Show the problem.
Keep the private details private.

What to tell us before sharing a file.

Begin with a plain-language description. For example: “My payment total stays the same when I add a row” is more useful than “the dashboard is broken.” You do not need to send a full business workbook to explain that first symptom.

• The app and version you use, and whether you work on desktop, mobile or in a browser.
• The file type and the affected sheet/cell or step, using non-sensitive labels.
• What you entered or changed, what happened, and what you expected instead.
• One small, independently worked example of the correct result.
• Whether the file uses macros, external workbooks, data connections, protected sheets or other dependencies.
• Your deadline, the parts that must keep working and the agreed output you need.

Example with fictional values: planned cost is 1,000, confirmed cost is 900 and paid is 400. If “balance” means confirmed cost less paid, the expected balance is 500. State that rule explicitly; another workbook might use the same label for a different calculation.

Do not include passwords, access tokens, customer records or account numbers in the first enquiry. Cartavya’s enquiry form does not upload workbooks. Agree an appropriate sharing method before sending a file.

How to prepare a smaller, safer sample.

1. Preserve the original. Keep an untouched backup. Create a clearly named review copy and work only on that copy.
2. Reduce the example. Keep the minimum sheets and rows needed to reproduce the issue. Include dependencies that the affected formula actually needs. If deleting data removes the issue, the sample is no longer representative.
3. Use fictional values. Replace personal names, contact details, identifiers, addresses and confidential business figures. Preserve the type of data causing the issue: a number stored as text, a blank field or a duplicated identifier may be part of the problem.
4. Inspect beyond visible cells. Review hidden sheets and rows, notes/comments, formulas, named ranges, external links, connections, embedded objects and file properties. A formula or link can contain a private path or identifier even when its displayed result looks harmless.
5. Avoid copying live credentials or sources. Recreate a dependency with fictional data where possible. If a live connection is essential to the failure, describe it first rather than sending credentials or granting access.
6. Reproduce the problem. Open the sample again in the same app. Perform the action and confirm it still shows the issue. Write down the cells involved and your expected result.
7. Review the copy before sharing. Only share the sample once you are satisfied it contains information you are authorised to disclose. If you cannot separate the issue from sensitive data, start with a description and agree another approach.

Replacing the visible names does not guarantee anonymisation. If you are unsure about hidden data or metadata, do not assume a workbook is safe just because the first sheet looks clean. Removing links or sheets can also change formulas, so preserve the original and note any changes you made.

What common errors can be telling you.

An error label is a clue, not a diagnosis. Check the formula, the input types and the intended rule together. These examples are starting points for investigation; they do not promise a fix for every workbook.

#REF! — a reference is no longer valid

Look for a deleted or moved dependency and compare the formula with the last working copy. Replacing the error with zero may hide a missing input rather than restore the calculation.

#VALUE! — the input is unsuitable for that calculation

Check whether a value that looks numeric is actually text, whether a date is recognised as a date, and whether ranges have the expected structure. Preserve a fictional example of the original input type in your sample.

#DIV/0! — division has no usable denominator

Decide what the calculation should show when the denominator is zero or missing. “Not available” and zero mean different things; choose the behaviour before applying an error-handling formula.

#N/A — a requested match may be missing

Check the lookup key, match mode, extra spaces and the source list. A missing match may be useful information that should remain visible.

#NAME? — something is not recognised

Check spelling, named ranges, quotation marks and whether the function is available in the app/version used to open the file.

No error, but the total looks wrong

Check the included rows, duplicate entries, blanks versus explicit zeros, numbers stored as text and the business rule. A formula can calculate successfully while answering the wrong question.

A blanket IFERROR(...,0) can make a sheet look tidy while hiding missing information. Decide which errors should be flagged, which are expected and what each should display.

For app-specific guidance, see Microsoft’s #REF! reference, #VALUE! reference, #DIV/0! reference, #N/A reference and formula troubleshooting guide.

Check the result against cases you understand.

A useful handover is a separate corrected workbook with a short account of what changed and what was checked. Agree those checks as part of the scope, especially when formulas affect payments, reporting or operational decisions.

• A normal example with a manually verified expected result.
• A blank input and an explicit zero, where the distinction matters.
• The first and last supported rows, and the agreed behaviour when a new row is added.
• Missing lookups, duplicates, unexpected text and negative values where relevant.
• Any totals, charts or summaries that depend on the changed cells.
• Opening, saving and reopening in the agreed app/version.
• Clear input cells, formula cells, instructions and known capacity or compatibility limits.

Keep your original and the delivered version separately. Review the change log before introducing live data. If Windows Excel, Excel for the web, Google Sheets or a mobile app is essential, name it in the brief and ask for testing in that environment; a file extension is not proof of compatibility.

Macros, protected logic and external systems need separate feasibility checks. A scoped spreadsheet repair does not imply recovery of every corrupt file, removal of access controls, or verification of every business decision made with the workbook.

See repair scope and handover options ↗

Try the Celebration Planner sample.

Our real sample workbook brings budget amounts, guest parties and tasks together. It has a dashboard, distinct input and calculation cells, data validation and attention flags. Its entries are fictional demonstration data.

The sample has 10 entry slots on each working sheet. The full planner has 100 budget lines, 200 guest-party rows and 100 task rows. The full workbook’s core workflow has been tested in Excel for Mac; compatibility with other spreadsheet applications is not claimed.

Open a separate copy and follow the instructions on the Dashboard. Sample totals demonstrate the workbook; they are not recommended event costs or a financial plan.