Pocket Excel Help

Concepts
About Pocket Excel
Entering Data in Pocket Excel
Synchronizing Pocket Excel Workbooks
Workbook Conversion
On-device Conversion Changes

How to
Create and Open Workbooks
Enter and Locate Data
Edit and Format Data
Work with Formulas and Functions
Work with Rows and Columns
Work with Workbooks and Worksheets
Change Options
Use Hardware Buttons

About Pocket Excel

You can create and edit workbooks and templates in Microsoft Pocket Excel just as you do in Microsoft Excel on your PC. Pocket Excel workbooks are usually saved as .pxl files, but you can also save them in .xls format.

When you close a workbook, it is automatically named and placed in the Pocket Excel workbook list. You can attach a password to a workbook to ensure privacy.

See Also
Enter and Locate Data

Entering Data in Pocket Excel

You can use Pocket Excel much the same way you use Excel on your PC. You can enter formulas and functions, and then filter data to see the subset of information you want. Split panes to view different parts of a worksheet at the same time. You can also freeze the top and left-most panes in a worksheet to keep row and column labels or other data visible as you scroll through a sheet.

	Work in full-screen mode to see as much of your workbook as possible.
	Tap View > Zoom and select a percentage so that you can easily read the worksheet.

Synchronizing Pocket Excel Workbooks

Pocket Excel workbooks can be synchronized with Excel workbooks on your PC. To synchronize files, first select the Files information type for synchronization in ActiveSync. When you select Files, the devicename My Documents folder is created on your PC's desktop. Place all files you want to synchronize with the device in this folder. Password-protected files cannot be synchronized.

All Pocket Excel files stored in My Documents and its subfolders are synchronized with the PC. ActiveSync converts workbooks during synchronization.

For more information on synchronization or file conversion, see ActiveSync Help on the PC.

When you delete a file on either your PC or your device, the file is deleted in the other location the next time you synchronize.

See Also
Workbook Conversion

Workbook Conversion

Excel files (.xls) and templates (.xlt) created in Excel version 5.0/95 or later on the PC are converted to Pocket Excel workbook (.pxl) or template (.pxt) files:

• During file synchronization.
• When you copy an Excel file to your device from the desktop.
• When you open an e-mail message with an Excel file as an attachment.

Pocket Excel workbooks are converted to Excel workbooks when they're synchronized or copied to the PC.

During conversion, some formatting attributes may be changed or lost. For more information, see ActiveSync Help on the PC.

See Also
On-device Conversion Changes

Create a workbook

In Pocket Excel, tap New.

You’ll see either a blank workbook or template, depending on what you’ve selected in the Options dialog box.

	Tap View > Zoom and select a percentage so that you can easily read the worksheet.
	To use your new workbook as a template, move the workbook to the Templates folder.

See Also
Change Options
Save, rename, move, and delete workbooks
Work with Workbooks and Worksheets

In the workbook list, tap the file you want to open.

Go to a cell

1. Tap Tools > Go To.
2. To go to a specific cell, type the cell reference (example: C4). If the cell has a defined name, you can type the name instead of the reference.
3. To go to the currently selected cell, tap Current region.

To go to a specific cell, you can also enter the cell reference in the name box.

See Also
Name a cell or range

Enter a value or text in a cell

1. Select the cell.
   If the cell is not visible, tap Tools > Go To, type the reference (example: A4), and tap OK.
2. Type the value or text. You may need to first tap   to display the input panel.
3. Tap ENTER in the input panel.
   Text is automatically left-aligned.

See Also
Format numbers and text

Automatically enter a sequence of values

1. Select both the range containing the data you want to reference and the adjacent destination cells.
2. Tap Edit > Fill.
3. In Fill type, tap Series.
4. From the Direction list, tap the direction you want.
5. In Series type, tap the type of series and step value (increment) you want.

