Excel 4.x AppNote: Most Frequently Asked Questions Part 1 of 2

Last reviewed: February 2, 1998
Article ID: Q104035

The information in this article applies to:

Microsoft Excel for Windows, version 4.0
Microsoft Excel for the Macintosh, version 4.0

The Application Note "Most Frequently Asked Questions" (XE0800) is now available from Microsoft Technical Support. This Application Note provides detailed responses to some of the most frequently asked questions about Microsoft Excel version 4.0. The questions, which were derived from polling members of the Microsoft Excel technical support staff, are broken into eight functional categories. These categories include, tips and tricks, printing, working with text files, formulas and functions, macros, workbooks, and working with other applications.

You can obtain this Application Note from the following sources:

Microsoft's World Wide Web Site on the Internet
The Internet (Microsoft anonymous ftp server)
Microsoft Download Service (MSDL)
Microsoft FastTips Technical Library
Microsoft Technical Support

For complete information, see the "To Obtain This Application Note" section at the end of this article.

THE TEXT OF XE0800

The following is part 1 of 2 of the complete text of XE0800.

For additional information, please see the following article(s) in the Microsoft Knowledge Base:

  ARTICLE-ID: Q104283
  TITLE     : "Excel AppNote: Most Frequently Asked Questions Part 2 of 2"

THE TEXT OF XE0800

  Microsoft(R) Product Support Services Application Note (Text File)
                XE0800: MOST FREQUENTLY ASKED QUESTIONS

                                                   Revision Date: 7/93
                                                     16 Pages, No Disk

    ---------------------------------------------------------------------
   | INFORMATION PROVIDED IN THIS DOCUMENT AND ANY SOFTWARE THAT MAY     |
   | ACCOMPANY THIS DOCUMENT (collectively referred to as an Application |
   | Note) IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER      |
   | EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED      |
   | WARRANTIES OF MERCHANTABILITY AND/OR FITNESS FOR A PARTICULAR       |
   | PURPOSE. The user assumes the entire risk as to the accuracy and    |
   | the use of this Application Note. This Application Note may be      |
   | copied and distributed subject to the following conditions: 1) All  |
   | text must be copied without modification and all pages must be      |
   | included; 2) If software is included, all files on the disk(s) must |
   | be copied without modification (the MS-DOS(R) utility diskcopy is   |
   | appropriate for this purpose); 3) All components of this            |
   | Application Note must be distributed together; and 4) This          |
   | Application Note may not be distributed for profit.                 |
   | Copyright (C) 1993 Microsoft Corporation. All Rights Reserved       |
   |                                  .                                  |
   | Microsoft, Microsoft Press, and MS-DOS are registered trademarks    |
   | and Windows is a trademark of Microsoft Corporation.               |
   | Apple, Macintosh, and TrueType are registered trademarks and Geneva |
   | is a trademark of Apple Computer, Inc.                              |
   | dBASE is a registered trademark of Borland International, Inc.      |
   | DEC is a registered trademark of Digital Equipment Corporation.     |
   | OS/2 is a registered trademark of International Business Machines   |
   | Corporation.                                                        |
   | Helvetica and Times are registered trademarks of Lynotype AG and    |
   | its subsidiaries.                                                   |
   | 1-2-3 and Lotus are registered trademarks of Lotus Development      |
   | Corporation.                                                        |
   | Arial and Times New Roman are registered trademarks of The Monotype |
   | Corporation PLC.                                                    |
   | ORACLE is a registered trademark of Oracle Corporation.             |
   | Q+E is a registered trademark of Pioneer Software Systems           |
   | Corporation.                                                        |
     --------------------------------------------------------------------

The following information applies to Microsoft Excel, version 4.0.

                               OVERVIEW
                               ========

This Application Note provides detailed responses to some of the most frequently asked questions about Microsoft Excel version 4.0. The questions, which were derived from polling members of the Microsoft Excel technical support staff, are broken into eight functional categories. These categories include, tips and tricks, printing, working with text files, formulas and functions, macros, workbooks, and working with other applications.

NOTE: Page number references are accurate ONLY in the printed application note; use them in this Knowledge Base article strictly as comparative reference points.

Tips and Tricks                                                      2
   Editing Templates and Add-in Macros                               2
   Displaying Leading Zeros                                          2
   Omitting the Last Three Digits in a Large Value                   2
   Cell Protection                                                   3
   Working with and Resolving Circular References                    3
      Finding a Circular Reference with the Worksheet Auditor        3
   Entering Non-Keyboard Characters                                  4
      Microsoft Excel for Windows                                    4
      Microsoft Excel for the Macintosh                              5
      Creating a Custom Number Format with an Extended Character     5
   Using the Keyboard to Move Around and Select Cells                6

Printing                                                             7
   Different Output/Different Printer                                7
      Microsoft Excel for Windows                                    7
      Microsoft Excel for the Macintosh                              7
   Disappearing Page Breaks                                          8

Working with Text Files                                              8
   Importing Text Files                                              8
   Exporting Text Files                                              9
      Tab- and Comma-Delimited Files                                 9
      Space-Delimited Files (Flat Files)                            10
   Printing to a File                                               10

Formulas and Functions                                              10
   Exact Match in a Lookup Table                                    10
   Combining Cell Contents                                          11
   LINEST() Function                                                11
   Correlation Coefficient                                          12

Macros                                                              12
   Debugging Macros                                                 12
      Using the Step and Evaluate Commands                          12
      Using Key Commands to Evaluate Portions of a Macro Statement  12
      Using Key Commands to View Values Returned by Macro Statements12
      Running a Portion of the Macro                                12
   Learning More About Macros                                       13

NOTE: The following three sections are available in part 2 of the Knowledge Base version of this Application Note.

