Excel 2010 Essential Training
Illustration by Richard Downs

Managing worksheets


Excel 2010 Essential Training

with Bob Flisser

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Video: Managing worksheets

Excel files are known as workbooks for a very good reason I think. I like to think of a workbook as like a three ring looseleaf binder because when you think of a looseleaf binder, you have all these sheets and you can rearrange the order of the sheets, you can add sheets, remove sheets, rename them, copy them. Well, you could do all that here in Excel. Down here on bottom is where we have our sheets and by default Excel gives you three sheets in a new workbook. But you're not limited to that. You can have as many sheets as you want.
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  1. 1m 35s
    1. Welcome
    2. Using the exercise files
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye

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Excel 2010 Essential Training from lynda.com
6h 21m Beginner Jun 09, 2010

Viewers: in countries Watching now:

In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.

Topics include:
  • Copying and pasting techniques
  • Working with formulas and functions
  • Dealing with formula errors
  • Creating lookup tables
  • Naming cell ranges
  • Formatting data and worksheets
  • Finding and replacing data
  • Creating SmartArt diagrams
  • Creating charts and PivotTables
  • Recording macros
  • Sharing workbooks
Business Education + Elearning
Bob Flisser

Managing worksheets

Excel files are known as workbooks for a very good reason I think. I like to think of a workbook as like a three ring looseleaf binder because when you think of a looseleaf binder, you have all these sheets and you can rearrange the order of the sheets, you can add sheets, remove sheets, rename them, copy them. Well, you could do all that here in Excel. Down here on bottom is where we have our sheets and by default Excel gives you three sheets in a new workbook. But you're not limited to that. You can have as many sheets as you want.

It's limited only by memory and there's no way you are ever going to run out of memory for worksheets. You have to have at least one sheet in the workbook, which kind of makes sense. So in this movie I want to show you a little bit about managing those worksheets. Right now, we have is Sheet1 and if you look at Sheet2 and Sheet3, they are empty. We haven't put anything in there yet. Well, let's say we want to change this to different regions. Maybe this is going to be for the North region. So instead of calling this Sheet1, double-click where it says Sheet1 and let's just call this North and when you finish typing this, press Enter.

Well maybe we want to give this a color in addition to a name. Right-click the North worksheet, choose Tab Color, and here you have all the colors and I will just choose this green olive-y color and you can't really see it very well, but if you click on one of the other tabs now you can see it. Now let's click back here. Well what if you want to rearrange where that North sheet is? Simply put your mouse pointer on it and make sure the mouse pointer is on the word North and make sure your mouse pointer is this arrow, not that big plus sign.

Now click down with the mouse and notice that your mouse pointer has like a little sheet of paper on it and to the left of that North tab is a little upside down triangle. Now let's drag over here, so this upside down triangle is between Sheet2 and Sheet3, let go and now you have dragged it. Now let's try again. Take that North tab and drag it to the end after Sheet3. Now let's take it again, make sure the mouse pointer is at arrow, not the plus sign, click and drag, really you want to pay attention to that upside down triangle, and let go.

Well what if we want to copy that North worksheet? It's almost the same thing but we use the Control key. Put your mouse pointer on that North sheet, press down on the mouse, hold the Control key down and when you are holding down the Control key on the keyboard, you will notice there is a little plus sign attached to the mouse pointer. Now when you drag it, and you see I just have this upside down triangle right between the North and the Sheet2, always let go over mouse first before letting go of the keyboard, and now we have duplicated it. And it calls it North2 because you can't have two sheets of the same exact name in the same workbook.

So double-click that and let's call that South and press Enter and because we have duplicated it, we now have four sheets in the workbook. Now if you don't like that, Ctrl+ drag, there is another way to do it. Let's go back to the North tab, right- click, from the pop-up menu choose Move or Copy and now over here you can choose Create a Copy, and you can choose which sheet you are going to put it before, and I will just cancel that. Now you might want to create a new blank worksheet and you can simply click this little button over here and that inserts a new worksheet.

You could also press Shift+F11 and that also inserts a new worksheet. Whichever way you like. So let's say I want to delete this worksheet and you see this worksheet doesn't have anything on it. I will put my mouse pointer on the tab again, get that arrow, right-click, and choose Delete and it's gone. But when I click the South worksheet, there is stuff on here. When I right-click and choose Delete, it gives me a warning. "Hey, there might be stuff in there. Do you want to delete it or not?" So I am going to click Cancel, because I want to keep this sheet. Let's say you have a worksheet and you want to create a brand new workbook out of it.

I will stay on the South sheet here, right-click, go back into Move or Copy, choose Create Copy, but this time instead of moving it within this workbook, click that dropdown, choose New Book and make sure you are creating a copy, click OK and now you see you have a new workbook here and it has that one worksheet on it. Well, where did the other sheet go? Well, there is a few ways that we can switch from one sheet to another. Simply go to the View tab and over here Switch Windows and we can switch from one to the other or, something that will work in all programs, as well as Excel, press Ctrl+F6.

Well let's say we want to group these blank worksheets. So let's select these three worksheets. Click this first blank worksheet, hold down the Control key, click this one, hold down the Control key, and click this one. Now you have all three selected and if you take a look at the title bar up here, it says Group and that's how you know there is more than one worksheet selected. Now what happens if we click a worksheet tab that is not part of this group? I will click the South worksheet. You noticed that these sheets are no longer selected and if you look up here at the Title bar, it doesn't say Group.

So there are no more multiple worksheets selected. Well, what's the whole point of selecting multiple worksheets? Well, the point is that when you have multiple worksheets selected, you can work on them as though they're one. It's kind of like slipping carbon paper in between those sheets. Here is one use for that. Click the North sheet and Ctrl+Click the South sheet and over here where it says Sales, click that and let's change that. Let's say this is Sales to Supermarkets and press Enter.

Now when you click the South sheet, it also says Sales to Supermarkets, but the other sheets they don't show that because they were not part of the group. They were not selected when we typed that Sales to Supermarkets. Here is another way of selecting multiple worksheets. If I want to select these three blank worksheets, rather than Ctrl+clicking each one, you can click the first one and then Shift+click the last one, so that's the first one through the last one and again we see there is the group selected. Now let's deselect them again.

Click either the North or South sheet. Let's say you wanted to select all of the worksheets in this workbook all at once. All you have to do is you have to put your mouse pointer on any of the tabs, click the Right mouse button and from the pop up menu choose Select All Sheets. Now all of them are selected. You might be wondering, okay, if they are all selected how can I deselect them because there is no sheet here that's not part of the group. And the answer is click any other sheet and that group you can see up here is automatically removed.

So let's use this technique to delete these three blank worksheets. Click the first blank worksheet, hold the Shift key, and Shift+click that third worksheet, right-click and choose Delete, and they are gone. It doesn't give us any warning because there is no data on there. If we want to delete the South worksheet where we do have data, right-click, choose Delete, and it gives us this warning that "hey there might be data in here, are you sure you want to delete it?" Let's choose Cancel because we might want to use this to put in data for the South region.

Well other than typing text on multiple sheets, you might wonder, well this is all very interesting but what's the practical use for this? Well, we are going to cover that in the movie about calculating across worksheets.

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