The Best Spreadsheet for Today's Connected World

EXPLORING 1-2-3

OS/2 WARP 4
COPYRIGHT
Under the copyright laws, neither the documentation nor software may be copied, photocopied,
reproduced, translated, or reduced to any electronic medium or machine-readable form, in whole or
in part, without the prior written consent of Lotus Development Corporation, except in the manner
described in the software agreement.
© Copyright 1998 Lotus Development Corporation
55 Cambridge Parkway
Cambridge, Massachusetts 02142
All rights reserved. Printed in the United States.
Lotus, Lotus 1-2-3, Lotus SmartSuite, LotusScript, 1-2-3, SmartIcons, and SmartSuite are registered
trademarks, and Notes and SmartMaster are trademarks, of Lotus Development Corporation. cc:Mail is a
trademark of cc:Mail, Inc., a wholly owned subsidiary of Lotus Development Corporation. OS/2 is a
registered trademark and OS/2 Warp is a trademark of International Business Machines Corporation.
Other product and company names mentioned herein may be the trademarks or registered trademarks of
their respective owners.
Contents

Read Me First . . . . . . . . . . . . . . . . . . . v 4 Picturing Data with Charts,

How to use this book . . . . . . . . . . . . . . . . . . . . . v Maps, and Drawings . . . . . . . . . . . 4-1
Starting 1-2-3 . . . . . . . . . . . . . . . . . . . . . . . . . . . v Viewing data visually with charts . . . . . . . . . . 4-1
Enhancing a chart . . . . . . . . . . . . . . . . . . . . . . 4-2
1 Creating a Spreadsheet . . . . . . 1-1 Changing the chart type . . . . . . . . . . . . . . . . . 4-3
Welcome to 1-2-3 . . . . . . . . . . . . ...... . . . . 1-1
Viewing data geographically with maps . . . . . 4-4
Creating a blank workbook . ...... . . . . 1-2
Enhancing a map . . . . . . . . . . . . . . . . . . . . . . . 4-5
Using SmartMaster templates ...... . . . . 1-2
Drawing easily . . . . . . . . . . . . . . . . . . . . . . . . 4-6
Entering data . . . . . . . . . . . . . . . ...... . . . . 1-4
Entering data automatically . . . ...... . . . . 1-4 5 Previewing and Printing
Selecting data . . . . . . . . . . . . . . ...... . . . . 1-5 Your Data . . . . . . . . . . . . . . . . . . . . 5-1
Editing data . . . . . . . . . . . . . . . . ...... . . . . 1-6 Previewing changes instantly . . . . . . . .. . . . . 5-1
Copying and moving data . . . . . ...... . . . . 1-7 Navigating in the preview window . . . .. . . . . 5-2
Formatting numbers . . . . . . . . . ...... . . . . 1-8 Controlling printed output . . . . . . . . . .. . . . . 5-3
Resizing columns and rows . . . . ...... . . . . 1-8 Viewing multiple pages at once . . . . . . .. . . . . 5-4
Calculating totals . . . . . . . . . . . . ...... . . . . 1-9
Keeping headings in sight . . . . . ...... . . . 1-10 6 Sharing and Organizing
Outlining data . . . . . . . . . . . . . . ...... . . . 1-11 Data . . . . . . . . . . . . . . . . . . . . . . . . . 6-1
Annotating cell contents . . . . . . ...... . . . 1-12 The Data Query Add-in . . . . . . . . . . . . . . . . . 6-1
Checking spelling . . . . . . . . . . . ...... . . . 1-12 Working with Dynamic Data Exchange . . . . . 6-2
Saving files . . . . . . . . . . . . . . . . ...... . . . 1-13 Creating links . . . . . . . . . . . . . . . . . . . . . . . 6-2
Opening files . . . . . . . . . . . . . . . ...... . . . 1-14 Editing links . . . . . . . . . . . . . . . . . . . . . . . . 6-3
Managing versions . . . . . . . . . . . . . . . . . . . . . 6-3
2 Showing Off Your
Spreadsheets . . . . . . . . . . . . . . . . . 2-1 7 Customizing 1-2-3 . . . . . . . . . . . 7-1
Changing styles with a single click . . . . . . . . 2-1 Customizing the display . . . . . . . . . . . . . . . . . 7-1
Making changes using the InfoBox . . . . . . . . 2-2 Customizing icon palettes . . . . . . . . . . . . . . . . 7-2
Reusing the look you like . . . . . . . . . . . . . . . 2-3 Handy SmartIcons . . . . . . . . . . . . . . . . . . . 7-2
Enhancing sheets . . . . . . . . . . . . . . . . . . . . . . 2-4 Changing 1-2-3 preferences . . . . . . . . . . . . . . . 7-3
Designing sheets with a single click . . . . . . . 2-5 Displaying the 1-2-3 Classic menu . . . . . . . . . . 7-3

