Deleting rows in income or expense accounts in the general ledger :

Highlight the rows you would like to delete. Hint: Dont delete the first row in each
accountits what connects it to the row above it.
Click delete.
Click in the cell above the cell that has #REF! in it in the balance column.
Grab hold of the Fill Handle. Your Fill Handle is a little box in the lower right corner
of your cell. Put your mouse pointer over it. Notice how the pointer goes from a fat
white plus sign to a skinny black plus sign. That means your fill handle is ready
Holding your left button down on your mouse, pull the fill handle down to the cell
underneath it (the one with the #REF in it)
Let go of your left button on your mouse.
Your formula is ready.

Adding rows in income or expense accounts in the general ledger:

Click on the row where you want to add rows above it. Tip-choose the bottom or
middle rows-not the top row)
Right click and click on insert or on the home tab, in the cells group, click on the drop-
down arrow on the right side of Insert, and go to Insert Sheet Rows.
Click on the cell directly above new rows.
Pull down your fill handle to bottom row of THAT account.
Now check your formulas. Click the balance cell on each newly formed row and hit
F2. Make sure the last number in the formula is the cell before it. If not...backspace to
plus sign and click on the cell directly above it or the last cell in the account above it.
 Deleting Revenue and Expense Accounts in the First Worksheet (GL-Jan)

Tip: It's easier to hide the accounts you do not need than to delete them...

Simply highlight all the "accounts" (rows) you do not need; right click; go down to hide;
and click. For example, say you only need 2 income accounts for right now. Highlight
rows 26-88right click.move down to HIDE and left click. Youll notice your row
headings now read ...24, 25, 89, 90. The extra income accounts are there hidden and
can be unhide when you need another income account.

You will need to hide those extra income accounts on every worksheet in the
workbook.

IMPORTANT-Hide the same accounts through the entire workbook.

For example: if you are hiding the last 4 expense accounts then make sure you hide the
last 4 expense accounts throughout the entire workbook.

Deleting expense accounts:

1. In the first worksheet(GL-Jan), select the rows to need to delete with the desired
amount of line accounts. (Hint: Take the bottom line accounts if possible so you will
not have to reset the balance column formulas again.
2. For an example, we are going to take out the bottom 2 expense accounts.
3. Highlight rows from bottom of the Expense #27 account to the bottom of Expense
#28...or whatever your bottom 2 expense accounts is :-)
4. On the Home tab, in the Cells group, click the drop down arrow next to Delete, and
then click Delete Sheet Rows.
5. Select the cell named Total Debits (at the bottom of worksheet), hit F2, delete all of
the +#REF!, hit enter.
6. Repeat for the cell named Total Credits (at the bottom of worksheet),
7. Repeat steps for the rest of the business account columns (if you have any more.

Deleting income accounts:

You will do as above (make sure you select bottom income account(s) except after step
4 you will need to reset your balance column:

Select the top gray cell in the first expense account in the balance column.
Hit F2, hit backspace till you come to the plus sign..then click on last cell in the
account above it. Hit Enter.
 Deleting Line Accounts in the Monthly and Annual Report (Jan)

1. In the Jan monthly report, select all the rows with the #REF!s, delete.
2. If it took out the last line under expense, you will need to put the border back in, go to
the home tab if not already there, in the font group, click on the borders arrow and go
down to double border...or whatever border you want), click where you want them.
3. Repeat steps for the annual report.

Not bad...huh?

Adding more line accounts isnt too difficult either...just takes some time.

