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INDEX
WORKING BETTER WITH EXCEL

1.1
1.2
1.3
1.3.1
1.3.2
1.3.3
1.4
1.4.1
1.4.2
1.4.3
1.5
1.5.1
1.5.2
1.5.3
1.5.4
1.5.5
1.6
1.6.1
1.6.2
1.6.3
1.7
1.7.1
1.7.2
1.7.3
1.7.4
1.8
1.8.1
1.8.2
1.8.3
1.8.4
1.9
1.9.1
1.9.2

BASICS
RIGHT CLICK MENUS
NAVIGATION / KEY ACTIONS
NEW IN XP
TASK PANE
SMART TAGS
FUNCTION ARGUMENTS
CUSTOMIZING THE TOOLBAR
DISPLAYING NEW TOOLBARS
ADDING NEW BUTTONS TO TOOL BARS
ADDING NEW TOOL BARS
FILE HANDLING
FILE OPEN
OPENING TEXT FILES
FILE SEARCH
WORKSPACE
FILES BASED ON TEMPLATES
CELL REFERENCING
RELATIVE REFERENCE
ABSOLUTE REFERENCE
USING NAMES
RANGE NAMES
WHAT ARE RANGE NAMES
HOW TO DEFINE RANGE NAMES
WHY USE RANGE NAMES
TYPE OF RANGE NAMES
FORMATTING
NUMBER
ALIGNMENT
CUSTOM FORMATTING
CONDITIONAL FORMATTING
CUT, COPY AND PASTE
FAST COPY
LINKS TO OTHER OFFICE MODULE

4
4
4
4
4
5
5
5
5
5
5
6
6
6
7
7
7
7
7
8
8
8
8
8
9
10
11
11
11
11
13
13
13

FUNCTIONS

14

2.1
2.2
2.3
2.4

SUM
ROUND FUNCTIONS
AVERAGE
DATE FUNCTIONS

14
14
15
16
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2.4.1
2.4.2
2.4.3
2.5
2.6
2.7
2.8
2.9
2.9.1
2.9.2
2.9.3
2.10
2.11
2.12
2.13
2.14

NOW
TODAY
EOMONTH (CURRENT_DATE, MONTHS)
CHARACTER FUNCTIONS
LOGICAL FUNCTIONS
IF
COUNT
LOOKUP
VLOOKUP
HLOOKUP
MATCH AND INDEX
SUMIF
SUBTOTAL
CHOOSE
OFFSET
ARRAY FORMULAS

16
16
16
18
19
20
21
21
21
23
23
25
28
29
30
31

LIST MANAGEMENT

33

3.1 SORT
3.2 FILTERS
3.3 OPTIONS AVAILABLE
3.3.1 DISPLAY TOP 10
3.3.2 CUSTOM
3.4 ADVANCED FILTERS
3.4.1 LIST RANGE
3.4.2 CRITERIA RANGE
3.5 FORM
3.6 PIVOT TABLE
3.6.1 SETTING UP A PIVOT TABLE
3.6.2 MANAGING A PIVOT TABLE
3.6.3 FORMATTING
3.6.4 GROUPING
3.6.5 HIDE FIELDS
3.6.6 CALCULATED FIELD AND ITEMS
3.6.7 TYPE OF SUMMARY VALUES
3.6.8 OPTIONS
3.6.9 PRESERVE FORMATTING
3.6.10 SAVE DATA WITH LAYOUT
3.7 FORM
3.8 EXTERNAL DATA
3.8.1 IMPORT DATA
3.8.2 REFRESH
3.8.3 OPTIONS
3.9 SUBTOTAL
3.9.1 INDEX COLUMN
3.9.2 FUNCTION TO BE USED
3.10 DATA VALIDATION

33
34
34
34
35
35
35
36
36
37
37
37
39
39
39
39
41
41
41
41
42
42
42
43
43
43
43
43
44

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TOOLS & UTILITIES

45

4.1
4.2
4.2.1
4.2.2
4.2.3
4.3
4.3.1
4.4
4.5
4.6
4.6.1
4.6.2
4.6.3
4.6.4
4.7

GOAL SEEK
SCENARIO
ADD
VIEW
SUMMARY REPORT
SOLVER
OPTIONS
FORM CONTROL
CUSTOM VIEW
PROTECTION
CELL PROTECTION
PROTECT SHEET
PROTECT WORKBOOK
ALLOW USERS TO EDIT A RANGE
SHARING

45
45
45
45
45
45
46
47
48
48
48
48
48
48
48

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Working better with Excel

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Page 9/49

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-!

