the File/Page Setup command as before. Once again, make
sure that the sheet with the proper Page Setup is the active sheet, because
selecting any other sheet will take you out of group mode.
And, once again, don't forget to get out of group edit mode!
178
93. Print many worksheets at once

To do this, just put them in group mode:
Right-click sheet tab & choose "Select All Sheets:"

Jnsert...
Delete
Rename
Move or Copy...
cy
YlewCode
frotect Sheet...
Iab Color
>
t!ide
O r ctrl/click specific sheets to print.

Then Print!
Don't forget to take the sheets out of Group Mode, which you can do by
shift/clicking any sheet.
179
94. Print remote areas on same page

To do this, use the camera tool.You can get
it
by putting it into the Quick
Access toolbar. C lick the Office button, then Excel Options: [Excel
2003:
ViewiToolbarsiCustomizeiCommands tabiTools from CategoriesiCamera (-213 the
way down) in Commands))
Re<en
t Do<umenb
t!<W
..,.
L../
Qpn
ltd
1V<
Save e,s
:bJ
Prepare
l For Oan.xls
-(:::1
Atlanllc City l.xls
-(:::1
i Webinar2.xl
-
t=l
PJ.lblish
-\'::1
Qui:.xls
z
Cool fml.xl.s
!!
l!
FlowChart.XI!
-(;:1
4-PivoU.xls
-!):l
Classm'atfs.xlf
6-P!VCALCS.XLS
-D=I "
Stn.sl
LJ
-t:l
i Movie Jeopardy3.xl
erlnt
1 oddityJ<ls
Tabls and Pivot Tablfs.xls
-!):!1
l065EOSO.xls
-1):;1
lFlLTER.XLS
-i):;J
9Cond Fmtg and Data Val.xls
-1):;1
3-Userl'orm.xls
-(;:1
Homtwork.xls
..j):a
Org.xls
-(;:1
Pivot1.xhx
-!:=
P4voU.xh
los
which brings up the following dialog.You will have to select the Customize
option, then select All
Com mands from the "choose commands from" drop
down, then scroll down until you see Camera (they're alphabetical):
CU1tornl::t tht Qucl; A<e:tss To01bar.
Q'loo'(OI!Im<n(h froM:1
....
[All
Cunomiu .Quid:A-eufoolb.or::!J"
FQI (IQ(\IIIIffiU(011(.11
Comnu.tl(lt
--
II(W
U'J
Un<lo
('..t
A!do
Tr.ul Cen111
( tfllfl
CIUI\Ot Ql,ut 11)( ..
'"'"9" Colo"
Clung-tOt $ouru..,
180
This isn't
v
_.J
Excel, it's Magic!
Swr
I
Qpcn
L.J
I
Next, select the remote cells, and click camera tool.

A
1 Areal
2 Ateat
3 Ateat
Areal
5 Anal
6 Neal
7
Areal
8 Arlil
' Art11
Areal
u Areal
12 Areal
10
Areal
Areal
Areal
Areal
Areal
Areal
Areal
Areal
Arell
Areal
Aftll
Areal
Areal
Areal
AJill
Arell
Ar1tal
Areal
Areal
Artll
Arul
Neal
Atell
Areal
Areal Aflll
Areal Areal
Areal Areal
Aletl Areal
Areal Areal
Antal Areal
Jueal Areal
Areal Areal
Areal Aftll
Areal Areal
Areal Attll
ArHl ...
,...
a2 lAtea2 Atea2 Ant2

Area2 Areal
ea2 !Areal Areal Area2
ea2 jArea2 Ana2 Area2
ea2 jArea2 Areal Areal
rea2 ;Area2 Anl2 Areal
Areal iArea2
13
14
15
15
17
"Develop" the picture near the original range by clicking where you want
the picture to go.
Picture 2
'I A
1 Areal
I
I
/.-c =$M$11:$Q$16
Areal Areal Areal Areal
2 Areal Areal Areal Areal Areal

