Mso excel 2003 tips & tricks

M icros of Exce l
t 2003
Trick s 'n Tips

D at h e e t
as

Copy righ t2008 P roph e tT ch nol s P y Ld
e ogie t t
I N 9 78-0-9 8049 22-0-0
SB

T is w ork is l nce d unde r t e Cre at e Com m ons A t ribut
h ice h iv t ion-Noncom m e rcial are
-Sh
A le 2.5 A ust ia L nse . T v w a copy oft is l nce , v
ik ral ice o ie h ice isit
h t p://cre at e com m ons.org/l nse s/by -nc-sa/2.5/au/
t iv ice
or, (b) se nd a lt e r t Cre at e Com m ons, 171 2nd St e t Suit 300, San F
e t o iv re , e rancisco,
Cal if
ornia, 9 4105, USA . Pe ase cont
l actt e publ e r ify ou w ish t re q ue stal rnat e
h ish o te iv
l nce arrange m e nt
ice s.

T cont
o actt e aut or se nd e m ailo support m se xce l
h h t @ 2003.com or w rit t
e o
P B 70, StL onards, NSW 159 0 A ust ia
O ox e ral

Trade m ark s

Al lbrand nam e s, productnam e s and re gist re d t
e rade m ark s are ow ne d by t e ir
h
re spe ct e h ol rs.
iv de

T s'n T is a t
rick ips rade m ark l nse d t P
ice o roph e tT ch nol s P y Ld. M icrosof and
e ogie t t t
M icrosof Exce l
t 2003 are e it e r re gist re d t
h e rade m ark s or trande m ark s oft e M icrosof
h t
Corporat ion. A dobe A crobatR e ade r are t rade m ark s ofA dobe Sy st m s
e
I
ncorporat d.e

R e f re nce s t com panie s and product in t is docum e ntare f t e purpose of
e o s h or h
il rat note ndorse m e nt T is w ork and t e aut or are notafil e d or e ndorse d
lust ion . h h h f iat
by t e M icrosof Corporat
h t ion.

Not ofL
ice iabily
it

T e inf
h orm at in t is w ork is dist
ion h ribut d on an " s-I basis, w it outw arrant . W h il
e A s" h y e
pre caut h as be e n t e n in t e pre parat oft is w ork , t e aut or sh al av no
ion ak h ion h h h l e
h
l it t any pe rson or e nt y w it re spe ctt any l or dam age cause d or al ge d
iabily o it h o oss l
e
t h av cause d dire cty or indire cty by t e inst
o e l l h ruct ions containe d in t is w ork .
h

Use ofm one t ary f
igure s in t is w ork is f il rat e purpose s onl and doe s not
h or lust iv y
re pre se ntfinancial ice in any w ay . Nam e s in t is w ork are pure l f ional
adv h y ict and
use d f il rat e purpose s onl D e script
or lust iv y. ions ofbe t ing and gam bl are f
t ing or
il rat e purpose s and sh oul notbe re l d upon nor do t e y re pre se ntan
lust iv d ie h
e ndorse m e ntofgam bl ing.

A l xam pls prov d in t is w ork are com plt f ion.
le e ide h e e ict
A l orm ul and cal at
lf as cul ions de scribe d in t is w ork can notbe re l d on.
h ie

Vie w ing S ugge s t
ion

T is e lct
h e ronic docum e nth as be e n de signe d f v w ing dire cty w it A dobe
or ie l h
A crobatR e ade r or print t an I A 5 size book lt
ing o SO e .

Cov r Ph ot Am at r ph ot t e n at t e s it of t e Th e T e le Apos t e s
e o ue o ak h e h w v l
l e d al
ocat ong t e Gre at O ce an Road in Aus t ia.
h ral

H ow do I H ow do I
H ow do I s e e alt e
lh h igh l ta ce l
igh l
cre at a s e rie s
e form u l on a
as bas e d on s pe cial
of nu m be rs ? w ork s h e e t
? condit ?ions
Page 1 Page 3 Page 5

2003

Trick s 'n Tips
H ow do I
H ow do I cre at
e cou ntt e ce l
h ls
an IF form u la? t atonl m e e t
h y
M icros of Exce l

m y crit ria?
e
Page 8 Page 12
t

H ow do I H ow do I
s u m a s e tof h ide s om e of
nu m be rs t at
h m y w ork s h e e t ?
s
m e e tm y crit ria?
e
Page 18 Page 23

H ow do I
H ow do I fre e ze h e adings s o H ow do I
l u p ans w e rs in
ook I don'tl e t e m
os h m ak e m y
anot e r t e ?
h abl w h e n I s croll w ork s h e e tt
abs
arou nd? col rfu l
ou ?
Page 26 Page 32 Page 35

H ow do I cre at a s e rie s of num be rs ?
e

Au t at Se rie s Com plt
om ic e ion

Th e re are m any t e s w h e n you w ant t cre at a s e rie s of num be rs or dat s
im o e e
acros s a row or col n. Y can cre at a s e rie s m anual by t
um ou e ly yping 1, 2, 3, … into
t e ir re s pe ct e ce l or by us ing a f
h iv l
s orm ul s uch as C4+ 1, C5+ 1, e t
a c.

