This tutorial was adapted from a tutorial by

see its complete version at

http://www.fgcu.edu/support/office2000/excel/index.html
http://staff.aub.edu.lb/~acc/

Excel 2003 – Tutorial I

Spreadsheet Basics Format Painter

AutoFormat
Screen Layout
Title bar Formulas and Functions
Menu bar
Standard Toolbar Formulas
Other Tools Linking Worksheets
Task Pane Relative, Absolute, and Mixed
Adding and Renaming Worksheets Referencing
Basic Functions
Modifying Worksheets Autosum

Moving Through Cells Sorting and Filling

Adding Worksheets, Rows,
Columns, and Cells Basic Sorts
Resizing Rows and Columns Complex Sorts
Selecting Cells Autofill
Moving and Copying Cells
Deleting Rows, Columns, and Cells Page Properties and Printing
Freeze Panes
Page Breaks
Formatting Cells Page Setup
Margins
Formatting Toolbar Header/Footer
Format Cells Dialog Box Sheet
Formatting Worksheet Print Preview
Dates and Times Print
Compare side by side
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Spreadsheet Basics

Microsoft Excel is a spreadsheet program that you can use to organize, analyze
and attractively present data such as a budget or sales report. Each Excel file is a
workbook that can hold many worksheets. The worksheet is a grid of columns,
designated by letters, and rows, designated by numbers. The letters and numbers of
the columns and row called labels are displayed in gray buttons across the top and
left side of the worksheet. The intersection of a column and a row is called a
cell. Each cell on the spreadsheet has a cell address that is the column letter and the
row number. Cells can contain text, numbers, or mathematical formulas.

Screen Layout
Cell
Number box Menu bar Standard toolbar Formula box Formatting toolbar

Row 5
Column E
Cell E5

Worksheet tab Worksheet tabs Task pane

scroll buttons

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Title bar

The Title bar contains the name of the program Microsoft Excel, and the default name of
the file Book 1 that would change as soon as you save your file.

Menu bar

The Menu bar contains menus that include all the commands you need to use to work
your way through Excel such as File, Edit, View, Insert, Format, Tools, Data,
Window, and Help

Standard Toolbar

This toolbar is located just below the Menu bar at the top of the screen and allows you to
quickly access basic Excel commands.

E-mail Research Format Painter

New Sort Drawing Help
Save Print Preview Copy Insert Hyperlink

Open Print Cut Paste AutoSum Chart Wizard Zoom

Spelling Undo/Redo Toolbar
Permission
Options

Note: If not all the list appears, press on the Toolbar Options button placed at the end
of any toolbar, and press on Add or Remove Buttons tag, then select Standard and you
will get the possible commands for this toolbar.

New: Select File > New from the Menu bar. The New Workbook pane
appears on the right hand side of the screen. Under the title new select

Blank Workbook. An alternative is to click the New button found

on the Standard toolbar to create a new workbook.
Open: Click File > Open from the Menu bar, or click the Open button

found on the Standard toolbar to open an existing workbook.

Save: To save click on the Save button found on the

Standard toolbar. Choose a folder to save the file in. Specify a
filename, and then press Save button. This is done only the first time you
try to save a file. It
is recommended that you save your changes every ten minutes. All
you have to do is to press on the Save button, or simply go to File>Save.
This will update your initial file.
Save as: To save a different copy or version: Click on the Save as option
in the File menu, and save your document under a different name, or the
same name but in a different folder.

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Print: Select File > Print from the Menu bar, or click the Print button

found on the Standard toolbar to print a worksheet.

Print Preview: Select File > Print Preview from the Menu bar, or click

the Print Preview button found on the Standard toolbar to preview

the worksheet before it prints.

Spelling: Use the spelling button found on the Standard toolbar to

correct spelling errors on the worksheet.

