TOPIC: STRING
Practical Excel skills for dates, locked files and text splitting
10th March 2026
Excel has a reputation for simplicity that does not always survive contact with real working life. Project schedules need to respect weekends and public holidays, files arrive locked at precisely the moment edits are most urgent, and data lands in cells formatted in ways that resist immediate analysis. Three everyday tasks illustrate this gap well: calculating future or past dates that exclude non-working days, removing or working around read-only restrictions when genuine edits are required, and splitting text strings cleanly at the first or Nth delimiter. The guidance below draws on established Excel features, keeping the emphasis firmly on what works in practice.
Working with Business Calendars
The WORKDAY Function
Working with dates that observe a business calendar is a frequent requirement in scheduling, logistics and reporting. Excel's WORKDAY function is designed for this purpose and returns a date that is a given number of working days from a start date, excluding Saturdays and Sundays by default. At its simplest, a formula such as =WORKDAY(A1,5) moves forward five working days from the date in A1. The function can also respect a list of holidays so that results avoid specific non-working dates as well as weekends, as in =WORKDAY(A1,5,C1:C3), which skips any matching dates in C1:C3 when calculating the result.
A concrete example shows how this behaves with a real date. Using named ranges for readability, with start referring to cell B5, days to B8, and holidays to B11:B13, the formula =WORKDAY(start,days) returns the next working day five days after 23rd December 2024. With weekends excluded, but no holidays provided, the result is Monday 30th December 2024. When holidays are supplied with =WORKDAY(start,days,holidays), the function also avoids the listed dates in B11:B13 and produces Thursday 2nd January 2025. In all cases, the weekend definition is Saturday and Sunday, and the holidays must be stored as valid Excel dates to be recognised correctly.
Visualising the Path to the Result
It often helps to see the individual dates that WORKDAY steps through when reaching its answer. A compact way to achieve this is to generate a short run of consecutive dates from the start date and display them alongside abbreviated day names. Using =SEQUENCE(13,1,start) in cell D5 creates thirteen dates beginning with the date held in the named range start because Excel dates are serial numbers that increment by one per day. Formatting these cells with the custom number format ddd, dd-mmm-yy shows an abbreviated weekday alongside the date, making it straightforward to spot weekends at a glance.
Conditional formatting can then shade non-working days directly within this generated block. Because WORKDAY does not evaluate a date when zero is supplied for the argument called days, a small workaround helps determine whether a given date is itself a working day. In column D, a rule based on the formula =WORKDAY(D5-1,1)<>D5 asks WORKDAY for the next working day after the previous day; if the answer does not equal the date in D5, then D5 is not a working day and can be shaded grey. A similar rule for column E, =WORKDAY(E5-1,1,holidays)<>E5, incorporates the named holiday range and produces additional shading where dates overlap with the supplied holiday list as well as weekends.
Highlighting calculated end dates ties the visualisation together. If the main results appear in G5 and G6, cells in column D can be highlighted when equal to $G$5 using a rule such as =D5=$G$5, and cells in column E can be highlighted when equal to $G$6 using =E5=$G$6. If preferred, the formatting rules can be defined without relying on G5 and G6 by embedding the WORKDAY calls directly in the comparisons, as in =D5=WORKDAY(start,days) and =E5=WORKDAY(start,days,holidays). In either arrangement, there are four conditional formatting rules in play across the grid: two to shade non-working days and two to pick out the final dates.
Handling Non-Standard Working Weeks
Work patterns do not always match the standard five-day week. Where a schedule follows a different rhythm, such as a four-day or six-day working week, switching to the WORKDAY.INTL function is the appropriate step. It follows the same principle as WORKDAY, returning a date a set number of business days from a start date while optionally excluding holidays, but it accepts a custom definition of which weekdays count as working days. This flexibility allows organisations that operate alternative rosters to generate accurate due dates without resorting to manual adjustments or complex helper columns.
Managing Read-Only Excel Files
There are several reasons why a workbook might be set to read-only: preventing accidental erasure of data, or ensuring a file remains unchanged as it passes between parties. Each form of protection serves a different purpose and has a distinct method for disabling it. ExcelRibbon.Tips.Net is a useful ongoing reference for these and many other workbook and security scenarios across Excel 2007 and later versions.
