You are on page 1of 214

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
trieval system, or transmitted in any form or by any means-electronic, mechanical,
photocopying, recording, scanning, including the right of reproduction in whole or in
part in any form, except for brief quotations in critical reviews or articles, without
the prior written permission of the publisher. For information, contact the publisher.
The information in this book is distributed without warranty. Although every pre
caution has been taken in the preparation of this book, neither the author nor the
publisher shall have any liability with respect to any loss or damage caused in any
manner by the information contained in this book.
Ill Publishing, New York titles may be purchased in bulk at a discount for educa
tional, business, fund-raising, or sales promotional use. For information, please email
michelle.blackley@iil.com or call 212-515-5144.

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)

ntemational Institute for Learning, Inc. (Ill), headquartered in New York City and
with eleven operating companies in major cities around the world, is a global

leader in Project, Program and Portfolio Management, Microsoft Project, Six Sigma,
and Business Analysis corporate solutions.

Using its Many Methods of Learning TM, Ill combines the theory and practice

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


maximum flexibility. Ill offers traditional classroom training as well as on-demand
learning, "virtual" instructor-led courses, and hands-on leadership simulation classes.
Ill recently released Project Management elibrary, a state-of-the art, animated and
engaging program that is rich in education and exercises.
TRADITIONAL CLASSROOM LEARNING
Each year Ill schedules hundreds of live, instructor-led courses and workshops in
major cities around the world.This offers a convenient and effective way for profes
sionals to participate in classes that expose them to diverse industry perspectives
and trainers' real workplace experiences.
VIRTUAL ELEARNING
Utilizing the latest online technologies, Ill brings professionals a broad curriculum
of live, instructor-led courses, including Mastering Microsoft Excel, via the Internet.
This environment allows students to interact live with the instructor and fellow
classmates, while avoiding the costs and inconvenience of travel.
ON-DEMAND LEARNING
Ill offers a wide variety of courses that provide extraordinary content along with
the convenience of learning at a student's own pace-whether that's at home or
work, day or night. In addition to traditional video, texts and workbooks, Ill offers
content-rich, multimedia training programs.
COMPUTER -AIDED SIMULATION LEARNING
A growing number of Ill's courses use computer-aided simulation.This allows par
ticipants to learn b y making official decisions in a realistic and safe "virtual" business
setting.
ONSITE LEARNING AND CORPORATE SOLUTIONS
Ill works closely with clients to develop learning solutions that are tailored to meet
their precise business objectives and cultural needs.
For more information, please contact:
Lori Milhaven, Executive Vice President
International Institute for Learning, Inc.
Phone:1-212-51S-5121 or1-800-325-1533
e-mail: Lori.Milhaven@iil.com
www.iil.com

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's

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

m81 amounts paid after

m 82 gcount#----_
m82 gl description
I

m82 ye balance

m82 amounts paid after


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

This isn't Excel, it's Magic/

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
client organizer to ewp
eli organizer to ewp
dient organizer to ewp
ctiert organizer to ewp
diest organizer to ewp
cliett organiw to ewp
client organizer to ewp
client organizer to ewp
client organizer 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

m81 amounts paid after


m82 amounts paid after

mB3 amounts paid after


m81 amounts paid after

m8S amounts paid after

mB6 mounts paid fter


m87 amounts paid after
m88 amounts paid after

m89 mounts paid after

.,..'

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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.
This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Mogicl

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Mogicl

--

__

---

--

--

'
'

'
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...

This isn't Excel, it's Magid

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

This isn't Excel, it's Magic/

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
This isn't Excel, it's Magic!

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

This isn't Excel, it's Mogicl

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
!:=:
:=

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magid

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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 isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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.

This isn't Excel, it's Magid

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Mogicl

;;:, ,.--.,

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.

This isn't Excel, it's Magic! 45

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Mogicl

\!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

This isn't Excel, it's Magic! 49

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

This isn't Excel, it's Mogicl

(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:

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magid

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,

__

This isn't Excel, it's Mogicl

_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!

This isn't Excel, it's Magid

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magid

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

....

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!

This isn't Excel, it's Mogicl

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.


This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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:

This isn't Excel, it's Mogicl

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

This isn't Excel, it's Mogicl

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:

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

>>

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

.
!
<;
'..
.
.

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.

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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!
This isn't Excel, it's Magic!

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

35 1<8

Z'ISIC8
221:8

Dote-lid

ty pe

t'icro$0lt<:ifK.c Extd

Mcrosott cttlc:cElCCeJ...
Mcro$01tfiai xcel

Mcn>$011: ctfi<eExul.
.

Mcrosoft ctfite Encl..


ICIOlo/t Offe Exte\. ..

Mcroltt ctfiee Excel...

21 K8 t-1crosolt cttke Excel


i2 1<B llicrosolt Cfficc Exccl

261<8

30K8

MCIO$oft Offkc Exte1.,,

161:8 Mcrosoft otfke Ex<el..


Mcrosoft O.eflte Excel...

IHB IIJcrosoft ().<fica Excel ...


531<8 14cro,olt Olliao Extcl...

3/1?/2000 IMZm
3/1212000 10:57m
3{12{2000 tO:><m
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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Mogicl

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;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

This isn't Excel, it's Magic/

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.
.

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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.

This isn't Excel, it's Magic!

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
This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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.
This isn't Excel, it's Magid

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

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

/: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:

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magid

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

This isn't Excel, it's Magic!