See Also
Copy and paste

Find or replace data

1. Tap Edit > Find/Replace.
2. Enter the text you want to find and tap Find. If you’re replacing text, tap Replace and enter the replacement text.
3. Select the appropriate options.
4. Tap Find.
   Pocket Excel selects the first instance of the text in the workbook and displays buttons that allow you to find the next instance or replace the text, as desired.

To limit your search to specific cells, select the cells before tapping Edit > Find/Replace.

Sort data

1. Select the range you want to sort.
2. Tap Tools > Sort.
3. In Sort by, select the first column you want to sort on.
4. The Ascending check box is selected, indicating that the column will be sorted in ascending order. If you want the column sorted in descending order, tap to clear the check box.
5. Repeat steps 3 and 4 in the Then by lists for additional columns as needed.

To undo a sort, tap Edit > Undo Sort.

Filter data

1. Select a cell that contains the type of information you want to filter, or select the range.
2. Tap Tools > AutoFilter.
   An arrow appears at the top of each of the selected columns.
3. Tap an arrow in one of the columns.
4. Select a value (filter criterion) from the list to display only rows containing that value.
   Tap Custom to display the Custom AutoFilter dialog box, where you can specify comparisons.
5. To further refine the displayed rows, repeat steps 3 and 4 as needed.

	To turn off AutoFilter, tap Tools > AutoFilter.
	To display all rows again, select All from the filter list in each of the selected columns.

Edit cell contents

1. Select the cell.
2. To activate, tap the formula bar at the top of the worksheet.
3. Replace or edit the contents.
4. Tap ENTER in the input panel to enter the changes in the cell.

To undo an action, tap Edit > Undo Typing in x.

Copy and paste

You can copy data from one cell to another using the Copy and Paste commands on the Edit menu. In addition, you can do the following:

• Copy data from one set of cells to another. Select the range containing the data you want to copy and the adjacent destination cells. Tap Edit > Fill. In Fill type, select Copy. From the Direction list, select the direction you want.
• Paste only formulas, values, or other options. Select the cells you want to copy and tap Edit > Copy. Select the destination cells and tap Edit > Paste Special. Select the option you want to paste from the copied cells.

Delete a row or column

1. Select one or more cells, rows, or columns that you want to delete.
2. Tap Format > Delete Cells.
3. Select how you want the cells, rows, or columns deleted.

Format numbers and text

1. Select the cell or range.
2. Tap Format > Cells.
3. On each tab, select the desired format options.

You can also format a value as you type it. For example: Currency: $25 Percentage: 25% Date or time: 8-15-97 1:30 PM

Insert symbols

1. Place the insertion point where you want to insert the symbol.
2. Tap Tools > Insert Symbol.
3. Select the symbol you want (it will be enlarged when you tap it), and then tap Insert.

	If you select a different font or subset, a different set of symbols is displayed.
	To use Wingdings or Webdings that are available on your PC, connect your device to your PC and open ActiveSync. Copy the Wingding.ttf and Webdings.ttf files from the Font folder on your PC to the My Pocket PC/Windows/Fonts folder in the ActiveSync window. For more information, see ActiveSync Help on the PC.

See Also
Format numbers and text

Name a cell or range

1. Select the cell or range you want to name.
2. Tap Tools > Define Name.
3. Type the name.
4. Tap Add.
   The name appears in the name box.

	To delete a name, select it in the list and tap Delete.
	To paste the list of cell names and their locations on the worksheet, tap Paste List.

See Also
Go to a cell
Refer to a cell or range

Enter a formula

1. Select a cell.
2. Begin the formula with an equal sign (=).
3. Enter values, cell references, name references, operators, and functions as appropriate.
   Examples:
   =(B4/25)+100
   =Revenue-Expenses
4. To enter the formula in the cell, tap ENTER in the input panel.

See Also
Refer to a cell or range

Insert a function

1. Tap Tools > Insert Function.
2. In Category, select a function category.
3. From the Function list, select a function.
   You can review function information in the description area.