M icros of Exce l
t prov s a conv nie nt s h ort
ide e cut t cre at
o ing a s e rie s , s im pl by
y
s t ing t e f t and s e cond ce l in t e s e rie s , s e lct
art h irs ls h e ing t e t o ce l and t e n
h w ls h
dragging s e lct
e ion are a out t t e re q uire d s e t of ce l .
o h ls

Sce nario –Cre ating a s e rie s of ye ars
Cons ide r a cas h fow t e t at s um m aris e s t e incom e and e xpe ns e s ov r a
l abl h h e
s e rie s of ye ars as s h ow n be l .
ow

St p 1: Ent r t e f t t o ye ars of t e s e rie s
e e h irs w h

T cre at a s e rie s w e ne e d t t lExce l h at t e s e rie s is . In our e xam pl Ce lB3
o e o e l w h e l
is “01/ 2000” and C3 is “01/ 2001” as s h ow n be l . Not t at t e ce l
01/ 01/ ow e h h l
form at ing in t is e xam pl is s e t s o t at onl t e ye ar is s h ow n.
t h e h y h

M icros of Exce l
t 2003 Trick s 'n Tips

St p 2: Se lct t e ce l t at s h ow f t and s e cond e lm e nt of t e s e rie s
e e h l h
s irs e s h

Cl -and-drag w it t e m ous e t s e lct ce l B3 and C3.
ick h h o e ls

St p 3: Cl -and-drag t e b ot om -lf corne r of t e ce land drag t
e ick h t e t h l o
com plt t e s e rie s
e e h

Us e t e m ous e t cl -and-h ol t e bot om -lf corne r of ce lC3.
h o ick d h t e t l

Th e drag t e s e lct
h e ion out unt G3. Th e s cre e n s h oul l s im il t be l .
il d ook ar o ow

O nce t e s e rie s re gion is s e lct d t e n re las e t e m ous e but on.
h e e h e h t

Finis h : Exce l ilaut at
w l om ical com plt t e s e rie s f t e s e lct
ly e e h or h e ion.

H ow do I s e e alt e f
lh orm ul on a w ork s h e e t
as ?

V w Form u l I Ce ls
ie ae n l

Som e t e s it is h andy t v w (and print t e f
im o ie ) h orm ul in alt e ce l in a
ae lh ls
s pre ads h e e t w it out h av
h ing t m anual e nt r e ach ce l Be ing abl t v w al
o ly e l
. e o ie l
te f
h orm ul m ak e s it e as ie r t de bug our ow n s pre ads h e e t as w e las m ak ing it
ae o s l
s im plr t unde rs t
e o and ot e r pe opl’ s pre ads h e e t .
h e s s

Sce nario –V w ing t e f
ie h orm ul in a t l.
ae ab e
Y m ay h av a t e t at cont
ou e abl h ains a l t of nam e s (Col n A), t e ir ne t w e al
is um h th
(Col n B) and t e num be r of ye ars t e y h av be e n w ork ing (Col n C). Be h ind
um h h e um
t e s ce ne s t e s pre ads h e e t cal at s t e am ount of m one y e ach pe rs on m ade
h h cul e h
(Col n D ) and t e av rage am ount m ade acros s our s am pl s e lct
um h e e e ion (Ce lD 19 ).
l

M icros of Exce l

St p 1: Pre s s t e Ct and ~ k e ys on t e k e yb oard at t e s am e t e t
e h rl h h im o
v w.
ie

P s s ing t e Ct and ~ k e ys s h ow s t e f
re h rl h orm ul in e v ry ce lon t e w ork s h e e t
ae e l h .
Y are now abl t v w t e unde rl
ou e o ie h ying logic of t is s pre ads h e e t
h .

H el
ping Not : In t is curre nt v w you can print t is page out t your print r
e h ie h o e .

St p 2: Pre s s t e Ct and ~ k e ys t re t
e h rl o urn t t e norm al ie w .
o h v

H ow do I h igh l t a ce lbas e d on s pe cial
igh l conditions ?

Cond itionalForm at ing
t

Th e re are m any occas ions w h e re you m ay w ant t h av Exce l ange t e
o e ch h
form at ing of a ce land it cont nt de pe nding on t e v ue in t e ce l Th is coul
t l s e s h al h l. d
be h andy t h igh l t s e ct
o igh ions of your s pre ads h e e t bas e d on dif e re nt s ce narios .
f

Sce nario –Bank Account Bal
ance
Y m ay h av a ce lt at cont
ou e lh ains t e t al ance of alyour bank account and
h ot bal l s
it ge t h igh l t d in ye l if t e bal
s igh e low h ance f l be l $
als ow 0.

Th e figure be l s h ow s t e s pre ads h e e t w it a “Ne t V ue ” > $
ow h h al 0.00. Th e
form at ing of t is ce lis in it norm alorm at
t h l s f .