_
Areal Areal Areal Areal Areal


8 Areal Areal Areal
Areal Areal
Areal
Areal Areal
9 Areal Areal

12
13
14
Areal
Areal
eal
Ar
Areal
Areal
Area2 Area2 Area2 Area2 Area2

Area2 Area2 Area2 Area2 Area2_.
18
Area2 Area2 Area2
Area2
Area2
1Q
If you hold the AIt key, the picture will exactly line up with the closest cell
grid.
For best results, you want to turn off the gridlines and removing the border
after the picture is shown. (Note the address in the formula bar).
181
Prlnt Area
A
I I
I
1 Areal Areal Areal
B
I Areal
I I
fx
Areal Areal
3
4

Areal

7
8
9
Areal
A real
Areal

11 real Areal Areal Areal Areal

_
13 Area2 Area2 Area2 Area2 Area2
14
15
16 Area2 Area2 Area2 Area2 Area2

!Z. Area2 Area2 Area2 Area2 Area2
18 Area2 Area2 Area2 Area2 !Area2
1Q
Now select the cells to print, including the cells "behind" the picture and set
the print area, then print! It will print on one page instead of one page for
each remote area!
182
95. Reset all page breaks caution

If you have a Page Setup which includes a setting like Adjust to 80% normal
size, this also gets reset to 100% by the Reset All Page Breaks command
found in the Page setup section of the Page Layo ut tab:
cellsllnsert!Reset All Page Breaks]

Page Layout
I ~ l]
ns Orientation
Size
Print
Area
El
I
Not nice!
.....
Breaks Bac.kground
-
C3L
I"= ~ &!]
Page Setup
fx
View
Review
Data
Formulas
[Excel 2003: Select all
Print
Titles
j:
;.
Insert Page Break
gemove Page Break

Reset All Page Breaks
-
This isn't
Excel, it's Magic/
183
96. Getting to your Visual Basic routine

by FS (go to) from the worksheet
If you know the name of your Visual Basic subroutine you can get to it
quickly just as if it were a range name! This assumes, of course, that the VBA
project is not protected!
Edit!Goto (FS) and enter the name of the proced ure! This is also true if you
type the name in the Name box.
[!;;\ l&l"l .
'
..
"-n v..w
1-iOIII Cllutt htf 1 foun., Oilotl
0.,.... Ud-1
i;
icrosofl
14
filt
YlsUoJI&sic Bookl - [Modu"1
Edit
Jnsttt
mat
Areal
Ate
Anal
Are
3 Area1 Ate
4 Areal
Are
:;Goto
,.' u
Pr,...J
eo
--.
7 Areal
Areal Are
A1e11
Are
11 Areal Are
12 Ata:J2 Ar
13A<U2
.
..
....,
184
a1
::::::.
-.,...
,,.. -,
ao1L-.-
..,.
-,-..-:::.._
---
==
=
=;"'I- I
10 Ateat Ate
W)
'
,
,,__6,_,.
.It-t
Are
Sheet2 (S'Ie
5tle
Atet'l Ate
<
Oi' l
boo l;
&1. V8AProj.ect(8tnFaces.wla.
)
__,
___
.J ;;
'i
0 tion E x l icit
.\! V8Aho;cd(Book2)
e:JMierosdtfxttiOb:ie<b
@I SheetI (9leetl)
------
S Areal Are
6
Pt.RALXl.S{PCR SOf"fAL ;.
l.f6 KASOI'IAL.Xl.S (Pt:;RSClr'IA .:l
...,.
:::J 1..
- ==
" 6:--=-----====
m
L
" ==
F
H -!_
8
Q<Ouo
: !:l.dl)
! l!il iii . Q b
(Code))
End Sub
..
97. Can't find the old Excel 2003

commands? Use this feature!
Press F1 (Help).Then click What's New. Then click "Reference: Locations of
Ex c el 2003 commands in Excel 2007." Then scroll to the very bottom and
click "Interactive: Excel 2003 to Excel 2007 command reference guide." Then
click Start the Guide (requires Adobe Flash Player 7.0 or later). Then click
Start. You'll see Excel 2003 commands. When you try one, you'll see how/
where it's done in Excel 2007.
185
98. Aiigning Userform objects