Cut, Copy, Paste, and Format Painter : These

actions are explained in the Modifying Worksheets section.
Undo and Redo: Click the backward Undo arrow to cancel
the last action you performed, whether it is entering data into a cell,
formatting a cell, entering a function, etc. click the forward Redo arrow to
cancel the Undo action.
Insert Hyperlink: To insert a hyperlink to a Web site on the
Internet, type the text into a cell you want to be the link that can be clicked

with the mouse. Then, click the Insert Hyperlink button

found on the Standard toolbar and enter the Web address you want the
text to link to
and click OK.
Autosum, Function Wizard, and Sorting: These tools are discussed in
detail in the Formulas and Functions section.
Zoom: To change the size of the worksheet that appears on the screen,
choose a different percentage from the Zoom option found on
the Standard toolbar.

Other Tools

a. Formatting toolbar: used to format text, for example font type / size / alignment
/ color, text indentation. Also used to create bulleted / numbered lists,
borders… etc.
b. Drawing toolbar: contains certain commands for drawing shapes, filling
colors… etc).

Note: To add or remove a toolbar right click on the toolbars area,

and select/deselect the toolbar you want to edit. Or select from the Menu bar,
View > toolbars and then select the menu of your choice.

c. Scroll bars: allow you to browse through a worksheet.

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Task Pane

The Task Pane appears each time you start Excel. To display or hide the task
pane: From the Menu bar, select View > Task pane To close it, click on the small X
button at the top-left corner.

The task pane contains several options:

Getting started: It allows you to connect to the internet to get more information
on Microsoft Excel also you can open saved files from your local PC.
Help: in case you are lost and you need some feedback. Under Search For you
can directly type your keyword and Excel will provide you with information
(on/offline).
Search Results: Allows you to view the result of your previous search under
Help.
Clip Art: allows you to search the Clip Art Gallery using keywords.
Research: if you are doing a research Excel can provide you with online
information. You can choose the reference books you would like Microsoft to
take into consideration while searching.
Clipboard: a list of the items you have recently cut, pasted, or copied
New Workbook: you can open a new blank workbook or select one from the
existing workbooks available in your local computer, or select one of the
templates saved in Excel.
Shared Workspace: you can create a document workspace if you want to share a
copy of your document. A workspace also enables you to invite others,
assign them tasks, and link to additional resources.

Adding and Renaming Worksheets

The worksheets in a workbook are accessible by clicking the Worksheet tabs in the
lower part of the screen. By default, three worksheets are included in the default
workbook. To add a sheet, select Insert > Worksheet from the Menu bar. To rename the
Worksheet tab, right-click on the tab with the mouse and select Rename from the
Shortcut menu. Type the new name and press the Enter key.

Modifying Worksheets

Moving Through Cells

Use the mouse to select a cell you want to begin adding data to and use the keyboard
strokes listed in the table below to move through the cells of a worksheet.

Movement Key stroke

One cell up up arrow key
One cell down down arrow key or ENTER

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One cell left left arrow key

One cell right right arrow key or TAB
Top of the worksheet (cell A1) CTRL+HOME
End of the worksheet (last cell
CTRL+END
containing data)
End of the row CTRL+right arrow key
End of the column CTRL+down arrow key
Any cell Edit > Go To (menu bar command)

Adding Worksheets, Rows, Columns, and Cells

Worksheets: Add a worksheet to a workbook by selecting Insert > Worksheet

from the Menu bar.
Row: To add a row to a worksheet, select Insert > Rows from the Menu bar, or
highlight the row by clicking on the row label, right-click with the mouse, and
choose Insert.
Column: Add a column by selecting Insert > Columns from the Menu bar, or
highlight the column by clicking on the column label, right-click with the mouse,
and choose Insert.
Cells: Add a cell by selecting the cells where you want to insert the new cells,
Click Insert > Cells > Click an option to shift the surrounding cells to the right or
down to make room for the new cells.

Resizing Rows and Columns

There are two ways to resize rows and columns: The first way is to resize a row by
dragging the line below the label of the row you would like to resize. Resize a column in
a similar manner by dragging the line to the right of the label corresponding to the
column you want to resize.
Or
The second way is to click the row or column label and select Format > Row > Height
or Format > Column > Width from the Menu bar to enter a numerical value for the
height of the row or width of the column.

