10 Tips to Make Better and Boss-proof Excel Spreadsheets

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Tips to make better excel spreadsheets

We all have atleast one story of how that one time the boss / co-worker / classmate / cat ruined the carefully crafted excel spreadsheet by mucking up the formulas or disturbing the formatting. There are 3 very easy solutions to prevent this problem,

  1. Write an unleash_a_pack_of_wild_cats_when_someone_messes_with_the_file () macro: It is not an elegant solution, and cats are not very consistent, but it can work.
  2. Move to marketing department, you dont need to send excel files any more, just ppts. 😛
  3. Or, read this post and learn 10 awesome tips on how to boss proof your excel files.

So here is the list of 10 tips to make better excel spreadsheets. I suggest using all these tips for a perfect boss proof workbook.

Restrict The Work Area Few Columns and Rows

Not all spreadsheets have 256 columns and 65000 rows of data. So why show the entire grid when you can, say, just show the 44 rows and 23 columns in which the sales report is presented.

Restrict The Work Area to few columns and rows in an excel workbook

To restrict the work area,

  • Select the first column you dont want to see (24th column) and press CTRL+SHIFT+RIGHT ARROW. Now Right click and select “Hide” option.
  • Select the first row you dont want to see (45th row) and press CTRL+SHIFT+DOWN ARROW. Now right click and select “Hide” option.

Lock Formula Cells And Protect The Worksheet

Formulas are the most vulnerable part of an excel sheet. You accidentally edit something, say in payroll sparesheet, and you just gave 3200% bonus to someone in the organization. That is alright if that someone is a CEO of a bailed-out bank, but in all other cases, you end up spending a sweet afternoon trying to figure out what went wrong.

Lock Formula Cells And Protect The Worksheet

So, it is better to lock the workbook formulas and protect the worksheet so that no one accidentally erase the formulas or mess with them. To do this follow the steps in the illustration above.

You can use the same trick to lock the charts and other worksheet objects.

Freeze Panes So that Your boss Knows what she is Reading

Freeze Panes And Splits

Freeze panes is a very useful feature. It locks the important items on the top so even when you scroll down you still see them. (You can do the same for columns, thus seeing the first few column even when scrolling left).

Bonus tip: Use excel tables (new feature in Excel 2007) so that you dont need to freeze panes. Learn more.

Hide Un-necessary / Calculation Sheets

It is fairly common for excel workbooks to have tens worksheets, some with data, some with calculations, some with intermediate stuff and only one or two sheets with actual outcome (like a dashboard or a report).

Hide Un-Necessary / Calculation Sheets

There is no reason to think that all these worksheets should be visible all the time to the boss. While it makes sense to have the data and calculations visible so that someone can audit the worksheet, I am sure you dont want your boss to waster her time doing that. So here is a handy tip:

  • Select all the worksheets other than the output sheets and hide them.

Hide Rows / Columns

If for some reason, hiding worksheets is not possible, you can still try hiding rows and columns. This is a very good way to prevent someone from accidentally messing a with a row of “really big and complicated formulas”.

Hide Rows / Columns

Just select the rows / columns you want to hide and right click and select the “hide” option.

Include Cell – Comments / Help Messages

We all know bosses have a busy mind. They dont have time to remember (or know) every little thing. Heck, sometimes they dont even know what somethings are.

Include Cell - Comments / Help Messages

I suggest using cell comments and help messages to give right information / guidelines to the spreadsheet end user, like “enter your age in this cell”. They are easy to implement and totally non-intrusive.

  • To include a cell comment, select the cell and press SHIFT+F2 and write the comment.
    To include a cell message, select the cell, go to data validation, go to “input message” tab and type what you want.

Data Validations, Error Messages

Spreadsheets are complicated things that are carefully crafted with umpteen pre-conditions and assumptions. I am sure there is at least one excel file out there that will only work if a cat enters the input. But we are not talking about cats, the point is, it is important that right data is fed to the worksheet before the formulas (or charts or payroll macro etc.) can work. That is where data validation can help.