Read-Only Recommended
The lightest touch is the Read-Only Recommended setting. When a workbook carries this flag, Excel prompts on opening with a dialogue asking whether to open it as read-only. This method applies across all versions of Microsoft Excel from 2003 through to current releases. To remove the recommendation, open the workbook, use File > Save As and choose Browse to open the Save As window, then select Tools in the lower right of the dialogue, pick General Options, clear the Read-Only Recommended checkbox and click OK before saving. The next time the file opens, the prompt does not appear.
Marked as Final
A firmer signal is applied when a workbook is Marked as Final. In this state, commands, typing and proofing marks are all disabled, and Excel displays a Marked as Final notification bar at the top of the worksheet. To turn this off when editing is required, click Edit Anyway on the notification bar. This removes the read-only state for the current copy and allows modifications to proceed. The flag is more about signalling completion than enforcing security, so the application provides a clear override directly within the interface.
Password to Modify
Password protection introduces a stronger barrier. When a workbook has a Password to Modify set, a dialogue appears on opening that invites the password or offers the option to open the file as read-only; without the password, the file cannot be modified directly. A pragmatic path when only a working copy is needed is to open the original in read-only mode, then use File > Save As with Browse, select Tools > General Options, clear the Password to Modify field and confirm with OK before saving under a new name. Opening the newly saved file allows edits because it no longer carries a modification password. Using a third-party utility to crack a password on someone else's file is inadvisable and potentially inappropriate, so the better route is to request an editable version from whoever sent the document.
Operating System-Level Restrictions on a Mac
Occasionally, the read-only state is imposed not by Excel but by the operating system, where the file has been locked so that only the owner can edit it. On a Mac, the fix is made outside Excel: locate the file in Finder, right-click it and choose Get Info, then clear the Locked checkbox before reopening the file in Excel. If the issue is one of permissions rather than a simple lock, the Get Info window also contains a Sharing and Permissions section at the bottom. This lists each user alongside a drop-down privilege set to either Read Only or Read and Write, and the file owner can adjust these entries to grant editing access to the relevant users.
Operating System-Level Restrictions on a PC
On a PC, the equivalent controls are found in File Explorer. Right-clicking the workbook and choosing Properties opens the General tab, where unchecking the Read-Only attribute and clicking OK is often sufficient to restore full access. If the restriction stems from security permissions rather than the file attribute, the Security tab lists the groups and usernames that have access along with their permission levels. Clicking Edit beneath that list allows the file owner to adjust access for individual entries, including granting the ability to modify the file where that is justified.
Splitting Text in Excel
LEFT, MID and RIGHT
Reshaping text is another everyday requirement in Excel, and the LEFT, MID and RIGHT functions provide predictable building blocks. LEFT extracts a specified number of characters from the start of a string, MID extracts from a given position in the middle, and RIGHT extracts from the end. For instance, =LEFT("test string",2) returns te, =MID("test string",6,3) returns str, and =RIGHT("test string",2) returns ng. When exact character counts are known in advance these functions can be applied directly, but real data often arrives with variable-length segments separated by spaces or other delimiters, so the position of the delimiter must first be discovered before extraction can take place.
Splitting at the First Delimiter
To split at the first occurrence of a delimiter such as a space, combining these extraction functions with FIND or SEARCH is effective. Both functions return the position of a substring within a string, with the key distinction that FIND is case-sensitive while SEARCH is not. Suppose cell A1 contains test string. To return everything to the left of the first space, use =LEFT(A1,FIND(" ",A1)-1). Here FIND returns 5 as the position of the space, subtracting 1 yields 4, and LEFT uses that figure to return test. To return the text to the right of the first space, the formula subtracts the space position from the total string length: =RIGHT(A1,LEN(A1)-FIND(" ",A1)). In this example, LEN(A1) is 11 and the FIND result is 5, so the expression evaluates to 6 and RIGHT returns string. The pattern generalises to other delimiters by replacing the space character with the required alternative.