Workbooks                                                           13
   Displaying Workbook Files                                        13
   Copying Workbook Files                                           13

Charting                                                            13
   Adding New Series Information                                    13
   Changing the Plotting Order                                      14
   Adding a Second Y-Axis                                           14

Using Microsoft Excel with Other Applications                       15
   Microsoft Word                                                   15
      Microsoft Word Version 2.0 for Windows                        15
      Microsoft Word Versions 4.0, 5.0, and 5.1 for the Macintosh   15
   Database Applications                                            16

                            TIPS AND TRICKS
                           ================

EDITING TEMPLATES AND ADD-IN MACROS

How can I open a template file or an add-in macro sheet so that I can edit it?

To open a template file or an add-in macro sheet so that you can edit it, press SHIFT when you open the document:

From the File menu, choose Open.
In the Open dialog box, select the file you want to open and then press and hold down the SHIFT key and choose OK.

DISPLAYING LEADING ZEROS

How can I display leading zeros in a value such as a ZIP Code?

By default, Microsoft Excel drops leading zeros. To display leading zeros in a value, create a custom number format using zeros as the format symbols. When you use a zero as a digit placeholder, Microsoft Excel displays the extra zero even when the number of significant digits is fewer than the number of placeholders in the number format. For example, to display leading zeros in a five-digit number:

Select the range of cells you want to format.
From the Format menu, choose Number.
In the Code box, type "00000" (without the quotation marks).
Choose OK.

This custom number format will force all entries in the selected range to have five digits. For example, 1204 will be displayed as 01204, and 1 will be displayed as 00001.

OMITTING THE LAST THREE DIGITS IN A LARGE VALUE

How can I display a value without its last three, six, or nine digits?

In Microsoft Excel, you can display numbers with the last three, six, or nine digits omitted by creating a custom number format. The number will retain its value--it will just be displayed differently. Displaying a number this way is useful when you have a worksheet containing numbers that are very large and would therefore be more readable if they were expressed in some number of units, such as millions of dollars or thousands of dollars.

To display values so that a limited number of digits appear:

From the Format menu, choose Number.
In the Code box, type
```
      0,,
```
where each comma represents three zeros.
Choose OK.

With this number format applied, if you enter 60,893,232 in a cell formatted with this custom number format, it will be displayed as 61 (the millions are rounded up). However, calculations referencing that cell will use 60,893,232 as the value. If you enter a format of 0 in the Code box, 60,893,232 is displayed as 60893. If you want 60893 to be displayed with a comma, you can use the custom format #,###, (note the comma on the end). In this case, the number 60,893,232 will be displayed as 60,893.

CELL PROTECTION

How can I lock or protect a specific area of cells on my worksheet?

To format a cell with a cell protection status of locked or hidden or both, use the Cell Protection command on the Format menu. To enable the cell protection status, choose Protect Document from the Options menu.

The default cell protection status for Microsoft Excel worksheets and macro sheets is Locked. This means that when you choose Protect Document from the Options menu, all the cells on your worksheet are locked and cannot be modified or formatted.

To lock a specific range of cells but leave other cells unlocked, you must first select your entire worksheet and disable the locked protection status. To format a specific range to be locked:

Select the entire worksheet by choosing the Select All button to the left of the column headings.
From the Format menu, choose Cell Protection.
Clear the Locked check box and choose OK.
Select the range of cells you want to protect.
From the Format menu, choose Cell Protection.
Turn on the Locked option. Choose OK.
To enable document protection, choose Protect Document from the Options menu. Select the appropriate settings and choose OK.

You cannot enter data in the locked cells until you choose the Unprotect Document command from the Options menu.

  NOTE: While you can enter data in the cells that are not locked, you
  will not be able to use any formatting options once document
  protection is enabled. To turn off document protection, choose
  Unprotect Document from the Options menu.

WORKING WITH AND RESOLVING CIRCULAR REFERENCES

The status bar is displaying the message "Circular:<Cell Reference>," (where <Cell Reference> is an actual cell reference such as A1). What does this mean and how can I correct it?

In Microsoft Excel, you can intentionally create formulas that depend on each other for their results. For example, if cell A1 contains the formula =B1 and cell B1 contains the formula =A1, a circular reference has been created because both formulas depend on each other for their answer. To calculate a circular reference, use the Iteration options in the Calculation Options dialog box (from the Options menu, choose Calculation).

More commonly, circular references are not intentional and result from incorrect cell references in formulas or defined names. Microsoft Excel displays the message, "Circular:Cell Reference" in the status bar when an unresolved circular reference is on the active worksheet. If the message displays the word "Circular" by itself, an unresolved circular reference is on a worksheet that is currently open in Microsoft Excel. In this case, activate each open worksheet until the message displays a specific cell reference.

Finding a Circular Reference with the Worksheet Auditor

When the worksheet that contains the circular reference is active, you can use the Worksheet Auditor add-in macro to isolate the cause:

From the File menu, choose Open. To load the Worksheet Auditor add- in macro in Microsoft Excel for Windows, change to the LIBRARY subdirectory (this directory should be located in the same directory where you installed Microsoft Excel); in Microsoft Excel for the Macintosh(R), change to the Macro Library folder (this folder should be located in the same folder where you installed Microsoft Excel).
In Microsoft Excel for Windows, select AUDIT.XLA. In Microsoft Excel for the Macintosh, select Worksheet Auditor. Choose OK.
From the Formula menu, choose Worksheet Auditor.
In the Worksheet Auditor dialog box, select Generate Audit Report and choose OK.
In the Audit Report dialog box, clear all the check boxes except Circular References. Choose OK.