Simple naming of variables


Sl No
1
2
3
4
5
6

Name
Ramesh
Suresh
Mahesh
Saravanan
Lalitha
Jose Thomas

Salary
3500
3000
5000
2500
3000
7000
24000

Range "Total Salary"

Range "Salary"
Formula; =Sum(Salary)
Annual Salary
Bonus Rate
Bonus Amount

A
22
23
24
25
26
27

288000
20%
57600

Formula; =TotalSalary
* Year
=AnnualSalary*Bonus
Rate

Range Names in use in multiplication


Year 1
500
50
25000

Production (in units)


Rate
Total value

Year 2
600

Year 3
700

Year 4
800

30000

35000

40000

Range "Production"
Range "SaleRate"
Formula; =Production*SaleRate

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--!

Using wrap text


Particulars
of assets

Op WDV Additions Sales


for the
year

Cl WDV Depreciation
upto PY

Depreciation Net value Net Value


CY
PY
for CY

Headers written in multiple cells


Particulars of
assets

Op WDV Additions Sales


for the
year

Headers written in single cell

Custom format

Text formatting
Scaling numbers
Vaidation

Value
Value after
entered
formatting
1500
USD 1500
125123456
125,123
123
123.00
-123 Positive only!
0
0.00
123.00
123

Multiple formatting

Telephone numbers

Depreciation upto CY Net value Net Value


CY
PY

Cl WDV Depreciation
upto PY

-123

(123.00)

-0-

Text

Text

448254060 (44)-825 4060


431704547 (431)-704547

Page 12/49

Format text
"USD" 0
#,##0,
0.00;"Positive only!"
0.00;"Positive only!"
0.00;"Positive only!"
[Blue]0.00;[Red](0.00);[Blue]-0;[Yellow]General
[Green]0.00;[Red](0.00);[Blue]-0;[Yellow]General
[Green]0.00;[Red](0.00);[Black]-0;[Yellow]General
[Green]0.00;[Red](0.00);[Blue]-0;[Magenta]General
(###)-### ####
(###)-######

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Summarised Income and expenditure


Income
35300
36100
Expenditure
25625
28200
Operating profit
9675
7900
Ratio
27.41%
21.88%

29800
24300
5500
18.46%

Ratio > 25%

33800
24000
9800
28.99%

39500
32000
7500
18.99%

Ratio > 20% & <25%

Ratio < 20%

. !
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"
2

2
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5.

5C

A
3
4
5
6
7
8
9
10
11
12
13
14

B
Using Round function

Round function in use


C
D

=D7

Details of Other Expenses


Printing and stationery
Postage and telephone
Total

4400.4
9200.4

4400
9200

4400
9200

13600.8

13601

13600

=SUM(E7:E8)

Page 14/49

=SUM(F7:F8)

=ROUND(D7,0)

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L-4 -@ >

.*(

B
Date

3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34

01-Jan-99
02-Jan-99
03-Jan-99
04-Jan-99
05-Jan-99
06-Jan-99
07-Jan-99
08-Jan-99
09-Jan-99
10-Jan-99
11-Jan-99
12-Jan-99
13-Jan-99
14-Jan-99
15-Jan-99
16-Jan-99
17-Jan-99
18-Jan-99
19-Jan-99
20-Jan-99
21-Jan-99
22-Jan-99
23-Jan-99
24-Jan-99
25-Jan-99
26-Jan-99
27-Jan-99
28-Jan-99
29-Jan-99
30-Jan-99
31-Jan-99

.)*S?

