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#1
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corrupt program or file? How to tell? Or is it operator error?
I'm trying to determine if the file or program is corrupt. Or if it is
operator error. We are changing to a new computer and installing the program fresh. We don't want to ruin the new setup by loading in a corrupt file. My mom volunteers at a charity, and they use excel to keep track of statistics that they need for grant money. Over the past year, the program keeps making changes, and my mom has to keep correcting the file. Basically, she has a list of clients with name, client #, city, and a few other details. When she closes the file, everything looks great. When she comes back the next week, the columns are misaligned. It's different every time. Sometimes, only one column like first name is out of alignment with the rest. Maybe moved up a few lines. Sometimes, several columns are out of alignment, so you get something like this: firstname2 lastname1 client#1 city5 firstname3 lastname2 client#2 city6 firstname4 lastname3 client#3 city7 firstname5 lastname4 client#4 city8 firstname6 lastname5 client#5 city9 It seems like it moves up and either fills in gaps, but we aren't sure. She doesn't think that it actually covers up information that is already there, but she isn't sure. I have never seen a before and after. She just shows me the file when it is all wrong, and I don't see what it was like before or what might have happened. And I am not very familiar with Excel. It didn't come on my desktop, so I only used it a little bit when I was in college and had to use it there. When it first starting happening, we thought it was because the files was so huge. She was creating new worksheets for each quarter instead of new files. So, she deleted all the old quarters and renamed it as a new file, much smaller. We thought it was maybe the old computer having probelms, so we tried working on the file at home, and it does it there too. We have gotten a new computer to use at the office. It is an older computer, windows 98. 18 GB hard drive, 512MB ram. Should be a decent computer. All it needs to do is run excel and keep track of this file. I have installed Excel on the computer, and now we need to decide whether to manually type in the 1800 clients or load in the old file. Any ideas on what causes this problem? Does it sound like a corrupt file, and we should just type it all in fresh? Or does it sound like something that is being caused over and over again? Perhaps closing the file wrong or hitting some command that shouldn't be touched? My mom is not computer savy. And there are a couple other people at the charity who also enter information, and they aren't good with computers either. Every week, my mom spends hours fixing the problems and entering in new information. I welcome any suggestions. At this point, she is going to enter all the new clients, and then start manually entering all the old clients (about 1800). But that will be a total waste of time if the problem is an operator error and not a corrupt file. Thank you very much. |
#2
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corrupt program or file? How to tell? Or is it operator error?
Sounds to me like someone's not following the rules of Excel, but since
there's no "primer", how could you know? NO extra (blank) rows and NO extra (blank) columns in the data. If you delete a name, delete the entire row, not just the contents of the cells. When you have blank rows or columns WITHIN your data, the sort ranges CHANGE. If someone deletes the contents of row 13 (but not the entire row), then goes up to A2 and hits the sort button, it's only sorting rows 2 to 12. Likewise, if they then hit sort on cell A14, only rows 14 through the end will sort. Now, if there's a blank column, that's far worse because it'll sort, for instance, only columns A & B when you might also have data in D, E, and F (C being a blank column in this scenario). Does this make sense? I'm happy to review the workbook. Send to my first name at the website below. ************ Hope it helps! Anne Troy www.OfficeArticles.com wrote in message oups.com... I'm trying to determine if the file or program is corrupt. Or if it is operator error. We are changing to a new computer and installing the program fresh. We don't want to ruin the new setup by loading in a corrupt file. My mom volunteers at a charity, and they use excel to keep track of statistics that they need for grant money. Over the past year, the program keeps making changes, and my mom has to keep correcting the file. Basically, she has a list of clients with name, client #, city, and a few other details. When she closes the file, everything looks great. When she comes back the next week, the columns are misaligned. It's different every time. Sometimes, only one column like first name is out of alignment with the rest. Maybe moved up a few lines. Sometimes, several columns are out of alignment, so you get something like this: firstname2 lastname1 client#1 city5 firstname3 lastname2 client#2 city6 firstname4 lastname3 client#3 city7 firstname5 lastname4 client#4 city8 firstname6 lastname5 client#5 city9 It seems like it moves up and either fills in gaps, but we aren't sure. She doesn't think that it actually covers up information that is already there, but she isn't sure. I have never seen a before and after. She just shows me the file when it is all wrong, and I don't see what it was like before or what might have happened. And I am not very familiar with Excel. It didn't come on my desktop, so I only used it a little bit when I was in college and had to use it there. When it first starting happening, we thought it was because the files was so huge. She was creating new worksheets for each quarter instead of new files. So, she deleted all the old quarters and renamed it as a new file, much smaller. We thought it was maybe the old computer having probelms, so we tried working on the file at home, and it does it there too. We have gotten a new computer to use at the office. It is an older computer, windows 98. 