3 Automating 1-2-3 with 8 The 1-2-3 – Internet

Formulas and Scripts . . . . . . . . . . 3-1 Connection . . . . . . . . . . . . . . . . . . . 8-1
Building @functions quickly . . . . . . . . . . . . . 3-1 Accessing Web and FTP sites from 1-2-3 . . . . . 8-1
Choosing other @functions . . . . . . . . . . . . . . 3-3 Sharing data using the Internet . . . . . . . . . . . . 8-2
Adding your favorite @functions to Publishing to the Web . . . . . . . . . . . . . . . . . . . 8-2
the menu . . . . . . . . . . . . . . . .... . . . . 3-3 Searching the Web . . . . . . . . . . . . . . . . . . . . . . 8-3
Writing your own formulas . . . . . . .... . . . . 3-4
Index . . . . . . . . . . . . . . . . . . . . . Index-1
Copying formulas and @functions .... . . . . 3-5
Writing scripts . . . . . . . . . . . . . . . . .... . . . . 3-5

iii
Read Me First

Welcome to Lotus 1-2-3® for OS/2 Warp™ 4, one of the award-winning

SmartSuite® products from Lotus® Development Corporation.

How to use this book

This book provides both conceptual and task-oriented information about
1-2-3®. It tells you how to start 1-2-3 and describes features in 1-2-3.
You can use this book together with Installing and Using SmartSuite Products
to get acquainted with 1-2-3. Installing and Using SmartSuite Products applies
to all SmartSuite products — it tells how to install SmartSuite, provides
information for upgraders, and describes common features available in the
SmartSuite products.

Starting 1-2-3
Follow these steps to start 1-2-3.
1. Start OS/2 Warp 4.
2. On the OS/2® Desktop, double-click the Lotus SmartSuite® for OS/2
Warp 4 icon.
The Lotus SmartSuite for OS/2 Warp 4 folder displays.

3. Double-click the Lotus 1-2-3 for OS/2 Warp 4 icon.

v
Chapter 1
Creating a Spreadsheet

1-2-3 is the easiest, most powerful, and best-connected spreadsheet.

If you’re new to 1-2-3, you’ll be amazed how quickly you can create effective
spreadsheets to organize and manipulate your data. If you’re a long-time
customer, you’ll appreciate the many enhancements to 1-2-3.
1-2-3 makes your most common spreadsheet tasks uncommonly simple.

Welcome to 1-2-3
When you start 1-2-3, you see the Welcome to 1-2-3 dialog box.

Click to choose a
SmartMaster for your
workbook.

Click to choose a
previously opened
workbook.

Click to create a
new workbook.
Click to take a tour of
1-2-3 features.

The “Recently used workbooks” list contains names of workbooks — 1-2-3

files — used in previous sessions. If you are starting 1-2-3 for the first time,
the dialog box opens to the “Create a New Workbook Using a SmartMaster”
tab.

1-1
 Creating a blank workbook
When you create a blank workbook, the workspace looks like the one below.

Menu bar
Edit line
SmartIcons
Sheet tab
Current cell
New
sheet
button

Sheet

Status bar

You do your work in a new, untitled workbook and then give the workbook
a name when you save it.

Using SmartMaster templates

A SmartMaster™ template is an attractive template that lets you create
good-looking and useful spreadsheets with minimum effort. A SmartMaster
template features not only a designer “look,” but also a structure for entering
your information.
1-2-3 comes with a number of SmartMaster templates, including ones for:
Loans
Timesheets
Personal budgets
Sales plans
Invoices
The Welcome to 1-2-3 dialog box lists a number of SmartMaster templates to
choose from. If you are in 1-2-3, from the File menu choose New to display a
list of SmartMaster templates you can use.

1-2 Exploring 1-2-3

To use a
SmartMaster listed
here, double-click it.

If you create a workbook using a SmartMaster template, the sheet area of the
workbook has portions already filled in.

Fill out the sections in the SmartMaster template with your data. Each
SmartMaster template comes with formulas and scripts that analyze the data
you enter.
For information on using the SmartMaster template, click the Help button in
the form.

Creating a Spreadsheet 1-3

Entering data
You enter data in a 1-2-3 sheet simply by clicking a cell and typing in it.
When you finish entering data in a cell, press ENTER or one of the arrow keys
to move to the next cell.

Click and type to

enter data.

Entering data automatically

If your data follows a sequence, use drag and fill to enter data automatically
using the SmartFill cursor. For example, if your data starts with “Q1,” you
can drag to enter “Q2,” “Q3,” and “Q4.”
1-2-3 comes with many built-in SmartFill lists, including numbers, months,
days, and times. You can also create your own custom SmartFill lists for data
you enter frequently.
To do it Enter a number, a date, or a time, and let the cursor hover over the
bottom right corner of the cell until it looks like the cursor in the illustration
below. Then click and drag the cursor over as many cells as you want to fill.
Place the SmartFill
cursor at the edge
of the cell, and
drag...

to fill the cells with data

based on the first cell.

Cool tricks
You can enter text that begins with numbers, as in “1998 Sales By Quarter.”
Just type '(apostrophe) before entering the data.
To clear data, use drag and clear. Just select a range and move the SmartFill
cursor back over it.

1-4 Exploring 1-2-3

Selecting data
You select a cell by clicking it. The following illustration shows how to select
ranges, rows, columns, and collections.
To select a collection, hold the
CTRL key while you select the
rows, columns, and ranges you
want.
To select a
range, click and
drag over the
range.