Data Validations, Error Messages

It is very easy to set up data validation in excel. Just select the cell and go to data validation (in Data ribbon / menu). There are several ways in which you can set up data validations,

  • You can show an incell drop down box and ask users to pick from a list
  • You can specify the type of data allowed (dates, times, numbers, text)
  • You can specify the length of data
  • You can specify the conditions on data (like between 2 numbers, less than a given date etc.)
  • You can even use formulas to make your own data validations [example]

There are several examples of using data validation in this site. Go check.

Use Consistent Colors And Schemes

Anything looks better when it is consistent, even when it is internally screwed up. That same rule applies to excel workbooks as well. It will make your boss feel comfortable and relaxed to see an excel workbook with consistent colors and (simple) schemes.

Use Consistent Colors And Schemes

I suggest using excel cell styles to define the styles for your workbooks. This ensures consistency and you dont have to spend after hours formatting the worksheets. Read more about cell styles.

Name and Color Worksheet Tabs Appropriately

It doesnt matter if you have designed an awesome excel dashboard, your boss can be still pissed because the sheet name is “Sheet 69”. That brings us to the last and final point.

Name And Color Worksheet Tabs Appropriately

Use appropriate names (and may be tab colors) for the worksheet tabs. This makes the navigation easy and boss proof.

Learn how to color excel worksheet tabs.

Before Closing The Workbook, Select Cell A1 On The Correct Sheet

Just before you finally save the workbook and e-mail it to the boss, make sure you are on the right worksheet (ie the dashboard or the report) and selected cell A1. The ensures that when the boss opens the workbook, she sees the right tab with right information, not some calculations or formulas.

That is all, you have just learned a handful of trick to impress your boss.

Share your boss proofing tricks for excel

Got an awesome idea that has been working on your boss? Share it with us in comments. I love to hear your stories and how you are using excel to further your career.

Be awesome, Learn few more excel tricks:

We at PHD have a simple goal – “to make you awesome in excel and charting”. Here is a list of articles I recommend reading if you are new here or just wanted to be more.

Dilbert cartoon from Dilbert.com

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27 Responses to “How to Embed Youtube videos in to Excel Workbooks?”

  1. Vlad says:

    Thank you!!
    The trick is to get that URL for video. Some videos have this feature disabled... hmm...

  2. Fred says:

    very cool. how did you record what you do on Excel? it didn't seem like you was using a camcorders.

  3. Robert says:

    This is a great tip. Is it possible to insert a PDF on an excel worksheet? I usually receive quotations in pdf format, and would like to show the quote on a worksheet, rather than using hyperlinks. Any and all help would be greatly appreciated.

  4. Gregory says:

    Your instructions didn't work for me, ether in Excel 2010 or 2007, and I tried several times, following the instructions very carefully and to the letter.

    What I found out is that, for some odd reason, copying the YouTube URL then adding the ?fs=1&hl=en_US to the end would not work at all for me.

    But if I went to the Embed code in YouTube and copied value parameter (minus quotes) and pasted it into the movie property, the movie would play. The Embed code value parameter includes the link and the extra bit you included at the end. No need to copy that as an extra step.

    • West says:

      Best feedback on here. Worked like a charm after removing extra YT code. Thanks..

    • Sonu says:

      @Gregory,
      Thanks your instructions.
      I have carefully followed the Instructions mentioned by you and still i am unable to do embed the video in excel.
       
      Please help and your immedate reply will be higly appreceiable.
       
      Regards
      Sonu Monga
      A Chartered Accountant
       

      • HARSHUL says:

        If you are using excel 2010 or higher. then there is nothing like Shockwave flash player.
        In that case you have to use windows media player.
        There is a control naming Windows Media Player in that list.
        Insert that contol and then open properties and insert link in URL.
        It will work.

    • Sonu says:

      @Gregory,
      Thanks your instructions.
      I have carefully followed the Instructions mentioned by you and still i am unable to do embed the video in excel.
       