Selecting Cells

Before a cell can be modified or formatted, it must first be selected (highlighted). Refer
to the table below for selecting groups of cells.
Cells to select Mouse action
One cell click once in the cell
Entire row click the row label
Entire column click the column label

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click the whole sheet button (upper left

Entire worksheet
corner of the labels “empty label”)
drag mouse over the cells or hold down the
Cluster of cells
SHIFT key while using the arrow keys

To activate the contents of a cell or to edit it, double-click on the cell.

Cutting Cells
To cut cells, highlight the cells the select Edit > Cut from the Menu bar or click the Cut

button on the Standard toolbar.

Copying Cells

To copy the cell contents first highlight the cell then select Edit > Copy from the Menu
bar or click the Copy button on the Standard toolbar.

Pasting Cut and Copied Cells

Highlight the cell into which you want to paste the content, and select Edit > Paste from

the Menu bar or click the Paste button on the Standard toolbar.

Drag and Drop

You can drag and drop content between cells. We recommend you use this method if the
cells are adjacent to each other. Highlight the cell you would like to move, simply drag
the highlighted border of the selected cell to the destination cell with the mouse. But be
aware that the Drag-and-Drop method cuts the contents the source cell and pastes it in
the destination cell.

Deleting Rows, Columns, and Cells

Rows: select the row by clicking its number, Click Edit > Delete
Columns: select the column by clicking its letter, Click Edit > Delete
Cells: select the cells you want to delete, Click Edit > Delete

Freeze Panes

If you have a large worksheet with column and row headings, those headings will
disappear as the worksheet is scrolled. By using the Freeze Panes feature, the headings
can be visible at all times.

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1. Click the label of the row that is below the row that you wish to keep frozen at the
top of the worksheet.
2. Select Window > Freeze Panes from the Menu bar.

Note: To remove the frozen panes, select Window > Unfreeze Panes

Freeze panes have been added to row 1 in the image above. Notice that the
row numbers skip from 1 to 6. As the worksheet is scrolled, row 1 will remain
stationary while the remaining rows will move.

Formatting Cells

Formatting Toolbar

The contents of a highlighted cell can be formatted in many ways. Font and cell attributes
can be added from shortcut buttons on the Formatting toolbar. If this toolbar is
not already visible on the screen, select View > Toolbars > Formatting from the Menu
bar,
or right click on the toolbars area, and select the Formatting toolbar.

Merge and center

Increase/decrease
Bold Italics underline decimal
Font menu Borders Font color
Percent style

Currency style
Font size Left Center Right Increase/decrease
justification Comma style indent
Fill color

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Format Cells Dialog Box

For a complete list of formatting options,

right-click on the highlighted cells and
choose Format Cells from the Shortcut
menu or select Format > Cells from the
Menu bar.

Number tab - The data type can be selected from the categories listed on this tab.
Select General if the cell contains text and number, or another numerical
category if the cell is a number that will be included in functions or formulas.
Alignment tab - These options allow you to change the position and alignment of
the data with the cell.
Font tab - Font attributes are displayed in this tab including font name, size,
style, and effects.
Border and Pattern tabs - These tabs allow you to add borders, shading, and
background colors to a cell.
Protection tab – Allow you to protect or hide a certain cell in your worksheet.

Formatting Worksheet

1-Change horizontal alignment of data:

a. Select the cells containing the data you want to align.
b. Click one of the following:

Align Left

Center

Align Right

2- Change data color:

a. Highlight the cells containing the data you want to change to a different color
b. Click the Font color button on the Formatting toolbar to choose the
color you want to use. To change the color, press on the arrow on the right side of the box
and then select the color you want by clicking on it.

