1-2-3 for Windows for Dummies

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IDG's bestselling 1-2-3 For Windows For Dummies is now completely updated and expanded to include coverage of 1-2-3 Version 5 for Windows. This book provides friendly guidance and helpful advice that will quickly get you up to speed and working with 1-2-3, without getting you bogged down in frustrating techie jargon.

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Overview

IDG's bestselling 1-2-3 For Windows For Dummies is now completely updated and expanded to include coverage of 1-2-3 Version 5 for Windows. This book provides friendly guidance and helpful advice that will quickly get you up to speed and working with 1-2-3, without getting you bogged down in frustrating techie jargon.

Discover the fundamentals of 1-2-3 for Windows the fun and easy way with 1-2-3 For Windows 5 For Dummies, 2nd Edition:

  • Take advantage of the 1-2-3 program's menus, dialog boxes, and SmartIcons
  • Lifesaving tips to save and back up your data
  • Develop formulas and use the 1-2-3 program's handy built-in functions like a pro
  • Master 3-D worksheets in no time flat
  • Create spreadsheets and graphs suitable for framing
  • Display your data in attractive map format
  • Absorb just enough about the tough stuff to get the job done: databases, macros, and importing data
  • John's Top Ten Lists of 1-2-3 for Windows tips:
    • Ten concepts every 1-2-3 for Windows user should understand
    • Ten commandments of 1-2-3 for Windows
Read More Show Less

Product Details

  • ISBN-13: 9781568842165
  • Publisher: Wiley, John & Sons, Incorporated
  • Publication date: 8/25/1994
  • Series: For Dummies Series
  • Edition description: 2nd ed
  • Edition number: 2
  • Pages: 408
  • Product dimensions: 7.41 (w) x 9.24 (h) x 1.20 (d)

Table of Contents

Foreword

Introduction

What This Book Covers
Why I Wrote This Book
Read the Whole Thing?
Watch out for the nerdy stuff
How This Book Is Organized
Part I: First Things First
Part II: Basic Stuff That You Must Know
Part III: How to Impress the Easily Impressed
Part IV: Faking It
Part V: The Part of Tens
Part VI: Appendixes
Dumbmie Assumptions
Conventions -- Typographical and Otherwise
Of mice and keyboards
I think icon, I think icon
Now What?

Part I: First Things First

Chapter 1: What Is This Thing Called 1-2-3 for Windows?
OK, So What the Heck Is 1-2-3 for Windows?
What Can This Puppy Do?
Crunch some numbers
Make killer graphs dude!
Show data on a map
Manage your lists
Manage that data zzzz...
Access other data Bill's paycheck?
Automate actions with macros
And into the great beyond
What Can't It Do?
Chapter 2: Jump Starting, Breaking, and Stopping
Starting 1-2-3 for Windows
Starting 1-2-3 for Windows from the Windows Program Manager
Starting 1-2-3 for Windows from DOS
Get Me Out of Here At Least for a Moment
Setting Yourself Free
The right way
The wrong way
Chapter 3: Jumping Right In
What You'll Be Doing
First Steps
Adding column headings
Making the headings bold
Adjusting the column widths
Entering the Data
And Now, a Formula
Inserting new rows
Sticking in the formula
Ready for another formula?
Adding a Title
Saving Your Masterpiece
Working with the File
Saving It Again, Sam
Quitting 1-2-3 for Windows
Retrieving Your Work
Still Afraid?
Other Stuff for Overachievers

Part II: Basic Stuff That You Must Know

Chapter 4: Entering Numbers, Words, and Other Things
Sorry Folks, But You Just Gotta Know This
The screen tour it's the law
Some useless terminology
Rows, columns, cells, and sheets
Gimme your address or your life
The cell pointer
Move it along, doggies
What to Do with a Blank Worksheet
Worksheet modes
What goes in a cell?
More about what goes in a cell
Typing in a number
Making numbers look right
Entering labels
Aligning labels and numbers
When Enter isn't good enough
Changing Things You've Done
Overwriting a cell
Editing a cell
Nuking a cell completely
If You Are Salivating for More
Changing the defaults
Chapter 5: Let's Have a Look at the Menu and Have a Dialog
1-2-3 for Windows: At Your Command
Two Types of Menu Systems
The main menu
Quick menus
Using Menus
With a mouse
With the keyboard
More about Menus
What the Menus Are Good For
The File menu
The Edit menu
The View menu
The Style menu
The Tools menu
The Range menu
The Chart menu
The Query menu
The Window menu
The Help menu
A Meaningful Dialog
The anatomy of a dialog box
Dialog box controls
Mousing through dialog boxes
If you prefer the keyboard
Chapter 6: How to Keep from Losing Your Work
Protecting Your Work
Using Files with 1-2-3 for Windows
A new worksheet
Saving files
A Visit to the File Menu
Files and windows
The file-related File menu commands
Nonfile-related File menu commands
Doing Things With a File -- Step by Step
Making Backups
Backing up from 1-2-3 for Windows
Backing up from the Windows File Manager program
Backing up from DOS
Other ways to back up your work
Chapter 7: The Secret of Formulas
Formulas: The Definition
Hello, Operator?
Using parentheses
How to Enter Formulas
Just How Complex Can They Be?
I created a monster
Relative and Absolute References
It's all relative
Absolutely absolute
Why use absolute references?
Even More about Formulas
Controlling recalculation
Using built-in functions
Other types of formulas
Chapter 8: Making Formulas More Functional
Getting Functional
OK, what is an @function?
A functional example
Cells and ranges
Adding sheets to cell references
Entering @Functions
The direct approach
The pointing method
Let's have an argument
Editing @functions
Insert @function here, Insert @function here!
@Function Categories
Some Useful Numerical @Functions
@MAX
@MIN
@SQRT
@ROUND
@Functions for Dates and Times
@DATE
@TODAY
@TIME
Combined @Functions in Formulas
The nesting instinct
Testing conditions
Naming Cells and Ranges
An example
Another example
Naming your cells and ranges
Chapter 9: Cutting and Changing without Screaming and Crying
Types of Changes You Can Make
Cutting and Pasting -- Scissors and Glue Not Required
How cutting and pasting works
Why cut and paste?
Cutting and pasting a cell
Cutting and pasting a range
Cutting and pasting formulas
The E-Z way to move things
Copying Things Things Things
How copying works
Why copy?
Copying a cell to a cell
Copying a cell to a range
Copying a range to a range
Copying formulas
Drag-and-drop copying
Adjusting Column Widths
Why widen columns?
Adjusting column widths using the menu
E-Z ways to adjust column widths
Changing Row Heights
Erasing Cells and Ranges
Adding New Rows and Columns
Why do it?
Adding new rows
Adding new columns
Getting Rid of Rows and Columns
Why do it?
Eliminating rows
Deleting columns
Transposing Rows and Columns
Why do it?
How to do it
Finding and Replacing -- Wherefore Art Thou, Text String?
Sorting Ranges of Cells -- Head 'Em Up and Move 'Em Out
Why do it?
How to do it
Chapter 10: Getting It on Paper
The Seedy Side of Printing
Printing 101
Getting a Sneak Preview
Printing 202
Printing part of your worksheet
Printing specific pages
Printing multiple copies
Changing the print orientation
Adjusting paper sizes
Adjusting margins
Adding headers and footers
Sizing your printout
Suppressing and printing certain elements
Printing title rows or columns on every page
Quick Reference for Printing
Printing Charts, Drawings, and Other Neat Stuff
Printers du Jour
Laser printers
Inkjet printers
Dot-matrix printers
Daisywheel printers
Chapter 11: In Another Dimension
First, Some Terminology
Why Use 3-D Worksheets?
Ideas for Using 3-D Worksheets, No Weird Glasses Needed
Things You Should Know about 3-D Worksheets That Your Mother Never Told You
Fundamental Stuff
Adding sheets
Removing sheets
Naming sheets
Color-coding your tabs
Displaying three sheets at once
Printing multiple sheets
Navigating in the Third Dimension Without the Help of Captain Picard
Activating other sheets
Selecting 3-D ranges
Preselecting 3-D ranges
Group Mode
A Final Note
Chapter 12: Making 1-2-3 Work Like Your Indentured Servant
Having It Your Way
It's Not Default of the Worksheet
User Setup Including Autosave
Splitting Windows Not with Your Baseball
Freezing Rows and Columns Even in the Dead of Summer
Zooming Windows
Chekking Your Speling

