Contents© Paradigm Publishing, Inc. 1

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Excel 2013Level 1

Unit 2 Enhancing the Display of Worksheets

Chapter 6 Maintaining Workbooks

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Maintaining Workbooks

Maintain Workbooks Manage the Recent Workbooks List Manage Worksheets CHECKPOINT 1 Format with Cell Styles Insert Hyperlinks Use Excel Templates CHECKPOINT 2

Quick Links to Presentation Contents

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Maintain WorkbooksBack button

Forward button Address bar

Organize button

Navigation pane

New folder button

Content pane

Click this option box to display a drop-down list of file extensions.

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Maintain Workbooks - continuedTo create a folder:1. Press Ctrl + F12 to display

the Open dialog box.2. Click New folder button.3. Type folder name.4. Press Enter.

New folder button

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Maintain Workbooks - continuedTo rename a folder:1. Display Open dialog box.2. Click desired folder.3. Click Organize button.4. Click Rename at drop-down list.5. Type new name.6. Press Enter.OR7. Display Open dialog box.8. Right-click folder name.9. Click Rename.10. Type new name.11. Press Enter

Type a new name for the folder.

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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.

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Maintain Workbooks - continuedTo delete a workbook or folder:1. Display Open dialog box.2. Right-click workbook or

folder name.3. Click Delete.4. If deleting from a

removable drive, click Yes.

Delete option

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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.

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Maintain Workbooks - continuedTo copy a workbook:1. Display Open or Save As

dialog box.2. Right-click workbook

name.3. Click Copy.4. Navigate to desired

folder.5. Right-click blank area in

Content pane.6. Click Paste.

Paste option

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Maintain Workbooks - continuedTo rename a workbook:1. Display Open dialog box.2. Click desired workbook.3. Click Organize button.4. Click Rename.5. Type new name.6. Press Enter.OR7. Display Open dialog box.8. Right-click workbook name.9. Click Rename.10. Type new name.11. Press Enter.

Rename option

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Manage the Recent Workbooks ListTo view the most recently opened workbooks:1. Click FILE tab.2. Click Open option. Recent Workbooks list

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Manage the Recent Workbooks List - continuedTo pin a workbook:1. Click FILE tab.2. Click Open option.3. In Recent Workbooks list, click gray pin.

pin

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Manage Worksheets

To copy a worksheet to another workbook:1. Right-click desired sheet

tab.2. Click Move or Copy

option.continues on next slide…

Move or Copy option

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Manage Worksheets - continued3. Select desired worksheet

location.4. Select desired worksheet

location.5. Click Create a copy check

box.6. Click OK.

Create a copy check box

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Manage Worksheets - continuedTo move a worksheet to another workbook:1. Right-click desired

worksheet tab.2. Click Move or Copy

option.3. Select desired

destination workbook.4. Select desired worksheet

location.5. Click OK.

Move or Copy dialog box

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CHECKPOINT 11) A folder name can contain a

maximum of how many characters?a. 155b. 255c. 355d. 455

3) How many of the most recently opened workbook names display in the Recent Workbooks list?a. 5b. 15c. 20d. 25

2) Hold down this key to select workbooks that are not adjacent.a. F1b. Altc. Ctrld. Shift

4) Do this to a workbook name if you want it to remain at the top of the Recent Workbooks list.a. pinb. flagc. outlined. check

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Format with Cell Styles

To apply a cell style:1. Select desired

cell(s).2. Click Cell Styles

button.3. Click desired style.

Cell Styles button

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Format with Cell Styles - continuedTo define a cell style with existing formatting:1. Select cell containing

formatting.2. Click Cell Styles button.3. Click New Cell Style.continues on next slide…

New Cell Style option

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Format with Cell Styles - continued4. Type name for new

style.5. Click OK.

Style dialog box

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Format with Cell Styles - continuedTo define a new cell style:1. Click in blank cell.2. Click Cell Styles button.3. Click New Cell Style.4. Type name for style.5. Click Format button.6. Choose formatting

options.7. Click OK.8. Click OK.

Format Cells dialog box

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Format with Cell Styles - continuedTo modify a style:1. Click Cell Styles button.2. Right-click desired style

at drop-down gallery.3. Click Modify.4. Click Format button.5. Make desired formatting

changes.6. Click OK to close Format

Cells dialog box.7. Click OK to close Style

dialog box.

Modify option

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Format with Cell Styles - continuedTo copy styles to another workbook:1. Open workbook containing

desired styles.2. Open workbook to be

modified.3. Click Cell Styles button.4. Click Merge Styles option.5. Double-click name of

workbook that contains styles.

Merge Styles dialog box

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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.

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Insert Hyperlinks

To insert a hyperlink:1. Click INSERT tab.2. Click Hyperlink button.3. Make desired changes at Insert Hyperlink dialog box.4. Click OK. Insert Hyperlink

dialog box

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Insert Hyperlinks - continued

To link to an existing web page:1. Click INSERT tab.2. Click Hyperlink

button.3. Click Existing File or

Web Page button in the Link to group.

4. Type address of web page in Address text box.

5. Click OK.

Address text box

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Insert Hyperlinks - continued

To link an Excel workbook to a workbook or file in another application:1. Click INSERT tab.2. Click Hyperlink button.3. Click Existing File or Web

Page button in Link to group.

4. Use Look in option to navigate to folder.

5. Click desired file.6. Click OK.

Look in option

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Insert Hyperlinks - continued

To type text to display in the ScreenTip:1. Click INSERT tab.2. Click Hyperlink button.3. Click ScreenTip button.4. Type desired text in Set

Hyperlink ScreenTip dialog box.

5. Click OK.

Set Hyperlink ScreenTip dialog box

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Insert Hyperlinks - continued

To link to a place in the workbook:1. Click INSERT tab.2. Click Hyperlink button.3. Click Place in This

Document button.4. Type cell name or click

desired worksheet name.5. Click OK.

Place in This Document button

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Insert Hyperlinks - continued

To hyperlink with a graphic:1. Select graphic.2. Right-click graphic.3. Click Hyperlink option.4. At Insert Hyperlink dialog

box, specify where to link to.

5. Click OK.

Hyperlink option

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Insert Hyperlinks - continued

To modify a hyperlink:1. Right-click hyperlink.2. Click Edit Hyperlink option at shortcut menu.3. At Edit Hyperlink dialog box, make desired changes.4. Click OK.

Edit Hyperlink dialog box

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Use Excel Templates

To use an Excel template:1. Click FILE tab.2. Click New option.3. Double-click desired template.

Sample templates

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Use Excel Templates - continued

placeholder

Locations for personalized text display in placeholders in the template worksheet.

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CHECKPOINT 21) The Cell Styles button is located

on this tab.a. INSERTb. HOMEc. PAGE LAYOUTd. VIEW

3) The Hyperlink button is located on which tab?a. REVIEWb. PAGE LAYOUTc. HOMEd. INSERT

2) What is the default formatting style?a. Headingb. Standardc. Normald. Body

4) You can turn off the automatic formatting of hyperlinks at this dialog box.a. AutoCorrectb. Page Setupc. Hyperlinkd. Page Layout

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Maintaining Workbooks

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

Summary of Presentation Concepts