Taking a page from Sacha Chua, I will try to revitalize my blogging habit. I especially want to start keeping notes on new things I learn on a daily basis. As my wife can tell you, I’m not one to throw away any paper that might have some bit of information that might need in 6 or 12 months. I hope I can just dump the collected information on this blog for future reference and toss the paper. Starting today I wanted to share a little tidbit I learned from my wife about Excel and possibly other Excel like spreadsheet programs, *cough*OpenOffice*cough*.
At work, I have used spreadsheets as a simple way to make a daily and monthly schedule. For a while I have wanted to use Excel’s functionality to make my schedules smarter and one simple way would be to count the number of hours each individual employee works. A couple of months ago I attempted this using the COUNTIF function, but I gave up after several hours of trying to copy the formula to other cells. You see, Excel has this nasty habit of trying to think of what the user is wanting to do and doing it for them. When I tried copying the formula, Excel would transpose the range of cells used in the formula, thinking I wanted a different range for the new cells. I went back and edited the range in each cell individually, but this was quite time consuming and when I had to add new employees, I eventually gave up on using that due to time constraints.
I kept thinking all the time, there must be a way to prevent Excel from transposing the range, but could never find any information on the subject. In pops my wife and shows me that if you add a dollar sign($) in front of the row identifier then the rows will not update. It’s the same for the column identifier too. For instance if you have a formula with the identifier B2 and you don’t want the column to change but you want the row to change, then just use $B2 and when you drag the cell the B will stay the same and the 2 will update depending on which way you drag it. If you don’t want either to change then use $B$2 and voila your formula will always reference B2, no matter where you drag it. Man my wife is so smart and wonderful.
As an added bonus, I will tell you how to use a value contained in a cell in a formula. Part of my scheduling spreadsheet would use the name typed into the first column within the counting formula. For a time I couldn’t figure out how to reference that value and had to hard code the name into the formula which prevented me from reusing the formula on other rows. My wife, to the rescue again, tells me about the TRIM function. By using TRIM($A32), will reference in value in cell A32 and since we added the dollar sign the A value will not change when you drag the formula down to other rows.
So there are some very handy things I learned today. I hope they might be helpful to others.