Refer to a cell or range

1. Begin entering the formula.
2. Select the cell or select the range to set the reference.
3. Finish entering the formula.
4. Tap ENTER in the input panel.

	To refer to a cell in another worksheet, in your formula, enter the worksheet name followed by an exclamation point (!) and the cell, range, or name reference. Example: =Sheet1!Earnings
	To create a 3-D reference, in your formula, specify two or more sheets in a workbook; use a colon between the first and last worksheet names. Example: =SUM(Sheet2:Sheet6!$A$2:$C$5)

See Also
Name a cell or range

Automatically calculate values

1. Select the range of values you want to calculate.
   The AutoCalculate area, on the right side of the status bar, contains a function and value (example: SUM=0). (If you don't see the status bar, tap View > Status Bar.)
2. To display a list of calculation types, tap the AutoCalculate arrow.
3. From the list, select the calculation type that you want.
   The result appears in the AutoCalculate area.

See Also
Enter a formula

Automatically sum values

1. Tap   to display the toolbar.
2. Select the cell where you want to insert the sum.
3. On the toolbar, tap . =SUM() appears in the input box at the top of the workbook.
4. Drag the stylus across the range of cells you want to sum. The cells will not be highlighted, but the cell range in =SUM() is updated.
5. Tap ENTER on the input panel. The sum appears in the selected cell.

See Also
Enter a formula

Insert cells, rows, and columns

1. Select the location where you want to insert cells.
2. Tap Format > Insert Cells.
3. Select how you want the cells, rows, or columns inserted.

To delete cells, rows, and columns, select the cells you want to delete or the row or column you want to delete. Tap Format > Delete cells, and then tap an option.

Adjust column widths and row heights

• To adjust column width, select one or more columns (drag to select multiple columns). In the column heading, point to the right border of your selection and drag the arrow.
• To adjust row height, select one or more rows. Then point to the lower border in the row heading and drag the arrow.

To specify an exact column width and row height, tap Format > Cells and enter the measurements on the Size tab.

Hide and display rows and columns

• To hide a row or column, select a cell in the row or column you want to hide. Tap Format > Row or Column, and then tap Hide.
• To display a hidden row or column, first select a cell in the hidden row or column by tapping Tools > Go To, typing a reference, and tapping OK. Then tap Format > Row or Column and tap Unhide.

Fit rows and columns to data

1. Select the rows or columns you want to automatically fit to their contents.
2. Double-tap the lower border of the row heading or the right border of the column heading.

Modify or switch worksheets

• To add, remove, rename, or reorder worksheets, tap Format > Modify Sheets. Select the worksheet and then tap the appropriate button.
• To switch to another worksheet, in the middle of the status bar, select the active worksheet's name (example: Sheet1) to display a list of worksheets. Then select the worksheet you want to switch to. (If you don't see the status bar, tap View > Status Bar.)

See Also
Adjust the view of a worksheet

Save, rename, move, and delete workbooks

When you create a new workbook, the information you enter is saved automatically. In an open workbook, you can:

• Save a copy of the workbook. Tap Tools > Save Workbook As.
• Rename the workbook. Tap Edit > Rename/Move. Select the text appearing in the Name box, and type the new name.
• Move the workbook to a storage card or folder. Tap Edit > Rename/Move. Select the appropriate folder or location. A   is displayed next to the file's name to indicate the file is saved on a storage card.
• Delete the workbook. Tap Tools > Delete Workbook.

To move or delete multiple workbooks, in the workbook list, tap and drag. Then, tap and hold the selected workbooks. On the pop-up menu, select Rename/Move or Delete.

Transfer a workbook via infrared

Align the infrared (IR) ports according to the instructions in your owner's manual so that they are unobstructed and within a close range.

• To send a workbook, in the workbook list, tap and hold the workbook. To send multiple workbooks, tap and drag. Then tap and hold the selected workbooks. On the pop-up menu, tap Send via Infrared.
• To receive a workbook, in the workbook list, tap Tools > Receive via Infrared.