To select a column,
To select a row, click the column
click the row number. letter.

To select all the

cells in a sheet, click
the letter in the
sheet frame.

You can make three-dimensional selections (selections that go across

multiple sheets) by selecting a range on one sheet, then holding the SHIFT
key and clicking the tabs of the sheets you want to extend the selection to.

Cool tricks
From the Range menu, choose Name to name selected data ranges. Then you
can find them easily when you want to refer to them in charts, maps,
versions, @functions, and LotusScript® routines.

Creating a Spreadsheet 1-5

Editing data
To modify data, double-click the cell you want to change and edit the data
that’s there. When you finish making your changes, press ENTER. To cancel
the change before you press ENTER, press ESC.

Double-click a cell to
edit what's there.

You can also edit data by selecting a cell and clicking the contents in the edit
line.
Click to accept
your edits The contents of the
The address of the Click to cancel
current cell
current cell your edits

To undo your changes, from the Edit menu choose Undo.

1-6 Exploring 1-2-3

Copying and moving data
Use drag and drop to move data from one place to another.
To do it Select a range, move the cursor to the edge of the range, and drag
to the new location.
When the cursor is positioned correctly for dragging, it looks like a hand.

Select the range, move

the cursor to the edge
of the range, and drag
to the new location.

To copy data instead of moving it, hold the CTRL key while you drag the
data to the new location.

Cool tricks
Drag and drop data to other sheets by dragging the data up to the tab for the
other sheet and then dragging the data to the cells you want. When you drag
the data to a sheet tab, 1-2-3 makes that sheet the current sheet.

Creating a Spreadsheet 1-7

Formatting numbers
1-2-3 automatically formats numbers based on what you enter. For example,
if you enter % (a percent sign), 1-2-3 recognizes that symbol and formats the
data in Percent format.
To do it To change a number format, select a cell or range, and then choose
another format from the status bar button.

Click to choose a
number format for
the current selection.

The status bar shows only some of the many formats available in 1-2-3. For
the full list, do the following:
1. Select a cell or range.
2. Right-click to display the shortcut menu, and select Range Properties.
3. Click the Number format tab in the InfoBox.
4. Select a Category. Then select a Current format, and a number of
decimal places, if applicable.

Resizing columns and rows

You can click to adjust the column width and row height of a cell or range.
To do it
To adjust the column to fit the widest entry, click the border to the right
of the column letter and drag the border to where you want it.
To resize to a specific width, drag the border to the right to widen the
column or to the left to make it narrower. 1-2-3 displays an indicator
under the column letters to show the number of characters the column
will hold.

1-8 Exploring 1-2-3

 To change the height of a row, drag the bottom border down to make the
row taller or up to make it shorter. To adjust the row height to the tallest
entry, double-click the border below the row number.

Double-click the right

edge of a column...

to size the column to

fit the largest entry.

You can hide columns and rows by dragging until the indicator reads 0
(zero) characters.

Cool tricks
To resize a column to automatically fit the widest entry, double-click the
border to the right of the column letter.

Calculating totals
The 1-2-3 AutoTotal feature sums your data in a single step — you just type
“Total” or “Totals,” and 1-2-3 does the rest for you.

Enter the word "Total"

or "Totals," and 1-2-3
automatically sums
your columns or rows.

To calculate totals without using a heading, select cells to the right of a row
or below a column and click the SmartSum icon. 1-2-3 automatically enters
the sums in the selected range.

Creating a Spreadsheet 1-9

Keeping headings in sight
You freeze rows and columns to keep your headings in view while you scroll
through the data.
To do it To freeze rows, drag the pointer from below the column letter to
below the row you want to freeze.

Drag the pointer from

the right of the row
number to the right of
the last column you
want to freeze.

When you freeze rows or columns, the frozen cells stay in view even when
you scroll through the sheet.

1-10 Exploring 1-2-3

 To unfreeze columns, place the mouse pointer at the grid line to the right of
the frozen area and drag back to the right of the row numbers. To unfreeze
rows, place the mouse pointer at the grid line just under the frozen area and
drag back to the bottom of the column letters.

Cool tricks
You can edit the data in frozen cells just as you do in other cells — just
double-click the cell and type.

Outlining data
Use outlining to hide or redisplay areas of a sheet, so you can see and print
different levels of detail. You can create an outline that hides rows or
columns, or both.
To get started Select the rows or columns you want to hide (in 1-2-3, this is
called “demoting”). Then from the Sheet menu, choose Sheet Properties, and
click the Outline tab in the InfoBox.
Once you select what you want to hide, you can click the outline symbol to
collapse the demoted rows and columns.

Click to
collapse the
section.

Click to expand
the section.

Creating a Spreadsheet 1-11

Annotating cell contents
Use cell comments to document individual cells of your sheet — without
taking up valuable display space.
To get started Select the cell, right-click it, and select Range Properties.
Then click the Cell comment tab in the InfoBox.

Enter the comment

for the current cell.

Click here to add the

date and author name.

When a cell has a comment, 1-2-3 displays a red comment marker in the top
left corner.

