Spreadsheet Calendar Templates ¶

This explains how to use the basic template files downloaded from the Internet website . Other formats and templates available from the author are detailed in Section 1. and in the Article which you can download. 
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Sections:
1.  Spreadsheet formats for which basic templates are available.
2.  How it can be of use.
3.  What it cannot do.
4. Customising Instructions for Excel 2 ¶ download version.
5.	More information.  
  
1. Basic templates are available on disk for various proprietary spreadsheets operating on IBM compatible PC's under M.S. DOS ¶ and M.S.Windows 3.1 onwards ¶ viz: Supercalc V5 ¶ , Lotus 123 V 2.01 ¶ and Excel V 2.1c ¶ 
All are prepared on early versions of the application software so that all should be upward compatible. Also available are source files in XDIF (.SDI) and .DIF format for importing into other proprietary spreadsheet formats. 
If anyone is still using an Amstrad PCW (Z80) a version for Supercalc V2 is also available on 3 inch disk.
Other versions may be made available on request.

2.  Once the spreadsheet template has been obtained and saved it is customised by editing in the names of Lodges, and other information detailed below. The results are useful for any hall manager, steward, treasurer or secretary to manage their affairs as they can swiftly determine when their various lodge dates fall, instead of having to work out each date from next years pocket diary. They can also be printed onto an A6 or other card (samples shown on website) as a handout or printed in a larger format for the notice boards. 
In all cases, by simply typing into cell B2 the year you require, all the dates are quickly and automatically recalculated. So that a version for year 1997 changes immediately to next years calendar simply by entering 1998 into cell B2 and pressing Enter.

3.	However the template only provides for meetings which fall on the customary pattern i.e. second Tuesday &c.  If you have some like third full moon or other variations this type of calculation is not included. For such occasions it is necessary to edit in the appropriate details every year. 

4. How to customise the M.S. Excel ¶ downloaded fullcal.xls and  fullcalw.xls (the latter is for explanations only but also adds Sundays) templates to produce your own master template MYCAL.xls:
4.1	Always Save an intact copy of the Basic template fullcal.xls and fullcal.xls as obtained. fullcal.xls should always be used as your source for missing rows and the like. 
4.2	Plan your intended layout, If you want sub headings for RAC's &c followed by dates in the manner of the sample start by Opening fullcal.xls and save immediately as MYCAL.xls. Now only alter MYCAL.xls and continue saving as you edit. 
4.2	Take great care NEVER to delete any rows or columns containing suppressed or hidden or visible formulae i.e rows 1,2,3 and the columns C,D.E. F., I.J., M.N., Q.R. &c. (those columns headed f1 and f2 in row 5 only displayed on fullcalw.xls.
4.3	First insert plenty of blank rows from row 42 downwards.
4.3	Keep the top rows 7 to 42 intact until all additional rows have been inserted below and are complete. This is the best way to avoid problems when undertaking the next steps.
4.4	Now start your bespoke date rows from new row 45 onward.
4.5	Simply Copy the source row (select from row 7 to 42) and Paste that full row into the selected new blank row you have made available. One method is to use the mouse carefully - point to at the far left side of the row to copy (in the gray border showing the row number) and left click it to highlight the full row. Then a right click gets the drop down menu so you can left click on Copy. (Never Cut). Point your mouse onto the new blank cell in column A of your selected row, right click, then left click on Paste to execute. Check that the dates displayed in the copied row are the same as the source dates. If they are not you have an error. Other Windows Copy/Paste methods are of course also valid.
4.5	If you need any rows duplicated where dates throughout the year are shared by more than one lodge, then repeat the Paste as normal.
4.6	Text should be typed into the appropriate cells of column A with such as Lodge names and numbers &c. Adjust (format) the width of column A to suit
4.7	Where a lodge does not meet on a particular month delete ONLY the relevant display in the cell showing that date. If you ever have to restore the deleted date to such a blank cell then it can be Copied from any cell above or below in the same column, which is displaying a valid date and Past it into the blank cell. When you edit dates NEVER interfere with the formulae cells in adjacent hidden columns (headed f1 and f2 in expanded worksheet fullcalw.xls). 
4.8	If there are special dates which differ from the normal year do not deal with this at this stage.
4.10	To the right of every month column there is a blank column ( H, L, P etc) in which an asterisk or other character can be typed for marking installations &c. Add a key in any suitable cell in the row below your last date row.
4.11	Only when you have all the desired rows correctly placed and edited may you delete rows 7 to 42 inclusive.
4.12	The two rows 2 and 3 should now be hidden by formatting them with a height of 0. Note that to regain access to the now hidden but all important cell B2 for next year: place your cursor in the top left hand name box which indicates the current cell position (it is just below File Edit …)  delete the current value and type B2, you can then enter the next year value in the formula bar (which is to the right of the =) Altering the date in top row 1 WILL NOT WORK.
4.13	The reason for this arrangement is that it gives you flexibility, subject to any sizing changes made below, to position titles in any suitable cell of row 1. You can display the year in any convenient cell (i.e. not just cell A1 as shown) as long as it contains the formula '=B2'. Choose (Format) your own fonts for titles and year.
4.14	If you are going to publish the calendar you will need to adjust (Format) font type and size row heights and column widths (this has to done by highlighting all the month columns together, etc, by press Ctl. when selecting) to ensure the worksheet prints on the selected card or paper size. The supplied version fullcal.xls will print on two pages of A4 landscape.
4.15	Finally Save this customised worksheet as before (MYCAL.xls) This is your new master template.
4.16	You should also Save a version for each individual year, some years may require editing of dates which only apply in that year. i.e. non customary dates or revisions to dates which fall on Bank Holidays. Delete the displayed date in the appropriate cell and type in the new date. Save these versions as MYCALyy.xls or other where yy is the year. Be careful NOT to edit these one-offs into your master template MYCAL.xls or the one-off dates will be in error on subsequent years. 
4.17	Once you have saved MYCAL.xls all you have to do for the next year is to type into cell B2 (see 4.13) the specific year for your next calendar, press Enter and all dates will recalculate. If they were correct before they will be for the next year. Then repeat  4.16
5. The various (general) calculations are discussed in the Article which you can download which reminds you that some formulae are different in other proprietary spreadsheet formats. If you have problems email:  gkf @ ic24 . net.(remove spaces)

Documentation updated 4 December 2002