The causes of common error messages and how errors are corrected.

Using the spreadsheet, sometimes, we may encounter some common errors that usually occur

due to our carelessness once in a while; however those errors can be simply fixed in easy and

effortless ways. There are eight common errors that often happen and how they can be easily

solved will be described as below:

- The division error: This error will be displayed as # DIV/0! .

This type of error occurs when dividing a number by zero or by a selection of an empty cell.

It is fixed by editing the divider or denominator into a number that is not valued as zero

or adding valued number to the empty cell.

- The width error: It will be displayed as ######

This type of error is encountered when there is not enough space or the cell is not wide enough

for displaying all characters typed inside a cell.

To fix this, users just need to use this feature with the icon to either manually adjust

the width or double click on it for widening the column automatically.

- The name error: It will be displayed as #NAME?

This type of error occurs when the written formula is not recognized by the spreadsheet due to

misspelling the function names. For example, one may misspell the function by typing

=SUN(A1:A8) instead of typing correctly as =SUM(A1:A8)

- The value error: It will be displayed as #VALUE! .

This error is caused by data type error when data types inside cells within a formula are

different from one another. For instance, one may confuse as to type = C1(98) + C2(30) +

C3(data).

This can be solved by altering text values to numeric values. With an example given

above, it can be solved by replacing C3(data) by a number value.

- The null error: It will be displayed as #NULL! or #FALSE!

This error occurs as cell references are not separated correctly in a formula. For instance, this

error is caused by the space character being used in place of mathematical operator such as plus

sign (+): B3 B4 + B5.

To fix this error, users adjust the cell reference in which its two ranges do not intersect

into the correct reference.

- The reference error: It will be displayed as #REF!

This error happens because there is an invalid cell reference inside the formula. For example,

it can be a reference to a cell which has subsequently been deleted.

To solve this problem, users can refer the cells to the ranges that are correct.

- The number error: It will be displayed as #NUM! .

This error happens because the numeric values in a formula or function are not valid. For

example, (=SQRT(-8))the square root of a negative number of -8 would give this number

error. In addition, commonly, using symbols of $ and % can possibly lead to this error.

In order to fix this problem, users can change numeric values into valid number in the

function.
 - Circular reference error: It will be displayed in an error message of circular reference

immediately after the user has typed in a formula.

This error is caused when users are attempting to calculate using a formula referring to its

own cell address.

In order to fix this error step by step, users can first try to find which cell has the

wayward formula and reselect or readjust the cells included in the formula or function.

Describe how to save, password protect and open spreadsheets.

i. To save a spreadsheet as an Excel workbook file, steps to be followed include:

- Open the workbook that is to be saved

- Click the File tab

- Click Save or press Ctrl + S in order to save workbook at its current location which

previously existed.

- Or click Save as if a user wants to save his or her workbook in different location for this

first time or to have the same copy of the file in other location.

- After Save as, the user needs to click Computer.

- Click Browse in order to find the location the user wants in his or her Document folder.

In order to save it in different location other than Document folder, click Desktop.

There, the user can pick any place he or she wants his or her file to be saved at.

- In the File name box, user can name the workbook in the File name box. If the user

wants to make a copy of workbook that already exists, typing a different name will create

a new copy for the file.

 - The user also can save workbook into any file type such as .pdf or .xls or .txt by picking

the format wanted in the list of Save as type (under the File name box)

- Last but not least, click Save.

ii. In order to password protect a spreadsheet, follow the steps as below:

- Click File and search for Save as and click it

- Choose location where you want to save

- In the Save As dialog box, go to the desired folder to be used and search for Tools and

click to look for General Options.

- Set a secured password

- Click Save

How to open password-protected spreadsheet:

- The spreadsheet will ask for a password to be entered. Enter the password to open it.

In case of undoing password-protected spreadsheet, there are several steps to be followed

as below:

- Enter the password-protected file by typing in the previous password

- Click File and search for Save as and click it

- In the Save As dialog box, go to the desired folder to be used and search for Tools and

click to look for General Options.

- Erase the previously typed password

- Click Save
Describe and illustrate appropriate formatting features for the display of numbers, text,

cell borders and patterns and for cell/worksheet protection

i. Formatting features for numbers:

Different formats to numbers can help user change the appearance of a number without altering

its numeric values. The following formats and descriptions are for displaying numbers:

Format Description
General This is the normal default number format that

spreadsheet uses for the file when typing a

number.

