Excel 2013 Viewing Techniques for Large Worksheets

Transcription

1 Excel 2013 Viewing Techniques for Large Worksheets Managing Long Worksheets Splitting the Window If you need to view two or more areas of a large worksheet at the same time, you can split the workbook window into panes. Panes display different areas of the same worksheet. To split the workbook window into horizontal panes: 1. Position the cell pointer in any cell of the row Select the row immediately below the dwhere the esired split is to be applied. 2. Click the Split button located in the Window group In the View tab Double-click the split bar. To view different areas of the worksheet in the horizontal panes, click either vertical scroll bar. To split the workbook window into vertical panes: 3. Position the cell pointer in any cell ofselect the column to the right of the desired split. 4. Click the Split button located in the Window group In the View tab To split by column and row at the same time, click in the cell below and to the right of where the split is to be applied, then click the Split button. 4. Double-click the vertical split box. To view different areas of the worksheet in the vertical panes,, click either the horizontal or vertical scroll bars. To remove the split You can remove the panes from a Workbook window in one of the following ways: Click Split from the Window group of the View tab; or Double-click the horizontal or vertical split bar to remove horizontal or vertical panes;panes; or Double-click the vertical split bar to remove vertical panes; or Double-click the intersection of the split bars to remove both panes. