Managing Worksheets And Workbooks

Managing Worksheets And Workbooks
Chapter 7 Microsoft Office Excel 2003 ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1 Viewing and Printing Large Worksheets
The workbooks created and used in this learning guide are kept small in order to limit their file sizes and download times from the Internet. Conversely, workbooks used in industry are typically quite expansive, containing multiple worksheets and storing hundreds of rows of data. Furthermore, these worksheets seem to grow larger with each passing year and with each new user. Knowing how to efficiently manage and work with large worksheets directly impacts your productivity. Section Working with Named Ranges Section 4.1 focuses on additional Concepts found in Excel which students will likely encounter and be able to put to use. These include the creation and management of named ranges, cell referencing within formulas, and the use of natural language formulas. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.1 Freezing and Unfreezing Panes
Figure 7.1 Opening the EX0710 workbook Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.1 Freezing and Unfreezing Panes
Figure 7.2 Freezing titles The row numbering skips from row 3 to 47 Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.2 Splitting the Worksheet Window
Figure 7.3 Splitting a worksheet window into panes Top or upper window pane Vertical scroll bar for the top pane Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. Bottom or lower window pane Vertical scroll bar for the bottom pane ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.2 Splitting the Worksheet Window
Figure 7.4 Updating data in a multi-paned worksheet Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.3 Outlining a Worksheet Figure 7.5 Column-Level buttons
Column-Level bar shows the detail column for a specific group; click the bar to hide the detail Row-Level bar shows the detail rows for a specific group; click the bar to hide the detail Hide detail button Column-Level buttons Row-Level buttons Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.3 Outlining a Worksheet Figure 7.6
Collapsing and expanding an outlined worksheet Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.4 Specifying Print Titles and Options
Figure 7.7 Preview-ing a large worksheet The Status bar reads “Page 1 of 3,” informing you that more pages are available for viewing Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.4 Specifying Print Titles and Options
Figure 7.8 Selecting print titles Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.1.5 Using the Page Break Preview Mode
Figure 7.9 Setting a page break in Page Break Preview Drag the right blue margin line to set the page border Watermarking for Page 1 Drag the blue page break line to set the page break Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. Watermarking for Page 2 ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.2 Working with Data in Large Worksheets
When all the data for a worksheet fits on a single screen, the editing tasks are relatively simple. The larger and more complex the worksheet is, the more difficult it is to edit. In this module, you learn how to find and replace data and cell formats in a large worksheet and how to check a worksheet for spelling errors. Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.2.1 Finding Data and Cell Formats

Figure 7.11 Find and Replace dialog box: Find tab Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. Enter the search parameter that you want to find Click here for additional search options, including finding cell formats ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.12 Displaying search options in the Find and Replace dialog box Allows you to choose cell formatting as a search parameter The previous search parameters remains in the Find what drop-down list box Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. Displays a preview of the cell formatting you want to find Use these options to specify where and how to search ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.2.2 Replacing Data and Cell Formats
Figure 7.13 Find and Replace dialog box: Replace tab Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.2.2 Replacing Data and Cell Formats
Figure 7.14 Specifying the replacement cell format Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.2.3 Spell Checking A Worksheet
Figure 7.15 AutoCorrect dialog box: AutoCorrect tab Type a word that you frequently misspell Type the correct spelling of the word Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. Click the add command button to add the correction ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.2.3 Spell Checking a Worksheet
Figure 7.16 Spelling dialog box Select the correct spelling and then click the Change or Change All command button Click to specify further spelling options, including the dictionary language and whether to check uppercase entries Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.3 Working with Multiple-Sheet Workbooks
In this module, you learn how to create and navigate a multiple-sheet workbook file. Multiple-sheet workbooks enable you to separate related information onto different pages in a single disk file. For example, a project manager can create a summary report on one worksheet and then place detailed information for each development phase on subsequent worksheets. This three-dimensional (3-D) capability enables you to easily manage and consolidate your information. Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.3.1 Navigating, Renaming, and Formatting Sheet Tabs

