1. Microsoft Excel 2007 – Level 1
Chapter 6
MAINTAINING WORKBOOKS

2. 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

3. 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

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

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

12. 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

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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

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

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

33. 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

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

35. 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

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

37. 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

38. 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

39. 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

40. 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

41. 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

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

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

44. 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

45. 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

46. 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

47. 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

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

49. 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

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

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

52. 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

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