F f
or inancial e curit w e w ant Exce lo h igh l t t e “Ne t V ue ” (ce lC9 ) w h e n
s y t igh h al l
t e ne t v ue am ount drops be l $
h al ow 0.00.

St p 1: Se lct t e ce lw e w ant t appl condit
e e h l o y ional orm at ing t
f t o

M icros of Exce l

St p 2: Se lct t e Condit
e e h ional
Form at ing m e nu it m as s h ow n righ t
t e

St p 3: T lExce l h at t e s pe cial orm at ing condit
e e l w h f t ions are

St p 4: Pre s s t e
e h
Form at b ut on t
t o
se tt e f
h orm at of
t e ce lw h e n t is
h l h
condit ion is m e t

St p 5: Pre s s O K t acce pt t e condit
e o h ions and conditional lf
ce l orm at ing
t

In t e F
h orm at Ce l dial box, pre s s t e O K but on t acce pt t e condit
ls og h t o h ional l
ce l
form at.

In t e Condit
h ional orm at ing dial box, pre s s t e O K but on appl t e
F t og h t y h
condit ions .

L t us as s um e t at w e w e nt out s h opping t at day and s pe nt $
e h h 2,000 us ing Cre dit
Card 1 and updat d ce lC6 t re fe ct t is ch ange . As you can s e e , t e Ne t V ue
e l o l h h al
h as droppe d be l $ and t e ce laut at l h igh l t t is .
ow 0 h l om ical y igh s h

M icros of Exce l

H ow do I cre at an IF f
e orm ul
a?

I St e m e nt
F at s

Norm al w e cal at t e v ue of a ce lbas e d on t e v ue in anot e r ce l f
ly cul e h al l h al h l or
,
e xam pl m ul y a v ue by 4 and put t at ans w e r in anot e r ce l O ccas ional
e tipl al h h l
. l
y
w e w ant t cal at t e v ue of a ce lonl if a ce rt
o cul e h al l y ain crit ria is m e t
e .

Sce nario –Appl
ying an aut at dis count on an inv
om ic oice .
In t is e xam pl w e w ant t cre at an inv
h e o e oice t at aut at l appl s a 10%
h om icaly ie
dis count if t e original al of t e orde r e xce e ds $
h v ue h 100.

Th e figure be l s h ow s a s am pl inv
ow e oice s pre ads h e e t Each l (L s 4, 5, 6
. ine ine
and 7) is individual t l d and t e n s ubt al d in Ce lE9 .
l al
y ie h ot l e l

St p 1: Se lct
e e
t e ce lt at
h lh
w ilcont
l ain
t e condit
h ional
cal at
cul ion (IF
s t e m e nt
at ).

Cl on t e E10
ick h
ce l
l.

St p 2: Se lct t e Pas t Funct
e e h e ion M e nu it m
e
as s h ow n righ t

St p 3: Se lct t e IF s t e m e nt f
e e h at rom t e Pas t Funct
h e ion s e lct
e ion b ox

In t e P t F
h as e unct ion dial box, s e lct “L
og e ogical f
” rom t e F
h unction Cat gory and
e
“IF” from t e F
h unct ion Nam e t e n pre s s t e O K but on.
h h t

M icros of Exce l

St p 4: Ent r t e condit
e e h ional orm ul int t e Pas t Funct
f a o h e ion h e l r
pe

H el
ping Not : Y can m ov t e h e l r box around t e s cre e n by cl -and-
e ou e h pe h ick
dragging anyw h e re in t e gre y are a of t e box.
h h

Th e “Logical e s t f l de t rm ine s w h at s pe cial
_t ” ie d e conditions w e w ant t appl In
o y.
t is cas e , t e s pe cial
h h condit ion is w h e n t e s ubt alie l (Ce lE9 ) is gre at r t an
h ot f d l e h
$ 100.00 (100).

In t e circum s t
h ance s w h e re t e L
h ogical e s t is “T ” t e n t e “V ue _if rue ”
_t rue h h al _t
f l is appl d. In t is cas e t e s ubt alie l (E9 ) e xce e ds $
ie d ie h h ot f d 100.00 (E9 =$ 270.40)
so t e L
h ogical e s t is t
_t rue and w e w ant t appl a dis count of 10% t t e s ubt al
o y o h ot
am ount (f orm ul = -10% *E9 ).
a

In t e circum s t
h ance s w h e re t e L
h ogical e s t is “F s e ” t e n t e “V ue _if ale ”
_t al h h al _f s
f l is appl d. In our f
ie d ie orm ul w e w ant a dis count of $
a 0.00 appl d w h e n t e
ie h
s ubt alie l (E9 ) is ls s t an or e q ualo $
ot f d e h t 100.00.

P s s t e O K but on w h e n you are s at f d t at t e f
re h t is ie h h orm ul is corre ct
a .

