If you have red categories or subcategories in your Expenses table, this means you have to recategorize them. Why? Because you changed your categories in the Setup and the spreadsheet no longer knows where these expenses belong.
For example, let’s say you initially used DINING OUT as one of your subcategories, but you decide later that you want to see RESTAURANT and TAKE-OUT as two separate subcategories (see before and after images below).
Now, if you look at your Expenses table, you might see something like this. All of the Expenses that you previously categorized as DINING OUT are now highlighted in red. You can fix these in a couple of different ways.
Option 1: If you have a lot of red subcategories, first filter the subcategory column so you only see the ones that need to be changed. Click the arrow box next to the SUBCATEGORY heading and a menu will appear. Select “Filter by Color” and choose the red background color under “Filter by Cell Color.”
Option 1 (cont’d) Now only the red subcategories are shown.
Option 1 (cont’d) Click on the first red subcategory and a small arrow box should pop up next to it. Click on the arrow box and choose the new subcategory from the drop-down menu. Rename the rest of the red subcategories this way. To see all of your expenses again, click on the filter icon next to the SUBCATEGORY heading. Select “Clear Filter From “SUBCATEGORY”.”
Option 2: This option works best if you want to replace all (or most) of one subcategory name with another. In this example we are first going to replace all of the DINING OUT subcategories with RESTAURANT since most of the expenses are restaurants. Then, we are going to manually change the expenses that are TAKE-OUT purchases. Click on the letter “F” towards the top of the screen to select the entire E column. Then press Ctrl+H.
A Find and Replace box will pop up. Enter the old name under “Find what” and the new name under “Replace with.” In this example, the “Find what” is DINING OUT and the “Replace with” is RESTAURANT. Click “Replace All” and then click OK and close the dialog box.
If you just wanted to replace all of your DINING OUT with RESTAURANT, you are done. But in this case some of the DINING OUT items were actually TAKE-OUT, so now you just have to manually fix the TAKE-OUT items. Click on the arrow box next to the SUBCATEGORY heading and filter for RESTAURANT. Click OK and only the RESTAURANT categories will be showing.
Change the subcategory on all the expenses that should be labeled as TAKE-OUT instead of RESTAURANT. Click on the RESTAURANT label that you want to change and a small arrow box should pop up next to it. Click on the arrow box and choose TAKE-OUT from the drop-down menu. To see all of your expenses again, click on the filter icon next to SUBCATEGORY. Select “Clear Filter From “SUBCATEGORY”.”