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3- Change cell color:

There are two ways to change the cell color:
1. Select the cells, click on the Formatting toolbar.
2. Select the cells, click Format > Cells, the Format Cells dialog box appears.
Click the Pattern tab, and choose a color.

4- Indent data:
a. Select the data you want to indent in the cells.
b. Click the Increase/Decrease indent button on the Formatting toolbar

5- Change vertical alignment of data:

Excel automatically aligns data at the bottom of the cell. To change the position of
data:
a. Select the cell
b. Click Format > Cells. Click the Alignment tab, under Vertical choose the way
to align the data, click OK to confirm.
Or
Perform the steps above a & b and find the box labeled Orientation. Double click in the
Degrees box and type the number you want your data to rotate by.

6- Add borders to cells

You can add borders to cells to enhance the appearance of your worksheet in two
ways:
a. Click on the Borders button on the Formatting toolbar
b. You can choose any option or Click Draw Borders (Click the line style you want from
the Border toolbar).

Dates and Times

If you enter the date "January 1, 2001" into a

cell on the worksheet, Excel will
automatically recognize the text as a date and
change the format to "1-Jan-01". To change
the date format, select the Number tab from
the Format Cells dialog box. Select Date
from the Category box and choose the
format for the date from the Type box. If the
field is a time, select Time from the
Category box and select the type in the right
box. Date and time combinations are also
listed. Press OK when finished.

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Format Painter

A handy button on the Standard toolbar for formatting text is the Format Painter. If
you have formatted a cell with a certain font style, date format, border, and other
formatting options, and you want to format another cell or group of cells the same way,
place the cursor within the cell containing the formatting you want to copy, then click the

Format Painter button found on the Standard toolbar (notice that your
mouse pointer now has a paintbrush beside it). Highlight the cells which you want to
re-format
To copy the formatting to many groups of cells, double-click the Format Painter button.
The format painter remains active until you press the ESC key to turn it
off.

AutoFormat

Excel has many preset table formatting options. You can add these styles by following
these steps:

1. Highlight the cells you want to

format.

2. Select Format > AutoFormat

from the Menu bar.
3. On the AutoFormat dialog box,
click to select the format you
want to apply to your
highlighted table. Use the scroll
bar to view all of the formats
available.

4. Click the Options... button. This

will open the Format to apply
section to select the elements
that the formatting will apply to.
5. Click OK when finished.

Formulas and Functions

The unique feature of a spreadsheet program such as Excel is that it allows you to create
mathematical formulas and execute functions. Otherwise, it is not much more than a large
table for displaying text. This page will show you how to create these calculations.
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Formulas

Formulas are entered in the

worksheet cell and must begin
with an equal sign "=". The
formula then includes the
addresses of the cells whose values
will be manipulated with
appropriate operators placed in
between. After the formula is
typed into the cell, the calculation
executes immediately and the
formula itself is visible in the Formula bar
formula bar. See the example to
the right to view the formula for
calculating the subtotal for a
number of textbooks. The formula
multiplies the quantity and price of
each textbook and adds the
subtotal for each book.

Linking Worksheets

When working with formulas, you may want to use a cell from a worksheet other than
your current worksheet. For example, the value of cell A1 in the current worksheet and
cell A2 in the second worksheet can be added using the format "sheetname! cell-address".
The formula for this example would be "=A1+Sheet2! A2" where the value of cell A1 in
the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2".

Relative, Absolute, and Mixed Referencing

Calling cells by just their column and row labels (such as "A1") is called relative
referencing. When a formula contains relative referencing and it is copied from one cell
to another, Excel does not create an exact copy of the formula. It will change cell
addresses relative to the row and column they are moved to. For example, if a simple
addition formula in cell C1 "= (A1+B1)" is copied to cell C2, the formula would change
to "= (A2+B2)" to reflect the new row. To prevent this change, cells must be called by
absolute referencing and this is accomplished by placing dollar signs "$" within the cell
addresses in the formula. Continuing the previous example, the formula in cell C1 would
read "= ($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both
the column and row of both cells are absolute and will not change when copied. Mixed
referencing can also be used where only the row or column are fixed. For example, in
the formula "= (A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is
fixed.

