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Excel 2010 New Features
Illustration by Neil Webb

Making templates easier


From:

Excel 2010 New Features

with Bob Flisser

Video: Making templates easier

Templates have been part of Excel for many versions, but they've never been obvious. Microsoft has long had free templates around for you to download, but it wasn't obvious how to get them. The process wasn't straightforward, and most people had no idea that they were even there. So that's all changed in Excel 2010. Let's go up to the File menu and choose New. This is one way to create a new blank workbook. We could just Blank Workbook. It's already selected, and we could go down here and Create. You could also press Ctr+N, but I bet you are not looking at that right now.

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Excel 2010 New Features
1h 51m Appropriate for all May 12, 2010

Viewers: in countries Watching now:

In Excel 2010 New Features author Bob Flisser demonstrates the powerful new characteristics and capabilities in Excel 2010. This course covers Excel's Backstage view, improved sharing and collaboration capabilities, its graphics features, and enhanced data analysis and visualization tools. Exercise files accompany the course.

Topics include:
  • Using the Slicer feature for dynamic PivotTable filtering
  • Sharing workbooks via e-mail, the Excel Web App, and SharePoint
  • Using Paste Preview for more effecient copying and pasting
  • Inserting Sparklines to see patterns in data
  • Taking advantage of enhancements to the Conditional Formatting feature
  • Analyzing data from multiple sources using the PowerPivot for Excel add-in
  • Maintaining file compatibility with older versions
Subject:
Business
Software:
Excel
Author:
Bob Flisser

Making templates easier

Templates have been part of Excel for many versions, but they've never been obvious. Microsoft has long had free templates around for you to download, but it wasn't obvious how to get them. The process wasn't straightforward, and most people had no idea that they were even there. So that's all changed in Excel 2010. Let's go up to the File menu and choose New. This is one way to create a new blank workbook. We could just Blank Workbook. It's already selected, and we could go down here and Create. You could also press Ctr+N, but I bet you are not looking at that right now.

You're probably looking all these great icons like, oh, my goodness. I can create new reports and plans and invoices and inventories, and you don't really have to do all that much work. So there is a lot of really neat stuff here. It's all free; it all comes from Microsoft's web site. So I'm going to go into Budgets. So you could click any of these and see larger thumbnails of what there. There are some nice colorful ones, and all kinds of neat stuff. So I'm going to go down here and choose this Event budget. So I'm going to choose Download and boom! In an instant, it downloads and loads up in Excel.

You don't have to jump through all those hoops that you used to have to jump through. Now let's start editing this. Instead of Event Name, I'll call this Bob's Big Bash, and I'll change this as Event budget for Bob's Big Bash, and we can edit this just as though it's an Excel file we created on our own. I want a bigger room than that. So let's say I'll double the size of the room and all this kind of stuff Tables and Chairs, Balloons. I like balloons. Now I don't know who uses Fax services, so I am going to change this to Sky writing, and that's probably expensive.

So let's put that in. You see it's calculating just like an Excel file that you created yourself. Also, there is more than just this one worksheet. You see there is Income, Profit - Loss, but I wish I could make money like this on parties, but just because these worksheets are here doesn't mean you have to use them. You could go and delete them if you want. They are there really just for your convenience. Once I am done doing it, right now you see it has a temporary name of PMG_EventBudget1. So this is the first instance, kind of like normally you'll have Book1, Book2 and so on.

So this is number one of this particular template. So I am going to go and save it, and even though it has this temporary name, I am going to give it a real name. So let me go into the chapter 1 folder, and I will call this bob's party expenses, and then I will click Save. Now it has a regular old name of bob's party expenses. Now let's say you use this file and sometime later you want to use it again.

Well, I am just going to close this, Ctrl+F4. It's already saved. I will go back to the File menu, I will go down here to New, and there is Recent templates. So when I click Recent templates, there is that template that I used just before. So I will double-click it, and there it is. It opens up again, fresh for editing without any of those changes. So I can use this over and over again. Now that's great, but what if you want to create a template of your own? Well, the easiest way to create your own template is to use a worksheet that you created yourself.

So I am going to close this, and I am not going to save it, and let's go and open up the file in the chapter 1 folder, called 01_04_turn into template. Now this is just a plain old regular sheet, and it has some formulas in there that we can use. I will just put some numbers here to show you, and that's fine. I don't want to leave the numbers in. I just want to show you that yes. there is stuff in here that works. So I will just delete that. So this is called 01_04_turn into template. So we will do that. I am going to press F12 to Save As, and where it says Save as type I will click the drop down, and I want to choose Excel Template, and you can see the extension is xltx.

Also, you see it puts it into the Templates folder. You can change that folder if you want, but probably not a good idea to do that, and I don't want to use this file name. So I am going to call this expense template, and I will click Save. So now it's called expense template.xltx. I will close this. So let's say sometime later I come in. I want to use that. I go to the File menu, choose New. Now instead of Recent templates, I am going to go to My templates; these are templates that I have created that I have saved, and when I clicked that, look at that! There is my expense template.

I could double-click it. There it's clean. I can start putting in numbers again. You see over here, kind of like what we saw before, its expense template.xltx1. So that means that it's just this new instance that we are using this template. So again, you can use it over and over again. I think of templates as kind of like a form that you put in a photocopy machine. You can make one copy or dozens of copies, and whatever you change on the copies doesn't change the original. So, you can have these over and over again.

So Templates are a great feature. A lot of people don't know that they are there, but starting in 2010, since you have those readily available, you might want to look into some of them.

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