Selecting more than one object will show one with white handles, others
with black handles.
u.erform3
Notice the 2nd one has white handles. This one is the one used for aligning:
Add-Ins
Iools
lml
J:e:i
Ifi
ign
ak.e Same Size
Size to Fit
.g,
Size to Grig
!,efts
t@
Centers
Help
:..
::: _:-
Rights
!ops
.IIJT
Horizontal SpacinQ
l!erbcal SpaCing
-o(} Middles
Jll&
ttoms
!:;enter in Form
:fll:
to rid
Arrange Buttons
!ifoup
b!ngroup
Order
'I
-
186
l:f>
Window
This becomes:
srform3
This isn't
Excel, it's Magic/
187
99. Put pictures in Userforms

from the clipboard
Copy any picture into the clipboard.
Access the Userform, and click in the Picture property.
Even though the picture you want is in the clipboard, the Paste command in
the Edit menu is dim. But you can paste into the picture property with ctrl/v!
Pr opert ies - U s erform
luserform3 UserForm
Userform3
"
"
"
Alphbetlc CateQorlzed
. . . ...
. . . ....
. . . .
. . . . . .
. . .
..
'
. . .
'
. . . . .
. . ..
..
..
. .. . .
..
. .. ,
,_,
. '
"
188
. .
You can remove the picture via ctrl/x.
. .,
"'
.
,
_.
.
.
.
. . .
......
. . . . . . . . .
(None)
fmMcJUSeP'oint ll
....
&None)
0
. . . .
'
100. Make your own tools for forms

You're always creating and
OK and Cancel pair of buttons, right? Well, you
can save them! Select them both and drag directly onto the toolbox!
--
Toolbol<
Controls
{8)
. . . . . . .
abl IHll
P" r< j=!LJ....J
..!..l..:J;
.- ___;L.L.......,
rnl L...,,...-
. .
. . . . . . .. . . . . . . - .
.
. . . . . - . ... . . . . . - . .

- 0
. . . . . . . . . . . . . . .
. . . . . . .
&dditlonal Controls...
Delete New Group
erForm4
cI
. ..
. . . . .
Customize New Group
A bl!!ril
...J
p r. ,...
CJ_j
d
,..
00
You can then use this new tool to drag both
OK & Cancel buttons onto any
new Userform.
If you right-mouse click this new tool, you get
Controls
abl !ili1 IHll

P" r< r!LJ....J
..!.J ....
I.J AI
fi!.L-: ::-----L.L....:<<-'-;
zJ
rn
&dditional Controls...
e rro rm
erForm4
Ic
Delete New Group

Customize New Group
This isn't
Excel, it's Magic/
189
and by selecting "Customize New Group," you will see these options:
--
Customize Control
Tool Tip TeKt

!New Group
Previewl
I iiD I
I
!.,oad Picture... I
dK Picture...
which you can edit (Edit Picture) to become:
If"
Colors
1101
Ill
ll!l
ll
' I
Controls
C
t u:e l
l
e ar
]
abl
rv
r.
...J
r
...!..J
,.,
rn
OK
Ctll
LJ _J
.!lfcll
You can save any combinations for easy future development.And they're
available in all future sessions of Excel to drag out of the toolbox onto your
form. Only the design is kept, not any code behind the objects.
190
You can also place these on your own Controls "page"-if you right-click
the Controls tab you 'II see thi s:
New Page
Delete Page
Rename
...
Move
..
mport Page
...
Export Page
..
Selecting New Page and right-clicking this tab, you'll see:
Controls
NewPage
Delete Page
Rename ...
ave...
!mport Page
!;_xport Page
..
UserForm3
which yields:
Rename
Caption:
IM.v Cool Control
Control !ip Text:
OK
Cancel
191
or:
I I
I I
Controls
My Cool Controls
OK
And now you can see you can store a whole library of controls:
Controls
My Cool Controls
IOption ButtonsI
UsefForm3
'1Mnn11IP.<
I
just drag them from the control toolbox onto your userform!
192
10 1. Using invisible objects