The time it takes to generate your Audit Report may vary depending on the number and complexity of the formulas in your worksheet. Once the Audit Report is complete, you'll have a complete list of all the flagged cells on your worksheet that are involved in the circular reference. You can use this list to sequentially check all the formulas and defined name references to locate the circular reference.

ENTERING NON-KEYBOARD CHARACTERS

How do I enter special characters, such as a trademark or degree symbol, in a cell?

Many characters not available on your keyboard (extended characters) can be used in a Microsoft Excel worksheet. For example, you may be able to add a degree or trademark symbol or an exponent or other mathematical expression to your sheet. The characters that are available depend on the font you use to format a cell(s).You add extended characters to your sheet using key combinations.

  NOTE: If you are using Microsoft Windows 3.1, you can also copy
  extended characters from Character Map; if you are using Microsoft
  Excel for the Macintosh, you can copy them from the Key Caps desk
  accessory.

Microsoft Excel does not support individual character formatting such as multiple fonts within the same cell. Your cell must be formatted with the same font that contains the extended character you want to use. For example, if your cell is formatted with the Arial(R) font (if you are using the Windows operating system) or with the Geneva(TM) font (if you are using a Macintosh computer), the extended characters you can enter in the cell must be part of the Arial or Geneva character set, respectively.

To add special characters to your worksheet, follow the appropriate procedure below.

Microsoft Excel for Windows

If you are using Microsoft Windows version 3.1, you can determine what characters are contained within a font character set by opening Character Map, which is located in the Accessories group in Windows Program Manager, and selecting the appropriate font from the Font list. When you select a character, its code is displayed in the lower- right corner of the Character Map dialog box. This code will consist of the ALT key plus a 4-digit number beginning with zero (0).

To enter a character in a worksheet, use one of the following two methods:

Use the character code in the lower-right corner of the Character Map dialog box. For example, if you are using the Arial font, the code for the degree symbol is ALT+0176. To enter the degree symbol in a cell on your worksheet, hold down the ALT key and type 0176 on the numeric keypad.
If you are combining an extended character with other text or numbers, for example 10 degrees Celsius, type the number 10 and then hold down the ALT key and type 0176 on the numeric keypad, (if you have only a 3-digit code, you need to include the zero [0] at the beginning of the number.) Release the ALT key and type the letter C.
```
    IMPORTANT: For these procedures to work correctly, you must use
    the numbers on the numeric keypad.
```
```
    -or-
```
Copy the character from Character Map and paste it into a cell in your worksheet. To copy the character, select it in Character Map and then choose the Select button. This will place the character in the Characters To Copy box. Choose the Copy button. Next, activate your Microsoft Excel worksheet and select the cell into which you want to paste the character and choose Paste from the Edit menu or press CTRL+V. If you're combining the character with other text or numbers, type your text, press CTRL+V and then complete your text and press ENTER.
NOTE: Character Map is not available in Microsoft Windows version 3.0. You can, however, use character codes in this version of Microsoft Windows. For a complete list of available characters and their codes, see page 568 of the "Microsoft Windows User's Guide" version 3.0.

Microsoft Excel for the Macintosh

On the Macintosh, to determine what characters are contained within a particular font set, open the Key Caps desk accessory (located on the Apple(R) menu). Key Caps contains an on-screen keyboard and a box that will display whatever keys you select from the keyboard. You can change the Key Caps font by choosing a new font from the Key Caps menu. Initially, the keyboard displays all your normal keys. By pressing and holding down the CONTROL, COMMAND, OPTION, and SHIFT keys individually and in combination, the on-screen keyboard will display the extended characters that are part of the particular font set.

To enter an extended character in your worksheet, use one of the following two methods:

In your worksheet, use the key combination that displays the character on the Key Caps keyboard. For example, if you are using the Geneva font, a degree symbol is displayed on the 8 key when you hold down the OPTION and SHIFT keys while in Key Caps. To enter the degree symbol in your worksheet, use the following key combination in the cell where you want the symbol to appear:
```
      OPTION+SHIFT+8
```
If you are combining an extended character with other text or numbers, for example 10 degrees Celsius, type the number 10 and then hold down the OPTION and SHIFT keys simultaneously and press 8. Release the OPTION, SHIFT, and 8 keys and type the letter C.
```
    -or-
```

To copy and paste the character into a cell, do the following:

    1. In Key Caps, type the key combination sequence required to
       display the character on the Key Caps keyboard. This will
       display the character on the display line.

    2. From the Edit menu, choose Copy or press COMMAND+C.

    3. Switch to Microsoft Excel, select the cell into which you want
       to paste the extended character in and choose Paste from the
      Edit menu or press COMMAND+V. Or, if you're combining the
       character with other text or numbers, type your text, press
       COMMAND+V and then complete your text and press RETURN.

Creating a Custom Number Format with an Extended Character

When you enter an extended character directly in a cell with or without other numbers or text, the entry will always be entered as text. If you want the entry to be treated as a value (for example, to add or average a series of temperatures), create a custom number format:

Select the range of cells you want to format.
From the Format menu, choose Number.