In our e xam pl t e s ubt al al is $
e h ot v ue 270.40, w h ich e xce e ds t e $
h 100.00
t re s h ol s o a 10% dis count is appl d.
h d ie

If f s om e re as on w e de cide d not t orde r any Exe cut e Gif Se t (D 7=0) t e n
or o iv t s h
t e s ubt al s not e xce e d t e $
h ot doe h 100.00 t re s h ol and no dis count is appl d.
h d ie

M icros of Exce l

H ow do I count t e ce l t at onl m e e t m y crit ria?
h l h
s y e

CO UNTI St e m e nt
F at s

O ccas ional you m igh t h av a l t of it m s and you w ant t count h ow m any
l
y e is e o
t e s ce rt
im ain crit rion is m e t F e xam pl you m igh t w ant t count h ow m any
e . or e o
D av s t e re are in a l t of Ch ris t
id’ h is ian nam e s or count h ow m any purch as e s
e xce e de d $100.00.

Sce nario –Count h ow m any “f s ” occurre d in a l t of pas s / ail
ail is f
e xam re s ul
ts
In t is e xam pl w e h av a l t of s t
h e e is ude nt and t e ir pas s / ail s ul of a re ce nt
s h f re ts
e xam as s h ow n be l and w e w ant t count h ow m any s t
ow o ude nt pas s e d t e e xam .
s h

St p 1: Se lct t e ce lw e w ant Exce l o re t
e e h l t urn t e num b e r of P
h ASS
m ark s in.

Us e t e m ous e t cl on Ce lB15 t s e lct t e ce l
h o ick l o e h l.

e e h e ion
m e nu it m as s h ow n righ t
e

M icros of Exce l

St p 3: Se lct t e CO UNTIF s t e m e nt f
h e ion s e lct
e ion
b ox.

In t e P t F
h as e unction dial box, s e lct “St is t ” f
og e at ical rom t e Fh unct ion Cat gory
e
and “CO UNTIF” from t e F
h unction Nam e t e n pre s s t e O K but on.
h h t

St p 4: Ent r t e re q uire d inf
e e h orm ation int t e Pas t Funct
o h e ion h e l r
pe

H el
e ou e h pe h ick
h h

Th e “Range ” f l de t rm ine s t e range of ce l Exce l ill t pe rf
ie d e h l
s w look o orm t eh
count in. W e can e it e r us e t e m ous e t s e lct t e range or m anual t
h h o e h l ype t e
y h
ce lre f re nce s dire ct y int t e t xt box. In our e xam pl t e ce lrange s t s at
l e l o h e e h l art
B4 and goe s dow n t B13.
o

M icros of Exce l

H elping Not : Ce lrange s can be a s e lct
e l e ion of ce l , a col n, row or box of
l s um
ce l , or a pre -de f d nam e d range . Ce lre f re nce s can be of any t
l
s ine l e ype incl
uding
“re l iv ” (e g B4), “abs ol e ” (e g $ 4), m ixe d re f re nce (e g B$ and nam e d.
at e ut B$ e 4),

Th e “Crit ria” is a condit
e ional t e m e nt t at is s im il t t e condit
s at h ar o h ional
s t e m e nt in t e IF s t e m e nt In our cas e w e w ant t count t e num be r of ce l
at h at . o h ls
w it “P
h ASS” in t e ide nt ie d range . Re m e m be r t at t xt f l are a s pe cial ort
h if h e ie ds s
of f l and ne e d t s t and e nd w it inv rt d com m as .
ie d o art h e e

a .

St p 5: Re pe at s t p 4 t count t e num b e r of f s .
e e o h ail

Se lct Ce lB16.
e l

Us e t e P t F
h as e orm ul f
a unct ion and s e lct “St is t ” f
e at ical rom t e f
h unction cat gory
e
l t and “CO UNTIF” f
is rom t e f
h unction l t
is .

F l St p 4 abov m ak ing t e Range = B4:B13 and t e Crit ria = “F ”.
olow e e h h e AIL

a .

Finis h : Th e s pre ads h e e t now count t e num b e r of pas s e s and f s f
s h ail rom
t e lt
h is .

Th e s pre ads h e e t w ilnow l s im il t t e f
l ook ar o h igure be l .
ow

M icros of Exce l

H ow do I s um a s e t of num be rs t at m e e t m y crit ria?
h e

SUM I St e m e nt
F at s

SUM IF is a f unct ion t at al s you t add t
h l
ow o oge t e r v ue s f
h al rom a l t if a
is
nom inat d crit ria is m e t F e xam pl, you m igh t w ant t t alh e am ount of
e e . or e o ot t
h ours w ork e d by f l im e e m pl e s out of a ge ne ralis t cont
ul-t oye l aining f l im e ,
ul -t
part im e and cas ual m pl e s .
-t e oye

Sce nario –Cal at t e w innings f
cul e h rom a l t of s port b e t .
is s s
In t is e xam pl w e h av a s pre ads h e e t t at l t t e be t pl d on w h o w ilw in
h e e h is s h s ace l
various t nnis m at e s on t e w e e k e nd (Col n A), t e am ount be t on t at
e ch h um h h
m at (Col n B), t e odds of w inning (Col n C), and t e pot nt w innings
ch um h um h e ial
(Col n D ). At t e e nd of t e w e e k e nd w e w ile nt r t e re s ul of e ach m at
um h h l e h ts ch
and w e w ant Exce lo aut at l cal at h ow m uch our w innings are .
t om ical y cul e

St p 1: Se lct t e ce lt at w ilcont
e e h lh l ain t e w innings re s ul
h ts

Us e t e m ous e t cl on Ce lF13 t s e lct t e ce l
h o ick l o e h l.

e e h e ion
e

St p 3: Se lct t e SUM IF s t e m e nt f
h e ion s e lct
e ion
b ox.