Suppose you have this simple form:
'.JP
--
.
!!.:_t: k
r Done II
Change Aspect Ratio
Wouldn't it be cool to show text simply by hovering (no click necessary) the
mouse over an object/ We'll show how you can have "Here's the explana
tion you wanted ... blah blah blah" when the cursor moves over the "Change
Aspect Ratio" button:
t1V
.J
---
r0o;;11
Change Aspect Ratio
Here's the explanation you

wanted blah blah blah
.
Here's the "magic" code to do that. First, the label has its "visible" property
set to False, so it doesn't show up when you first show the form. Here's the
code for the MouseMove event over the Change Aspect Ratio button:
Private Sub CommandButton2_MouseMove(ByVal Button As Integer, ByYal
Shift As Integer, ByVal
X As Single, ByVal Y As Single)
Me.Labei1.Visible =True
End Sub
The "meat" of this command is simply to make the label ("Label1") visible.
So whenever the mouse hovers over the button you see it. But you also
need to make the label invisible when the mouse is no longer hovering over
the button. There's no MouseNoLongerMove event! So, you need to place
another mouse move event over the form itself:
Private Sub UserForm_MouseMove(ByVal Button As Integer, ByVal Shift As
Integer, ByVal X As Single, ByVal Y As Single)
Me.Labei1.Visible = False
End Sub
Now, when the mouse is over the form the label disappears, and when it's
over the button it shows up!
193
102. lnitialize Listboxes, Comboboxes with

Months via GetCustomListContents
Much more efficient than setting up some range containing the list of
months, you can put this code into the initialize event of the form:
Private Sub UserForm_lnitializeQ
Me.ListBox1 .List = Application.GetCustomlistContents(4)
End Sub
-----
--
PCuros.;..-_,
-
,,
Mlteh
:O:tl
t
)'
)./'<
'
>
AI.I)H.
.ett bel
O<t
""'"'
IL
Jl
e+:
Application.GetCustomlistContents(4) refers to the 4th item in the Cus

tom Lists (accessed from Office Button/Excel Options/Popular/Edit Custom
Lists)
[Excel 2003: ToolsiOptionsiCustom UstsJ
9J!Lons.
;;,;- r@
Color
Save
Sewrity
Error Checb-.g
Generat
Transition
Chart
List tnboes:
,
Fet.tu..tarct,
,;.pr
l't
Ju;
e
JUly
"'
f
I
Ad;;
o:e
tu'1JSt
Ste-.bet
-
If you want to show days of the week, you'd use Application .GetCustomlist
Contents(2)!
194
103. Using Microsoft Visual

Basic bookmarks
Microsoft Visual Basic has an Edit Tool bar which has, among other things, the
ability to put bookmarks into your code, temporarily (they won't save).
"6
. r-========
Parer Info
Ctti+SNft+l
Ctri+Space
0 &H800()()()0j
;r.xuilQM..,;,
A. e'mtr-(;o."'"'
Cit:!I A Soc.:..r1u1r.$
Done
It makes getting to a location in code very easy to access. It shows up as a

blue flag in the margin of the code:
Privatc Sub Co
andButton2_MouseMove(ByVal Buti
A1.11isible : Truc
vatc Sub UscrForm_MouseMove(ByVal Button
Me.Labell.Visible : False
As:
End Sub
You can mark code even across projects, and as you click the Next or Previ
ous Bookmark button, it will immediately take you to that section of code.
You can even bookmark the immediate window(!), but you won't see the
indicator because the immediate window has no margin. But you'll see the
cursor blinking in the immediate window!
This isn't
Excel, it's Magic/
195
104. VBA Array
Suppose you needed to access a strange sequence of numbers, like

4,1 3,1 9,20,28,44,123. Perhaps these are rows you need to work on You can
.
get to them in a loop with this technique:
Sub AccessRowsO
For i = 0 To 6
j = ArTay(4.
13, 19. 20, 28. 44, 123)(i)
RowsG).Font.Bold
True 'for example
1\lext
End Sub
The statement Array(4, 1 3 , 19,20,28,44,123) has 7 elements in
bered 0 through
it,
num
6 (unless Option Base 1 is supplied at the top of the
module). So the first element has a subscript of 0 and can be referenced