Comment marker

To hide comment markers, from the View menu choose Set View Preferences
and uncheck the box for cell comment markers.

Checking spelling
1-2-3 has a powerful spell-checking facility to help you find misspelled
words in your workbooks.
To get started From the Edit menu, choose Check Spelling.

Click to check for

repeated words,
numbers, or
@functions.

Click to select the

range to search.

1-12 Exploring 1-2-3

 You can look in the current workbook, just the current sheet, a selected
range, or even all your workbooks.
By specifying different options, you can tell 1-2-3 whether to check for
repeated words, or words with numbers or @functions. You can also create
multiple personal dictionaries, each with the spellings you use.

Saving files
Convenient file saving features help you work efficiently and avoid losing
data. You can save your work to another file, a Notes document, or even to
the Internet.
To get started From the File menu, choose Save As.

Creating a Spreadsheet 1-13

Opening files
1-2-3 lists recently used files at the bottom of the File menu, so you can
reopen a file simply by choosing it from the menu.

Most recently
used files

You can also easily open files stored on the Internet, as well as files stored in
Notes.
To get started From the File menu, choose Open and click the Internet or
Lotus Notes button.

1-14 Exploring 1-2-3

Chapter 2
Showing Off Your Spreadsheets

You can easily spruce up a spreadsheet to make your data stand out. Use the
techniques shown in this chapter to give your sheets the look you want.

Before...

After!

Changing styles with a single click

Use the status bar to make changes to a selected range with a single click.
Text color and Number format Background
attributes and decimals color
Horizontal
Typeface Point size Named style alignment

2-1
Making changes using the InfoBox
Use the InfoBox to make more elaborate changes, such as rotating text in a
selected range.

Select an option
to see its effect on
a selected range
immediately.

You can use the InfoBox to make dozens of other changes to your data,
including:
Aligning data
Changing the font, size, and color of data
Adding frames to ranges
Changing the number format
To get started Select what you want to modify. Then from the menu for
that object, choose the Properties option.

2-2 Exploring 1-2-3

Reusing the look you like
If you use a particular set of attributes over and over, save them as a named
style. Then you can apply that named style to other ranges in the workbook.
To get started Modify a cell, and from the Range menu choose Range
Properties. Then click the Named Style tab in the InfoBox.

Click this button and

then give your look a
name.

To use the named styles you create, select the cells you want to change and
choose the named style you want from the status bar.

You can also use the fast format feature to copy a style from one range to
another. Select the data you like, click the fast format icon or from the Range
menu choose Fast Format, and click the cells you want to change. To turn off
fast formatting, click the icon again or press ESC.

Cool tricks
Copy a named style to another workbook by copying a cell that uses the
named style and pasting it into the other workbook.

Showing Off Your Spreadsheets 2-3

Enhancing sheets
You can easily add sheets to your workbook, name sheets, and customize the
way they look.
To do it Click the New Sheet button at the top-right corner of the 1-2-3
window.
Give your sheet a name to help document the contents of the sheet and make
it easier to find if you have several sheets in your workbook.
To do it Double-click the tab and enter the name. Then press ENTER.
To name a sheet,
double-click the tab
and enter a name.

You can easily change the look of your sheets using the InfoBox for Sheets.
From the Sheet menu, choose Sheet Properties. Then click a tab to select
options. For example, click the Color, pattern, and line style tab to
Change the default colors in the cells.
Add lines around a selected area by adding a border.
Automatically display negative values in red.
Click the Font, attribute, and color tab to
Change the default font and colors used for data.
Turn off the grid display.

Cool tricks
Group your sheets before you style them so that changes you make to one
sheet apply to all the others. From the Sheet menu, choose Group Sheets to
group your sheets together. When you’re done designing the sheets, from
the Sheet menu choose Clear Sheet Group to undo the grouping.

2-4 Exploring 1-2-3

Designing sheets with a single click
1-2-3 comes with a gallery of professionally designed style templates that
you can use to quickly make your data look snazzy.

To do it Select the data you want to format. Right-click to display the

InfoBox for ranges, click the Named Style tab, and then click Style Gallery.

Select a style
template from the
list.

A picture of the
selected style
template appears
here.

Showing Off Your Spreadsheets 2-5

Chapter 3
Automating 1-2-3 with Formulas and Scripts

1-2-3 includes more than 200 built-in formulas, called @functions, that
perform many different types of calculations. You can use these @functions,
or write your own formulas, to manipulate the data in your spreadsheet.
In addition, 1-2-3 provides LotusScript, a BASIC-compatible scripting
language. With LotusScript, you can create scripts that automate redundant
tasks and integrate data from other applications. You can use LotusScript for
anything from a simple automation to a complete business solution.
SmartSuite products, as well as Notes™ and cc:Mail,™ use LotusScript, so
you can use this language to automate tasks that cross product boundaries.
You can also continue to use the macro language provided in previous
releases of 1-2-3.

Building @functions quickly

Performing calculations on your data is as easy as selecting an item from a
menu.
First, select the cell that you want to contain the formula. Then click the
@function selector. The @function menu appears.
Click the @function
selector to see the
menu.

Choose an @function from the list. To follow this example, choose AVG.