Locating the Nth Delimiter
Locating the Nth occurrence of a delimiter takes an extra step because FIND and SEARCH identify only the first match after a given starting point. A common technique relies on SUBSTITUTE to mark the Nth occurrence with a unique character that does not appear elsewhere in the text, then uses FIND to locate it. Consider An example text string in A1 and a requirement to return everything up to the third space. Substituting the third space with a vertical bar creates a dependable marker: =SUBSTITUTE(A1," ","|",3) produces An example text|string. Finding the bar with =FIND("|",SUBSTITUTE(A1," ","|",3)) returns 16, the position of the marker. LEFT can then extract the part before that position by subtracting one: =LEFT(A1,FIND("|",SUBSTITUTE(A1," ","|",3))-1), which returns An example text. Combining the steps in this way makes the formula self-contained and avoids the need for helper cells.
These text approaches extend naturally to extracting the segment after the Nth delimiter by using MID or RIGHT, with similar position logic. Replacing LEFT with MID and adjusting the start index to the marker position plus one retrieves the portion that follows. The same idea works with second or fourth occurrences by changing the instance number inside SUBSTITUTE. When working with data sets that include inconsistent spacing or punctuation, it is worth verifying that the chosen marker character does not already appear in the source text, since the method depends on its uniqueness within each processed string.
Bringing These Techniques Together in Your Excel Workflows
These three strands combine to form a toolkit that handles a surprising range of everyday scenarios. WORKDAY and WORKDAY.INTL anchor date calculations to real-world calendars so that estimates and commitments respect weekends and public holidays, while the SEQUENCE-based visualisation grid can help colleagues understand how an end date is reached rather than simply accepting a single cell value. Managing read-only states allows teams to balance protection with flexibility, with the key being to identify which type of restriction applies before attempting to remove it. LEFT, MID and RIGHT, combined with FIND and SUBSTITUTE, turn messy text into consistent fields ready for further analysis.
Using the LIKE operator in PROC SQL WHERE clauses in SAS
26th November 2025
Recently, I was working in SAS and decided to trying picking out datasets and variables from its dictionary tables, eventually picking out the maximum length of a variable type for assigning the length of a new variable. This could have been done using a long-established technique:
proc sql;
select distinct memname into :dsns separated by '#'
from dictionary.tables
where lowcase(libname) = 'work'
and index(lowcase(memname), "r_") = 1
and index(lowcase(memname), "visit") = 0;
quit;The result is that it creates a macro variable containing a delimited list of work datasets with names beginning with r_ and not containing the string visit. As well as using the index function to find the placing of one string within another, I have seen the count function used for similar purposes, albeit without the placement specificity. Since the =: operator which looks for a search string at the start of a larger is not something that works in SQL (data step is more than fine), you cannot do something like this:
proc print data = sashelp.vmember noobs;
where lowcase(libname) = 'work'
and lowcase(memname) =: "r_";
run;While the contains operator works similarly to the count function when it comes to search text positioning, yet another option is the like operator, and that is shown in the example below:
proc sql;
select distinct memname into :dsns separated by '#'
from dictionary.tables
where lowcase(libname) = 'work'
and lowcase(memname) like 'r\_%' escape '\'
and lowcase(memname) not like '%visit%';
quit;Here, % and _ are placeholder characters, with the first matching zero or more characters and the second matching one character. Thus, the underscore in r_ needs escaping to look for that pattern (otherwise, it will look for the letter r at the start of a string and a single character after it) and a backslash character (\) will cover that duty. To ensure that it does what you want, adding escape '\' after the expression tells SAS what is happening.
Another thing to watch is that the percent (%) character needs a form escaping from the SAS Macro language processor, and placing the search term in single quotes attends to that. That means that %visit% does not cause any errors when you are looking for visit within a dataset name and using negation (the not operator) to exclude that possibility from the search results. However, using _%visit% might be a better pattern for finding visit at the end of a name, though.
Should you wish to play around with the above to see what happens for your own learning, try using something like this to give you a few test datasets:
data r_test r_visit visit;
set sashelp.class;
run;Otherwise, feel free to add your own test cases to cement the ideas even further. All too often, we look up something, deploy it and then forget about, especially when AI is involved. Nevertheless, the fastest way to write code can be to use what is embedded in your memory.
Picking out a word from a string by its position using BASH scripting
28th March 2023
My wanting to execute one command using the text output of another recently got me wondering about picking out a block of characters using its position in a space-delimited list. All this needed to be done from the Linux command line or in a shell script. The output text took a form like the following:
text1 text2 text3 text4
What I wanted in my case was something like the third word above. The solution was to use the cut command with the -d (for delimiter) and -f (for field number) switches. The following yields text3 as the output:
echo "text1 text2 text3 text4" | cut -d " " -f 3
Here, the delimiter is the space character, but it can be anything that is relevant for the string in question. Then, the "3" picks out the required block of text. For this to work, the text needs to be organised consistently and for the delimiters never to be duplicated, though there is a way of dealing with the latter as well.