Part III: How to Impress the Easily Impressed

Chapter 13: Fancy Formatting Footwork
What Is Stylistic Formatting?
Why Bother?
General Principles of Formatting
Screen or printer?
General formatting how-tos
Dealing with Fonts
Types of fonts
Changing fonts
Borders, Lines, and Frames
Adding lines or borders
Adding designer frames
Color, Color, Everywhere
Alignment and Misalignment
Word wrap
Centering across cells
Spacing
Changing orientation
And Now, the E-Z Way to Format Stuff
Some Final Words
Chapter 14: Impressing Your Boss with Championship Charts
The Chart's Parts
Charts Is Charts
How to Create a Chart
Making a Chart Be Your Eternal Slave
Changing the chart type
Moving and resizing a chart
Chart annihilation techniques
Printing charts
Rearranging Your Chart's Furniture
Changing chart titles and labels
Changing chart colors
Hungry for more chart power?
Charming Chart Choices
A 3-D bar chart
A horizontal bar chart
A chart that knows how to accessorize
A mixed chart
Stacked bars
An XY chart
A stock market chart
A 3-D line chart
Another XY chart
Chapter 15: Mapmaker, Mapmaker, Make Me a Map
Why a Map?
Types of Maps Available
Map-Making Overview
Creating a Map
Setting up a map
Creating your mapsterpiece
More about mapping
Modifying a Map
Moving and resizing a map
Changing the title
Changing the bins, colors, and legend text
Zooming your map
Advanced Mapping
Chapter 16: A Very Expensive Doodle Pad
The Draw Layer -- Like Your Guardian Angel
The Drawing Tools
Tooling with the Drawing Tools
Moooving objects
Resizing objects
Redecorating your picture so it looks maavelous
Restacking objects
Combining objects -- you're the match maker
Adding Your Van Gogh as Clip Art
Importing clip art
Reading .CGM files
Serious Uses for the Draw Layer
Calling attention to cells
Improving your charts
Creating diagrams
Brown nosing your boss
Chapter 17: Showing Off with Shortcuts and SmartIcons
Why SmartIcons?
Smart Facts about SmartIcons
But What Do They Do?
So Many Palettes, So Little Time
Changing palettes with the special SmartIcon
Changing palettes with the status bar
Moving the Palette and Changing the Size of the Icons
What Makes SmartIcons So Smart?
Shortcut Keys
Menu shortcuts
Using the keyboard for menus
Function keys
Stylistic shortcuts

Part IV: Faking It

Chapter 18: The Lowdown on Databases and Lists
Lists and Databases
Dancing with Databases
Creating a Database
Querying a Database
Changing the query
Summing query results
Chapter 19: Cool Formulas You Can Steal
Read Me First
Common, Everyday Formulas
Calculating a sum
Computing subtotals and grand totals
Computing an average
Calculating a percentage change
Finding the minimum and maximum in a range
Calculating a loan payment
Mathematical Formulas
Finding a square root
Finding a cube or other root
Checking for even or odd values
Generating a random number
Rounding numbers
Label Formulas
Adding labels
Working with labels and values
Date Formulas
Finding out what day it is
Determining the day of the week
Determining the last day of the month
Miscellaneous Formulas
Looking up a corresponding value
Looking up an exact corresponding value
Chapter 20: Just Enough about Macros to Survive
A Macro by Any Other Name . . .
Generals about Macros
Your First Macro Don't Spoil It
Creating the macro
Running the macro
Modifying the macro
Some macro rules
The Macro Recorder Not Just Your Greatest Hits
Recording a Macro A Doo Wop Wop
Getting More Advanced Figaro, Figaro
Recording a formatting macro
Using Other People's Macros