Follow the appropriate procedure for your version of Microsoft Excel:

- If you are using Microsoft Excel for Windows, type 0 (zero) in

     the Code box, and then hold down the ALT key and type 0176 on the
     numeric keypad. Release the ALT key and type the letter C.

- If you are using Microsoft Excel for the Macintosh, type 0 (zero)

     in the Code box, and then hold down the OPTION and SHIFT keys
     while typing 8. Release the OPTION and SHIFT keys and type the
     letter C.

When you enter a value in one of the selected cells, it will be followed by a degree symbol and the letter c. Note that if you are using a custom number format for an exponent such as 2 squared, the exponent portion is treated as text and thereby ignored in any calculation. For example, 2 squared plus 2 squared will calculate to 4 squared. Only the 2's are added and the cell containing the sum takes its number format from the cells being added, resulting in the exponent of 2 being appended to the sum.

USING THE KEYBOARD TO MOVE AROUND AND SELECT CELLS

What are some keyboard shortcuts for moving and selecting areas on my worksheet?

The following table lists some common keyboard shortcuts for moving and selecting areas on a worksheet. Keys that must be pressed sequentially are separated by a comma; keys that must be pressed at the same time are separated by a plus sign. In a few cases, there are two key combinations that perform the same action.

  NOTE: If the Alternate Navigation Keys option is turned on, some of
  these keyboard shortcuts will behave differently. To turn off
  Alternate Navigation Keys, choose Workspace from the Options menu
  and clear the Alternate Navigation Keys check box.


   To do this                In Windows press      On the Macintosh press
   ----------------------------------------------------------------------
   
   Move to the beginning of  CTRL+HOME             COMMAND+HOME
   the sheet
   
   Move to the last cell in  CTRL+END              COMMAND+END
   the sheet
   
   Move to the edge of the   CTRL+arrow key        COMMAND+arrow key
   data block in the         END, arrow key        END, arrow key
   direction of the arrow
   key
   
   Select the entire row     SHIFT+SPACEBAR        SHIFT+SPACEBAR
   
   Select the entire column  CTRL+SPACEBAR         CTRL+SPACEBAR
   
   Select the entire         CTRL+SHIFT+SPACEBAR   COMMAND+SHIFT+SPACEBAR
   worksheet if a cell is                          COMMAND+A
   selected; if an object
   is selected, select the
   whole object
   
   Extend the selection to   CTRL+SHIFT+arrow key  COMMAND+SHIFT+arrow key
   the edge of the data      END, SHIFT+arrow key  END, SHIFT+arrow key
   block in the direction
   of the arrow key
   
   Extend the selection up   SHIFT+PAGE UP        SHIFT+PAGE UP
   one window
   
   Extend the selection      SHIFT+PAGE DOWN      SHIFT+PAGE DOWN
   down one window
   
   Extend the selection      CTRL+SHIFT+PAGE UP   COMMAND+SHIFT+PAGE UP
   left one window
   
   Extend the selection      CTRL+SHIFT+PAGE DOWN COMMAND+SHIFT+PAGE DOWN
   right one window
   
   Select the current data   CTRL+SHIFT+8         COMMAND+* (on numeric
   block                                          keypad)
   
   Switch to the next open   CTRL+F6              COMMAND+M
   document                                       COMMAND+F6 (extended
                                                  keyboard)
   
   Switch to the previous    CTRL+SHIFT+F6        COMMAND+SHIFT+M
   open document                                  COMMAND+SHIFT+F6
                                                  (extended keyboard)
   
   Switch to the next        ALT+PAGE DOWN        COMMAND+PAGE DOWN
   workbook document
   
   Switch to the previous    ALT+PAGE UP          COMMAND+PAGE UP
   workbook document
   
   Go to a specific cell     F5                   COMMAND+G or F5
   or range                                       (extended keyboard)
   
   
   Turn Extend mode on or    F8                   F8 (extended keyboard)
   off (used for extending
   a selection)
   
   Turn Add mode on/off      SHIFT+F8             SHIFT+F8 (extended)
   (used to add a
   nonadjacent selection)
   
   To extend a selection     SHIFT+click the      SHIFT+click the last
   from the active cell      last cell in the     cell in the selection
   (like Extend mode)        selection
   
   To add a nonadjacent      CTRL+click           CTRL+click
   selection (like Add mode)
   
   
                               PRINTING
                               ========

DIFFERENT OUTPUT/DIFFERENT PRINTER

I changed printers and now my worksheet is not fitting on one page. What has happened and how can I correct this?

The most likely cause is that your screen fonts are mapping to a different set of printer fonts on the new printer. For more specific information about this problem and how to correct it, see the appropriate section below.

Microsoft Excel for Windows

When you change printers, in most cases you are using a different printer driver. This new driver may support a different set of fonts than the printer driver you were using. As a result, different printer fonts may be substituted, causing your printer output to appear different or to no longer fit on one page.

The row heights and column widths on your worksheet are sized according to your Normal style font, the default font in Microsoft Excel. If the Normal style font is a screen font such as MS Sans Serif (the default), when you print, this font is matched, or mapped, to the closest matching font available on your printer. If the matching printer font is slightly larger or if it is a monospace font (such as Courier) rather than a proportional space font, your column widths, row heights, and text size may change in such a way that the text is truncated or fewer or more columns or rows fit onto a page.

How to Correct the Problem

If your data is not fitting as it once did but the text otherwise looks the same, you can use Microsoft Excel's scaling features to fit your document to the original number of pages. To do this, choose Page Setup from the File menu. Under Scaling, set the number of pages wide and tall you want your document to fit on.

