Excel 2013 Level 1 Unit 2 Enhancing the Display of Worksheets Chapter 6 Maintaining Workbooks

2. Excel 2013Level 1 Unit 2Enhancing the Display of Worksheets Chapter 6Maintaining Workbooks

3. Maintaining Workbooks Quick Links to Presentation Contents • Maintain Workbooks • Manage the Recent Workbooks List • Manage Worksheets • CHECKPOINT 1 • Format with Cell Styles • Insert Hyperlinks • Use Excel Templates • CHECKPOINT 2

4. Maintain Workbooks Back button Forward button New folder button Address bar Organize button Navigation pane Content pane Click this option box to display a drop-down list of file extensions.

5. Maintain Workbooks - continued To create a folder: • Press Ctrl + F12 to display the Open dialog box. • Click New folder button. • Type folder name. • Press Enter. New folder button

6. Maintain Workbooks - continued To rename a folder: • Display Open dialog box. • Click desired folder. • Click Organize button. • Click Rename at drop-down list. • Type new name. • Press Enter. OR • Display Open dialog box. • Right-click folder name. • Click Rename. • Type new name. • Press Enter Type a new name for the folder.

7. Maintain Workbooks - continued • To select one workbook, display the Open dialog box and then click the desired workbook. • To select several adjacent workbooks (workbooks that display next to each other), click the first workbook, hold down the Shift key, and then click the last workbook. • To select workbooks that are not adjacent, click the first workbook, hold down the Ctrl key, click any other desired workbooks, and then release the Ctrl key.

8. Maintain Workbooks - continued To delete a workbook or folder: • Display Open dialog box. • Right-click workbook or folder name. • Click Delete. • If deleting from a removable drive, click Yes. Delete option

9. Maintain Workbooks - continued • Workbooks deleted from a removable drive are deleted permanently while workbooks deleted from the hard drive are automatically sent to the Windows Recycle Bin. • You can easily restore a deleted workbook from the Recycle Bin. • To free space on the drive, empty the Recycle Bin on a periodic basis.

10. Maintain Workbooks - continued To copy a workbook: • Display Open or Save As dialog box. • Right-click workbook name. • Click Copy. • Navigate to desired folder. • Right-click blank area in Content pane. • Click Paste. Paste option

11. Maintain Workbooks - continued To rename a workbook: • Display Open dialog box. • Click desired workbook. • Click Organize button. • Click Rename. • Type new name. • Press Enter. OR • Display Open dialog box. • Right-click workbook name. • Click Rename. • Type new name. • Press Enter. Rename option

12. Manage the Recent Workbooks List To view the most recently opened workbooks: • Click FILE tab. • Click Open option. Recent Workbooks list

13. Manage the Recent Workbooks List - continued To pin a workbook: • Click FILE tab. • Click Open option. • In Recent Workbooks list, click gray pin. pin

14. Manage Worksheets To copy a worksheet to another workbook: • Right-click desired sheet tab. • Click Move or Copy option. continues on next slide… Move or Copy option

15. Manage Worksheets - continued • Select desired worksheet location. • Select desired worksheet location. • Click Create a copy check box. • Click OK. Create a copy check box

16. Manage Worksheets - continued To move a worksheet to another workbook: • Right-click desired worksheet tab. • Click Move or Copy option. • Select desired destination workbook. • Select desired worksheet location. • Click OK. Move or Copy dialog box

17. CHECKPOINT 1 • A folder name can contain a maximum of how many characters? • 155 • 255 • 355 • 455 • How many of the most recently opened workbook names display in the Recent Workbooks list? • 5 • 15 • 20 • 25 Answer Answer Next Question Next Question • Hold down this key to select workbooks that are not adjacent. • F1 • Alt • Ctrl • Shift • Do this to a workbook name if you want it to remain at the top of the Recent Workbooks list. • pin • flag • outline • check Answer Answer Next Question Next Slide

18. Format with Cell Styles Cell Styles button To apply a cell style: • Select desired cell(s). • Click Cell Styles button. • Click desired style.