Part V: The Part of Tens

Chapter 21: Ten Good Habits You Should Acquire
Chapter 22: Top Ten Concepts Every 1-2-3 for Windows User Should Understand
Chapter 23: The Ten Commandments of 1-2-3 for Windows
I: Thou Shalt Always Maketh Backup Copies
II: Thou Shalt Check Thy Work Carefully
III: Remember Thy Right Mouse Button
IV: Thou Shalt Not Take the Name of Bill Gates in Vain
V: Honor Thy SmartIcons and Shortcut Keys
VI: Thou Shalt Not Copyeth the Program from Others
VII: Save Thy File Beforeth Taking Drastic Measures
VIII: Thou Shalt Enable Undo and Use It Daily
IX: Thou Shalt Consult Thy Local Guru with Matters of Importance
X: Thou Shalt Feareth Not to Experiment

Part VI: Appendixes

Appendix A: If You Gotta Install It Yourself
For Do-It-Yourself Types
Preflight Checkout
Installing 1-2-3 for Windows
Appendix B: Glossary

Index

Reader Response Card

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First Chapter

Chapter 11
In Another Dimension

"Something hidden. Go and find it. Go and look behind the Ranges."

Rudyard Kipling, 1865 ­ 1936
The Explorer

In This Chapter

  • Making the most of those 255 extra sheets available in every 1-2-3 for Windows file
  • Understanding the basic 3-D worksheet operations: adding and removing sheets, naming the sheets, printing them, and seeing more than one at a time
  • Navigating and selecting across multiple sheets
  • Formatting a bunch of sheets at once in Group mode

You may already know that 1-2-3 for Windows, like all other Windows spreadsheets, enables you to store as many as 256 sheets in a single worksheet file. Each of these sheets has 8,192 rows and 256 columns. If you do your arithmetic, you see that the total works out to more than a half billion cells at your disposal. This chapter explains how to use this powerful feature for fun and profit well, at least for profit -- maybe.

First, Some Terminology

Before you get too far into this chapter, you need to understand some terminology. For example, you may be tempted to call each separate sheet in a work-sheet file a page -- after all, it's easy to picture a 3-D worksheet as a huge notebook with lots of pages in it. For the record, here is a list of the standard terminology for 1-2-3 for Windows:

  • Worksheet file: a 1-2-3 for Windows file that can have between 1 and 256 sheets.
  • 3-D worksheet: a worksheet file that has more than one sheet, also known as a multiple worksheet file or a multisheet file.
  • Sheet or Worksheet: one page of a worksheet file with 256 columns and 8,192 rows.

But if you want to substitute the term pages for sheets, be my guest. I call them pages, too, when I'm not writing books about them.

Why Use 3-D Worksheets?

Jeepers, a half billion cells! Don't get too excited, however, because you can never use all these cells. You'd run out of memory long before you even got close. The benefit of a 3-D worksheet is not in the number of cells you can access. The benefit, rather, is in the great way you can organize your work and break it up into more manageable units.

Many spreadsheet projects can be broken down into distinct chunks. For example, you may have a chunk that holds your assumptions, several different chunks that hold tables of values, a chunk to store data for graphs, and so on. Before the days of 3-D worksheets, one of the most difficult aspects of dealing with large spreadsheets was figuring out where to put all the various chunks. With a 3-D worksheet, however, it's simple: put each chunk on a separate sheet.

Figure 11-1 shows an example of several sheets in a 3-D worksheet. Notice that the name of each department appears on the tab; therefore, you can jump to a department's budget just by clicking the tab.

Ideas for Using 3-D Worksheets, No Weird Glasses Needed

Before you get into the meat of 3-D worksheets, let me whet your appetite with a few ideas on how to put this 3-D worksheet business to use. You may be able to use some of these ideas, or -- better yet -- maybe you can come up with some new ideas on your own. If so, let me know. I'm always looking for good ideas for future books!