In t e P t F
h as e unction dial box, s e lct “M at & T
og e h rig” from t e F
h unction Cat gory
e
and “SUM IF” from t e F
h unction Nam e t e n pre s s t e O K but on.
h h t

M icros of Exce l

o h e ion h e l r
pe .

H el
e ou e h pe h ick
h h

Th e “Range ” f l de t rm ine s t e range of ce l t at Exce l ile xam ine t as s e s s
ie d e h l h
s w l o
t e crit ria. W e can e it e r us e t e m ous e t s e lct t e range or m anual t
h e h h o e h l ype t e
y h
ce lre f re nce s dire ct y int t e t xt box. In our e xam pl t e range s t s at ce l
l e l o h e e h art l
F4 and goe s dow n t ce lF11.
o l

Th e “Crit ria” is a condit
e ional t e m e nt t at is s im il t t e condit
s at h ar o h ional
s t e m e nt in t e IF s t e m e nt In our cas e w e w ant t s e lct albe t w h e re t e
at h at . o e l s h
t nnis pl r “W on” t e m at . In our e xam pl t
e aye h ch e ype in “W on” int t e Crit ria t xt
o h e e
box.
Th e “Sum _range ”
f l t l Exce l
ie d e l s
w h ich ce l t add
l o
s
w h e n t e crit ria is
h e
m e t f e ach ce lin
or l
t e range . T put it
h o
in anot e r w ay, w e
h
w ant t add
o
toge t e r t e
h h
pot nt w innings
e ial
(Col n D ) f
um or
e ach m at “W on”
ch
in Col n F In our
um .
e xam pl w e can
e
e it e r us e t e
h h
m ous e t s e lct
o e
t e range or
h
m anual t l ype in
y
D 4:D 11 int t e o h
Sum _range t xt e
box.

P ss t e O K
re h
but on w h e n you
t
are s at f d t at
is ie h
te f
h orm ul is
a
corre ct .

St p 5: Com plt t e s pre ads h e e t b y s um m ing t e am ount b e t
e e e h h .

Now t at w e k now h ow m uch w e h av w on on our be t e r w e w ant t com plt t e
h e t o e e h
s pre ads h e e t by s h ow ing h ow m uch m one y w e original be t
ly .

St p 5a: Se lct
e e
t e ce lw h ich w e
h l
w ant t cal at
o cul e
t e t al e t ing
h ot b t
am ount

Cl on Ce lB13 as
ick l
s h ow n be l .
ow

St p 5b : Cl on t e Aut
e ick h oSum b ut on
t

By cl ing on t e
ick h
Aut oSum but on you
t
can ge t M S-Exce lo t
aut at l cal at
om ical y cul e
t e col n abov it
h um e .
Us e t is f
h unct ion w it h
caut ion and be s ure t o
ch e ck t e range of ce l
h ls
it h as aut at l
om ical y
s e lct d. O nce you h av
e e e
conf e d t at t e
irm h h
range is accurat t e n e h
pre s s t e Ent r k e y t
h e o
conf irm t e f
h orm ul a.

M icros of Exce l

Finis h : Th e s pre ads h e e t now aut at
om ical cal at s t e w innings
ly cul e h
b as e d on t e m at re s ul .
h ch ts

Th e s pre ads h e e t w ilnow l am azingl s im il t t e f
l ook y ar o h igure be l .
ow

H ow do I h ide s om e of m y w ork s h e e t ?
s

H id ing and Unh id ing W ork s h e e ts

Som e t e s it is us e f t h ide w ork s h e e t f
im ulo s rom t e norm al pre ads h e e t v w .
h s ie
Com m onl w e h ide s h e e t t at cont
y s h ain l up t e s , de f t v ue s and
ook abl aul al
cons t s t at w e w ant in a s e parat s pre ads h e e t but don’ w ant it t be print d
ant h e t o e
or v w e d in norm al e .
ie us

Sce nario –H iding a w ork s h e e t from norm al ie w
v
O ur s am pl s pre ads h e e t cont
e ains a com put r part price l t W e m ay w ant t
e s is . o
h av ot e r w ork s h e e t t re f r t t is price l t but w e don’ w ant t e price l t
e h s o e o h is t h is
ope n f v w ing and print
or ie ing e v ry t e w e ope n our w ork book .
e im

St p 1: Se lct t e w ork s h e e t w e w ant t h ide f
e e h o rom v w .
ie

Se lct t e w ork s h e e t w e w ant t h ide f
e h o rom v w by cl ing on t e w ork s h e e t t
ie ick h ab
l e d at t e bot om of t e w ork s h e e t
ocat h t h .