      Please help and your immedate reply will be higly appreceiable.
       
      Regards
      Sonu Monga
      Chartered Accountant

  5. vlad says:

    It wouldn't play because you need to indicate the exact location of flash file....by 'Embedding' the file, you get the the exact URL, so it can be played....some videos can't be 'embedded' that's why it won't work....

  6. Jason says:

    My developer tools does not list a control for "Shockwave flash object". Where/How do I find it?

  7. modeste says:

    Hi Chandoo,

    why don't use OCX Window media player ???
    you can play your own local video or music
    just indicate exact location (Full path or URL)
    i.e :
    C:\Users\Public\Music\Sample Music\Kalimba.mp3
    C:\Users\Public\Videos\Sample Videos\Wildlife.wmv

    with macro and userform :
    Sub PlayMedia()
    On Error Resume Next
    UserForm1.WindowsMediaPlayer1.URL = ThisWorkbook.Path & "/" & ActiveCell.Value
    ' ----- or
    ' ----- UserForm1.WindowsMediaPlayer1.URL = Exact location
    End Sub

  8. Very cool. I also could not get the instructions to work, but was able to use Gregory's suggestion about the embed code. Thanks for posting!

  9. Maria says:

    Thanks Chandoo. This is very cool. I was able to make it work using the embed code copying from http: up to _US as you indicated. This is a great way to provide additional training or message as you package your deliverable.

  10. [...] Trying to become a bit flashier with your dashboards? Maybe you’re just looking to include additional material. Take a look at this quick tool to embed YouTube videos in excel workbooks. [...]

  11. Clarity says:

    Hi Chandoo,

    Excellent tip. Very useful.

    Is there anyway to link the path in the properties to a cell value so that the user can select the video from a drop down and then have the video play?

  12. Nav says:

    nothing happend in Embed Youtube videos in to Excel Workbooks, it shows only white blank screen.

  13. nihal says:

    Hi Chandoo, How Do I put more than one URL in movie field?

  14. Steve says:

    Hi Chandoo,
    very good tip.
    But how do I start the embeded video in an xlsm file once the tab is selected or through VBA programming?
    Appreciating your answer
    Steve

  15. KAMALAKAR says:

    Query:
    I have created 4 sheets excel file, but when i print this file to PDF it generates two sheets one PDF and two Sheets one PDF … can i know the setting which i had to change. because i want all 4 sheets in one PDF
    while Printing i did setting as "Print Entire Workbook"
    Awaiting for your reply.

  16. Brent says:

    Help!! THis works great, but I'm trying to use VBA to change the URL, which I can do. The problem I am having is getting it to play via VBA.

    The object has both .play and .playing = true properties, but neither will actually play the video after updating the .movie url. The correct video appears within the object, but I can't get it to play from VBA... which I really need it to do.. Thoughts?

  17. biljo says:

    Hello

    Go to Developerr tab and select more control then find windows media player just click it.

    after that you have to right click on the embeded object and select properties there you need to add your video file path.(dont forget to include extension like .avi, .mov etc.) in URL field. Then Press Alt+11 and deselct design mode. Once you close the module your video start playing.....

  18. Rob G says:

    For the life of me, I cannot get this to work. I have followed Chandoos instructions to the letter and also tried using the embed code as Gregory suggested, all I get is a blank white box where the video should be. Is there any other reason that this might not work? Flash version perhaps? Quite frustrating.

  19. Mark says:

    Hi I was wondering if was a way after adding a video if one could save to HTML format and it would work?

  20. Yatin says:

    Hi Chandoo,
    This is very helpful, however, is there a way to auto-play the embedded youtube video as soon as somebody opens the excel file? Can you share the macro for the same?

  21. nonsofar13 says:

    Hi,

    Very cool, how is it possible to start automatically the video when the excel sheet is open?

    I would like to start the video when i open the worksheet :).

    Best regards.

  22. Yasser says:

    Hello
    When trying this method, I got Flash-embedded videos are no longer supported. Is there a solution for this problem?

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