by Array(4, 1 3, 1 9,20,28,44, 1 23)(0), which would be a 4. The 123 is Array(4, 1 3, 1 9,20,28,44, 1 23)(6). So, using i as a subscript, j takes on the succes
sive values i n the array list.
Here's another way to do the same thing. And since loops are s o fast, you
might sim ply prefer this way:
Sub AccessRowsO
For i = 4 To
123
Select Cose i
Cose 4,
13, 19, 20, 28. 44. 123
Rows(i).Font.Bold =True
End Select
Next
End Sub
196
105. Ensuring users don't open your work

book with the shift key down to
prevent your macros from kicking in!
Here's a simple technique to ensure they allow your macros to run. Save the
workbook with only one sheet showing, and that sheet may look like this:
....
You may not use this workbook

without enabling macros! Reopen
and don't hold the shift key!
Prevent them from unhiding any other sheets by protecting the workbook's
structure with a password.
Use Protect Workbook/Protect Structure and Windows from the Changes
section of the Review tab [Excel 2003:Tools/Protection/Protect Workbook]:
81
Protect
Prote ct
Sheet Workbook
ti}iJ Protect and Share Workbook

Allow Users to Edit Ranges
Sha re
Track Changes
Workbook P
-
Restrict Editing
Protect Structure and Windows
I
Restrict Permission
Jj
Unrestricted Access
,Bestricted Access
Manage Credentials
Then supply a password:
Protect worl<book for
0 S,tructure
On
i dows
eassword (optional):
OK
J] [
Cancel
19 7
Your Workbook_Open event procedure or Auto_Open procedure has the

code to hide the message sheet and unhide the other sheets by unprotect
ing the workbook and supplying the password:
lworkhook
Pl'ivote Sub Workbook_OpenQ
ThisWorkbook.Unprotect "abc"
For i : 2 To Sheets.Count
Sheets{i).Visible: True
1\lext
Sheets{l).Visible: False
End Sub
Private Sub Workbook_Befol'eCiose{Concel As Boolean)
Sheets{l).Visible: True
For i: 2 To Sheets.Count
Sheets(i).Visible: False
Next
ThisWorkbook.Protect "abc" shuctute::True
'
End Sub
Notice also that before the workbook is closed, it also resets the sheets
back for the next time, hiding all sheets except the message sheet. It's turned
to visible first because you can't hide all the sheets in a workbook!
Lastly, you can protect access to the VBA code by using this in the VBE:
ebug
B,un
IJ
Iools
0
,.. &:1
IT [workb
Pri
I Add-Ins
Help
, Cc
B,eferences...
ltronal Controls...
<i=:. ,
I==
Macros...
1-
Qptions...
VBAProject Pro perties.. .
Digital Signature...
..-.
.
198
Window
In(
n11n
.
"<
And then:
!P.!. i!;.L:J>
.!i !:,<;1J'J:2 P Qi_e--*
General Proteclion I
.;.
.....-
Lock project
Lock ptO)eCt for VIewing
I
Password to view project properties--------,
Password
Confirm password
"'I '"'"
,
...,.
OK
I
'
H
elp
.
'
So now, if the user opens the workbook with the shift key down, it's a fairly
useless workbook!
199
106. Bulk removal of leading apostrophe

When a cell's contents contains a leading apostrophe, it doesn't show up
in the cell, only in the formula bar. This has the effe ct of making the cell be
treated as pure text. That is, if you enter '=1 0/2, you would see =1 0/2, not 5.
Getting rid of the' by Find and Replace doesn't work because Excel treats
the apostrophe as if it weren't there and would say
it
wasn't found! So re
moving it is a matter of editing the cell.

But what if you have many cells with the leading apostrophe? Each of the
cells in A1 :A10 contain a leading apostrophe:
I '=Sheet2!A1
I D I
fx
c
The way to remove them is via text-to-columns! Use this feature on the
Data tab, the Data Tools section [Excel 2003:

Data
Review
;., Clear
Reapply
.":V Advanced
Iter
View
Developer
1:=-.:I
Text to
Remove
DatalText to Columns]:
Add-Ins
=
-
--=
Columns Duplicates
11 Data Validation
o Consolidate
What-If Analy i
Data Tools
When you get the Text to Columns wizard, just click Finish!
200
s s
107. Multi-select offset
Did you ever have an odd selection and wanted to have the same selection
2 columns over or 1 or a few rows down, etc) to repeat some action?