M icros of Exce l

St p 2: Se lct “Form at |Sh e e t |H ide ” f
e e rom t e m e nu.
h

Go t t e t of t e Exce l indow and cl on “F
o h op h w ick orm at and t e n h igh l t
” h igh
“Sh e e t w ait and t e n cl on t e “H ide ” m e nu.
”, h ick h

Finis h : W ork s h e e t is now h idde n from norm al ie w .
v

Th e w ork s h e e t is now h idde n from v w . Any re f re nce s t t is w ork s h e e t w ils t l
ie e o h l il
w ork h ow e v r t e us e r w ilnot be abl t s e lct t e w ork s h e e t f
e h l e o e h rom t e t
h abs at
t e bot om of t e w ork book . Y w ilh av t “unh ide ” t e w ork s h e e t t be abl
h t h ou l e o h o e
t v w and m ak e ch ange s .
o ie

Sce nario –Unh iding a w ork s h e e t f norm al ie w
or v
Af e r w e h av h idde n t e w ork s h e e t f
t e h rom Norm al ie w w e m ay w ant t m ak e
v o
ch ange s t it Th e norm al e t od of doing t is is t unh ide t e s pre ads h e e t and
o . m h h o h
pl it back int norm al ie w .
ace o v

St p 1: Se lct “Form at |Sh e e t |Unh ide ” f
e e rom t e m e nu
h

Go t t e t of t e Exce l
o h op h
w indow and cl on
ick
“F orm at t e n h igh l t
”, h igh
“Sh e e t w ait and t e n cl
”, h ick
on t e “Unh ide ” m e nu.
h

St p 2: Se lct w ork s h e e t t unh ide .
e e o

Se lct t e w ork s h e e t nam e f
e h rom t e Unh ide dial box. In our cas e w e w ant t
h og o
s e lct t e w ork s h e e t nam e d “H ide W ork s h e e t Exam pl”.
e h e

P s s t e O K but on t unh ide t e w ork s h e e t
re h t o h .

Finis h : W ork s h e e t is now v ib l in t e norm al ie w .
is e h v

Th e w ork s h e e t can now be s e e n in t e norm al ie w and s e lct d us ing t e t
h v e e h abs
at t e bot om of t e w ork book .
h t h

M icros of Exce l

H ow do I l up ans w e rs in anot e r t e ?
ook h abl

L O K UP Fu nct
O ion

It is of e n us e f t cre at a s pre ads h e e t w h e re t e us e r s im pl e nt rs s om e
t ulo e h y e
inf orm at ion and Exce lh e n l s up t e re q uire d inf
t ook h orm at ion and re turns t e
h
re s ult.

Sce nario –D e t rm ining t e e xam s t
e h andard f s t
or ude nts
Th is e xam pl h as a l t of s t
e is ude nt (Col n A) and t e ir e xam re s ul (Col n B)
s um h ts um
e nt re d by t e us e r W e t e n w ant Exce lo l at t at re s uland de t rm ine if it
e h . h t ook h t e
is a f , pas s or dis t
ail inction s tandard.

St p 1: Se lct t e Ce lyou w ant t e re s ul t b e in
e e h l h t o

Us e t e m ous e point r and cl on t e ce lw h e re you w ant t e re s ult be
h e ick h l h t o
s h ow n.

Cl on Ce lC4.
ick l

e e h e ion
e

St p 3: Se lct t e L O K UP s t e m e nt f
e e h O at rom t e Se lct a Funct
h e ion
s e lct
e ion b ox

In t e P t
h as e
Funct ion dialog
box, s e lct
e
“L up &
ook
Re f re nce ” f
e rom
te F
h unction
Cat gory and
e
“L O KUP” f
O rom
te F
h unction Nam e .

P ss t e O K
re h
but on t conf
t o irm
your s e lct
e ion.

M icros of Exce l

St p 4: Se lct t e de s ire d L O K UP f
e e h O unction from t e “Se lct
h e
Argum e nt ” dial b ox.
s og

M icros of Exce l ilpre s e nt you w it a “Se lct Argum e nt ” dial box. Th is is
t w l h e s og
be caus e t e L O KUP f
h O unct ion can be us e d in dif e re nt w ays . W e ne e d t t lExce l
f o e l
h ow w e w ant t us e t e L O KUP f
o h O unction s o it can pre s e nt us w it t e m os t
h h
us e f P t F
ul as e unct ion h e l r f our ne e ds .
pe or

In our e xam pl w e w ant t s e lct t e t re e -argum e nt h e l r Cl on
e o e h h pe . ick
“l up_v ue ,l up_v ct
ook al ook e or,re s ul e ct
t _v or” row .

P s s t e O K but on t conf
re h t o irm your s e lct
e ion.

o h e ion h e l r
pe .