Number This is applied for general display of numbers

and user can specify the number of decimal

places needed whether it is about showing

separator of thousands or to show negative

numeric values.

Currency This is applied in the purpose to illustrate

monetary values and display currency symbol

with numbers.

Accounting Using accounting format is meant for

monetary values, but it aligns the currency

symbols and decimal points of numeric values

in a column.

Date Applying this format displays date and time

serial numbers as time values as according to

type and location specified.

Time This format is used to demonstrating date and

time serial numbers as time values, as

according to location and type specified.

Percentage This format is applied when taking numbers

multiplied by 100 and displaying the result

 with a percent (%) symbol. The decimal

places wanted to be used can be adjusted

specifically.

Fraction Using this format to depict a number in a

fraction version according to its type that user

wants to specify.

Scientific It is to display a number in exponential

notation which replaces part of the number

with E+n, where E that stands for Exponent

multiplies the preceding number by 10 to the

n th power. Again places of decimals can be

adjusted accordingly.

Special This special format is to indicate a number

that is special such as a postal code or ZIP

code, phone number or Social Security

number.

Custom This type of format enables user to modify a

copy of number format code that already

exists. This creation will be added to the list

of number format codes.

ii. Formatting features for text:

There are many commands for formatting text such as Font and Alignment.
The font feature:

In order to change font, user needs to follow the steps below:

- Select the cells needed to be modified

- Click the drop-down arrow which is next to the Font feature on the Home tab. The

menu of font appears.

- Select the font to apply

In order to change font size, user needs to follow the steps below:
- Select the cells needed to be modified

- Click the drop-down arrow which is next to the Font Size feature on the Home tab. The

menu of font size appears.

- Shift the mouse over the different font size. There will be a preview of font size

appearing in the worksheet.

- Select the font size that is wanted

Resizing font by Growing and Shrinking Font

 Using the features of bold, Italic or Underline feature on the Home tab.

Changing font color:

- Select the targeted cells that user wants to modify

- Click the drop-down arrow next to the font color feature on the Home tab. The menu of

color appears.

- Shift the mouse over the different colors of font. There will be a preview of the color

appearing in the worksheet

- Select the font color desired

Adding a fill color

- Select the targeted cells to be modified

- Move the mouse to click the drop-down arrow next to font color feature on the Home

tab. The menu of colors will soon appear.

- Shift the mouse over the different font colors. There will be a preview of the color

appearing in the worksheet.

- Select the fill color desired

 Changing horizontal text alignment:

- Select the cells that are to be modified

- Select one among the three options of three horizontal Alignment feature on the Home

tab

Align Text Left: This is for aligning text to the left of the cell

Center: This is for aligning text to the center of the cell

Align Text Right: This is for aligning text to the right of the cell
iii. Formatting features for adding a border to cells

- Select the cells to be modified

- Move the mouse to click drop-down arrow next to Borders feature. The drop-down

menu of border will shortly appear.

- Select the desired border style to be used

iv. Formatting features for cell patterns:

- Select the cells with background pattern user wants to modify

- Select Cells from the Format menu. The Workbook will demonstrate the Format

Cells dialog box.

- Select Pattern Color and choose Pattern Style wanted to be used

- Find any of the available patterns in the Pattern drop-down list

- Click OK
 v. Cell/ Worksheet protection feature

Excel enable user to protect any specific cells within the spreadsheet. This is due to the purpose

of preventing others from editing a cell or range of cells. In order to get cells unlocked, there are

several steps to be followed:

- Right-click in order to choose Format Cells from the context-sensitive menu

- When the Format Cells dialog box appears, on the Protection tab of it, click Locked to

be unchecked.
- Select cells wanted to be locked

- Open Format Cells menu again

- Find Locked box on Protection tab and then tick it

- Click OK

- On the Review tab, select Protect Sheet, the dialog box of Protect Sheet will shortly

appear. Then, it will show list of Allow all users of this worksheet to, decide and

check any tasks that other users are permitted to modify or change.

- Enter password

- Click OK

- Confirm the password and click OK again

 In case of unprotecting the cells or worksheet, there are several steps as the following:

- On the Review tab, select Unprotect Sheet.

- Enter password

- Click OK