Adding Line Accounts (GL-Jan)

1. Lets practice by adding another expense account (you can always delete it or use
your back arrow to get rid of it later).
2. Important: Make sure you are in the GL-Jan worksheet!
3. Highlight and select the row above the last expense account and all of expense
account.
4. On the home tab, in the cells group, click on insert arrow, and go to Insert Sheet
Rows.
5. Highlight and select all of that last expense, click copy, go back above and skip 2
rows and then select that first cell in column A and hit Enter.
6. Rename and re-color new expense account.
7. Now to fix the balance column. Select the top gray cell in the new expense account in
the balance column.
8. Hit F2, hit backspace till you come to the plus sign..then click on last cell in the
balance column of the account above it. Hit Enter.
9. Do the same thing for the next expense account.
10. When you are finished adding accounts, you will need to add them to the Total debits
(expenses) cell at the bottom.Hit F2, then the plus sign and then click on the red debit
total...if you just added 1 account hit enter...if you added more...hit the plus sign and
pick them all up before hitting Enter. Do the same for the Total credit (income)cell.
11. Repeat for remaining businesses (if you have any)

Okay...now you know how to add more line accounts, and you are
thinking...that wasn't too bad...hold that thought while we go to the monthly,
quarterly and annual reports and add that expense account we just added into the
general ledger.
 Adding Line Accounts to the Monthly Report

1. Look at the bottom tabs...click on the tab named Jan.

2. Select row with last expense, click Insert Sheet Row.
3. Select the cell in the E column in the new row, hit equal sign (=), go to 1st worksheet
(GL-Jan) and then click on the red debit total of the new expense account you just
created, hit enter.
4. Repeat for remaining biz accounts (if any).
5. Repeat all steps for remaining 11 months.

Thats it for the monthly report! You will need to repeat the steps listed above for each
line account you add.

Quarterly and Annual Report Worksheet

1. Select row with last expense, click Insert Sheet Row.

2. Select Expense cell (the one directly above new row) in the E column, grab fill handle
and pull down to last expense account.
3. Repeat for remaining business accounts (if any) and total column

Thats it! Youre finished editing the Excel spreadsheet: Automatic Accounting!
Dont forget to save a copy of all your hard work and keep in a secure location.
 Basic Excel Spreadsheet Tips:

To format the tabs on the bottom of the spreadsheets:

Right click on tab.

You can select rename or tab color to personalize.

Excel Spreadsheet Tip #1: Color

1. Select the Heading. (Click anywhere in row 1 and holding the button down go down to
row 4 to select heading)
2. Click on the drop down list(pointing down arrow) on the fill color icon (looks like a
tipping paint can).
3. Choose which color you want for your heading.
4. If your spreadsheet is locked (protected) you will need to "unprotect" your sheet.
Simply click in the REVIEW tab and click Unprotect Sheet. There is no password on
the newest spreadsheets so you will just see the icon change from Unprotect Sheet to
Protect Sheet. You can then go back to the Home tab and make your changes. (If
you have an older spreadsheet and it states you must enter a password...the
password is: bah.)

Excel Spreadsheet Tip #2: Font

1. Your heading should still be selected (if notsee instructions above).

2. Click on the font color drop down list (looks like a A) and choose font color.
3. Click on the font drop down list and choose which style of font you like (in the 2007
edition, you can see your heading change as you scroll down the different styles).
4. Click on the font size drop down list (next to the font) to choose size.

Excel Spreadsheet Tip #3: Inserting a Logo or Picture into your Excel Spreadsheet

1. Insert a couple of columns by selecting columns A &B and clicking insert.

2. Select cell B3,...on the Insert tab, in the Illustrations group, click picture.
3. A pop up box that says Insert Picture will appear, if your picture or logo is not in file
they opened, click on the drop down list at the end of the bar that says Look in: and
find your file.
4. Click on picture or logo and click insert.
5. Grab hold of the resizing little white circles on the picture and resize it to desired size.
(I always grab the right bottom resizing handle.)
6. Click in the middle of the picture (pointer will turn to a 4 way arrow) and move pix
where you want it.
7. With the picture still selected you will notice in the ribbon bar above you see a
pink Picture Tools and under it Format. There is a lot of fun stuff you can do to your
picture in this tab. In the example picture above...in the Picture Stylesgroup...I clicked
on the arrow in Picture Effects, Soft Edges, 10 point to make my picture blend in
better.
8. I also could have faded it out by clicking the Recolor arrow in the Adjust group, then
click on the 3rd icon under Color Modes and washed it out ...or changed the whole
color underLight Variations. Play with it till you get it how you want it on your
spreadsheet software.