1. Microsoft Excel 2003- Illustrated Introductory Workbooks and Preparing them for the Web Managing

2. 2 Managing Workbooks and Preparing them for the Web  Freeze columns and rows  Insert and delete worksheets  Consolidate data with 3-D references  Hide and protect worksheet areas  Save custom views of a worksheet Objectives

3. 3 Managing Workbooks and Preparing them for the Web  Control page breaks and page numbering  Create a hyperlink between Excel files  Save an Excel file as a Web page Objectives

4. 4 Managing Workbooks and Preparing them for the Web Freezing Columns and Rows  Temporarily freeze columns and rows to enable you to see separate areas of your worksheet at the same time –Panes are the columns and rows that freeze or remain in place, while you scroll through a worksheet

5. 5 Managing Workbooks and Preparing them for the Web Freezing Columns and Rows (cont.) Break in row numbers due to frozen rows 1-5 Break in columns due to frozen columns A-C

6. 6 Managing Workbooks and Preparing them for the Web Freezing Columns and Rows (cont.)  Splitting the worksheet into multiple panes –Split the worksheet area into vertical and/or horizontal panes –To split a worksheet area into multiple panes, drag the split box in the vertical or horizontal scroll bar –To remove the split, move the mouse over the split, then double-click

7. 7 Managing Workbooks and Preparing them for the Web Freezing Columns and Rows (cont.) Upper pane Lower pane Horizontal split box Vertical split box

8. 8 Managing Workbooks and Preparing them for the Web Inserting and Deleting Worksheets  Insert and delete worksheets at any time –Use commands on the menu bar or the shortcut menu Click to delete the selected sheet

9. 9 Managing Workbooks and Preparing them for the Web Inserting and Deleting Worksheets (cont.)  Specifying headers and footers –Enter information such as the number of pages or who created the worksheet in the header or footer area –Header information prints at the top of the page and footer information prints at the bottom of the page –Headers and footers are visible on the screen only in Print Preview

10. 10 Managing Workbooks and Preparing them for the Web Inserting and Deleting Worksheets (cont.)  Specifying headers and footers (cont.) –To add header or footer information, click View on the menu bar, then click Header and Footer Click icons to insert information Date symbol

11. 11 Managing Workbooks and Preparing them for the Web Consolidating Data with 3-D References  To summarize similar data that exists in different sheets or workbooks, you can combine and display it in one sheet –Use cell references to the various sheets on a consolidation or summary sheet These cell references are known as 3-D referencesThese cell references are known as 3-D references Referencing cell values ensures that any changes made to the cells are automatically reflected in the consolidation sheetReferencing cell values ensures that any changes made to the cells are automatically reflected in the consolidation sheet

12. 12 Managing Workbooks and Preparing them for the Web Consolidating Data with 3-D References (cont.) –The cell pointer must reside in the consolidation sheet when you make the reference A simple reference displays the contents of another cellA simple reference displays the contents of another cell –An (!) exclamation point is an external reference indicator meaning that the referenced cell is outside the active worksheet

13. 13 Managing Workbooks and Preparing them for the Web Consolidating Data with 3-D References (cont.) Sheets referenced Referenced value Cell referenced External reference indicator

14. 14 Managing Workbooks and Preparing them for the Web Consolidating Data with 3-D References (cont.)  Linking data between workbooks –Just as you can reference data between cells in a worksheet and between worksheets, you can reference data between workbooks –The dynamic referencing is called linking –Changes are automatically updated between workbooks

15. 15 Managing Workbooks and Preparing them for the Web Hiding and Protecting Worksheet Areas  To protect information, hide the formulas in selected cells and lock selected cells –Cells that are locked are not able to be changed or modified –Cells with data that will be changed can be unlocked These cells are referred to as the data entry areaThese cells are referred to as the data entry area

16. 16 Managing Workbooks and Preparing them for the Web Hiding and Protecting Worksheet Areas (cont.) Options for hiding and protecting elements

17. 17 Managing Workbooks and Preparing them for the Web Hiding and Protecting Worksheet Areas (cont.)  Changing workbook properties –Password protect an entire workbook from being opened or modified –Change the workbook file properties –Click Tools in the Save As dialog box, then click General Options to specify a password for opening and modifying a workbook

18. 18 Managing Workbooks and Preparing them for the Web Saving Custom Views of a Worksheet  A view is a set of display and/or print settings that you can name and save –Use the Excel Custom views feature to create different views of a worksheet without having to create separate worksheets

19. 19 Managing Workbooks and Preparing them for the Web Saving Custom Views of a Worksheet (cont.) Existing views Type name of view here

20. 20 Managing Workbooks and Preparing them for the Web Saving Custom Views of a Worksheet (cont.)  Creating a workspace –Group several workbooks together in a workspace to open them in one step A workspace is a file with an.xlw extensionA workspace is a file with an.xlw extension –To create a workspace, open the workbooks you want to group, then click Save Workspace on the File menu

21. 21 Managing Workbooks and Preparing them for the Web Controlling Page Breaks and Page Numbering  Vertical and horizontal dashed lines in worksheets indicate page breaks –Page breaks are dynamic which means when you add, delete, or change rows and columns, page breaks are automatically adjusted –Everything to the left of the first vertical line and above the first horizontal line is printed on the first page

22. 22 Managing Workbooks and Preparing them for the Web Controlling Page Breaks and Page Numbering (cont.) Horizontal dashed line Vertical dashed line

23. 23 Managing Workbooks and Preparing them for the Web Controlling Page Breaks and Page Numbering (cont.)  Using Page Break Preview –You can view and change page breaks manually by clicking Page Break Preview on the View menu –Drag the page break lines to the desired location Page break options

24. 24 Managing Workbooks and Preparing them for the Web Creating a Hyperlink Between Excel Files  Create a hyperlink, an object (a phrase, a name, or a graphic) in a worksheet that jumps to another worksheet, called the target –The target can be a worksheet, another document, or a Web site location –Hyperlinks are navigational tools and are not used to exchange information

25. 25 Managing Workbooks and Preparing them for the Web Creating a Hyperlink Between Excel Files (cont.) Locations a hyperlink can jump to

26. 26 Managing Workbooks and Preparing them for the Web Creating a Hyperlink Between Excel Files (cont.)  Using research services –Access resources online and locally on your computer using the Research task pane –Click Tools on the menu bar and then click Research –Use the Search for text box to specify a research topic

27. 27 Managing Workbooks and Preparing them for the Web Saving an Excel File as a Web Page  One way to share Excel data is to place, or publish, it over a network or on the Web –The network can be an intranet, an internal network used by a group of people who work together –A workbook can interactive, meaning that users can enter, format, and calculate data –To publish an Excel document, it must be saved as an HTML (Hypertext Markup Language) document

28. 28 Managing Workbooks and Preparing them for the Web Saving an Excel File as a Web Page (cont.) Browser title bar Sheet tabs appear

29. 29 Managing Workbooks and Preparing them for the Web Saving an Excel File as a Web Page (cont.)  Holding Web discussions –You can attach a discussion comment to an Excel worksheet that you will save as an HTML document –People viewing this worksheet on the Web can review and reply to your comments –Click Tools on the menu bar, point to Online Collaboration, then click Web Discussions

30. 30 Managing Workbooks and Preparing them for the Web Summary  Freeze columns and rows to view Excel information in a large worksheet  Consolidate data with 3-D references  Save custom views of a worksheet  Create hyperlinks between Excel files  Save Excel files as Web pages