Microsoft Excel 2007 – Level 1 Chapter 6 MAINTAINING WORKBOOKS

Performance Objectives Create and rename a folder Delete workbooks and folders Copy and move workbooks within and between folders Copy, move, and rename worksheets within a workbook Save a workbook in a variety of formats Maintain consistent formatting with styles Use comments for review and response Create financial forms using templates

Open Dialog Box Click the Office button, then Open OR Click Folder on Quick Access toolbar OR Ctrl + O Back Up One Level Views Delete Create New Folder Tools

Open Dialog Box Toolbar Back Up One Level Views Delete Create New Folder

Save As Dialog Box Click the Office button, then Save or Save as OR* Ctrl + S OR* Save button on Quick Access toolbar Same toolbar buttons as in Open dialog box *Opens SAVE AS dialog box only if not yet saved

Creating a Folder Create New Folder button Type new folder name Payroll Click OK Use buttons to change active folder New folder will be displayed here

Click ‘Files of type:’ arrow to see all files in a folder Renaming a Folder Select folder Click ‘Files of type:’ arrow to see all files in a folder All files (*.*) Click Tools, then rename Type the new name for the folder and press enter or right-click the folder and click Rename

Selecting Workbooks Use Open Dialog box to open Multiple Workbooks Select files using Ctrl and/or Shift keys Selected workbooks can be opened, deleted, copied, moved, and printed

Deleting Workbooks and Folders Select files Click Delete button Click Yes OR Click Tools and Delete Files and folders are sent to the Recycle Bin

Delete and Restore to the Recycle Bin Files deleted from the hard drive can be restored from the Recycle Bin Files from a data disk are deleted permanently Double-click to open To restore a file, select the file, then click Restore this item Click to Empty Recycle Bin Files can no longer be restored

An open workbook – use Save As Copying Workbooks An open workbook – use Save As Change to desired drive/folder Click Save

Copying without opening the workbook 2. Right-click selection, then Copying Workbooks…/2 Copying without opening the workbook 2. Right-click selection, then Click Copy 3. Change to desired folder 4. Right-click and click Paste 1. Select files

Copying into the same folder Copying Workbooks…/3 Copying into the same folder Names the duplicates with “Copy of ”

Sending Workbooks To copy a workbook to another drive or folder quickly Select files and right-click Select Send To, then click desired location or folder

Cutting and Pasting a Workbook 2. Right-click selection, then click Cut 3. Change to desired folder 1. Select files 4. Right-click, then click Paste

then Rename, type new name, press Enter Renaming Workbooks Select the file, Click Tools, then Rename, type new name, press Enter Alternative: right-click the workbook, click Rename, type the name, then press Enter

Printing Workbooks From an open workbook, click the Office button, then Print or Ctrl + P From the Open dialog box, select file, then Tools, Print* *To print workbooks without opening them

Copying a Worksheet to Another Workbook Be sure that both the source and the destination workbooks are open 4. Select destination 2. Click 5. Select destination sheet 3. Click to create a copy 1. Right-click sheet tab in the source workbook 6. Click OK

Moving a Worksheet to Another Workbook Be sure that both the source and the destination workbooks are open 3. Select destination 2. Click 4. Select destination sheet 5. Click OK 1. Right-click sheet tab in the source workbook Check carefully – formulas may not calculate properly

Renaming a Worksheet OR Right-click sheet tab, Rename, type new name Double-click sheet tab, type new name Type up to 31 characters for the new name for the worksheet then press Enter

Save in a Variety of Formats As a default, workbooks are saved with .xlsx file extension Click desired file format at the ‘Save as type:’ drop-down list, then click Save Change the file format if it will be opened in another application

Save in a Variety of Formats../2 Saving in a previous version of Excel Click the Office button, then Save as Select Excel 97-2003 option

Save in a Variety of Formats../3 Save in text format Click Text file format at the Save as Type drop-down list, then click Save

Save in a Variety of Formats../4 Save in .PDF or .XPS format Click .PDF or .XPS file format Click .PDF or .XPS file format at the Save as Type drop-down list, then click Publish To save or export a file in .PDF or .XPS , you must first install the Save As PDF or XPS add-in from the Microsoft website