3-1
 When you select an @function, 1-2-3 puts the @function in the current cell,
along with placeholders for any arguments the @function takes. When an
@function takes a range, you can specify the range by dragging.

Drag over the cells

to calculate.

Select C4..C7 by dragging over it. Press ENTER.

1-2-3 evaluates the formula and displays the result in the cell. The exact text
of the formula appears in the edit line when you select the cell.
The formula
appears here.

1-2-3 displays the

result in the cell.

Cool tricks
Turn on formula markers to show which cells contain formulas. From the
View menu, choose Set View Preferences and select “Formula Markers” to
see a green marker in the bottom left corner of each cell that contains a
formula.

3-2 Exploring 1-2-3

Choosing other @functions
The @function menu comes with a few commonly used @functions.
To get started To select from the full list of available @functions, choose
List All from the @function menu. The @Function List dialog box appears.

Select a category to
see a specific set of
@functions.
Select an @function
from the list.

Adding your favorite @functions to the menu

Put your favorite @functions on the @function menu, so you can get to them
quickly.
To get started Click the @functions selector, and click List All to display
the @Function List dialog box. Then click the Menu button. The Current
menu list box appears, and you can add whatever functions you want.

Click to move
@functions on and
off the menu.

Automating 1-2-3 with Formulas and Scripts 3-3

Writing your own formulas
You can write your own formulas when you need a specialized calculation
not found in the @functions.

Enter your own

formulas by starting
the value with + (a
plus sign) or = (an
equals sign).

When you press ENTER, 1-2-3 calculates the formula and puts the result in
the cell.
Formulas use standard symbols for operators:
* (asterisk) for multiplication
+ (plus sign) for addition
- (hyphen) for subtraction
/ (slash) for division

3-4 Exploring 1-2-3

Copying formulas and @functions
Once you put an @function or formula in one cell, you can easily copy it to
other cells to perform the same calculation on those cells.
To do it Select the cell with the formula and the cells below it. From the
Edit menu, choose Copy Down. 1-2-3 recalculates the formula for each row.
You can see
the new formula
in the edit line.

1-2-3 recalculates the

formula based on the
current location.

To copy formulas and data to cells to the right, from the Edit menu choose
Copy Right.

Writing scripts
It’s easy to create a script using 1-2-3 — you simply record actions and use
the Script Editor, a complete development environment for LotusScript, to
tie the actions together.
To get started From the Edit menu, choose Scripts & Macros, and then
choose Record Script to record your keystrokes.
1-2-3 displays the following two buttons to help you control recording as
you work with 1-2-3.
Stop recording Pause recording

Automating 1-2-3 with Formulas and Scripts 3-5

 When you stop recording, the Script Editor appears automatically.

The current subroutine

appears here.

Any errors
appear here.

Browse for classes

and class members.

Another way to view the Script Editor is from the Edit menu. Choose Scripts
& Macros, and then choose Show Script Editor. The Script Editor makes it
easy to develop and debug your object-oriented LotusScript code.

Cool tricks
To create a button for running a script, from the Create menu choose Button.
When you finish drawing the button, the Script Editor appears. Enter your
script into the Click subroutine, which is selected by default.

3-6 Exploring 1-2-3

Chapter 4
Picturing Data with Charts, Maps, and Drawings

1-2-3 makes charting, mapping, and drawing easy. Charts and maps are
linked directly to your data so that changes appear instantly. You can
quickly add your own drawings and import pictures to further enhance your
workbooks.

Viewing data visually with charts

In 1-2-3, you can create a chart in three easy steps.

1 Select these cells. 2 Click this icon.

3 Click in the sheet.

4-1
Enhancing a chart
Using the InfoBox, you can easily enhance a chart to add pizzazz to your
workbooks. Some great enhancements you can make to charts are:
Fill the plot or bar chart bars with pictures
Change the marker used in an XY scatter chart
Add a note to a chart to clarify the information in it
Change the border around the legend, title, or the whole chart
Rotate a three-dimensional chart
Show data values in the chart

Before...

After!

Cool tricks
Save your favorite formats as named styles so that you can apply them to
other charts. Use the Named Style tab in the InfoBox for charts to create and
name the styles.

4-2 Exploring 1-2-3

Changing the chart type
1-2-3 provides 12 different chart types so you can present your data in the
most useful way. You can also create three-dimensional views of the charts,
to better represent your data.
To get started From the Chart menu, choose Chart Type.
Here are a few examples of the types of charts you can create.

Picturing Data with Charts, Maps, and Drawings 4-3

Viewing data geographically with maps
You use maps to display and analyze data geographically. In 1-2-3, you can
easily create different kinds of maps. For example, you can show sales by
country, population density by state, or average rainfall by province.
You create a map just as you do a chart — select the data, click the icon, and
click the sheet to create the map.
Before you select the data, you must set it up correctly in columns:
Enter region names or map codes in the leftmost column.
Enter the data to be mapped and color coded for each region in the
second column.
Enter data to be mapped and coded with patterns in the third column.
After setting up the map range, from the Create menu choose Map.