Example of average function


C
D
E
F
G
H
Units
generated
500
Average of units generated for each month
973
934
Jan
533
354
Feb
509
554
March
468
693
100
250
=ROUND(AVERAGE(C4:C34),0)
527
565
335
956
381
952
366
365
627
383
27
400
761
556
487
918
721
947
784
339
239
443
75

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Example of Date functions


Simple date entry
20-Jan-03 01-Jan-03
21-Jan-03
22-Jan-03
23-Jan-03

1/20/2003
=DATE(2003,1,1)
=DATE(2003,1,1)

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A
10
11
12
13
14
15
16
17
18
19
20
21
22
23

B
C
Related Date functions

Hosted by Baroda Branch of WIRC of ICAI

H
=DAY(B15)

20-Jan-03
21-Jan-03
22-Jan-03
23-Jan-03
24-Jan-03
25-Jan-03
26-Jan-03
Due date
Current date

Day of date

20

Month of date

Year of date

2003

=MONTH(B17)
=YEAR(B19)

31-Jan-03
15-Jan-03

No of days remaining

16

Page 17/49

=F23-F24

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L$;A$- A*(
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@+ >
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L8 >

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*(

*
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<F

L-.<H.<$.

A
4
5
6
7
8
9
10
11
12
13
14
15
16

B
This is

There

2
-.*H.

C
a

Example of Character Functions


D
E
sample
text

are

$.

5 boxes

G
H
This is a sample text
This is a sample text
There are 5 boxes

Length of the first string

21

Left 5 characters

This

Right 5 characters

text

5 Character starting from 6th position

is a

=LEN(G4)

=MID(G4,6,5)

=CONCATENATE(B4," ",C4," ",D4," ",E4)


=B4&" "&C4&" "&D4&" "&E4
=RIGHT(G4,5)
=LEFT(G4,5)

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"

L-AE>
L; >

4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24

Hosted by Baroda Branch of WIRC of ICAI

-AE
;

.*(
.*(

-AE
*

2-9,

.)*S?
.)*S?

Example of AND / OR Function


B
C
D
E
Sale of products across regions

Product A
Product B
Spares
Maintenance

East
825
250
25
300
1400

Zones
West
North
750
500
300
125
30
30
300
200
1380
855

Formula entered

South
1200
400
40
400
2040

Total
3275
1075
125
1200
5675

Result

=AND(C13>=1500,G13>=5500)

FALSE

=AND(C13>=1400,G13>=5500)

TRUE

=OR(C13>=1500,G13>=5800)

FALSE

=OR(C13>=1400,G13>=5500)

TRUE

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1 <3*

2
3

*
3

*
3

3
2
L3
2>

*(

)*(

L3
2>

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*

Example of If function
C
D

A
3
4
5
6
7
8
9
10
11
12
13
14
15
16

B
Simple if condition statement

A
20
21
22
23
24
25
26
27
28
29
30
31
32
33

B
Multiple if condition statement

??

South
1200
400
40
400
2040

Total
3275
1075
125
1200
5675

Sales across regions

Product A
Product B
Spares
Maintenance

East
825
250
25
300
1400

Budget

1500

Status

Deficit
C

Zones
West
North
750
500
300
125
30
30
300
200
1380
855

1200
900
2000
=IF(C12>=C14,"OK","Deficit")
OK
Deficit
OK
D

South
1200
400
40
400
2040

Total
3275
1075
125
1000
5475

Sales across regions

Product A
Product B
Spares
Maintenance

East
825
250
25
100
1200

Zones
West
North
750
500
300
125
30
30
300
200
1380
855

Budget

1500

1200

Status

Over 10%
shortfall

900

2000

OK Up to 10%
shortfall

OK

34
=IF(C29>=C31,"OK",IF((C29/C31)>=0.9,"Up to 10% shortfall","Over 10% shortfall"))
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4 $
*

L$; A >
(
C)*S?
L$; A ->
(
C)*S?

.*

.*

L$; A H9-A7>

Example Count function in use


A
B
C
D
E
F
G
H
I
J
K
L
4
List A
List B
List A
List B
List A
List B
5
45
3
45
3
45
3
6
92
92
92
7
28
ABC
28
ABC
28
8 ABC
10-Jan-96
0
10-Jan-96
0
10-Jan-96
0
9
200
#DIV/0!
200
#DIV/0!
200
#DIV/0!
10
11
Count
CountA
CountBlank
12
4
3
5
4
0
1
13
14
15
16
17 =COUNT(B6:B10)
=COUNTA(F6:F10)
=COUNTBLANK(J6:J10)

5 7

'
49;;7 0

+9;;7 0

#
5

=7++ 0

L49;;7 0>

*(

Page 21/49

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2-9, 3

*
*D?