If your fonts look different, use a TrueType(R) font (Microsoft Windows 3.1) or a printer font (Microsoft Windows 3.0) for your Normal style font as well as when you apply font styles and sizes to individual cells. If you reformat your worksheet with a TrueType font such as Arial or Times New Roman(R), you'll be able to switch printers without any perceptible change (as long as TrueType fonts are supported by your new printer driver). TrueType fonts function as both screen and printer fonts and are supported by nearly all printer drivers available in the Windows 3.1 operating environment. If you are using Windows 3.0, you'll get the best results if you format your sheet using a printer font and, when you change printers, you reformat your sheet with a font that is available on the new printer.

   NOTE: To distinguish among TrueType, screen, and printer fonts,
   from the Format menu, choose Font. In the Font list box, you'll see
   a list of available fonts. TrueType fonts will be preceded by a
   double T, printer fonts will be preceded by a printer symbol, and
   screen fonts will not be preceded any symbol.

To change the Normal style font and the font applied to individual cells:

From the Format menu, choose Style.
Verify that Normal is selected in the Style Name box and choose Define.
Under Style Includes, clear all the check boxes except Font.
Under Change, choose the Font button.

Select a font from the Font list.

    NOTE: If you are using Windows 3.1, select a TrueType font and if
    you are using Windows 3.0, select a printer font.

Make other changes as needed in the Font dialog box and choose OK twice to return to your sheet.
If you have formatted individual cells with a font size or style other than the Normal style font, select those cells and choose Font from the Format menu. If the font is not already a printer or a TrueType font, select one that is or select the same font you chose for your Normal style font. Clear the Font Style and the Size boxes; by doing this, you only change the font, not the style or size you previously selected. Choose OK.

Microsoft Excel for the Macintosh

While some printers use the fonts that are displayed on your screen, other printers have built-in fonts that may be substituted. In this case, when you change printers, a different printer font may be substituted--this font substitution may cause your output to appear different or to no longer fit on one page.

The row heights and column widths on your worksheet are sized according to your Normal style font, the default font in Microsoft Excel. If your Normal style font is a screen font such as Geneva (the default), when you print, this font is either substituted with the closest matching font available on your printer or your screen font is used. To determine if printer fonts are being substituted or not, from the File menu, choose Page Setup. If the option for Font Substitution is selected, printer fonts are being substituted for your screen fonts. In this case, since the Normal style font is a screen font and since this font determines your column widths and row heights, if the substituted printer font is slightly larger or if it is a monospace rather than a proportional space font, your column widths and row heights may change in such a way that text is truncated or fewer or more columns or rows fit onto a page.

How to Correct the Problem

When your data is not fitting as it once did but the text otherwise looks the same, you can use Microsoft Excel's scaling features to fit your document to the original number of pages: from the File menu, choose Page Setup, and under Scaling, set the number of pages wide and tall that you want your document to fit on.

If your fonts look different, do one of the following:

To quickly correct the problem, turn off the Font Substitution option in the Page Setup dialog box. The quality of your printed output, may be decreased.
```
    -or-
```
To get the best results, format your sheet using a printer font for your Normal style font (follow the steps above in this article) and leave the Font Substitution option enabled. Then, if you change printers, the previous printer font will be substituted with the closest matching font on the new printer. For a list of printer fonts, consult your printer documentation. The most common printer fonts are Times(R), Helvetica(R), and Courier.

DISAPPEARING PAGE BREAKS

My manual page breaks are not displayed on my screen and they don't seem to be working when I print my worksheet. Why?

This is most likely occurring because, in the Page Setup dialog box, you enabled the Fit To X Pages Wide By X Pages Tall option under Scaling to specify a certain scale. When you use this scaling option, manual page breaks do not appear on the worksheet and are ignored in print preview and the printed output.

To emulate scaling a document to fit a certain number pages and have page breaks at specific rows and/or columns, use the Reduce/Enlarge Scaling option. To determine the reduction percentage required to fit a document to a certain number of pages, follow these steps:

From the File menu, choose Page Setup.
In the scaling section, select the Fit To option and indicate the desired number of pages wide and tall. Choose OK.
From the File menu, choose Print Preview to force the document to be scaled according to the Fit To setting. Choose Close.
Choose Page Setup from the File menu again. This time, select the Reduce/Enlarge option in the Scaling section. The percentage the document was scaled to while in print preview appears when this option is selected. Choose OK.

If you now set manual page breaks, they are displayed correctly, your document breaks where specified, and it appears in the appropriate scale.

                        WORKING WITH TEXT FILES
                        =======================

IMPORTING TEXT FILES

How can I import text files to Microsoft Excel from a third-party application? For example, I have some text files that I have downloaded from my company's mainframe system and I would like to bring these into Microsoft Excel 4.0. How can I do this?

When you open a text file in Microsoft Excel, the way the text is broken into columns depends on the character you choose to delimit your fields or columns of text. You can also choose no delimiter and parse your text after the file is opened. The most common column delimiters are commas, tabs, and spaces.

When you open a text file, Microsoft Excel checks the document for the column delimiter you selected in the Text File Options dialog box (from the File menu, choose Open and then choose the Text button). In this dialog box, the default Column Delimiter option is Tab; you can also select the Comma, Space, Semicolon, None, or Custom option (when you select Custom, you can specify any keyboard character). Once you choose a column delimiter, Microsoft Excel places the text following each instance of the specified delimiter in a separate cell. For example, if your text is delimited by spaces and if you select the Space delimiter, Microsoft Excel places the text following each space in a separate cell. This process is called parsing and occurs automatically when you specify a delimiter for your text file.