18 GB hard drive, 512MB ram. Should be a decent computer. All it needs to do is run excel and keep track of this file. I have installed Excel on the computer, and now we need to decide whether to manually type in the 1800 clients or load in the old file. Any ideas on what causes this problem? Does it sound like a corrupt file, and we should just type it all in fresh? Or does it sound like something that is being caused over and over again? Perhaps closing the file wrong or hitting some command that shouldn't be touched? My mom is not computer savy. And there are a couple other people at the charity who also enter information, and they aren't good with computers either. Every week, my mom spends hours fixing the problems and entering in new information. I welcome any suggestions. At this point, she is going to enter all the new clients, and then start manually entering all the old clients (about 1800). But that will be a total waste of time if the problem is an operator error and not a corrupt file. Thank you very much. |
#4
Posted to microsoft.public.excel.misc
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corrupt program or file? How to tell? Or is it operator error?
Dave Peterson wrote: What it looks like to me is that the user (your mom or one of her co-workers) has sorted the data. But instead of sorting all the data, they only sorted a part (maybe a single column). Is it possible to have the program set so that it sorts automatically when it is opened? She doesn't usually intentionally sort until she does teh quartly reports. Then she has to sort by city since the grants come from a few different cities, and they want to know how many people from their city were helped. During the rest of the time, she has them in alphabetical order to make it easier to enter names. Thanks again. I am printing both replies. I think they did get a book that was excel for dummies, but it is up to my mom to teach the other two. Kind of the blind leading the blind. (And up to me to fix the problems when it gets bad). |
#5
Posted to microsoft.public.excel.misc
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corrupt program or file? How to tell? Or is it operator error?
Anne Troy wrote: NO extra (blank) rows and NO extra (blank) columns in the data. If you delete a name, delete the entire row, not just the contents of the cells. When you have blank rows or columns WITHIN your data, the sort ranges CHANGE. Thanks. I know the leave some of the various categories blank for different clients. Will that apply in any row? perhaps they should just leave a character in there for unknown or NA. And it is possible that they might accidentally delete names. I don't think they leave any of those blank intentionally, but it wouldn't surprise me if they click on it, and then do something else, not realizing the error. |
#6
Posted to microsoft.public.excel.misc
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corrupt program or file? How to tell? Or is it operator error?
No. Blank CELLS are okay, but no "completely" blank rows or columns is the
rule. ************ Hope it helps! Anne Troy www.OfficeArticles.com wrote in message oups.com... Anne Troy wrote: NO extra (blank) rows and NO extra (blank) columns in the data. If you delete a name, delete the entire row, not just the contents of the cells. When you have blank rows or columns WITHIN your data, the sort ranges CHANGE. Thanks. I know the leave some of the various categories blank for different clients. Will that apply in any row? perhaps they should just leave a character in there for unknown or NA. And it is possible that they might accidentally delete names. I don't think they leave any of those blank intentionally, but it wouldn't surprise me if they click on it, and then do something else, not realizing the error. |
#7
Posted to microsoft.public.excel.misc
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corrupt program or file? How to tell? Or is it operator error?
Yes, but I'd try that other method with the rectangles first. I find it more
useful to do things on demand than have to close and reopen. wrote: Dave Peterson wrote: What it looks like to me is that the user (your mom or one of her co-workers) has sorted the data. But instead of sorting all the data, they only sorted a part (maybe a single column). Is it possible to have the program set so that it sorts automatically when it is opened? She doesn't usually intentionally sort until she does teh quartly reports. Then she has to sort by city since the grants come from a few different cities, and they want to know how many people from their city were helped. During the rest of the time, she has them in alphabetical order to make it easier to enter names. Thanks again. I am printing both replies. I think they did get a book that was excel for dummies, but it is up to my mom to teach the other two. Kind of the blind leading the blind. (And up to me to fix the problems when it gets bad). -- Dave Peterson |
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