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 City, State, Zip

Bob's Company

Bob's Company

Judy's Address

Judy's City, State, Zip

Judy's Company

Bob's Address

4 Jane's Address

Jane's City, State, Zip

Jane's Company

Bob's City, State, Zip

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

Bob's City, State, Zip

Judy's Address

Judy's City, State, Zip

Jane's Address

Jane's City, State, Zip

Bob's Company

Judy's Company

Bob's Address

Jane's Company

Bob's City, State, Zip

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

Laird's City, State, Zip

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
Peter's City, State, Zip

-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

This isn't Excel, it's Magic/

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 City, State, Zip
Bob's Company
xa
Judy's Address
Judy's City, State, Zip
xa2
Judy's Company
4 Jane's Address
Jane's City, State, Zip
Jane's Company
xb2
5 Herman's Address Herman's City, State, Zip Herman's Company
6 Laird's Address
Laird's City, State, Zip
Laird's Compa ny
7 Curtis's Address
Curtis s Company
Curtis's City, State, Zip
...

'

8 Jared's Address

Jared's City, State, Zip

Jared's Company

10 Peter's Address

Peter's City, State, Zip

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 City, State, Zip

Bob's Company

xc
2

Judy's City, State, Zip


Jane's City, State, Zip

Judy's Company

xa2

...

Jane'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 Company
Curtis's Address
Curtis's City, State, Zip
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 City, State, Zip

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

Bob's City, State, Zip

J udy's Address

Judy's City, State, Zip

Jane's Address

Jane's City, State, Zip

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 [

This isn't Excel, it's Magic/

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 City, State, Zip

Bob's company

Bob's Company

Ju dy s Address

Judy's City, State, Zip

Judy's Company

Bob's Address

Jane's City, State, Zip

Jane's Company

Bob's City, state, Zip

'

Herman's Address Herman's City, State, Zip Herman's Company

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

Judy's City, State, Zip

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

Jane's City, State, Zip

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]

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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):

This isn't Excel, it's Magic/

135

I ="=COUNTA( INDIRECT("""&MIO(Al,2,255)&"""))"
B

=
COUNTA(INOIRECT("Sheet2!$1:$1048576"))

-----------------------+ --
-
=COUNTA(INOIRECT("Sheet3!$1:$1048576"))
=COUNTA(INOIRECT("Sheet4!$1:$1048576"))

Move Here

=COUNTA(INOIRECT("Sheets!$1:$1048576"))

.!;opy Here

=COUNTA(INOIRECT("Sheet7!$1:$1048576"))

Copy Here as formats

=COUNTA(INOIRECT("Sheet9!$1:$1048576"))

1
ink Here

=COUNTA(INOIRECT("Sheetll!$1:$1048576"))

tuft Ot> n ancJ Cop_

=COUNTA(INOIRECT("Sheet6!$1:$1048576"))

=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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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!

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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:

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

145

7 1. Borders from keyboard


Ctri/Sh ift/7 creates outline border
Ctri/Shiftl- removes border

146

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

76. Show Corners of Selection Easily


Ctrllperiod successively selects corners of the
selection is large, as in A1 :DD799.

selection, even if the entire

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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
This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magic!

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


This isn't Excel, it's Magic!

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

This isn't Excel, it's Magid

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

----- -

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
.-

. .

. .

, ,.., . .. .

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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.

This isn't Excel, it's Magic!

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


_
3 Areal Areal Areal Areal Areal

Areal Areal Areal Areal Areal

5 Areal Areal Areal Areal Areal


6 Areal Areal Areal Areal Areal

7 Areal Areal Areal Areal Areal


8 Areal Areal Areal

Areal Areal

Areal

Areal Areal

9 Areal Areal

10 Areal Areal Areal Areal Areal


11 Areal Areal Areal Areal Areal

12
13
14

Areal

Areal

eal

Ar

Areal

Areal

Area2 Area2 Area2 Area2 Area2


Area2 Area2 Area2 Area2 Area2
Area2 Area2 Area2 Area2 Area2_.

Area2 Area2 Area2 Area2 Area2

18

Area2 Area2 Area2

Area2

Area2

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).

This isn't Excel, it's Magic/

181

Prlnt Area

A
I I
I
1 Areal Areal Areal
B

I Areal
I I

fx

Areal Areal

2 Areal Areal Areal Areal Areal

3
4

Areal Areal Areal Areal Areal


Areal Areal Areal Areal Areal

Areal

Areal Areal Areal Areal

6 Areal Areal Areal Areal Areal


7
8
9

Areal
A real
Areal

Areal Areal Areal Areal


Areal Areal Areal Areal
Areal Areal Areal Areal

10 Areal Areal Areal Areal Areal

11 real Areal Areal Areal Areal


12 Areal Areal Areal Areal Areal
_
13 Area2 Area2 Area2 Area2 Area2

14

15

Area2 Area2 Area2 Area2 Area2

Area2 Area2 Area2 Area2 Area2

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

This isn't Excel, it's Magic/

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.
)

__,

___

This isn't Excel, it's Magic/

.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.

This isn't Excel, it's Magic!

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 isn't Excel, it's Magic/

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

. . . ...
. . . ....

. . . .

. . . . . .

. . .

..

'

. . .

'

. . . . .

. . ..

..

..

. .. . .

..

This isn't Excel, it's Magic/

. .. ,

,_,
. '

"

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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!
This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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!

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic/

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!

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

"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 _

_
,
_ __
___
.. _
__
_
,
,

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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

This isn't Excel, it's Magic!

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.

This isn't Excel, it's Magic!

211

ISBN-1 0: 0-9792153-2-3
ISBN-13: 978-0-9792153-2-2
5 1 4