Here's an oddly shaped selection, all filled with 123:
814
1
2
3
4
5
6
123
123
123
123
123
123
123
8
9
11
12
13
14
-
123
123
123
123
123
10
--
1123
/x
123
1231
Now you want the same shape beginning in D 1 . The easiest way to do it is
using the VBE's immediate window to execute a simple one-liner command:
Immediate
selection.offset(O,3).select
This isn't
Excel, it's Magic/
201
The result:
A
123
123
123
123
123
10
123
11
123
12
123
13
123
.
l
123
I
I
123
otJ-=-t]F
123
15
202
123
123
r
i
l
I
.,
108. VBA Boolean test
Instead of using this to turn a Boolean variab le to True/False:
Sub BoolcanTestQ
Dim MyBool As Boolean
If Range("A12").Voluc
MyBool
True
False
>
12 Then
Else
MyBool
End If
End Sub
You can use this t o d o the same thing:
Sub BooleanTestO
Dim MyBool As Boolean
MyBool : (Range("A12").Vo.lue
>
12)
End Sub
The expression (Range(''A 12").Value
>
12) will be evaluated and if it is great
er than 1 2, My BooI will be set to True, else it will be set to False, the same as
in the first example! Quite a bit sh orter!
203
109. VBA Shortcut to fill ranges
Suppose you need to fill cells A 1 :D1 (using VBA) so it looks like this:
B
c
A
___::l_:.N:.:;a;.;.;m;.;.;e;..._.Aceount # Date
2
D
Amount
Most folk'sVBA would look something like this:
Sub FiiiRangeQ
Range("A1").Value ="Name"
Range("B1").Value = "Account #"

Range("C1").Value
"Date"
Range("D1").Value ="Amount"
End Sub
...and that would work fine. But look at this version:
Sub Fi iiRan geQ

Range("Al:Dl").Value : Array("Name", "Account#", "Date", "Amoun t")
End Sub
Not only is this shorter, but if the code needed t o fill range A1 :Z1, there'd
be
a lot less typing!
What if you wanted to fill A1 :A4 with the same information? You might now
be inclined to use this:
Sub FiiiRongeQ
Range{" At: Dl").Value : Array("Narne", "Account #", "Date", "Amount")
End Sub
204
But that would surprisingly result in:
B=...=2c=o:
1_:::
Name-r
1Name
jName
-11Name
2
3
<--F
.
" I
...not what you expect.You need to use this code to accomplish the vertical
arrangement of the data:
Sub FiiiRangoQ
Range(" A1:A4").Value : Appl ieation.Trar<po<e(Arroy("Norne", "Account #", "Dote", "Amount"))
End Sub
That is, you need to transpose the information. Since Transpose is a work
sheet function, you need to use any of these combinations:
Appl ication.Transpose
Appl ication. WorksheetFunction.Transpose
Wor ksheet Fu11ction.Transpose
The latter two will give the intellisense dropdown:
Wo r kshet Function
:.. ---
-----
""!Acos
....... ........:a,
:-----
- -
.:.
Acosh
"" And
..
J Application
,, Asc
'" Asin
"' Asinh
The reason
I chose the first one (without the intellisense) is that it's the
shortest amount of typing!
205
1 10. Some VBA Shortcuts
Suppose you have a variable defined as this:
Dim savStri ngForHolding TheDescription As Stt'ing