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Basic Functions

Functions can be a more efficient way of performing mathematical operations than

formulas. For example, if you wanted to add the values of cells D1 through D10, you
would type the formula "=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10". A shorter way
would be to use the SUM function and simply type "=SUM (D1:D10)". Several other
functions and examples are given in the table below.

Function Example Description

SUM =SUM(A1:A100) finds the sum of cells A1 through A100
AVERAGE =AVERAGE(B1:B10) finds the average of cells B1 through B10
MAX =MAX(C1:C100) returns the highest number from cells C1 through C100
MIN =MIN(D1:D100) returns the lowest number from cells D1 through D100
SQRT =SQRT(D10) finds the square root of the value in cell D10
TODAY =TODAY() returns the current date (leave the parentheses empty)

Function Wizard

You can view all functions available in Excel by using the Function Wizard.

1. Select the cell where the

function will be placed and
click the Insert Function
button next to the
Formula bar.

2. From the Insert Function

dialog box, browse through the
functions and select a category
from the drop-down menu, and
select the function from the
Select a Function choices
below. As each function name
is highlighted a description and
example is provided below the
two boxes.

3. Click OK to select a function.

4. The next window allows you to choose the cells that will be included in
the function. In the example below, cells A1, A2 and A3 were automatically
selected for the sum function by Excel. The cell values {1;2;3} are located to the
right of the Number 1 field where the cell addresses are listed. If another set of
cells, such as

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B1, B2 and
B3, needed to
be
added to the
function, those
cells would
be added in
the
format “B1:C3”
to the Number
2 field.

5. Click Ok when all the cells for the function have been selected.

Autosum

Use the Autosum functions to add the contents of a cluster of adjacent cells.

1. Select the cell where you want

the sum to appear. This cell
should be outside the cluster of
cells that you will select. Cell C2
was used in this example.
2. Click the Autosum button
(Greek letter sigma) on the
Standard toolbar.
3. Highlight the group of cells that
will be summed, in this example
cells A2 through B2.

Press the ENTER key on the keyboard

or click the green check mark button on
the Formula bar.

Sorting and Filling

Basic Sorts

In Excel you can execute a basic descending or ascending sort based on one column.
Highlight the cells that will be sorted and click the Sort Ascending (A-Z) button
or Sort Descending (Z-A) button found on the Standard toolbar.
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Complex Sort

To sort by multiple columns, follow these

steps:

1. Highlight the cells, rows, or columns

that will be sorted.

2. Select Data > Sort from the Menu bar.

3. From the Sort dialog box, select the first

column for sorting from the Sort by drop-
down menu and choose either ascending or
descending.

4. Select the second column and, if

necessary, the third sort column from the
drop-down menus labeled Then By.
Make sure before you sort that all the cells contain text or numbers, not formulas,
otherwise sorting might not function properly.

If the cells you highlighted include text

headings in the first row, select the
option Header row under the title My
data range has. Click the Options
button for special non-alphabetic or
numeric sorts such as months of the year
and days of the week.

Click OK to execute the sort.

Autofill

The Autofill feature allows you to quickly fill cells with repetitive or sequential data such
as chronological dates or numbers, and repeated text.

1. Type the beginning number or date of an incrementing series or the text that will
be repeated into a cell.
2. Select the handle at the bottom right corner of the cell with the left mouse button
and drag it down as many cells as you want to fill.
3. Release the mouse button.

If you want to autofill a column with cells displaying the same number or date you must
enter identical data in two adjacent cells. Highlight the two cells and drag the handle of
the selection with the mouse.

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The Autofill feature can also be used for alternating text or numbers. For example, to
make a repeating list of the days of the week, type “Monday” into a cell in a column.
Highlight the cell and drag across with the mouse.