4-4 Exploring 1-2-3

Enhancing a map
Once you create a map, you can enhance it using the InfoBox and commands
on the Map menu. For example, you can:
Overlay other maps
Change colors and patterns
Zoom in and out
Change the title and legend labels
You can add pin characters — symbols or labels that display in your map —
just where you want. In the map, right-click where you want to add pin
characters. 1-2-3 displays a menu. If you select Copy Coordinates, you will
copy the latitude and longitude to the Clipboard. You can then paste this
information in the row for the appropriate region in your map data. Then
reselect the data.
To get started From the Map menu, select an option.

Cool tricks
Zoom in on any portion of a map by holding the CTRL key while you drag
over the part of the map you want to show.

Picturing Data with Charts, Maps, and Drawings 4-5

Drawing easily
1-2-3 comes with a complete array of drawing tools that you can use to
enhance your sheets. Using the drawing tools on the Create menu, you can
add lines, rectangles, arcs, ellipses, and text blocks.
Once you’ve added drawings to your sheet, use the InfoBox to change the
properties of the objects you’ve drawn: line style, arrowheads, colors,
rotation, and fill patterns.
You can also easily import pictures created in other programs into your
spreadsheets.
To get started From the Create menu, choose Drawing.

4-6 Exploring 1-2-3

Chapter 5
Previewing and Printing Your Data

Use dynamic preview to view your work before printing, make adjustments,
and see the results immediately.

Previewing changes instantly

With 1-2-3, you can view both your work and the preview at the same time.
To get started From the File menu choose Preview & Page Setup, or click
the icon.

View of the worksheet Preview of the printed page

5-1
 If you make changes in the sheet, the preview changes dynamically.

Cool tricks
Add your own page breaks to your sheets. Select the cell where you want the
new page, and then choose “Break page at row” or “Break page at column”
from the Basics panel of the InfoBox for ranges.

Navigating in the preview window

When you preview your work, 1-2-3 displays SmartIcons for previewing.
Change the
InfoBox for preview number of Close the
and page setup pages shown preview window

Page up Quick Print

and down

You can also click the controls on the status bar to move between pages.
Move to a specific page

Page up Page down

5-2 Exploring 1-2-3

Controlling printed output
You can use the InfoBox to make changes to your printout without changing
your sheet. The InfoBox for print preview displays automatically when you
preview your sheet.

For example, you can specify:

The placement of margins
Whether to print formulas along with formula results
Which pages to print
Which headers and footers to show
Whether to print charts and maps
Whether to print cell comments

Cool tricks
Create a named print style from your current print settings so you can reuse
your settings the next time you print your work. Use the Named Style tab in
the InfoBox for preview and page setup to name your settings.

Previewing and Printing Data 5-3

Viewing multiple pages at once
You can view one sheet, two sheets, four, or nine. Choose the number of
pages from the Preview menu, which appears when you preview your
output, or click the SmartIcons.

Cool tricks
When previewing multiple pages, click any page to zoom in on that page.

5-4 Exploring 1-2-3

Chapter 6
Sharing and Organizing Data

1-2-3 provides powerful tools that let you gather and share information, and
then analyze it to its best advantage. Use Dynamic Data Exchange (DDE) to
share data across applications, and versioning capabilities to share data
across workgroups. Use the Data Query Add-in (DQA) to enter, organize,
and analyze records in database tables.

The Data Query Add-in

The Data Query Add-in, an add-in program that comes with 1-2-3, provides
traditional database functionality for 1-2-3 ranges. Using DQA query tables,
you can find, sort, and analyze selected database records. You can also add,
delete, and edit records in a source database table.
Before you can use the Data Query Add-in, you must register and load it.
To get started From the File menu, choose Add-ins. Then choose Manage
Add-ins, click Register, and select DQAUI.12A.
Once you load the Data Query Add-in, the Query menu appears. Use the
Query menu to create DQA query tables from your source database table.
To get started From the Query menu, choose New Query.

Cool tricks
You can access data sources in external databases through 1-2-3 Classic.

6-1
Working with Dynamic Data Exchange
Dynamic Data Exchange (DDE) lets you share data between 1-2-3 and other
products. To share information dynamically, you create a link. Links can
automatically update information in a linked file to reflect changes in the
source file.
For example, a Word Pro report might rely on workbook values that change
weekly. If the workbook and the Word Pro document are linked
dynamically, the Word Pro document will change to reflect updates to the
1-2-3 values.

Creating links
Creating a DDE link is as easy as copying data.
To get started Select a range in 1-2-3, then from the Edit menu in 1-2-3
choose Copy. In the destination file, from the Edit menu choose Paste Special
(or its equivalent) to create the link.
In 1-2-3, from the Edit menu choose Paste Link to create a link using data
copied to the Clipboard from other applications.
You can also use the @DATALINK function in DDE macros and script
commands.

6-2 Exploring 1-2-3

 Editing links
You can edit, update, and delete links. For example, you might want to edit a
link so that it refers to a different source file. And, if links in a file are set as
manual links (to improve system performance), you may want to update the
link to be sure you have the most up-to-date information.
To get started From the Edit menu, choose Manage Links.