...and you wanted to use
typing
it, then
It,
obviously, later m your code, you can simply start
press ctri/Spacebar, which will give you this:
Dim so.vShingFoiHoldingTheDescliption As St1ing
vi
sa
- Savesening
r!t savStringForHoldingTheDescr1ptlon
"' Second
Seek
rf!JJ Selection
'" SendKeys
... and you can use the down arrow to select it, then the tab key (or enter
key) to put in into your code:
sav
< SavePicture
,, SaveSetting
rtf}
" Second
" SeeK
rtf} Selection
.: SencJKeys
If what you typed is unique enough so there's really n o choice (like if you
typed savs then pressed ctrl/spacebar), Excel will simply put the entire vari
able right into the module.
As a matter of fact, it's not just for variables. How often do you type out Ap
plication? Simply typing Appl and pressing ctrl/spacebar will put Application
right in the code!
206
"App" isn't quite enough for uniqueness:
oppl
l!ii' ApplicatiOn
., Asc
.o AscB
...AscW
r5J Assistant
"- Aln
And, if you have nothing on the line and press ctrl/spacebar, you will still get
the beginning of the list:
:.-..;Ails..
..
..
..
..
..
---....- --
..
.
.
- ..
..
.
.
.
....-..
---
.
-
---
..
..
-----M--------- ..
..
- ...
AcliVeCell
ActiveChart
ll1ii' AcbvePrinter
ActiveSheet
AcliveWlndow
ActiveWorkbook
_
_
_ .,
_ ,1 _
_
,
_ __
___
.. _
__
_
,
,
20 7
1 1 1. A few VBA Keyboard Shortcuts

AltlQ will bring you from the VBE to Excel. However, Alt/F11 is a toggle
back and forth from/to VBE and Excel, so I prefer that one!
Ctri/G will bring up the Immediate Pane.
If the cursor is IN the immediate window, then Ctri/A and then backspace
will dear it.
If you right-dick on a variable, you will see a dropdown where you can re
quest the definition:
savStrI
.
End Sub
.-
'' I I
d. CUt
q_ Copy
!h. P.aste
..!.
ti].
;J
U;t Properties/Metb.o.ds
.
Parameter'lnfo
J,
Complete ord
'T'
I
."
Lit Constants
'
Quick Info
lOJQie
t:1 Qbject Browser
....
Add Watch...
Qefinition
Last Position
!:!ide
208
ption
3D formulas, 1 6 6
Aligning 0 bjects, 163
Apostrophe
Bulk removal, 200
Apply Names, lli
Autosum
Enter from keyboard, 148
Auto-Sum
Features,
Fill down
Alternate references, 11.5.
Fill Handle
Insert/Delete rows, 22
Right-click drag, ].]_

Fill right
Alternate references, llJ.
Filling Holes, 1 6 1
Filter
Advanced, H
Borders
Shortcut, 146
Find after Find dialog gone, 153

Formatting
Bringing cells together, 1 6 7
#VALU E,70
Camera Tool
Comments, li
Oddity, 169
Characters
All in Font, 110.
Closing workbooks,
Comment
Inside formula, 140
Comments, Formatting, 6A
Copy formulas
With mixed references, 1 5 7
Cursor Movement
Remaining Stationary, 165
Fill, Z5.
I ndenting, l.A
Number, Advanced, I.1

Text, H
Time, Hours over ll [h), D.

Formula
Bulk change, 1 3 5
Change cell reference, 172
Extract part of string, 1JM.

Inner Series, 80.
Long, !U.
Custom Lists, lB.
MATCH, using wildcard, 1QB.
Cut, Copy
Named,
Via Borders, 21
Note inside, 140

Numbering Questions, 125
Data entry
quicker, 1 7 1
Date & Time
Shortcut, 147
Dates
As range. 2B.
REPT.1 02
Show picture, 11i
SUMPRODUCT,1 05
TEXT, 1QZ
Functions
New to 2007, 143
Change those like 20050923, 3..6.

End of month, 21.
Double space, 1il
End of Month, 21.
Excel 2003 commands
Hiding ribbon, 173

Indenting Text, 1.A
Justify, ll
How to find, 185
209
List
Range protection, 124

Custom, za
Lookup
More than
1 value, 1Q.Q
REPT.1 02
Ribbon (Hiding), 1 7 3
Right-Mouse
Border.
Mailing labels
Row Height, 8..6.
Trick1 , 128
Trick2.132
MATCH Formula,lQB.
Merged Cells
Row Height, S1
Multiple selection
Selecting offset, 201
Scrolling,
Drag, 56.
Selection
All Specific Text, 1.6.
Anchoring active cell, 1 5 2
Bring into view, 149
Select successive corners, 1 5 1
Names
Creating, U
Shift key
While opening workbook, 197
Defining. Scrolling, 118
Shift-Click, 4i
Defining Large
Shortcut
areas, 2..2.
Global vs Local, .2.0.
3D formula, 1 6 6
Long. !d.
Autosum, 148
Relative definition, 138
Borders. 146
Self-D efining. l0
1
X
LM,92
Page Breaks
Reset Caution, 183

Page Setup
Copy to other sheets, 175
Copy to other workbooks, 178
Paste Special
Bring cells together, 167
Skip Blanks, .25.