2
$

L49;;7 0>
-.*
-.

"
.J5P 5UU

*
V5P 5UU*

3
"
*

3
3

2-9,
WA-

A
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19

B
Date
01-Jan-03
02-Jan-03
03-Jan-03
04-Jan-03
05-Jan-03
06-Jan-03
07-Jan-03
08-Jan-03
09-Jan-03
10-Jan-03
11-Jan-03
12-Jan-03
13-Jan-03
14-Jan-03
15-Jan-03

2-9,

Example of Vertical Look Up


C
D
E
F
G
H
Units Week No
generated
500
1
Date
10-Jan-03
856
1
Unit Generated
703
127
1
558
1
797
1
=VLOOKUP(G5,UnitsDB,2,False)
797
1
263
1
157
2
526
2
703
2
526
2
716
2
732
2
604
2
626
3

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27++ 0

L+9;;7 0>

*(

)?

2-9, 3

49;;7 0
1

+9;;7 0

2-9,
:
A
4
5
6
7
8
9
10
11
12
13
14
15

B
Sales
Product A
Product B
Product C
Product D
Product E
Product F
Product G

Example Horizontal Look Up


E
F
G
Jan
Feb
Mar
815
236
909
351
95
415
773
325
815
505
86
358
871
349
574
166
74
244
178
309
835

Sales for the Month of


Sales of Product B

I
Apr
535
665
648
957
960
269
137

J
May
52
709
665
792
925
164
463

Jan
351

=HLOOKUP(F14,HLookUp!SalesData,3,FALSE)

)< ) ,

8
8

2
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9
Page 23/49

Jun
999
197
658
703
943
43
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9
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Page 24/49

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A
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32

>

Hosted by Baroda Branch of WIRC of ICAI

Example of Lookup(Match and Index functions used)


B
C
D
E
F
G
H
Date
Units Week No
generated
01-Jan-03
500
1
Date
04-Jan-03
02-Jan-03
856
1
Position of match
4
03-Jan-03
127
1
Value
558
04-Jan-03
558
1
05-Jan-03
797
1
06-Jan-03
797
1
=MATCH(G5,Match_Ind
07-Jan-03
263
1
ex!Date,0)
08-Jan-03
157
2
09-Jan-03
526
2
10-Jan-03
703
2
=INDEX(Match_Index!Unit
11-Jan-03
526
2
s,G6)
12-Jan-03
716
2
13-Jan-03
732
2
14-Jan-03
604
2
15-Jan-03
626
3
16-Jan-03
838
3
17-Jan-03
754
3
18-Jan-03
446
3
19-Jan-03
958
3
20-Jan-03
892
3
21-Jan-03
963
3
22-Jan-03
166
4
23-Jan-03
590
4
24-Jan-03
432
4
25-Jan-03
266
4
26-Jan-03
454
4
27-Jan-03
965
4
28-Jan-03
703
4

<-

, 3

3
, 3
, 3

L, 83
2>

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)?
$

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, 83
2

B
Date

3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38

01-Jan-03
02-Jan-03
03-Jan-03
04-Jan-03
05-Jan-03
06-Jan-03
07-Jan-03

Conventional approach
C
D
E
Units WeekNo
generated
500
856
127
558
797
797
263
3898

1
1
1
1
1
1
1

08-Jan-03
09-Jan-03
10-Jan-03
11-Jan-03
12-Jan-03
13-Jan-03
14-Jan-03

157
526
703
526
716
732
604
3964

2
2
2
2
2
2
2

15-Jan-03
16-Jan-03
17-Jan-03
18-Jan-03
19-Jan-03
20-Jan-03
21-Jan-03

626
838
754
446
958
892
963
5477

3
3
3
3
3
3
3

22-Jan-03
23-Jan-03
24-Jan-03
25-Jan-03
26-Jan-03
27-Jan-03
28-Jan-03

166
590
432
266
454
965
703
3576

4
4
4
4
4
4
4

Approach A
Summary
Week 1
Week 2
Week 3
Week 4

3898
3964
5477
3576
16915

=C11
=SUM(G5:G8)