H el
e ou e h pe h ick
h h

Th e “L up_v ue ” de t rm ine s w h ich ce lExce l ill in t de t rm ine t e
ook al e l w look o e h
s e arch v ue . W e can e it e r us e t e m ous e t s e lct t e ce lor m anual t
al h h o e h l l ype t e
y h
ce lre f re nce dire ct y int t e t xt box. Not t at t is is a s ingl ce l In our
l e l o h e e h h e l
.
e xam pl w e w ant t us e t at l s re s ulce l(Ce lB4) as t e l up v ue .
e o h ine t l l h ook al

Th e “L up_v ct
ook e or” is t e range of v ue s t at Exce l
h al h com pare s t e
h
“L up_v ue ” t W e al ays s t w it an “{ “ brack e t t e n t e l e s t num be r,
ook al o. w art h , h h ow
ne xt num be r, ne xt num be r unt w e re ach t e m inim um v ue of t e h igh e s t
il h al h
group, t e n e nd t e l t w it a “} brack e t F our e xam pl w e e nt r
h h is h ” . or e e
“{ 0,0.5,0.75} int t e “L up_v ct
” o h ook e or” t xt box.
e

Th e re are a num be r of ruls t at t e L up f
e h h ook unction us e s .

Rul 1: In t e cas e s w h e re t e “L up_v ue ” is s m al r t an t e l e s t v ue in
e h h ook al l h
e h ow al
t e “L up_v ct
h ook e or”, t e re s ulw ilby “# N/ e rror”.
h t l A

Rul 2: If an e xact m at is not m ade t e n t e re s ulw ilbe t e l
e ch h h t l h arge s t v ue in
al
“L up_v ct
ook e or” t at is ls s t an or e q ualo t e “l up_v ue ”.
h e h t h ook al

H el
ping Not : M icros of Exce l t s pe rce nt
e t s ore age s as a de cim al(0.00) num be r.
Exam pl re s ul of 0% t 100% e q uat t a de cim al
e ts o e o range of 0.00 t 1.00.
o

Th e “Re s ul e ct
t_v or” is t e range of v ue s t at Exce l ill at t re t
h al h w look o urn t e
h
re s ul If “L up_v ue ” is t e s am e as t e t ird it m in t e “L up_v ct
t. ook al h h h e h ook e or” l tis
t e n Exce l ilre t
h w l urn t e t ird it m in t e “Re s ul e ct
h h e h t_v or” l t F our e xam pl,
is . or e
w e e nt r t e t re e grade s t at w ilbe re t
e h h h l urne d, { “F ”,”P s ”,”D is t
ail as inction”} .

P s s t e O K but on t conf
re h t o irm your s e lct
e ion.

M icros of Exce l

St p 7: Copy t e e q uat
e h ion t alt e re q uire d re s ul ce l .
o lh t ls
Us e t e m ous e and cl on Ce l
h ick l
C4 t s e lct t e e q uat
o e h ion w e
w ant t copy.
o

Copy t e ce lby e it e r
h l h

M e t od 1) pre s s ing Ct and C at t e s am e t e , or
h rl h im

M e t od 2) pre s s ing t e copy but on
h h t in t e t bar
h ool .

Se lct t e range of ce l f
e h l rom
s
C5 t C10. Y can do t is
o ou h
w it t e m ous e by cl -and-
h h ick
h olding t e m ous e on ce lC5
h l
and t e drag-and-re las e t e
h e h
m ous e ov r ce lC10. Th e
e l
s cre e n w ill s im il t
look ar o
figure t t e righ t
o h .

Now pas t t e ce linf
e h l orm ation int t e h igh l t d range . Y can do t is by
o h igh e ou h
e it e r
h

M e t od 1) pre s s ing Ct and Vat t e s am e t e , or
h rl h im

M e t od 2) pre s s ing t e pas t but on
h h e t in t e t bar
h ool .

Finis h : Th e s tandard w ilb e s h ow n as s oon as t e re s ul are e nt re d b y
l h ts e
t e us e r
h .

Th e s pre ads h e e t w ilnow l s im il t t e f
l ook ar o h igure be l .
ow

M icros of Exce l

H ow do I f e ze h e adings s o I don’ l e t e m w h e n I
re t os h
s crolaround?
l

Fre e z e Pane s

M S-Exce l a us e f t
is uloolor pre s e nt
f ing dat on a page . Th e re com e s a point
a
w h e re t e dat be ing pre s e nt d doe s f on t e s cre e n and w e h av t s crol
h a e it h e o l
dow n and acros s t s e e t e inf
o h orm ation. If you s croldow n e nough t e n it
l h
be com e s dif icult k now w h at h e adings re l e t e ach col n. Th e s am e appl s
f t o at o um ie
t row h e adings w h e n w e s crolrigh t Th e w ay t go about t is is t t lM S-Exce l
o l . o h o e l
t f e ze t e h e adings s o t at w h e n you s crolof t e page you can s t l e e t e
o re h h l f h ils h
h e adings . Th is is cal d “F e ze P
l
e re ane ”.

