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## Microsoft Excel 2003 Shortcuts – How to Use Labels in Formulas

Microsoft Excel 2003 is one of the most versatile tools in the Microsoft Office 2003 arsenal. It allows you to manage numbers and data by creating formulas that calculate automatically but in many cases users create formulas that don’t work well. These formulas can cause problems in the future if people add rows to your field. To solve this problem we can use labels to connect your parts.

In this article we will go through and show you how to use labels in a Microsoft Excel spreadsheet. First open Microsoft Excel 2003 and create a new spreadsheet. In cell A1 type the following, PRODUCT and in cell A2 type the word TOTAL.

In the following rows and columns below the headings enter the data as shown below:

WHOLE PRODUCTION

Shoes 5.00

Socks 10.00

Shirts 15.00

Pants 20.00

Total:

Make sure that in cell A6 you type the word TOTAL: this will be very important soon. Leave cell B6 blank this time. What we want to do now in cell B6 is to open a function in Microsoft Excel 2003 that tells the program to use labels. To do this first go to the Tools menu and then select Options from the drop down menu, then select the Calculations tab in the Options dialog box. In the lower right corner of the Options dialog box you will see the option – Accept Labels in Formulas. Make sure there is a check mark next to it and click the OK button.

By making sure there is a check mark in the check box, you are telling the program that you want to use labels in your formulas. So how do we do this?

OK now it’s time to write the formula. We can write the formula as

= b2+b3+b4+b5

However, if the user of your worksheet decides that they want to add a new row, then the new row will not be inserted into the formula. The best way to write this is to use a Column Label we do this by typing –

= sum(‘ALL’)

Now you will see that the TOTAL column has added a list of values. The use of labels in worksheets does not depend on following a set of rules. Every label on the worksheet must be unique. You will notice that there are actually two full labels on the worksheet but they are named differently. The column label is called TOTAL where the row label is called Total: This ensures that the Microsoft Excel program can distinguish between the two labels.

One of the other things to consider when using labels is to try to minimize the use of spaces in your labels if possible. While Microsoft Excel allows you to have spaces in your labels, it is preferable not to have them. This also reduces the chance that you have a duplication between two words. Doing this will cause an error in your formula and is a common error.

Also always make sure you use spaces in your labels and manually insert one citation around the label. This ensures that Microsoft Excel 2003 interprets the label correctly.

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