Autofill can also be used to copy functions. In the example below, column A and
column B each contain a list of numbers and column C contains the sums of columns A
and B for each row. The function in cell C2 would be "=SUM(A2:B2)". This function
can then be copied to the remaining cells of column C by activating cell C2 and dragging
the handle down to fill in the remaining cells. The autofill feature will automatically
update the row numbers as shown below if the cells are referenced relatively.

Page Properties and Printings

Page Breaks

To set page breaks within the worksheet, select the row you want to appear just below the
page break by clicking the row's label. Then choose Insert > Page Break from the Menu
bar.

Page Setup

The page setup allows you to

format the page, set margins, and
add headers and footers. To view
the Page Setup select File >
Page Setup from the Menu bar.
Select the Orientation under the
Page tab in the Page Setup
dialog box to make the page
Landscape or Portrait. The size of
the worksheet on the page can
also be formatted under the
Scaling title. To force a
worksheet to print only one page,
select Fit to 1 page(s) wide.

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Margins

Change the top, bottom, left, and

right margins under the Margins
tab. Enter values in the
Header/Footer fields to indicate
how far from the edge of the page
this text should appear. Check the
boxes for centering Horizontally
or Vertically to center the page.

Header/Footer

Add preset Headers and Footers to the page

by clicking the drop-down menus under the
Header/Footer tab.

To modify a preset Header or Footer, or to

make your own, click the Custom Header or
Custom Footer buttons. A new window will
open allowing you to enter text in the left,
center, or right on the page.

Format Text – After highlighting the text

click this button to change the Font, Size,
and Style. Page number Date Path Tab name
Page Number - Insert the page number of
each page.
Total Number of Pages - Use this feature
along with the page number to create Time File name
strings such as "page 1 of 15". Format text Total number
Date - Add the current date. of pages
Time - Add the current time.
File Name - Add the name of the
workbook file.
Tab Name - Add the name of worksheet.

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Sheet

Click the Sheet tab and check Gridlines

box under the Print section if you want
the gridlines dividing the cells to be
printed on the page. If the worksheet is
several pages long and only the first page
includes titles for the columns, select
Rows to repeat at top from the Print
titles section to choose a title row that will
be printed at the top of each page.

Print Preview

Select File > Print Preview from the Menu bar to view how the worksheet will be
printed or press the Print Preview button from the Standard toolbar. Click the
Next and Previous buttons at the top of the window to display the next pages and click
the Zoom button to view the pages closer. Make page layout modifications needed by
clicking the Page Setup button. Click Close to return to the worksheet or Print to
continue printing.
After a print preview, dotted lines appear on the document to show the borders of the
document for printing. These lines are virtual and do not appear on the printed copy.

Print
To print the worksheet, select File >
Print from the Menu bar or click on

the Print button from the

Standard toolbar.

Print Range –Select either All pages or a range of Page(s) to print.

Print What –Select Selection of cells highlighted on the worksheet, the Active
sheet(s), or all the worksheets in the Entire workbook.

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Copies - Choose the number of copies that should be printed. Check the Collate
box if the pages should remain in order.
Click OK to print.

Compare side by side

Imagine that you have two workbooks. One workbook is the grades for section number
one and the other is the grades for all students in all section. You'd like to compare both
workbooks to see the differences in grades and average between the two workbooks.
The Window menu shows that both workbooks are already open. Because section one is
in view, the name of the second workbook, is listed after the Side by Side command. To
see both workbooks at the same time, from the Menu bar, select Window > Compare
side by side.
Compare side by side toolbar appears with different buttons:
Synchronous scrolling: If you want to scroll through the workbooks at the same
time, to stop synchronizing in both deselect again.
Reset window position: If you want to reset the workbook windows to the
positions they were in when you first started comparing documents.
Close side by side: to close side by side view and to return to the original
workbook.

Note: If you open two workbooks, the command on the Window menu will include the
file name of one of those workbooks. For example, if you open "workbook1.xls" and then
"workbook2.xls," the Window menu shows the command as Compare Side by Side
with workbook2.xls.

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