Managing versions
Versions are sets of different data for the same named range. You can create
versions to track modifications to data or to establish different sets of data
for what-if analysis. In addition, you can merge changes when you receive
modifications from coworkers after sending a range out using TeamReview.
You can perform calculations and create objects, such as charts and maps,
based on the values in a versioned range. When you switch between
versions, the calculations and objects update.

Two versions of the

same range

Each version stores the date and time of creation and modification, as well as
the name of the person who created or last modified the version.
To get started From the Range menu, choose Version, and then choose
New Version.

Sharing and Organizing Data 6-3

Chapter 7
Customizing 1-2-3

You can control your preferences for how 1-2-3 looks and acts. In addition to
the customizations described in this chapter, be sure to check out the
“Customize 1-2-3” section in online Help, listed under “How Do I?” in the
Contents.

Customizing the display

You can easily change the way your workspace looks. Use the View menu to
change the zoom level; show or hide SmartIcons, Internet tools, the status
bar, and the edit line; and split the document into multiple windows.
To get started From the View menu, choose Set View Preferences to specify
how you want the workbook to look.

Change the
grid line color.
Show cell comment
and formula markers.

Show page
break lines
used for
Set the custom printing.
zoom level.

Cool tricks
Click “Make Default for New Workbooks” to make all new workbooks have
the settings you specify in the dialog box.

7-1
Customizing icon palettes
You can decide which SmartIcons® to display.
To get started From the File menu, choose User Setup, and then choose
SmartIcons Setup to control the contents of the standard icon bars and to
build your own icon bars.

Drag an icon to add

it to the current bar.

Handy SmartIcons
Here are some SmartIcons you may want to add to the icon bars. Be sure to
look in the dialog box to see the complete list of available icons.
Create a plain new file Zoom to custom level

Insert a row Add a range border and drop shadow

Copy the leftmost column to a range Show hidden sheets

Copy the topmost row to a range Clear outlines

Arrange open windows side by side Center text across columns

Sort in ascending order Display values in Percent format

Sort in descending order Add a comment to the current cell

7-2 Exploring 1-2-3

Changing 1-2-3 preferences
You can set default options for your 1-2-3 sessions.
To get started From the File menu, choose User Setup, and then choose
1-2-3 Preferences.

Set the
number of
files to show
Customize startup. on the most
recent files
list.

Set the sort order.

Displaying the 1-2-3 Classic menu

The 1-2-3 Classic menu is still available for users who prefer it.
To do it Enter / (slash) to see the menu.

You can also change the symbol used to display the Classic menu.

Customizing 1-2-3 7-3

 To get started From the File menu, choose User Setup, then choose 1-2-3
Preferences, and click the Classic Keys tab.

7-4 Exploring 1-2-3

Chapter 8
The 1-2-3 – Internet Connection

1-2-3 provides state-of-the-art tools for finding, sharing, and publishing

information to the Internet. With 1-2-3, you can:
Quickly access Lotus home pages, other Web sites, and FTP sites
Open and save files to the Web
Publish Web pages from data in your workbooks
Search the Web for selected text

Accessing Web and FTP sites from 1-2-3

You can connect to Lotus Web and FTP sites just by clicking one of the
Internet icons. 1-2-3 launches your installed Web browser so you can view
information without leaving 1-2-3.

You can also create your own buttons for accessing the Web. Just enter a
URL in a cell and click the Create link icon.

8-1
Sharing data using the Internet
You can open or save workbooks directly to and from Web and FTP sites.
For example, your salespeople can pull down the latest sales figures from the
Web, or post important data directly to your intranet, for access within your
company.
To get started From the File menu, choose Internet, and then choose Open
from Internet or Save to Internet.

Publishing to the Web

You can publish any 1-2-3 range to a new Web page without learning
HTML.
To get started Just select a range and click the Publish to Web icon (or from
the File menu choose Internet, and then choose Publish a Range to the
Internet), and 1-2-3 steps you through the process.
The range you select becomes an HTML table. You can specify the title for
the table and the page, any descriptive text to appear under the table, and an
e-mail address for users to respond to. 1-2-3 retains the formatting in the
original range when creating the table.

8-2 Exploring 1-2-3

Searching the Web
In two quick steps, you can perform a complete Web search.
To get started Just select a cell containing a word to search for, and click
the Internet search icon.
When you perform a search, 1-2-3 launches your Web browser and runs a
search using the Yahoo! site. From there, you can choose a different search
engine, if you want.