  • Store results for different time periods. If you track such information in a spreadsheet as sales, orders, or new customers, you may want to organize your work by time periods. For example, you can have a separate sheet for each month or each quarter, enabling you quickly to locate what you want and still use formulas to get grand totals and summaries.
  • Document your work. If you're working on a fairly complex worksheet, you may want to use a separate sheet to make notes to yourself to remind you of what you did, why you did it, and how you did it. And if you're really industrious, you even can keep an historical log that describes the changes you made to the worksheet over time.
  • Use a 3-D worksheet in place of separate files. If you're working on a project that uses five different single-sheet worksheets, for example, you may find it more practical to keep them all in one 3-D worksheet file each on a separate sheet. In that way, when you're ready to work on the project, you simply load the one worksheet file, and everything you need is handy.
  • Store different scenarios. Many people use a spreadsheet to do "what-if" analysis, and 3-D worksheets make this process easier. For example, you can copy an entire sheet of a 3-D worksheet to other sheets. Then you just make some experimental changes in the assumptions for each copy and give the sheets such names such BestCase, WorstCase, LikelyCase, JoesScenario, and so on.

If managing different scenarios is your bag, a better approach is to use the Version Manager feature in 1-2-3 for Windows.

Those extra worksheets have a great deal of other uses, too, but first you need to learn a few basic concepts.

Things You Should Know about 3-D Worksheets That Your Mother Never Told You

Keep in mind the following concepts when you're working with more than one sheet in a 1-2-3 for Windows worksheet file:

  • The extra sheets in a worksheet file don't appear automatically. Every file starts out with one sheet, and you have to insert the other sheets yourself.
  • The sheets are normally labeled with letters, starting with sheet A and continuing through sheet IV the 256th sheet in a file. This labeling method is the same as the one used for columns.
  • Each tab displayed at the top of the screen represents a sheet. If you have lots of extra sheets, you may not be able to see all the tabs at once, but you can scroll the tabs horizontally to get to the one you need.
  • You can change the sheet letters to names that are more meaningful to you and that reflect the contents of the sheet.
  • You can change the color of the sheet tabs to make it easier to identify certain sheets.
  • When you refer to cells or ranges on another sheet, you must precede the cell reference with the sheet letter or sheet name, if it has one. For example C:A1 refers to the upper left cell on the third sheet sheet C.
  • Formulas that use range references can use ranges that cut across sheets. For example, @SUMA:A1..C:C3 adds up a 3 x 3 x 3 cube of cells starting with the upper left cell on the first sheet and extending through to the cell in the third row and third column of the third sheet 27 cells in all.
  • You can format all the sheets in one fell swoop with Group mode -- a real time-saver when you want all your sheets to look the same.

Fundamental Stuff

This section explains how to do some basic operations involving 3-D worksheets, including adding, removing, and naming sheets, displaying three sheets at once, and other basic concepts.

Adding sheets

When you create a new 1-2-3 for Windows worksheet, it has only one sheet sheet A. If you want to use additional sheets, you have to insert them yourself. Inserting additional sheets is actually pretty easy to do. If you have a mouse, simply click the New Sheet button at the upper right of the worksheet window, as you can see in Figure 11-2. The 1-2-3 for Windows program sticks a new sheet directly after the one you're currently working on and makes the new sheet the active one. The active sheet is the one that you're working on and contains the cell pointer.

Our rodentially challenged friends need to use the menu to add a new sheet. The Edit-->Insert command does the trick and displays the dialog box shown in Figure 11-3. You select the Sheet option, specify whether you want the sheets inserted before or after the current sheet, and then select the number of sheets you want to add.

Removing sheets

If you want to get rid of an entire sheet including everything that's on it, of course, activate the sheet that you want to zap and then select the Edit-->Delete command. The dialog box in Figure 11-4 appears. Select the Sheet option and then choose OK.

By the way, if you try to delete the only sheet in a worksheet, 1-2-3 for Windows objects and displays a message telling you that you can't delete all sheets.

A quicker way to delete the current sheet is to right-click the sheet's tab to display a shortcut menu. After you choose Delete from the menu, the current sheet disappears in a flash.

