上一次我們整理了 4 個在社交媒體上熱議的 Excel 禮儀禁忌，今次進一步整理另外 4 個。希望大家在職場上用 Excel 交接工作時，不會無意中觸犯禁忌，意外令合作同事怨氣載道，改善關係。
💢 Blank Row 資料中的空白列
在未使用 Table (表格) 的情況下，在入資料時，有些同事想分隔某項資料，特別以一行空白列相隔。但當接手同事使用 Filter (篩選) 時，便只能套用篩選在空白列以上的資料，而空白列以下的資料則不能被篩選，有時候工作進行到一半才發現篩選的資料並不完整，工作要推倒重來。這是源於 Excel 在自動選取篩選範圍時，會由 Header (標題) 向下套用，一遇到空白列就會當作資料表已完結、不再自動套用篩選。
- 檢查方法：選取其中一個標題，然後按 Ctrl + ⬇ ，Active Cell Pointer (選取方框/綠框) 會自動跳去該 column (欄) 最尾而有資料的 Cell (儲存格)，快速找出資料斷層位置。
💢 External Links 外部檔案連結
當要整合多個 Excel 數據於同一個 Excel 時，很多時都會使用 Formulas (公式) 去抽取資料。但當這個檔案傳送給另外一位同事時，同事一打開就會彈出警告： “We can’t update some of the links…” (無法更新連結…)，而有關的儲存格會全部變成 #REF!。這源於對方並沒有那些檔案的權限，特別當那個連結是在原同事的 C:\ (本機磁碟 C:)，就一定會出現 #REF! 而無法處理。
- 改善方法：Break Link (中斷連結)
在傳送檔案給同事前，檢查有否外部檔案連結，如有，中斷連結後才傳送。
- 用法：在頂部 Ribbon (工具列) 中選擇 Data (資料) 的 Tab (標籤) ➔ 選擇 Queries & Connections (查詢與連線) 中的 Workbook Links (活頁簿連結) ➔ 右邊 Panel (工作窗格) 會打開 ➔ 點擊Break all (中斷全部)
💡如果Workbook Links (活頁簿連結) 按鈕是灰色（無法點選），代表這份 Excel 沒有任何外部連結，你可以放心寄出。
💢 Alter Formulas to Value改變預設公式成數值
有時同事會交出一個要大家填的版本，當中會有些預設的公式。當公式計算出來的結果不是預想中的結果，填交的同事會因方便而直接輸入數值去覆蓋原本的公式。但當接手的同事不知道有改動時，就沒預計要重新檢查，而當他再輸入其他數值去計算時才發現結果不對，因為公式已經變成數值，不會自動重新計算。
- 改善方法：如果計算結果不理想時，有兩個可能，一是漏填數值，二是公式本身出錯。無論前者或後者，都先與發送出來的同事溝通，確保填寫方式正確，或大家都知悉公式需要改動。
💢 Use Colour as the Only Label 用顏色作唯一分類
有時同事會把一些資料填上顏色作為分類，例如：綠色代表已處理、紅色代表未處理等。雖然Filter (篩選) 是可以處理顏色，但同一色系也有多種深淺，如果每次填上的綠色都是不同的綠色，以顏色篩選時無法同時選取所有綠色，接手的同事就要先將顏色全部整理一次，才可進行篩選。
- 改善方法：(以上述例子為例) 多開一欄欄位，用文字填上已處理/未處理，然後利用 Conditional Formatting (設定格式化的條件)，令 Excel 根據文字自動上色，視覺上有同樣效果之餘，亦方便其他同事作數據處理。
- 用法：選取資料欄位 ➔ 在頂部 Ribbon (工具列) 中選擇 Home (常用) 的 Tab (標籤) ➔ 選擇 Styles (樣式) 中的 Conditional Formatting (設定格式化的條件) ➔ 選擇 New Rule (新增規則) ➔ 一個工作視窗會打開➔ 上方選擇 Format only cells that contain (僅格式化包含下列內容的儲存格) ➔ 下方選擇 Cell Value (儲存格值) equal to (等於) ➔ 空白格輸入「已處理」➔ 點擊 Format (格式) ➔ 選擇 Fill (填滿) ➔ 選擇填滿的顏色
💡重覆以上步驟，為資料「未處理」加上另一種自動填滿的顏色。
⚠️ 注意：以上方法以 M365 版本為藍本撰寫，同時因應 Microsoft 系統會不定期更新，操作介面與方法可能會有差異，實際使用時請以官方最新步驟為準。
📩 Excel 的禮儀系列暫且告一段落，歡迎大家隨時提出不同 Excel 禮儀，我們將會進行整理並繼續宣揚。如果大家有其他的職場禮儀想讓更多人知道，歡迎提出。
In our last post, we discussed 4 Excel habits that drive colleagues crazy. Today, we’re diving into another 4 major taboos. When handing over work files, minor habits can easily breed silent resentment among your team. Avoid these top Excel sins to ensure smooth collaboration and healthier workplace relationships!