The 1-2-3 – Internet Connection 8-3

Index

Customizing 1-2-3, 7-1

Symbols C @function menu, 3-3
* (asterisk), 3-4 Cancelling commands, 1-6 defaults, 7-1
- (hyphen), 3-4 Cells icon palettes, 7-2
+ (plus sign), 3-4 comments in, 1-12 sheet design, 2-5
/ (slash), 3-4 selecting, 1-5 sheets, 2-4
@DATALINK, 6-2 Changes, undoing, 1-6 start-up, 7-3
@Functions Changing workspace, 7-1
menu, 3-3 @function menu, 3-3
using, 3-1 charts, 4-2
defaults in 1-2-3, 7-1 D
formats, 1-8, 2-1, 2-3 Data. See 1-2-3 data
Numbers icon palettes, 7-2 Data Query Add-in (DQA), 6-1
1-2-3 Classic menu, 6-1 maps, 4-5 Databases, using with 1-2-3, 6-1
1-2-3 data named styles, 2-3 DDE (Dynamic Data Exchange), 6-2
aligning, 2-2 row and column size, 1-8 Defaults, changing, 7-1
charting, 4-1 sheet design, 2-5 Deleting drag and clear, 1-4
copying, 1-7 Displaying Classic menu, 7-4
text attributes, 2-1
editing, 1-6 DQA (Data Query Add-in), 6-1
Charts
entering, 1-4 Drag and clear, 1-4
creating, 4-1
entering automatically, 1-4 Drag and drop, 1-7
enhancing, 4-2
formatting, 1-8, 2-1
types of, 4-3 Drag and fill, 1-4
mapping, 4-4
Checking spelling, 1-12 Drawing, 4-6
moving, 1-7
Classic menu, 6-1 Dynamic Data Exchange (DDE), 6-2
outlining, 1-11
printing, 5-1 displaying, 7-4
querying, 6-1 Collections, selecting, 1-5
Columns
E
saving, 1-13 Edit line, 1-6
summing, 1-9 freezing headings, 1-10
resizing, 1-8 hiding, 7-1
selecting, 1-5 Editing
A Comparing versions, 6-3 data, 1-6
Adding Copying links, 6-3
charts, 4-1 data, 1-7 undoing edits, 1-6
data, 1-9 formulas, 3-5 Entering data, 1-4
graphics, 4-6 named styles, 2-3 External databases, 6-1
maps, 4-4 Creating
Adjusting row and column size, 1-8
Aligning data, 2-2
charts, 4-1 F
formulas, 3-4
Annotating cells, 1-12 Fast Format, 2-3
graphics, 4-6
Arrows, adding to sheets, 4-6 Files
links, 6-2, 8-1
Automatic data entry, 1-4 opening, 1-14
maps, 4-4
AutoTotal, 1-9 saving, 1-13
sheets, 2-4
Formatting data in sheets, 1-8, 2-1
workbooks, 1-4
B Customer Support home page, 8-1
Bitmaps, adding to a sheet, 4-6
Borders, changing, 4-2

Index-1
Formulas Sheets
copying, 3-5 N changing appearance, 2-4
writing, 3-4 Named styles creating, 2-4
Freezing titles, 1-10 changing, 2-1 naming, 2-4
copying, 2-3 SmartFill lists, 1-4
predefined, 2-5
G saving, 2-3
SmartIcons
changing palettes, 7-2
Gallery of styles, 2-5 Navigating in Print Preview, 5-2 hiding, 7-1
Graphics Numbers SmartMaster templates, 1-2
adding to a sheet, 4-6 entering, 1-4 Spell check, 1-12
creating, 4-6 formatting, 1-8 Start up, customizing 1-2-3, 7-3
Starting 1-2-3, v
H O Status bar
Headings, freezing in sheets, 1-10 hiding, 7-1
Opening illustrated, 2-1
Home pages, 8-1
1-2-3, v Styles
workbooks, 1-14 changing, 2-1
I Outlining 1-2-3 data, 1-11 copying, 2-3
Internet predefined, 2-5
and 1-2-3, 8-1
publishing ranges to, 8-2
P saving, 2-3
Summing data, 1-9
SmartIcons, 8-1 Pasting, 1-7
Support home page, 8-1
visiting home pages, 8-1 Preferences, setting 1-2-3, 7-1
Previewing printouts, 5-1

L Print Preview environment, 5-2 T

Printing Text
Labels, entering, 1-4 1-2-3 data, 5-1 changing attributes, 2-1
Links previewing, 5-1 checking spelling, 1-12
creating, 6-2, 8-1 Properties, changing, 2-1 entering, 1-4
editing, 6-3
Titles, freezing in sheets, 1-10
Lotus home page, 8-1
Q Totals, calculating, 1-9
Query tables, 6-1
M U
Maps
creating, 4-4 R Undo, 1-6
enhancing, 4-5 Undoing changes, 1-6
Ranges
User options, changing, 7-1
Markers merging, 6-3
comment, 1-12 publishing to the Internet, 8-2
formula, 3-2 selecting, 1-5 V
Menus Resizing columns and rows, 1-8 Versions, comparing, 6-3
@function, 3-1 Rows
customizing, 3-3 freezing headings, 1-10
Merging ranges, 6-3 resizing, 1-8 W
Misspelled words, finding, 1-12 selecting, 1-5 Welcome screen, 1-1
Modifying Workbooks
@function menu, 3-3 creating, 1-4
charts, 4-2 S opening, 1-14
formats, 1-8, 2-1, 2-3 Saving saving, 1-13
maps, 4-5 files, 1-13 Workspace
named styles, 2-3 styles, 2-3 customizing, 7-1
row and column size, 1-8 workbooks, 1-13 illustrated, 1-2
text attributes, 2-1 Scripts, recording, 3-5 World Wide Web, browsing, 8-1
Moving data, 1-7 Selecting sheet areas, 1-5 Writing formulas, 3-4
Setting defaults, 7-1

Index-2