If you do not select the Space delimiter before you open a space- delimited file, or if you select the None (no delimiter) option, the text in your file will not be parsed; that is, each line of text will appear in a separate row in column A only. In this case, after you open the file in Microsoft Excel, you can break the text into separate columns using one of the parsing commands.

   NOTE: If you open a text file with no delimiter specified, you are
   limited to 255 characters per row. All characters beyond 255 will
   not be imported for any given row.

The parsing commands, located on the Data menu, are:

Parse - This command parses text based on a fixed length or number of characters per column, rather than parsing your text based on a specified character.
For more information on opening and using the Parse command, see pages 150-151 in "User's Guide 2" or the "Parsing" topic in Microsoft Excel Help.
Smart Parse - This command is added to the Data menu when you load the Flat File add-in macro. Smart Parse gives you the option of parsing your data based on a specified delimiter: This is similar to specifying a delimiter in the Text File Options dialog box, with the exception that the parsing is done after you've opened the text file and that there is not an option to parse based on a tab delimiter.
For more information on opening and using the Flat File add-in macro, see pages 151-152 in "User's Guide 2" or the "Flat File Macro" topic in Microsoft Excel Help.
```
    NOTE (Windows only): When you open a file with a .CSV extension,
    Microsoft Excel for Windows will always assume that this file is a
    comma-separated values (CSV) file regardless of the selected
    column delimiter. As a result, it will be automatically parsed
    using a comma delimiter; if there are no commas in the file, the
    text will not be parsed. For files with any other filename
    extension, .TXT for example, Microsoft Excel will use the
    delimiter you specify in the Text File Options dialog box.
```

When your text is parsed and placed into separate columns in Microsoft Excel, you may find that some of the text entries in your file do not appear as expected. These unexpected results may occur because of the way Microsoft Excel automatically applies formatting to numbers and alphanumeric characters. If you have a text file in which this formatting is altering the values of your entries, there is an Application Note available, "Opening and Saving Text Files" (WE0801 for Microsoft Excel for the Macintosh or ME0802 for Microsoft Excel for Windows), which includes a Text Reader add-in macro. When you use this macro to import text files, your text is parsed according to a delimiter you select and each entry is formatted as text--this text formatting prevents Microsoft Excel from applying automatic number formatting.

If you have a modem, you can obtain this Application Note and the associated add-in macro by connecting to the Microsoft Download Service (MSDL) at (425) 936-MSDL. If you do not have a modem, you can obtain this Application Note directly from Microsoft Excel Technical Support. Call (425) 635-7070 if you are using Microsoft Excel for Windows or call (425) 635-7080 if you are using Microsoft Excel for the Macintosh.

EXPORTING TEXT FILES

I created a worksheet in Microsoft Excel 4.0 and now need to export this file from Microsoft Excel to my mainframe. How can I do this?

Just as you can import text files to Microsoft Excel, you can also save and export worksheet files in text format.

Tab- and Comma-Delimited Files

To save your file in either a tab-delimited (Text) or comma-delimited (CSV) file, follow the appropriate procedure below.

If you are using Microsoft Excel for the Macintosh:

From the File menu, choose Save As and choose the Options button.
From the File Format list, select either Text format for a tab- delimited file or CSV for a comma-delimited file. Choose OK.
If you want to rename your file, type a new name in the Save Worksheet As box and choose OK.

If you are using Microsoft Excel for Windows:

From the File menu, choose Save As.
Under Save File As Type, select Text or CSV. Note that if you select Text, the filename extension changes to .TXT; similarly, when you select CSV, the filename extension automatically changes to .CSV.
Choose OK.

Space-Delimited Files (Flat Files)

If you want to save the file as a flat file (a file that uses spaces between the columns to delimit the file), you can use the Flat File add-in macro. When you load this macro, the Export command is added to your Data menu. To export your data:

Select the area of the worksheet that you want to save to a flat file format.
From the Data menu, choose Export (this command will be available only if the Flat File add-in macro is open). The add-in macro will prompt you for a filename. Type in a path and filename and choose Export. This file can now be opened in any application that requires an ASCII flat file.

For more information on saving files from Microsoft Excel, see pages 147-150 of "User's Guide 2." For more information on opening and using the Flat File add-in macro, see pages 151-152 in "User's Guide 2" or the "Flat File Macro" topic in Microsoft Excel Help.

PRINTING TO A FILE

In Lotus(R) 1-2-3(R), I have the option to print to a file rather than the printer. This creates a text file with a .PRN filename extension. How can I do this in Microsoft Excel?

When you print to a file in Lotus 1-2-3, a space-delimited text file is created. In Microsoft Excel, you can create a space-delimited text file by using the Export command that is available with the Flat File add-in macro. For detailed information about using this command, see the "Space-Delimited Files (Flat Files)" section above.

                        FORMULAS AND FUNCTIONS
                        =======================

EXACT MATCH IN A LOOKUP TABLE

I want to create a lookup formula so that it will only find an exact match. If it doesn't, I want it to return the #N/A error value. In addition, I don't want to have to sort my table so that the first column is in ascending order. How can I do this?