PictoGraphs. il
Picture
Show by formula, l.l.i

Printing
M any sheets at once, 179
Remote areas on same page, 180

Reset page breaks, Caution, 183
Protection
Range , 1 24
Date
& Time, 147
Formatting, 145
Miscellaneous, 154
Select Precedents, 1 5 0
So rting
Columns, 1 5 5
Space character
Intersection, 103
Split screens (In VBA, too), 18.
SUM PRODUCT,105
Table
New features, 1 4 1
TEXT, 1QI
Tools
Double-clicking, ll
Unique
Entries, 3B.
Values, .2..5.
Userform
Aligning objects, 186

Random sampling, 8.1
210
Initializing listboxes, etc., 194
Invisible objects, 1 9 3
Get to routine 1 84
Make your own tools, 189
Shortcuts, Part 1,2

0
6
Shortcuts, Part
Using pictures, 188
Visual Basic
Arrays, 196
Boolean test, 203
Filling ranges, 204
2,2
0
8
Using bookmarks, 195

Window
Arrange, Except this one, 51

Arrange, Order, 60.
Title, 1
,2
, 11.
211
ISBN-1 0: 0-9792153-2-3
ISBN-13: 978-0-9792153-2-2
5 1 4

This Isn't Excel It's Magic! - Bob Umlas

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This isn't E.

This isn,t Excel

the most out of Microsoft Excel

Microsoft Excel MVP

Copyright 2007, by International Institute for Learning, Inc.

Microsoft Excel is a registered trademark of the Microsoft Corporation.

Library of Congress Control Number: 2007936376

International Institute for Learning, Inc. (Ill)

that professionals need in order to manage today's business complexities with

Also published by Ill Publishing, New York

Praise for THIS ISWT EXCEL, IT'S MAGIC!

"Nobody willing to use Excel efficiently should be without a copy."

1 . Using Advanced Filter to another sheet

29. Formatting comments

36. Easily create custom list of a-z,A-Z

This isn't Excel, it's Mogicl

39. Selecting a random sample of data

70. Ctri/Shift/-,1 ,2,3,4,5,6 for quick formatting

80. Sorting columns

91. Copy Page Setups to other sheets

96. Getting to your Visual Basic routine by FS (go to)

This isn't Excel, it's Magic/

I actually learned Microsoft Excel on the Macintosh in 1 986 or so, using

This isn't Excel, it's Magic!

1. Using Advanced Filter to another sheet

You can only copy filtered data to the active sheet.

-:J Ed1t lmks

Sort & Filter

you can pull information to the active sheet:

0 Eilter the list, in-pla.ce

Unique tecords only

This isn't Excel, it's Magic/

Range2 is a range defined on another sheet.The sheet we're filtering to is

This isn't Excel, it's

2. Select all O's or Select

m35-d summary input

m35-d g_l acount#

m80 amounts paid after

m8g count ---

m81 amounts paid after

m82 amounts paid after

This isn't Excel, it's Magic/

Sort & Fihd

Fmd and Replac

hydr adienton;;Jazermap2 .xl$

clior.t orgnl.,. to ewp

mBO amounts paid after

m81 amounts paid after

mB3 amounts paid after

m8S amounts paid after

mB6 mounts paid fter

m89 mounts paid after

This isn't Excel, it's Magic!

This isn't Excel, it's Magic/

When you click this, you'll see:

G eneral form at cells h ave no s

Choos e Format From

This isn't Excel, it's Magic!

Look i(i: ]Formulas

!VlatGh entire cellcontents

Here's the result:

find and Replace

This isn't Excel, it's Magic!