Deleting an entire sheet is a pretty drastic measure, because everything on the sheet is gone in an instant. If any of your formulas refer to cells on a deleted sheet, they'll return ERR for error. So before you nuke a sheet, make sure that's what you really want to do.

Naming sheets

You should give a meaningful name to every sheet that you use. By naming the sheets, you make it easy for you or anybody else who may inherit the file to identify what's on each sheet. After all, it's easier to remember that your boss's sales projections are on a sheet named BOSS than on a sheet named R. You also can use sheet names in formulas, which can make the formulas more understandable. Calculating a ratio with a formula such as +BOSS:A1/BOSS:A2 makes more sense than using +R:A1/R:A2, no?

Naming a sheet requires a mouse. Oddly enough, 1-2-3 for Windows does not have a menu command to perform this operation. So if you're working on a new file on a mouseless laptop for example, you have to live without named sheets for a while. Sorry.

To give a sheet a name, just double-click the sheet's tab and then type in a name. Sheet names can be up to 15 characters long 1-2-3 for Windows does not distinguish between upper- and lowercase letters in names. Avoid using spaces, commas, semicolons, periods, or any other nonletter or nonnumber characters. And finally, don't create sheet names that look like cell addresses such as AB12; 1-2-3 for Windows may get confused.

You can continue to use the original sheet letter, even if you give the sheet a name. For example, if you name the first sheet IntroScreen, you can enter either a formula such as @SUMINTROSCREEN:A1..A6 or a formula such as @SUMA:A1..A6. The program recognizes both formulas as the same request for information, one using the sheet name and the other using the sheet letter. However, 1-2-3 for Windows always replaces a sheet letter reference that you enter with its name if it has one.

If you want to change a sheet name, just double-click the tab. The program highlights the current name. Just type in a new name to replace the old one. Any formulas that have references to the old name are changed automatically to the new name.

Color-coding your tabs

There's no need to settle for drab tabs. You can make your sheet tabs any color you like. Besides adding some pizzazz to your screen, using different colors for your sheet tabs makes it easier to identify the sheets. Here's how to do it. Just right-click a sheet tab and choose Worksheet Defaults from the shortcut menu. A rather imposing dialog box appears. Check out the bottom-right part of the dialog box and look for the pull-down list labeled Worksheet tab. Click the list and you can choose from 255 glorious colors.

Displaying three sheets at once

Normally, you can see only one sheet at a time. But if you want to see or work with three consecutive sheets from a 3-D worksheet, you can get a perspective view, as shown in Figure 11-5.

To get into the perspective view, select the View-->Split command and then select the Perspective option in the dialog box that appears. To get back into the normal viewing mode, choose the View-->Clear Split command. You'll learn how to navigate through these sheets later in the chapter.

Printing multiple sheets

If you read Chapter 10, you already know how to print a worksheet. But what about printing a worksheet that has more than one sheet? Easy. Issue the File-->Print command and then select the All worksheets option. That's all there is to printing more than one sheet.

If you want each sheet to start on a new piece of paper, insert manual page breaks at the top of each sheet. To insert manual page breaks, move the cell pointer to the upper left cell in the second sheet. Select the Style-->Page Break command and then select the Row option. The program inserts a page break before it prints that sheet. Repeat this process for each sheet in the worksheet.

Navigating in the Third Dimension without the Help of Captain Picard

You already know how to navigate through a 2-D worksheet by using the arrow keys, mouse, scroll bars, and so on. Moving around in a 3-D worksheet requires a bit more effort, however, because you have another dimension to be concerned about. But again, learning to move around a 3-D worksheet is fairly logical once you get the hang of it. It's kind of like driving on the Los Angeles freeway, only infinitely safer and with much less gridlock.

Activating other sheets

Before you can scroll around on a sheet, you must activate, or display, it on-screen. The easiest way to activate a specific sheet in a 3-D worksheet is to click the tab with your mouse. If you have lots of sheets or sheets with long names, the tab you want may not appear. You can click the little arrows to the left of the New Sheet button, as shown in Figure 11-6, to scroll the tabs to the left or right until the one you want appears.

If you're in perspective view with three sheets showing, you simply can click any of the visible sheets to activate one.