Evoluent Vertical Mouse 3 Configuration in Ubuntu 9.10
31st October 2009
On popping Ubuntu 9.10 onto a newly built PC, I noticed that the button mappings weren't as I had expected them to be. The button just below the wheel no longer acted like a right mouse button on a conventional mouse, and it really was throwing me. The cause was found to be in a file name evoluent-verticalmouse3.fdi that is found either in /usr/share/hal/fdi/policy/20thirdparty/ or /etc/hal/fdi/policy/.
So, to get things back as I wanted, I changed the following line:
<merge key="input.x11_options.ButtonMapping" type="string">1 2 2 4 5 6 7 3 8</merge>
to:
<merge key="input.x11_options.ButtonMapping" type="string">1 2 3 4 5 6 7 3 8</merge>
If there is no sign of the file on your system, then create one named evoluent-verticalmouse3.fdi in /etc/hal/fdi/policy/ with the following content and you should be away. All that's needed to set things to rights is to disconnect the mouse and reconnect it again in both cases.
<?xml version="1.0" encoding="ISO-8859-1"?>
<deviceinfo version="0.2">
<device>
<match key="info.capabilities" contains="input.mouse">
<match key="input.product" string="Kingsis Peripherals Evoluent VerticalMouse 3">
<merge key="input.x11_driver" type="string">evdev</merge>
<merge key="input.x11_options.Emulate3Buttons" type="string">no</merge>
<merge key="input.x11_options.EmulateWheelButton" type="string">0</merge>
<merge key="input.x11_options.ZAxisMapping" type="string">4 5</merge>
<merge key="input.x11_options.ButtonMapping" type="string">1 2 3 4 5 6 7 3 8</merge>
</match>
</match>
</device>
</deviceinfo>
While I may not have appreciated the sudden change, it does show how you remap buttons on these mice, and that can be no bad thing. Saying that, hardware settings can be personal things, so it's best not to go changing defaults based on one person's preferences. It just goes to show how valuable discussions like that on Launchpad about this matter can be. For one, I am glad to know what happened and how to make things the way that I want them to be, though I realise that it may not suit everyone; that makes me reticent about asking for such things to be made the standard settings.
WARNING: The quoted string currently being processed has become more than 262 characters long…
20th June 2007
This is a SAS error that can be seen from time to time:
WARNING: The quoted string currently being processed has become more than 262 characters long. You may have unbalanced quotation marks.
In the days before SAS version 8, this was something that needed to be immediately corrected. In these days of SAS character variables extending beyond 200 characters in length, it becomes a potential millstone around a SAS programmer's neck. If you run a piece of code like this:
data _null_;
x="aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaa";
run;What you get back is the warning message at the heart of the matter. While the code is legitimate and works fine, the spurious error is returned because SAS hasn't found a closing quote by the required position and the 262-character limit is a hard constraint that cannot be extended. There is another way, though: the new QUOTELENMAX option in SAS9. Setting it as follows removes the messages in most situations (yes, I did find one where it didn't play ball):
options noquotelenmax;
This does, however, beg the question as to how you check for unbalanced quotes in SAS logs these days; clearly, looking for a closing quote is an outmoded approach. Thanks to code highlighting, it is far easier to pick them out before the code gets submitted. The other question that arises is why you would cause this to happen anyway, but there are occasions where you assign the value of a macro variable to a data set one and the string is longer than the limit set by SAS. Here's some example code:
data _null_;
length y $400;
y=repeat("f",400);
call symput("y",y)
run;data _null_;
x="&y";
run;My own weakness is where I use PROC SQL to combine strings into a macro variable, a lazy man's method of combining all distinct values for a variable into a delimited list like this:
proc sql noprint;
select distinct compress(string_var) into :vals separated by " " from dataset;
quit;Of course, creating a long delimited string using the CATX (new to SAS9) function avoids the whole situation and there are other means, but there may be occasions, like the use of system macro variables, where it is unavoidable and NOQUOTELENMAX makes a much better impression when these arise.