💢 Blank Rows (Inserting Empty Rows in Data Blocks)
To separate different sections of data, some colleagues like to insert an entirely empty row between data records for visual padding. However, when your successor applies a Filter, Excel automatically scans downward starting from the Header. The moment it encounters a completely blank row, Excel assumes the data table has ended and stops applying the filter.
As a result, any data situated below the blank row is completely excluded from the filter. Colleagues often discover this missing data halfway through a task, forcing them to scrap their progress and start the entire process all over again.
- How to Check: Select one of your header cells, then press Ctrl + ⬇. The Active Cell Pointer (your green selection box) will instantly jump to the very last cell that contains data within that specific Column. This helps you quickly pinpoint where the data gaps and data breaks are located.
💢 External Links (Dead Local File References)
When consolidating multiple sources into one master file, many people use Formulas to pull data across different workbooks. However, when this file is emailed to a colleague, a disruptive warning pop-up immediately appears upon opening: “We can’t update some of the links…” Meanwhile, all referenced cells instantly break into #REF! errors.
This happens because the recipient does not have access permissions to your source files, especially if those links point directly to your local computer path (such as your private C:\ drive).
- The Solution: Break Link (Disconnect All Connections)
Before sending any workbook out, check for external file links and break them so your colleague receives static data. - Step-by-Step: Go to the top Ribbon ➔ Select the Data tab ➔ Look under the Queries & Connections group and click Workbook Links. A Panel (working pane) will open on the right-hand side ➔ Click Break all at the top.
💡 Quick Tip: If the Workbook Links button is greyed out and unclickable, it means your Excel workbook is completely clean with zero external links. You can hit send with peace of mind!
💢 Altering Formulas to Values (Silently Hardcoding Overrides)
It is common practice to distribute a template workbook for multiple team members to fill out, which often contains predefined calculation formulas. If a formula generates an unexpected or unfavorable result, some users will simply type a raw number directly over the formula out of sheer convenience.
When the coordinator or successor takes over the file without being informed of this silent override, they will not expect to recheck that cell. Later on, when new data inputs are entered, the final results will turn out entirely wrong because the formula has been permanently replaced by a static value and will no longer recalculate.
- The Solution: If a formula result looks incorrect, it usually stems from two possibilities: either an input value was missed, or the formula logic itself has an error. In either case, always communicate with the file creator first to ensure the proper data entry method, or make sure everyone is explicitly aligned before modifying any underlying formula.
💢 Using Color as the Only Label (Visual-Only Classification)
Color-coding rows (e.g., green for “Processed”, red for “Pending”) is visually appealing, but relying only on color is a data nightmare. While the Filter tool can sort by color, shades vary drastically. If the greens used across different days or by different people have slightly different color codes, filtering by color will fail to capture all records at once. Your colleague will have to spend hours unifying your palette before they can even begin sorting the data.
- The Solution: Create a dedicated status column and type the actual text (e.g., “Processed” or “Pending”). Then, let Excel handle the visuals using Conditional Formatting. This achieves the exact same visual effect while keeping the data perfectly structured for data processing.
- Step-by-Step: Select your target data column ➔ Go to the top Ribbon and select the Home tab ➔ Locate the Styles group and click Conditional Formatting ➔ Select New Rule ➔ In the dialog window, select Format only cells that contain ➔ In the lower dropdowns, set it to Cell Value ➔ equal to ➔ Type “Processed” in the blank box ➔ Click the Format button ➔ Switch to the Fill tab and choose your desired background color.
💡 Quick Tip: Simply repeat the exact same steps above to assign a different automated fill color for the “Pending” data status.
⚠️ Please Note: The guide above is written based on the Microsoft 365 (M365) platform. Because Microsoft frequently rolls out system updates, user interfaces and precise button paths may vary over time. Please refer to official documentation if steps differ on your device.
📩 Our Excel Etiquette series wraps up here for now! We welcome everyone to share their ultimate workplace Excel pet peeves in the comments below—we would love to compile and spread the word. If you have other office etiquette topics you’d like to see covered, let us know!
參考資料 Reference:
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