Formatting with Styles A style is a predefined set of formatting attributes ,such as font, font size, alignment, borders etc. Using a style automates the formatting of cells in a workbook and maintains consistency

Defining a Style With existing formatting … Select cells containing desired formatting, then click the Home tab, Cell Styles button Type a style name (Checkboxes identify current style) Click New Cell Styles

Defining a Style…/2 With new formatting … In the Styles dialog box, type name, then click Format Check the formats to include in the style, then click OK Apply desired formatting and click OK

Click Home, Cell Styles button style at the drop-down gallery Applying a Style Select cell(s) Click Home, Cell Styles button Click desired style at the drop-down gallery

Click Cell Styles button in the Styles group Modifying a Style Click Cell Styles button in the Styles group Right-click desired style in the drop-down gallery, click Modify, then click Format Make changes, click OK

Copying Styles to Another Workbook Defined styles are saved with the workbook in which they are created Open source and destination workbooks Click Merge Styles Double-click workbook name, then click OK Undo does not reverse effects of Merge Styles

Select cell(s), then click the Cell Styles button Removing a Style Select cell(s), then click the Cell Styles button Click Normal

You cannot delete the Normal Style Deleting a Style Right-click Style, then Delete You cannot delete the Normal Style

Inserting Comments A comment is useful for providing specific instructions, identifying critical information, or to aid multiple users of the worksheet The Comments group in the Review tab contains buttons for inserting and managing comments

Reviewing Buttons Show/Hide Comments Show All Comments Next Comment New Comment Previous Comment Next Comment Delete Comment

Inserting a Comment Click the New Comment button OR Shift + F2 Type desired information When you click outside the box, the yellow box is removed and a red triangle appears

Displaying a Comment Hover mouse over cell with red triangle Comment displays Click to Show All Comments Click button again to Hide All Comments

Displaying a Comment…/2 Right-click cell to display a shortcut menu with options to Edit, Delete or Show/ Hide comments Right-click, cell, choose option

Displaying a Comment…/3 When more than one person reviews and comments on a worksheet, each comment is identified by the user name, set when Office was loaded on his/her computer Click the Office button, then Excel Options, Popular View or Type User name

Choose how comments will print Printing a Comment By default, comments do not print - to print comments, with the sheet tab selected, use the Comments option at the Page Setup dialog box Click Choose how comments will print

Editing a Comment OR OR Click cell containing the Comment, then click the Edit Comment button OR Right-click the cell and click Edit Comment OR Shift +F2 Edit comment as desired

Right click the cell and click Delete Comment Deleting a Comment Click cell containing Comment, then Click Delete Comment button OR Right click the cell and click Delete Comment

Click Office button, then New Click to see available templates Using Excel Templates Click Office button, then New Click to see available templates

Entering Data in a Template Billing Statement Template Enter information Move to another cell with Tab or Shift + Tab

Features Summary How do you display the Open dialog box? OR OR Click the Office button, then Open OR Ctrl + O OR Click Folder on Quick Access toolbar

Features Summary How do you display the Save As dialog box? Click the Office button, then Save or Save as OR* Save button on Quick Access toolbar OR* Ctrl + S *Opens SAVE AS dialog box only if not yet saved

From an open workbook, click the Office button, then Print or Ctrl + P Features Summary How do you display the Print dialog box? From an open workbook, click the Office button, then Print or Ctrl + P

Click .PDF or .XPS file format at the ‘Save as type:’ drop-down list, Features Summary How do you save in PDF or XPS format? Click .PDF or .XPS file format Click .PDF or .XPS file format at the ‘Save as type:’ drop-down list, then Publish

Features Summary How do you display the Move or Copy Sheet dialog box? Click Select sheet Right-click sheet tab

Features Summary How do you display the Style dialog box? Select cells containing desired formatting, then Click the Home tab, Cell Styles Click New Cell Styles

Features Summary How do you display the Merge Styles dialog box? Open source and destination workbooks Click Merge Styles

Features Summary How do you insert a Comment? Click the New Comment button OR Shift + F2 Type desired information

Click Office button, then New Click to see available templates Features Summary How do you display the Templates dialog box? Click Office button, then New Click to see available templates

CREATING A CHART IN EXCEL Coming Next Chapter 7 CREATING A CHART IN EXCEL