You can also receive IR transfers by tapping   > Programs > Infrared Receive.

See Also
Infrared Transfers

Send a workbook via e-mail

1. In the workbook list, tap and hold the workbook.
2. On the pop-up menu, tap Send via E-mail.
   A new message is created with the item attached.

Adjust the view of a worksheet

On the View menu, tap actions:

• Display and hide window elements. Select the elements you want displayed or hidden.
• Freeze panes on a worksheet. First select the cell where you want to freeze panes. Then tap Freeze Panes.
• Zoom in on data. Tap Zoom and tap the percentage you want.
• Use the full screen. Tap Full Screen to see as much data as possible. To exit Full Screen view, tap Restore.
• Split the window. Tap Split and then drag the split bar to a new location. To remove the split bar, tap Remove Split.

See Also
Modify or switch worksheets

On-device Conversion Changes

When you synchronize files or copy files between your PC and your device, ActiveSync on your PC converts the files so that they can be read. However, when an Excel workbook arrives on the device, for example in an e-mail attachment, the device converts the workbook to a Pocket Excel workbook. Note the following regarding these on-device conversion changes:

• Alignment. Horizontal, vertical, and wrap text attributes remain the same, but vertical text appears horizontal.
• Borders. Appear as a single line.
• Cell patterns. Patterns applied to cells are removed.
• Fonts and font sizes. Those fonts not supported by your mobile device are mapped to the closest font available. The original font is listed on your device. When converted back to Excel, the data is displayed in the original font.
• Number formats. Numbers formatted using Microsoft Excel 97 conditional formatting feature are displayed in Number format.
• Formulas and functions. If an Excel file contains a function that is not supported by Pocket Excel, the function is removed, and only the returned value of the function appears. The formulas described are also converted to values: formulas entered as an array or containing an array argument (for example, =SUM({1;2;3;4})); formulas containing external link references or an intersection range reference; and formulas containing references past row 16384 are replaced with #REF!
• Protection settings. Most worksheet and workbook protection features are disabled but not removed during conversion. Workbooks that are password protected cannot be synchronized. You must remove the password protection in Excel or Pocket Excel and then synchronize. Once synchronized, you can reset password protection.
• Zoom settings. Are not retained during conversion. Excel supports a per worksheet zoom setting, while Pocket Excel's zoom setting is applied to the entire workbook.
• Worksheet names. Names that reference worksheets within the same workbook are displayed accurately, but names that refer to other workbooks, arrays (for example, ={1;2;3;4}), array formulas, or intersection ranges are removed from the name list. If a name is removed from the list, it is left in formulas and functions, causing those formulas to be resolved as "#NAME?" All hidden names are unhidden.
• AutoFilter Settings. Are removed. However, you can use the AutoFilter command in Pocket Excel to perform similar functions. If you have an AutoFilter applied to a worksheet that causes rows to be hidden, the rows remain hidden after converting the file to Pocket Excel. Use the Unhide command to display the hidden rows.
• Unsupported worksheet features. The following features aren't supported in Pocket Excel and are removed or modified during conversion: chart objects are removed; hidden sheets are unhidden; chart sheets, VBA modules, macro sheets, and dialog sheets are removed and replaced with a place holder sheet; text boxes, drawing objects, pictures, and controls are removed; pivot table data is converted to values.

See Also
Workbook Conversion

Change Options

To change defaults for creating and storing Pocket Excel workbooks, in the workbook list, tap Tools > Options:

• Select a template to be used for new workbooks. You can change this default when creating specific workbooks. Only workbooks saved in the Templates folder will be listed.
• Select a location for storing workbooks. You can choose between main memory and a storage card, if you have one installed.
• Select the types of files to be displayed in the workbook list.

See Also
Workbook Conversion

Use Hardware Buttons