Sometimes, using the keyboard to activate a different sheet may be more efficient. Table 11-1 lists the keyboard combinations necessary to activate a sheet.

Table 11-1 Keyboard Combinations to Activate Sheets

Key Combination What It Does
Ctrl+PgDn Activates the preceding sheet, unless you're on the first sheet. Then it has no effect.
Ctrl+PgUp Activates the next sheet, unless you're on the last sheet. Then it has no effect.
Ctrl+Home Activates the first sheet and moves the cell pointer to the upper left cell.
End, Ctrl+Home Moves to the last cell that contains data on the last sheet that contains data.

A fast way to activate a far-off sheet is to press F5, the Goto key. 1-2-3 for Windows asks you what address you want to go to. Enter a sheet letter followed by a colon, and you're there in a jif. For example, if you want to activate sheet M, press F5, type M:, and then press Enter. If the sheet has a name, you can enter the name followed by a colon. Wouldn't life be wonderful if we had Goto buttons on our cars?

Selecting 3-D ranges

When you're building a formula that references information on more than one sheet, you can either enter the cell references manually, or you can use pointing techniques similar to those used in a single sheet.

For example, assume that you are building a formula in cell A:A1 that adds up the figures in range B:A1 through F:A1, a common formula to consolidate the numbers in six sheets. You can either type @SUMB:A1..F:A1, or you can point to the argument and let 1-2-3 for Windows create the range reference for you. Do so by performing the following steps:

  1. Move to cell A:A1 and type @SUM to start the formula.
  2. Press Ctrl+PgUp to move to the next sheet and then move the cell pointer to cell B:A1, if it's not already there.

    Watch the formula being built in the edit line.

  3. Press the period to anchor the first cell in the selection.
  4. Press Ctrl+PgUp four more times until you get to sheet F and move the cell pointer to cell F:A1, if it's not already there.
  5. Type and press Enter to finish the formula.

    1-2-3 for Windows brings you back to the cell that holds the formula.

Rather than press Ctrl+PgUp to activate other sheets while pointing, you can hold down the Shift key and click a sheet tab.

Preselecting 3-D ranges

When you're formatting ranges that extend across different sheets, you may prefer to select the range before you issue the formatting commands. But as you'll see later, Group mode can simplify formatting all the sheets.

When you're dealing with a single sheet, you simply drag the mouse across the range to select it or you can press Shift+arrow keys to preselect the range. Preselecting across several sheets is very similar: just hold down the Shift key while you activate another sheet either by clicking a tab or by pressing Ctrl+PgUp or Ctrl+PgDn.

Group Mode

Before putting this chapter to bed, I want to discuss one more topic that's relevant and actually pretty useful at times -- Group mode. Group mode enables you to format all the sheets in a 3-D worksheet file at once. After you're in Group mode, any changes you make on one sheet using the Style menu or its equivalent SmartIcons affect all other sheets in the file. For example, if you're in Group mode and you change the font in cell A1 on sheet A, the program also changes the font in cell A1 on all the sheets in the file.

To get into Group mode, do the following:

  1. Choose the Style-->Worksheet Defaults command, which brings up the dialog box shown in Figure 11-7.
  2. To enter Group mode, turn on the Group mode check box and choose OK.

    As a reminder that your formatting applies to all sheets in the file, 1-2-3 for Windows displays the word Group in the status bar at the bottom of the screen.

  3. To get out of Group mode, use the same command but uncheck the Group mode check box.

Group mode can be very handy if you want all the sheets in your file to look the same. For example, after you change column widths or the formatting of cells in one sheet in a group, the other sheets all follow suit. Obviously, using Group mode can be a real time-saver -- and it also makes your work look more consistent.

A Final Note

If you find that dealing with the third dimension is rather confusing, don't despair. It's all very logical, and you'll get the hang of it after you start playing around with 3-D worksheets. Once you master it, you'll wonder how you ever got along without out it. If you find yourself getting really frustrated, however, just stick with single-sheet worksheets. After all, people have been using only one sheet for more than a decade -- and they got along just fine.

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