© Paradigm Publishing, Inc. 1

2 Excel 2013 Level 1 Unit 2Enhancing the Display of Worksheets Chapter 6 Maintaining Workbooks

© Paradigm Publishing, Inc. 3 Maintaining Workbooks  Maintain Workbooks Maintain Workbooks  Manage the Recent Workbooks List Manage the Recent Workbooks List  Manage Worksheets Manage Worksheets  CHECKPOINT 1 CHECKPOINT 1  Format with Cell Styles Format with Cell Styles  Insert Hyperlinks Insert Hyperlinks  Use Excel Templates Use Excel Templates  CHECKPOINT 2 CHECKPOINT 2 Quick Links to Presentation Contents

© Paradigm Publishing, Inc. 4 Maintain Workbooks Back 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.

© Paradigm Publishing, Inc. 5 Maintain Workbooks - continued To 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

© Paradigm Publishing, Inc. 6 Maintain Workbooks - continued To 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. OR 1.Display Open dialog box. 2.Right-click folder name. 3.Click Rename. 4.Type new name. 5.Press Enter Type a new name for the folder.

© Paradigm Publishing, Inc. 7 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.

© Paradigm Publishing, Inc. 8 Maintain Workbooks - continued To 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

© Paradigm Publishing, Inc. 9 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.

© Paradigm Publishing, Inc. 10 Maintain Workbooks - continued To 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

© Paradigm Publishing, Inc. 11 Maintain Workbooks - continued To 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. OR 1.Display Open dialog box. 2.Right-click workbook name. 3.Click Rename. 4.Type new name. 5.Press Enter. Rename option

© Paradigm Publishing, Inc. 12 Manage the Recent Workbooks List To view the most recently opened workbooks: 1.Click FILE tab. 2.Click Open option. Recent Workbooks list

© Paradigm Publishing, Inc. 13 Manage the Recent Workbooks List - continued To pin a workbook: 1.Click FILE tab. 2.Click Open option. 3.In Recent Workbooks list, click gray pin. pin

© Paradigm Publishing, Inc. 14 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

© Paradigm Publishing, Inc. 15 Manage Worksheets - continued 3.Select desired worksheet location. 4.Select desired worksheet location. 5.Click Create a copy check box. 6.Click OK. Create a copy check box

© Paradigm Publishing, Inc. 16 Manage Worksheets - continued To 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

© Paradigm Publishing, Inc. 17 1)A folder name can contain a maximum of how many characters? a.155 b.255 c.355 d.455 1)A folder name can contain a maximum of how many characters? a.155 b.255 c.355 d.455 3)How many of the most recently opened workbook names display in the Recent Workbooks list? a.5 b.15 c.20 d.25 3)How many of the most recently opened workbook names display in the Recent Workbooks list? a.5 b.15 c.20 d.25 2)Hold down this key to select workbooks that are not adjacent. a.F1 b.Alt c.Ctrl d.Shift 2)Hold down this key to select workbooks that are not adjacent. a.F1 b.Alt c.Ctrl d.Shift 4)Do this to a workbook name if you want it to remain at the top of the Recent Workbooks list. a.pin b.flag c.outline d.check 4)Do this to a workbook name if you want it to remain at the top of the Recent Workbooks list. a.pin b.flag c.outline d.check Next Question Next Slide Answer

© Paradigm Publishing, Inc. 18 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

© Paradigm Publishing, Inc. 19 Format with Cell Styles - continued To 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

© Paradigm Publishing, Inc. 20 Format with Cell Styles - continued 4.Type name for new style. 5.Click OK. Style dialog box

© Paradigm Publishing, Inc. 21 Format with Cell Styles - continued To 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

© Paradigm Publishing, Inc. 22 Format with Cell Styles - continued To 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

© Paradigm Publishing, Inc. 23 Format with Cell Styles - continued To 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

© Paradigm Publishing, Inc. 24 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.

© Paradigm Publishing, Inc. 25 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

© Paradigm Publishing, Inc. 26 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

© Paradigm Publishing, Inc. 27 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

© Paradigm Publishing, Inc. 28 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

© Paradigm Publishing, Inc. 29 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

© Paradigm Publishing, Inc. 30 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

© Paradigm Publishing, Inc. 31 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

© Paradigm Publishing, Inc. 32 Use Excel Templates To use an Excel template: 1.Click FILE tab. 2.Click New option. 3.Double-click desired template. Sample templates

© Paradigm Publishing, Inc. 33 Use Excel Templates - continued placeholder  Locations for personalized text display in placeholders in the template worksheet.

© Paradigm Publishing, Inc. 34 1)The Cell Styles button is located on this tab. a.INSERT b.HOME c.PAGE LAYOUT d.VIEW 1)The Cell Styles button is located on this tab. a.INSERT b.HOME c.PAGE LAYOUT d.VIEW 3)The Hyperlink button is located on which tab? a.REVIEW b.PAGE LAYOUT c.HOME d.INSERT 3)The Hyperlink button is located on which tab? a.REVIEW b.PAGE LAYOUT c.HOME d.INSERT 2)What is the default formatting style? a.Heading b.Standard c.Normal d.Body 2)What is the default formatting style? a.Heading b.Standard c.Normal d.Body 4)You can turn off the automatic formatting of hyperlinks at this dialog box. a.AutoCorrect b.Page Setup c.Hyperlink d.Page Layout 4)You can turn off the automatic formatting of hyperlinks at this dialog box. a.AutoCorrect b.Page Setup c.Hyperlink d.Page Layout Next Question Next Slide Answer

© Paradigm Publishing, Inc. 35 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