Sce nario –Form at ing a l
t arge t l t m ak e it e as y t re ad
ab e o o
Y m ay h av a l
ou e arge t e s h e e t s ys t m t at l t t e pe opl inv v d in a proj ct
im e h is s h e ole e
dow n t e lf -h and s ide and t e h ours w ork e d acros s t e page . W e w ant t
h e t h h o
form at t e page s o t at t e us e r can s crollf and righ t as w e las up and dow n
h h h le t , l
and s t l e e t e w e e k s h e adings and t e t am m e m be rs nam e .
ils h h e

Th e figure be l s h ow s t e s pre ads h e e t in a norm alorm at W it t is de f t
ow h f . h h aul
v w , t e us e w oul not be abl t s crolrigh t and s t l e e t e re s ource nam e
ie h d e o l ils h
conne ct d t e ach w e e k .
e o

St p 1: Se lct t e f t ce lw h ich cont
e e h irs l ains data

F t e f e ze pane f
or h re unct ion t w ork , you ne e d t t lM S-Exce l h at is a h e ading
o o e l w
and w h at is dat T do t is you m us t s e lct t e v ry f t ce lw h ich cont
a. o h e h e irs l ains dat a
in it Exce l s um e s t at e v ryt ing abov and t t e lf of it is a h e ading f t e
. as h e h e o h e t or h
t e.
abl

Cl on Ce lB5 as s h ow n be l .
ick l ow

St p 2: Se lct “W indow |F e ze
e e re
Pane s ” m e nu it m f
e rom t e m e nu
h

M icros of Exce l

Finis h : Th e W ork s h e e t w ilnow h av b l
l e ack l s s ignif
ine ying t e l
h ocation
of t e h e ading
h

Th e row and col n h e adings are now f
um roze n. Th is al s t e us e r t s crolalt e
low h o l lh
w ay t t e righ t and alt e w ay dow n t e bot om of t e t e and be s t l e t
o h lh h t h abl ilabl o
v w t e re s ource nam e s and w e e k s w ork e d.
ie h

H elping Not : If you w ant t unf e ze t e col ns and row h e adings t e n go t
e o re h um h o
“W indow |UnF e ze P
re ane s ”. Th is w ilt e t e t e back t it de f t s t e .
lak h abl o s aul at

H elping Not : Y can f e ze j t t e t row s by s e lct
e ou re us h op e ing t e f t row w it dat
h irs h a
in it and t e n us ing t e f e ze f
h h re unction. Th is m e t od doe s not f e ze and
h re
col ns . Th e s am e principl can be us e d t f e ze col ns but not row s .
um e o re um

H ow do I m ak e m y W ork s h e e t tabs col ul
ourf ?

Ad d ing Col r t W ork s h e e t
ou o s

It is of e n nice t add a t
t o ouch of col t your w ork s h e e t . As a ne w f
our o s unction t o
M S-Exce l 2003, you are now abl t e as il col indiv
e o y our idual ork s h e e t t
w abs . For
e xam pl, you m ay w ant t col a s um m ary w ork s h e e t bl t h igh l t it
e o our ue o igh s
im port ance t t e us e r
o h .

Sce nario –Cre ating e xcit m e nt on a b l
e ank w ork s h e e t
O ur s am pl s pre ads h e e t h as a bl w ork s h e e t w it a dulgray t
e ank h l ab. In t is
h
e xam pl w e w ilch ange t e col f
e l h our rom gray t a m ore e xcit
o ing col .
our

St p 1: Se lct t e w ork s h e e t t
e e h ab w e w ant t ch ange t e col
o h our of

Se lct t e w ork s h e e t t w e w ant t ch ange t e col of by cl ing on t e
e h ab o h our ick h
w ork s h e e t t l e d at t e bot om of t e w ork s h e e t
ab ocat h t h .

St p 2: Se lct t e ch ange T Col
e e h ab our dial b ox
og

M e t od 1: Righ t ick on t e
h -Cl h
w ork s h e e t t w e w ant t ch ange
ab o
t e col of as s h ow n be l .
h our , ow

M e t od 2: Se lct “F
h e orm at |
Sh e e t |T Col ” f
ab or… rom t e
h
m e nu

M icros of Exce l

St p 3: Se lct t e col
e e h our on t e col
h our palt e ch art
e t

Se lct t e col you w ant t ch ange t e
e h our o h
w ork s h e e t t t on t e F
ab o h orm at T Col
ab or
dial box (s h ow n be l ). In t is e xam pl,
og ow h e
w e w ant t e t t be gol in col .
h ab o d our

Finis h : Th e W ork s h e e t tab is now t e col
h oure d

Coloure d w ork s h e e t tabs l dif e re nt de pe nding on t e ir s e lct
ook f h e ion s t e . Th e s e
at
t o “l s ” are s h ow n be l .
w ook ow

Se lct d W ork s h e e t T V w :
e e ab ie

Back ground W ork s h e e t T V w :
ab ie

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