Microsoft Office Tutorials and References
In Depth Information
How much information to put into each cell?
breaking up the information into smaller parts, you can make it more useful. If you
separate the ﬁ rst name and the surname into two separate columns, for example,
you can look in the surname column to see everyone in the same family. In
Chapter 6, you’ll learn how you can use your address book to create personalised
invitations, and having the ﬁ rst name in a different column means you can address
your invitations with a friendly ‘Dear Fred’ type of greeting. If you separate the city
from the rest of the address in your spreadsheet, you can look in the city column
to see who lives in Birmingham next time you’re visiting there.
The key to a successful spreadsheet is to divide your information into the smallest
chunks that are still useful. For your address book, that might mean having
separate columns for:
• First name
• Last name
• Street (including house number)
• Phone number
Feel free to add your own columns to this project. I’ve left out middle names,
titles, mobile phone numbers, house names, villages, counties and email
addresses, to keep it simple.
If you’re wondering why I haven’t given the house number a column of its own,
it’s because this is rarely useful by itself. If you were managing a membership list
for a local organisation it might be worth separating the number from the street,
so that you can easily ﬁ nd all members on the same road. But for a personal
address book, that would create more work than beneﬁ t.