2,001 Tips
Applications
Spreadsheets

LOTUS 1-2-3 RELEASE 5.0

Enter the 21st Century

To enter dates for the 21st century, specify a four-digit year. For example, typing 1/1/2001 yields 01/01/2001. Note: If you enter a four-digit year for a 20th century date, 1-2-3 will truncate it to two digits. Change the date format by selecting Style/Number Format and choosing one of the other options.

Format Now

To quickly format a range of cells, select your range, choose Style/Gallery and choose one of the 14 predesigned styles. The styles are previewed as you move your cursor down the list of choices.

Retain the Value

From the main menu, choose File/Import/Numbers and 1-2-3 will import only the values from a text file, placing them in the worksheet beginning where the cursor was located before the command was chosen.

Step to the Rear

Move to a column's last cell containing a value by moving down, then up. Click on the current column header to select it. Press Shift+Enter to move to the bottom of the column. Move up to the last nonblank cell in the column by pressing End+Up arrow.

Customize the List on The Style Button

Change the number format of a cell quickly by choosing the Style box from the Status Bar at the bottom of the screen. You'll see all available number formats. To edit this list, select Style/Number Format. Highlight each number format you wish to appear in the list (one at a time), and check the Show in Status Bar box for each.

Get Smart

SmartMasters are specialized templates with predefined formatting options to give you a head start on data analysis. Create a new document with the File/New command to see a list of templates, including expense reports, time sheets and mortgage amortization. You can also create your own templates.

Hide and Seek

Hide a worksheet by choosing Style/Hide, then selecting the sheet. You can display a hidden worksheet by choosing Style/Hide, selecting Sheet and entering a range that includes cells on the hidden worksheet. Choose Show to see the worksheet.

Keep a Running Total

It's easy to maintain a running total of cells adjacent to a column of cells. For example, assume the original column of cells begins in cell A1 and runs through cell A20. In cell B1, enter the formula @SUM($A$1..A1), then copy the formula to cells B2 through B20.

Tailor Your Toolbar

Lotus 1-2-3 ships with eight standard toolbars. To customize a toolbar, choose Tools/SmartIcons. You can change icon sizes, assign macros to icons, and edit the icons themselves. Toolbars can be anchored to any side of your screen or can float on top of your workspace.

Use the Printing Toolbar

The Printing toolbar has options to Size Data to Printed Page and Set Columns as Print Titles. To select the Printing toolbar, click on the far right icon (Select the Next Set of SmartIcons) to toggle through toolbar choices, and choose Tools/SmartIcons. You can also click on the icon at the right side of the Status Bar and select Printing.

@ Is Formulaic

Click on the @ symbol in the Control Panel in 1-2-3 (just below the main menu) to see a list of the most frequently used formulas and for an option to see all formulas. Choose a formula from the list, and 1-2-3 will insert it in the current cell and prompt you for the needed variables.

Put One In, Take One Out

Insert a cell into your worksheet by selecting the cell immediately below or to the right of the new cell. Press Ctrl and the plus key on the numeric keypad. Check Insert Selection. To delete a cell, follow the same process, using Ctrl and the minus key, then choosing Delete Selection.

Formula Fundamentals

To figure out what's wrong with a formula, use the Sheet Auditing toolbar by selecting Tools/SmartIcons/Sheet Auditing. You'll find special functions for formulas, formula precedents, cell dependencies, DDE links and links to 1-2-3 files.

Use Fill by Example For Worksheet Tabs

Make short work of labeling your tabs when setting up a new sheet by using Fill by Example. Double-click on the first worksheet tab, then type in the first value in the series (e.g., if you're setting up monthly spreadsheets, start with January). Click on New Sheet for each additional month, and the worksheet tab will contain the name of the next value in the series.

Navigate Your Spreadsheet

Try the Navigator to move around your spreadsheet in a hurry. The button is to the right of the formula bar and to the left of the Function icon. Choose the desired Named Range and you're instantly there.

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