Appendix A: Guidelines for creating a list on a worksheet from Microsoft

Microsoft Excel has a number of features that make it easy to manage and analyze data in a list. To take advantage of these features, enter data in a list according to the following guidelines.

List organization

Use only one list per worksheet Avoid having more than one list on a worksheet. Some list management features, such as filtering, can be used on only one list at a time.

Put similar items in one column Design the list so that all rows have similar items in the same column.

Keep the list separate Leave at least one blank column and one blank row between the list and other data on the worksheet. Excel can then more easily detect and select the list when you sort, filter, or insert automatic subtotals.

Position critical data above or below the list Avoid placing critical data to the left or right of the list; the data might be hidden when you filter the list.

Show rows and columns Make sure any hidden rows or columns are displayed before making changes to the list. When rows and columns in a list are not showing, data can be inadvertently deleted.

List format

Use formatted column labels Create column labels in the first row of the list. Excel uses the labels to create reports and to find and organize data. Use a font, alignment, format, pattern, border, or capitalization style for column labels that is different from the format you assign to the data in the list. Format the cells as text before you type the column labels.

Use cell borders When you want to separate labels from data, use cell borders - not blank rows or dashed lines - to insert lines below the labels.

Avoid blank rows and columns Avoid putting blank rows and columns in the list so that Excel can more easily detect and select the list.

Don't type leading or trailing spaces Extra spaces at the beginning or end of a cell affect sorting and searching. Instead of typing spaces, indent the text within the cell.

Extend list formats and formulas When you add new rows of data to the end of a list, Excel uses consistent formatting and formulas. Three of the five preceding cells must use the same format or formula for this to occur.

Appendix B: Guidelines for naming cells, formulas, and constants in Microsoft Excel

• The first character of a name must be a letter or an underscore character. Remaining characters in the name can be letters, numbers, periods, and underscore characters.
• Names cannot be the same as a cell reference, such as Z$100 or R1C1.
• Spaces are not allowed. Underscore characters and periods may be used as word separators _ for example, First.Quarter or Sales_Tax.
• A name can contain up to 255 characters.
• Names can contain uppercase and lowercase letters. Microsoft Excel does not distinguish between uppercase and lowercase characters in names. For example, if you have created the name Sales and then create another name called SALES in the same workbook, the second name will replace the first one.