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

The information in this article applies to:

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

## SUMMARY

The Application Note "Most Frequently Asked Questions" (XE0800) is now available. 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 download a Microsoft Word formatted version of this document. The following file is available for download from the Microsoft Download Center. Click the file name below to download the file:

> Xe0800.exe

For more information about how to download files from the Microsoft Download Center, please visit the Download Center at the following Web address

> http://www.microsoft.com/downloads/search.asp

and then click How to use the Microsoft Download Center.

## MORE INFORMATION

The following is part 1 of 2 of the complete text of XE0800.
For additional information, please click the article number below to view the article in the Microsoft Knowledge Base:

> Q104283 "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:

     1. From the File menu, choose Open.

     2. 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:

     1. Select the range of cells you want to format.

     2. From the Format menu, choose Number.

     3. In the Code box, type "00000" (without the quotation marks).

     4. 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:

     1. From the Format menu, choose Number.

     2. In the Code box, type

           0,,

        where each comma represents three zeros.

     3. 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:

     1. Select the entire worksheet by choosing the Select All button to
        the left of the column headings.

     2. From the Format menu, choose Cell Protection.

     3. Clear the Locked check box and choose OK.

     4. Select the range of cells you want to protect.

     5. From the Format menu, choose Cell Protection.

     6. Turn on the Locked option. Choose OK.

     7. 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:

     1. 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).

     2. In Microsoft Excel for Windows, select AUDIT.XLA. In Microsoft
        Excel for the Macintosh, select Worksheet Auditor. Choose OK.

     3. From the Formula menu, choose Worksheet Auditor.

     4. In the Worksheet Auditor dialog box, select Generate Audit Report
        and choose OK.

     5. 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:

     1. Select the range of cells you want to format.

     2. From the Format menu, choose Number.

     3. 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:

     1. From the Format menu, choose Style.

     2. Verify that Normal is selected in the Style Name box and choose
        Define.

     3. Under Style Includes, clear all the check boxes except Font.

     4. Under Change, choose the Font button.

     5. 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.

     6. Make other changes as needed in the Font dialog box and choose OK
        twice to return to your sheet.

     7. 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:

     1. From the File menu, choose Page Setup.

     2. In the scaling section, select the Fit To option and indicate the
        desired number of pages wide and tall. Choose OK.

     3. From the File menu, choose Print Preview to force the document to
        be scaled according to the Fit To setting. Choose Close.

     4. 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.

     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:

     1. From the File menu, choose Save As and choose the Options button.

     2. From the File Format list, select either Text format for a tab-
        delimited file or CSV for a comma-delimited file. Choose OK.

     3. 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:

     1. From the File menu, choose Save As.

     2. 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.

     3. 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:

     1. Select the area of the worksheet that you want to save to a flat
        file format.

     2. 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

     1. 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.

     2. 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.

     3. 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:

     1. 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.

     2. Activate the document from which you are running your macro and
        choose Run from the Macro menu.

     3. 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.

     4. 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).
     --------------------------------------------------------------------

Additional query words: 4.00a

Keywords : kbappnote kbfile
Version : MACINTOSH:4.0; WINDOWS:4.0
Platform : MACINTOSH WINDOWS
Issue type : kbinfo
Technology :

Last Reviewed: December 4, 1999 © 2000 Microsoft Corporation. All rights reserved. Terms of Use.