19. Format with Cell Styles - continued To define a cell style with existing formatting: • Select cell containing formatting. • Click Cell Styles button. • Click New Cell Style. continues on next slide… New Cell Style option

20. Format with Cell Styles - continued • Type name for new style. • Click OK. Style dialog box

21. Format with Cell Styles - continued To define a new cell style: • Click in blank cell. • Click Cell Styles button. • Click New Cell Style. • Type name for style. • Click Format button. • Choose formatting options. • Click OK. • Click OK. Format Cells dialog box

22. Format with Cell Styles - continued To modify a style: • Click Cell Styles button. • Right-click desired style at drop-down gallery. • Click Modify. • Click Format button. • Make desired formatting changes. • Click OK to close Format Cells dialog box. • Click OK to close Style dialog box. Modify option

23. Format with Cell Styles - continued To copy styles to another workbook: • Open workbook containing desired styles. • Open workbook to be modified. • Click Cell Styles button. • Click Merge Styles option. • Double-click name of workbook that contains styles. Merge Styles dialog box

24. Format with Cell Styles - continued • If you apply a style to text and then decide you do not want the formatting applied, return the formatting to Normal, which is the default formatting. • Formatting applied by a deleted style is removed from cells in the workbook.

25. Insert Hyperlinks To insert a hyperlink: • Click INSERT tab. • Click Hyperlink button. • Make desired changes at Insert Hyperlink dialog box. • Click OK. Insert Hyperlink dialog box

26. Insert Hyperlinks - continued To link to an existing web page: • Click INSERT tab. • Click Hyperlink button. • Click Existing File or Web Page button in the Link to group. • Type address of web page in Address text box. • Click OK. Address text box

27. Insert Hyperlinks - continued To link an Excel workbook to a workbook or file in another application: • Click INSERT tab. • Click Hyperlink button. • Click Existing File or Web Page button in Link to group. • Use Look in option to navigate to folder. • Click desired file. • Click OK. Look in option

28. Insert Hyperlinks - continued To type text to display in the ScreenTip: • Click INSERT tab. • Click Hyperlink button. • Click ScreenTip button. • Type desired text in Set Hyperlink ScreenTip dialog box. • Click OK. Set Hyperlink ScreenTip dialog box

29. Insert Hyperlinks - continued To link to a place in the workbook: • Click INSERT tab. • Click Hyperlink button. • Click Place in This Document button. • Type cell name or click desired worksheet name. • Click OK. Place in This Document button

30. Insert Hyperlinks - continued To hyperlink with a graphic: • Select graphic. • Right-click graphic. • Click Hyperlink option. • At Insert Hyperlink dialog box, specify where to link to. • Click OK. Hyperlink option

31. Insert Hyperlinks - continued To modify a hyperlink: • Right-click hyperlink. • Click Edit Hyperlink option at shortcut menu. • At Edit Hyperlink dialog box, make desired changes. • Click OK. Edit Hyperlink dialog box

32. Use Excel Templates To use an Excel template: • Click FILE tab. • Click New option. • Double-click desired template. Sample templates

33. Use Excel Templates - continued • Locations for personalized text display in placeholders in the template worksheet. placeholder

34. CHECKPOINT 2 • The Cell Styles button is located on this tab. • INSERT • HOME • PAGE LAYOUT • VIEW • The Hyperlink button is located on which tab? • REVIEW • PAGE LAYOUT • HOME • INSERT Answer Answer Next Question Next Question • What is the default formatting style? • Heading • Standard • Normal • Body • You can turn off the automatic formatting of hyperlinks at this dialog box. • AutoCorrect • Page Setup • Hyperlink • Page Layout Answer Answer Next Question Next Slide

35. Maintaining Workbooks Summary of Presentation Concepts • 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 • Maintain consistent formatting with styles • Insert, modify, and remove hyperlinks • Create financial forms using templates