In Microsoft Excel, the lookup functions LOOKUP(), VLOOKUP(), and HLOOKUP() will find an exact match in a lookup table only when one exists. If there is not an exact match, the function will return the largest value that is less than or equal to the value you've specified for the <lookup_value> argument. In addition, the first column in your lookup table must be sorted in ascending order. To ensure that a match is exact for a given <lookup_value> and/or to find it in an unsorted table, use a combination of the INDEX() and MATCH() functions as follows

   =INDEX(table_array,MATCH(lookup_value,
    lookup_array,match_type),col_index_num)

where <table_array> is the entire lookup table, <lookup_value> is the value used to find the value wanted in the table, <lookup_array> is the range of cells containing possible lookup values, <match_type> is a number (-1, 0, or 1) specifying how you want your <lookup_value> to be matched, and <col_index_num> is the column number in the <lookup_array> for which the matching value should be returned.

       NOTE: If the <match_type> argument is 0, MATCH() finds the
       first value that is exactly equal to the <lookup_value> and the
       <lookup_array> does not need to be sorted.

If none of the cells in the <lookup_array> argument match those in the <lookup_value> argument, this formula will return the #N/A error value.

For example, in the following table

       A         B        C
   --------------------------

   1 Name      Dept         Age
   ---------------------------
   2 Henry        501       28
   ---------------------------
   3 Stan         201       19
   ---------------------------
   4 Mary         101       22
   ---------------------------
   5 Larry        301       29

since the "Name" range is not sorted, using VLOOKUP() to find the age of Mary returns 28, the age of Henry. To find the age of Mary, use the formula:

   =INDEX(A2:C5,MATCH("mary",A2:A5,0),3)

This formula will return 22.

COMBINING CELL CONTENTS

How can I combine the contents of two cells into one cell? I have a series of last names in one column and first names in a second column and I'd like to combine them into one cell.

In Microsoft Excel, to join the contents of two or more cells into a single cell, use the ampersand to connect, or concatenate, the values of the cells. For example, you can join first and last names or you can combine a formula with text. The following table shows some common uses of the concatenation operator (&):

         A        B             C            Formula Used in Column C
   -------------------------------------------------------------------
   1   John    Doe      John Doe         =A1&" "&B1
   -------------------------------------------------------------------
   2   John    Doe      Doe, John        =B1&", "&A1
   -------------------------------------------------------------------
   3   John    Doe      JohnDoe          =A1&B1
   -------------------------------------------------------------------
   4
   -------------------------------------------------------------------
   5   10      5        The cost is
                        15 dollars       ="The Cost is "&SUM(A5:A6)&"
                                         dollars"

Use quotation marks to add any text to the concatenated string and the ampersand (&) to add cell references or formulas. In the name examples, quotation marks are used to add a space between the first name and the last name (cell C1) and a comma and space between the last and the first name (cell C2). Cell C5 contains an example of how to add a formula in the middle of a text string. This can be useful when you have a statement that uses the result of a formula.

  NOTE: If a referenced cell contains a formula, the returned value is
  displayed as a text value in the combined string.

LINEST() FUNCTION

How can I return the additional regression statistics that are built into the LINEST() function?

To retrieve the statistics that can be returned by the LINEST() function, you must first select an appropriately sized array on your worksheet. The array should be five rows high and two columns wide. If your original data includes more than one x variable, your array should include one extra column for each additional x variable. For example, if you have three x variables, your array will be five rows by four columns.

The syntax of the LINEST() function is:

 =LINEST(known_y's,known_x's,const,stats)

By setting the <stats> argument to TRUE, you instruct Microsoft Excel to return the additional statistics. If <stats> is set to FALSE, the LINEST() function will return only the slope and the y intercept. (See pages 254-258 of the "Function Reference" for a complete discussion of the <known_y's>, <known_x's>,and <const> arguments.)

To create a LINEST() formula for the following table:

            A         B       C
   -------------------------------

   1   Known Y's   XVar1   XVar2
   2          200      15       76
   3          210      20       65
   4          195      23       66
   5          235      28       72
   6          250      36       80

Because the data includes two x variables, select an array that is five rows by three columns. For example, you could select cells E2:G6.

In the formula bar, type:

      =LINEST(A2:A6,B2:C6,,TRUE)

NOTE: For this example, you can omit the third argument of the function.

After typing the formula, you must press CTRL+SHIFT+ENTER in Microsoft Excel for Windows or COMMAND+RETURN in Microsoft Excel for the Macintosh to enter the formula as an array formula--you will see braces ({}) placed around the formula in the formula bar.

Cells E3:F6 contain the additional regression statistics:

                E           F        G
      ------------------------------------
   
      2     1.017709   2.22756   90.57607
      ------------------------------------
      3     1.167926  0.934885   76.37852
      ------------------------------------
      4     0.840776   13.3242    #N/A
      ------------------------------------
      5     5.280472         2    #N/A
      ------------------------------------
      6     1874.931  355.0688    #N/A

The additional statistics are returned in the last three rows and first two columns of your array. If your array has more than the required number of columns (three in this example), #N/A errors will be returned in the extra columns. To determine what each returned value represents, refer to page 255 in the "Function Reference."

You can also use the Regression tools to perform regression analysis, return the additional statistics, and automatically create best-fit- line plots. The Analysis ToolPak includes an add-in macro that provides statistical analysis tools. When you load this add-in macro, the Analysis Tools command is added to the Options menu. Selecting the Analysis Tools command will display a list of statistical tools.

CORRELATION COEFFICIENT

How can I retrieve the correlation coefficient?

