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Tips Excel: Customizing The End of Row and Column in Excel August 3, 2010

Posted by excelux in Tutorials, Tips & Tricks.
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Hi Friends, I’m sorry It has been a long time not posting anything in this blog. Last few weeks was a very busy weeks. I need to finish my thesis writing and some works that will be in the deadline shortly. So I can post my new material today. It is the short one, but hopefully useful for us.

Have you ever seen Excel screen below? Which the limits of Row and Column are customized?

It is interesting, isn’t it? Even though this is a not difficult trick, not everyone know it. So in this post I will share how to do it. I hope It will make our Excel view is getting better and more interesting. The steps is quite simple:

  1. To make the Row limit (only until Row 13 in the picture) select Row 14 and then press Ctrl + Shift + down arrow. Row 14 to the end will be selected. After that, right click your mouse on the selected row and choose hide.
  2. To make the Column limit (only until Column E in the picture) select Column F and then press Ctrl + Shift + right arrow. Column F to the end will be selected. After that, right click your mouse on the selected column and choose hide.

It is finished now. It’s simple, isn’t it. Have a nice try. Hopefully useful.

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Using Conditional Formatting and Validation to Make Your Excel Looks More Interesting July 16, 2010

Posted by excelux in Tutorials, Tips & Tricks.
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Now, we are going to learn how to use conditional formatting and validation to make our Excel form and input template more interesting. One of my recent jobs in a consulting agency is preparing training and workshop material. The more interesting the material, the more interested the participant on the training. And it can prevent the participant from boredom as well, especially when there are so many materials to finish. Alhamdulillah, Excel has provided Conditional Formatting and Validation feature that we can utilize.

The above figure shows us a form to evaluate performance. When there is no input, the cells color will be white, but when it contains bad performance, for example 1 or 2 scale, the color change to red. When we fill it with good performance (3 or 4 scale) the cells color automatically will change to green. We can make such form using Conditional Formatting. If we pay attention on the way we can fill the cells, we will see that we can either, manually type the number or just choose from the drop down menu. To make that drop down menu we need to use Validation and choose “list” type.

What we need to do are:

  1. Select range C4:C8, and then choose Format – Conditional Formatting.
  2. We will try to make the cells color automatically change to green when we fill it with 3 or 4. In “Condition 1” change “between” option to “greater than or equal to”, and then fill it with 3. It means we want that the following format will be applied when the cells is filled with 3 or greater number. And then click Format – Pattern and choose Green, OK.
  3. After that we will make condition when the cells contain 1 or to the color will be red. First, click Add>>.
  4. After condition 2 appear, keep the “between” option and fill it with 1 and 2 (what happen if we choose “less then or equal to”? just try it). And then click Format – Pattern and choose red.
  5. At this step our Conditional Formatting is ready. Next, we are going to make Validation feature.
  6. First type 1 in any empty unused cells, and then type 2, 3, and 4 below it respectively.
  7. Select C4:C8 again, and then choose Data – Validation. In the “Allow” option choose “list”. The “source” input will appear, select range contained 1 to 4 from previous step, and click OK.
  8. And we have just finished the Validation.

Have a nice try to make your sheets more interesting. Hopefully helpful.

How to Open Excel 2007 File (.xlsx) (and Other Office, .docx, .pptx) in Excel of Office 2003 March 4, 2010

Posted by excelux in Tutorials, Tips & Tricks.
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After reading Master Abimono post in www.xl-mania.com (sorry it is in Bahasa Indonesia), I found out that there are still many people who don’t know how to open excel 2007 file (.xlsx) (and other office, .docx, .pptx) in excel or office 2003. Actually, by default, we can’t use excel, word or power point 2003 to open excel, word of power point 2007 files. BUT alhamdulillah Microsoft still care on us, Office 2003 lovers. They provide us a compatibility pack, so we can still open Office 2007 using Office 2003. What you need to do is download that compatibility pack and install it. It doesn’t mean that you can use Office 2007 features, but at least you can open it, edit or save it.

So if you are still using Office 2003 just like me, but you can’t open Office 2007 file, hurry up, download the file directly from Microsoft website. Click here to direct you to microsoft office download link. Thanks to Master Abimono from www.xl-mania.com.

Ok, happy opening office 2007 file with your office 2003. Bravo office 2003!!! (I had terrible experience with office 2007, he…he… I can’t even put page number in my word file, it make me very upset with office 2007).

Hopefully helpful.

How to Find Average Without Including 0 (zero) or Error Data in Excel March 4, 2010

Posted by excelux in Tutorials, Tips & Tricks.
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Few days ago, a friend of mine asked me how to find an average of a set of data without including 0 (zero) because it will be too small and out of purpose.

You can do it by using array formula. Usually you use =average(A1:A5) to find usual average. But this formula take 0 (zero) into calculation. To exclude 0 (zero) you can use this formula:

=average(if(A1:A5=0,””,A1:A5))

After finishing typing the formula, you can’t just press enter. But you need to press Ctrl+Shift+Enter it the same time because this is array formula. You can also use other function like sum, min, max, stdev, etc.

With the same logic you can use it to handle error data. When there is even one error data (#N/A, #DIV/0!, #REF,etc) in your data set. Any function you use like average, sum, max, min, etc, will result an error (#N/A, #DIV/0!, #REF, etc) as well. To avoid this you can use above tricks with a little change. Use this to find average and handling error:

=average(if(iserror(A1:A5),””,A1:A5)) don’t forget to press Ctrl+Shift+Enter

With that formula, error in the data will be ignored in the calculation.

Hopefully useful.

How to Copy a Sheet to Other File February 12, 2010

Posted by excelux in Tutorials, Tips & Tricks.
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Sometimes we have a complete file with data and formulas. Then we have other file with different data but the same structure. We want to copy a sheet with formula in the former file to the later, so we don’t need to rewrite the formula (because actually the formula will be the same), moreover if there are a lot of formula there. But the problem is, when we do that, the formulas is not linked to the later file as we want but still linked to the former one. Look at the example below.

In the former file:

=SUM(Dummy!A1:A5)

After we copy to the later file the formula will be:

=SUM(‘[Sales-Jakarta.xls]Dummy’!A1:A5)

So we are failed to get the same formula because the formula we get still linked to the former file (Sales-Jakarta.xls).

The tips to fix this problem is quite easy actually. After doing copy and paste operation, what you need to do is just doing Find and Replace operation (Click Ctrl+h). In Find what input type [Sales-Jakarta.xls] while in Replace with input just keep it empty. Click Replace All. Now all formulas you have is linked to the current file which is the later one. =SUM(Dummy!A1:A5).

Hopefully helpful.

*Actually you need to check whether you have more data of more formulas. If you have more formulas than the data you just need to copy the data from later file to the former (complete file with data and formula) and save as it. But if you have more data the above tips will work better.