7.3.1 Navigating, Renaming, and Formatting Sheet Tabs
Figure 7.18 Displaying the tab menu for the Townhouse worksheet Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.3.2 Inserting, Arranging, and Deleting Worksheets
Figure 7.19 Displaying the Move or Copy dialog box for a sheet tab Specify the target location in another workbook Specify the target location within the current workbook Change the operation from a Move to a Copy by selecting this check box Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.3.2 Inserting, Arranging, and Deleting Worksheets
Figure 7.20 Insert dialog box: General tab Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.3.3 Creating Hyperlinks in a Worksheet
Figure 7.21 Creating a table of contents The Summary sheet tab will provide a table of hyperlinks to the other sheets in the workbook Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.22 Insert Hyperlink dialog box: Existing File or Web page option Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. Select the type of link that you want to create using the Link to bar Potential files that you may want to link to ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.23 Insert Hyperlink dialog box: Place in This Document option Worksheets and range names that are available targets for linking Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.3.4 Grouping Worksheets for Formatting and Printing
Figure 7.24 Formatting worksheets as a group Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.3.5 Hiding and Displaying Worksheets
Figure 7.25 Unhiding a temporarily hidden worksheet Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.4 Consolidating Your Data
Whether you need to combine revenues from several regions or calculate productivity statistics across several departments, Excel 2003’s consolidation tools allow you to better manage, organize, and present your information. Excel enables you to consolidate or merge data stored in different worksheets and workbooks. There are two methods for consolidating worksheet data. First, you can enter formulas and functions that reference cells from other worksheets. Second, you can use Excel’s Data  Consolidate command. In this module, you learn how to consolidate data stored in a multiple-sheet workbook and in multiple workbook files. Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.4.1 Consolidating a Multiple-Sheet Workbook

Figure 7.27 Consolidate dialog box The two formulas you entered previously will be replaced by the results of the Consolidate command Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.28 Selecting a cell range to consolidate Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.29 Consoli-dating data from multiple worksheets You must select this check box to enable automatic updating to occur in the workbook Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.30 Displaying details for the Summary tab The category rows contain sub-total calculations Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. These rows represent values pulled from the other worksheets ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.4.2 Consolidating Multiple Workbooks
Figure 7.31 Arrange Windows dialog box Select your preference for viewing multiple workbook windows at the same time Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. Each workbook is represented by a button on the task bar ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.32 Arranging workbook windows The active workbook window appears with the same Title bar coloring as the Excel 2003 application window Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. The inactive workbook windows appear with a dimmed Title bar ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.33 Consoli-dating data from multiple workbooks Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.34 Displaying consolidated results for the Groups workbook Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.5 Documenting Your Work From a development standpoint, another reason for documenting a workbook is to ensure that you remember the underlying logic and reasoning behind the formulas and functions entered into a worksheet. Without documentation, you may find it difficult to decipher the entries that you made months earlier. Along with a printout of the worksheet's structure, cell comments are an excellent way to document your work. In this module, you learn how to insert, display, and format comments, and how to set file management properties for a workbook. You also learn how to use Excel’s new Research pane for looking up information to include in your documentation. Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.5.1 Inserting and Deleting Comments

Figure 7.36 Inserting a new comment Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.37 Viewing comments in a worksheet Reviewing toolbar Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.5.2 Formatting and Printing Comments
Figure 7.38 Sizing a comment text box Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.39 Displaying the Format Comment dialog box Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.40 Previewing comments as they will look when printed Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

7.5.3 Using the Research Tool
Figure 7.41 Research task pane Enter the text for which you want to find a definition, synonym, translation, or other information Select the specific resources that you want in conducting your information search Results from your search appear in this area. Use the scroll bar to view additional information retrieved from the other resource categories Specify the options and resource categories that you would like to use (or have paid to use) in searching for information Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.42 Research Options dialog box Research service options Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Figure 7.43 Incorporating research information into your worksheet Section Naming Cell Ranges Concept: Naming a cell range Method: To name a cell range, select the desired range to name and choose one of the following methods: click in the Name box above the worksheet, type a name for the range and press the Enter key include the row and/or column headers in the selection and choose the Name menu item from the Insert menu. Then choose the Create menu item which displays the Create Names dialog window. In the resulting window, check the boxes (Top row, Left column, Bottom row, and Right column) where the headers are located and press the OK button. Named ranges will be created for each data series found in the location specified by the check boxes. Notes: None. ©2004 The McGraw-Hill Companies, Inc. All rights reserved

Managing Worksheets And Workbooks

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