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Excel for Mac 2011 Essential Training
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Creating and modifying workbook templates


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Excel for Mac 2011 Essential Training

with Curt Frye

Video: Creating and modifying workbook templates

One of the realities of working with Excel is that you often create files that are similar to files you created before; for example, if you create monthly sales reports, it's very likely those workbooks will be almost the same, except for the data they contain. If you create workbooks with the same structure more than once or twice a year, you should consider creating a template, which is a workbook that contains existing formatting and headings. All you need to do then is plug in your data. If you see the templates that are installed as part of Office 2011, you can go to the toolbar and click the New from template button.
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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Excel for Mac 2011 Essential Training
6h 32m Beginner Oct 26, 2010

Viewers: in countries Watching now:

In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.

Topics include:
  • Customizing the Ribbon
  • Formatting worksheets, cells, and cell data
  • Sorting and filtering data
  • Working with formulas
  • Detecting formula errors
  • Creating charts
  • Importing data
  • Inserting objects and graphics
  • Using PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Spreadsheets
Software:
Excel Excel for Mac Office for Mac
Author:
Curt Frye

Creating and modifying workbook templates

One of the realities of working with Excel is that you often create files that are similar to files you created before; for example, if you create monthly sales reports, it's very likely those workbooks will be almost the same, except for the data they contain. If you create workbooks with the same structure more than once or twice a year, you should consider creating a template, which is a workbook that contains existing formatting and headings. All you need to do then is plug in your data. If you see the templates that are installed as part of Office 2011, you can go to the toolbar and click the New from template button.

When you do, you see the Excel Workbook Gallery, which Excel displays when you start the program, unless you turned that option off. So if there are a number of templates here. You'll see have a consultant time tracker. We have a weekly timesheet. In this case, what I'm looking to do is create monthly sales report. So rather than work with one of these templates, instead, I'll work with an existing workbook and turn that into a template. But just to show you real quick, if you do want to create a document based on one of these templates, you can click it, as I've done here with the Inventory Tracker - you see it's outlined in orange - and then I can press the Return key to create that document.

So there's my workbook. I can modify it and save it, if I want to make any changes and keep my data there. I don't in this case. I want to create my sales report using an existing file, so I will close this one, not saving any changes, and I'll start working with this file. When you create a template, what you want to keep are a generic title - one that can be changed easily to reflect the specific report you're creating - and also any headers that will remain constant. What you want to get rid of is any data that would be specific to a particular month. So, for example, in this case, I want to make this a sales report that can work for any month.

So I will delete the word 'April' from Sales Report, and I'm also going to delete the data here in the body of the worksheet, by selecting it, Ctrl+Click > Clear Contents. So now all I have is my heading, which can work for any month; my list of varieties; and the three sales channel: through the web, physical store and also any bulk orders from suppliers. To save this document as a template, I'll click File > Save As, and then in the Save As dialog box, I can change the format from Excel Workbook to Excel Template.

You'll notice an Excel template has a different file extension - in other words, the letters after the period at the end of the file name. A regular workbook has the extension xlsx. A template workbook, has the extension xltx. When I click it, it changes, and you'll also notice that the Where, in other words the folder where I'm saving it, changed to My Templates. It's important that you save your workbook templates in the My Templates folder. That way Excel can find them, and I'll show you how to do that in a moment.

So everything looks good. I'll just call it SalesReportTemplate to distinguish it from the other file. Everything else looks good. I'll click Save and the file name changed here on the title bar. So it is now our SalesReportTemplate.xltx. Now I'm going to close this file, go to File, and click New from Template. When I do, I can look here under the Templates, and click My Templates, and that's how you get to use these items over and over.

When you click on My Templates, Excel looks in your My Templates folder and displays them. So here we have Sales Report, which we created earlier. I've clicked it to highlight it. Press Return, and Excel creates a new workbook based on that template. If I want to save it for, say, May, I can change it to the May Sales Report and when I save it, Excel gives me a new workbook name. It still wants to save it in the My Templates folder, so I will change that to my Chapter02 exercise files, and I'll change the name to MaySalesReport.

Everything looks good. It's in the proper format as an Excel workbook, so I can click Save, and there it is. Templates save you a lot of time and effort we need to create workbooks based on a consistent structure. Just be sure to save the new workbook, the one that contains the data, as a regular file and not a template and also in the folder where you intend the file to go.

Find answers to the most frequently asked questions about Excel for Mac 2011 Essential Training.


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Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
 
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