In earlier versions of Microsoft Excel, it was necessary to use the LINEST() function to calculate the additional regression statistics including the correlation coefficient. In Microsoft Excel 4.0, the RSQ() function uses the <known_y's> and <known_x's> arguments to perform this calculation automatically. It returns a single value representing your correlation coefficient (that is, the value of R squared).

For additional information on using the RSQ() function, see pages 366- 367 of the "Function Reference."

                                MACROS
                                ======

DEBUGGING MACROS

I need to debug a macro that I've written. What is the best way to do this?

Most command-equivalent macro functions return the value FALSE before they are run, TRUE if they are run successfully, and FALSE or an error value if they don't run successfully. If your macro functions are returning an incorrect or unexpected result or if one or more macro commands cause your macro to halt in error, you can use any combination of the following methods to isolate and resolve the problem.

Using the Step and Evaluate Commands

The step feature allows you to step through and evaluate your macro commands line by line. To use the step feature, run your macro by choosing Run from the Macro menu. After you select your macro from the list, choose the Step button. You can then either step through or evaluate the individual lines of your macro code. Step takes you to the next macro command. Evaluate calculates each nested function within a line of macro code, one argument at a time--this is a useful way to isolate a problem within a specific line of a macro. While you are in step mode, you cannot edit your macro. To exit step mode to edit your macro, choose the Halt button.

Using Key Commands to Evaluate Portions of a Macro Statement

To evaluate a portion of a statement or an entire line of code in your macro in the formula bar, select the area you want to evaluate and press F9 or, if you are using Microsoft Excel for the Macintosh, press and hold down the COMMAND key and then press the EQUAL SIGN (=). This will immediately calculate the selected portion of your function and display the value in the formula bar.

  CAUTION: Be sure to press the ESC key after you view the value;
  otherwise the original formula will be replaced with the displayed
  value.

Using Key Commands to View Values Returned by Macro Statements

To view the values returned by all statements on a macro sheet, press and hold down the CTRL key, or the COMMAND key if you are using Microsoft Excel for the Macintosh, and then press the ACCENT GRAVE (`) key. CTRL+ACCENT GRAVE (Windows) and COMMAND+ACCENT GRAVE (Macintosh) toggle between the view values mode and the view formulas mode. Press CTRL+ACCENT GRAVE or COMMAND+ACCENT GRAVE to return the macro sheet to view formulas mode. An alternative way to toggle between view values and view formulas is to choose Display from the Options menu and select or clear the Formula check box (when a macro sheet is active, the default view is view formulas).

Running a Portion of the Macro

If your macro is long, you may want to test small portions of it to isolate problems. To divide your macro into more manageable sections, do the following:

Activate your macro sheet. At the end of the range of macro code that you want to test, insert a row and type "=HALT()" (without the quotation marks). This will stop execution at this point in the macro.
Activate the document from which you are running your macro and choose Run from the Macro menu.
With the dialog box active, choose the macro sheet name from the Window menu and select the cell containing the first line of macro code that you want to test. This will place the macro cell reference in the Run Macro dialog box.
Choose OK or Step.

The macro will stop where it encounters the HALT() function.

LEARNING MORE ABOUT MACROS

How can I learn more about writing macros?

In addition to reviewing Chapters 6-7 in "User's Guide 2," you can use the Recorder command (located on the Macro menu) as a learning tool. You can use the macro recorder to learn command structure, syntax, and which macro commands perform which actions. When you record key combinations, menu command selections, and mouse actions, they are automatically placed in a macro sheet. You can then review this sheet to gain a better understanding of the macro functions that perform the actions you recorded. If you need to use non-command-equivalent functions, such as information, reference, or customizing functions, you must manually add these to your macro. For additional information on what functions fall into these categories, see pages xv-xliii in the "Function Reference."

For more information about recording a command macro, see pages 216- 219 of "User's Guide 2."

For more information about writing macros, see the "Complete Guide to Microsoft Excel Macros" by Charles Kyd and Chris Kinata, or "Microsoft Excel Macros Step by Step" by Steve Wexler and Julianne Sharer. To order these books, call Microsoft Press(R) at (800) 677-7377 (800-MS-PRESS).

TO OBTAIN THIS APPLICATION NOTE

The following file is available for download from the Microsoft Software Library:

 ~ XE0800.EXE (size: 36445 bytes)

For more information about downloading files from the Microsoft Software Library, please see the following article in the Microsoft Knowledge Base:

   ARTICLE-ID: Q119591
   TITLE     : How to Obtain Microsoft Support Files from Online Services

You can also have this Application Note mailed or faxed to you from the automated Microsoft FastTips Technical Library, which you can call 24 hours a day, 7 days a week at (800) 936-4100. NOTE: The FastTips Technical Library is available only to customers within the U.S. and Canada.

If you are unable to access the sources listed above, you can have this Application Note mailed or faxed to you by calling Microsoft Product Support Services Monday through Friday, 6:00 A.M. to 6:00 P.M. Pacific time at (425) 635-7080 (Microsoft Excel for the Macintosh) or (425) 635-7070 (Microsoft Excel for Windows). If you are outside the United States, contact the Microsoft subsidiary for your area. To locate your subsidiary, see the Microsoft World Wide Offices Web site at:

   http://www.microsoft.com/worldwide/default.htm

Additional query words: 4.00a 4.00
Keywords : kbappnote kbfile
Version : WINDOWS:4.0; MACINTOSH:4.0
Platform : MACINTOSH WINDOWS
Issue type : kbinfo

THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY.

Last reviewed: February 2, 1998
© 1998 Microsoft Corporation. All rights reserved. Terms of Use.