Page 26/49

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3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31

J
Date

01-Jan-03
02-Jan-03
03-Jan-03
04-Jan-03
05-Jan-03
06-Jan-03
07-Jan-03
08-Jan-03
09-Jan-03
10-Jan-03
11-Jan-03
12-Jan-03
13-Jan-03
14-Jan-03
15-Jan-03
16-Jan-03
17-Jan-03
18-Jan-03
19-Jan-03
20-Jan-03
21-Jan-03
22-Jan-03
23-Jan-03
24-Jan-03
25-Jan-03
26-Jan-03
27-Jan-03
28-Jan-03

Hosted by Baroda Branch of WIRC of ICAI

Example of Sumif
K
L
M
N
O
P
Units Week No
generated
Approach B - using SumIf
500
1
Summary
856
1
Week 1
3898
127
1
Week 2
3964
558
1
Week 3
5477
797
1
Week 4
3576
797
1
16915
263
1
157
2
526
2
=SUMIF(SumIf!Week,1,
703
2
SumIf!UnitsGenerated)
526
2
716
2
732
2
SumIf!UnitsGenerated)
604
2
626
3
838
3
754
3
SumIf!Week
446
3
958
3
892
3
963
3
166
4
590
4
432
4
266
4
454
4
965
4
703
4

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Page 28/49

SEMINAR ON EXCEL AS AUDIT TOOL


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A
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38

B
Date
01-Jan-03
02-Jan-03
03-Jan-03
04-Jan-03
05-Jan-03
06-Jan-03
07-Jan-03

08-Jan-03
09-Jan-03
10-Jan-03
11-Jan-03
12-Jan-03
13-Jan-03
14-Jan-03

Hosted by Baroda Branch of WIRC of ICAI

Example of Subtotal
C
D
Units WeekNo
generated
500
1
856
1
127
1
558
1
797
1
797
1
263
1
3898
=SUBTOTAL(9,C4:C10)
157
526
703
526
716
732
604
3964

2
2
2
2
2
2
2

15-Jan-03
16-Jan-03
17-Jan-03
18-Jan-03
19-Jan-03
20-Jan-03
21-Jan-03

626
838
754
446
958
892
963
5477

3
3
3
3
3
3
3

22-Jan-03
23-Jan-03
24-Jan-03
25-Jan-03
26-Jan-03
27-Jan-03
28-Jan-03

166
590
432
266
454
965
703
3576

4
4
4
4
4
4
4

Grand Total

=SUBTOTAL(9,C13:C19)

16915

=SUBTOTAL(9,C4:C38)

$
$

#
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L$+;;, >
3

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Hosted by Baroda Branch of WIRC of ICAI


C)*S?

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Example of Choose function


index_num

20 =CHOOSE(index_num,10,20,30,40,50,60)
Feb =CHOOSE(index_num,"Jan","Feb","Mar","Apr","May","Jun")
=CHOOSE(index_num,Choose!Range1,Choose!Range2,Choose!Range3,Choose!Range4)

Selected
10
20
30
40
50

Range1
1
2
3
4
5

Range2
10
20
30
40
50

Range3
100
200
300
400
500

Range4
1000
2000
3000
4000
5000

This returns a name from the list


based on the value in cell A2
(Index_num). For e.g. 3 will return
Range3 and this is captured into
range name 'Selected'

+;

;
3
2
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$
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A
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B
Employee details
Employees
Sales
Marketing
Administration
Technical
Total

NoRows
NoCols

Example of Offset
D
E

C
1993
19
4
5
19
47

1994
23
9
7
31
70

Range name :Corner


2
4

Formula
=OFFSET(B3,1,3)

1995
24
16
8
25
73

1996
31
12
11
34
88

1997
28
16
12
42
98

1998
35
18
15
49
117

Range Name :Employees

Value
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=OFFSET(Employees,4,NoCols,1,1)

98

=OFFSET(Corner,-1,0)

1993

=AVERAGE(OFFSET(Employees,3,0,1))
=SUM(OFFSET(Employees,0,2,,1))

33.33333
73

=OFFSET(Employees,3,1)

#VALUE!

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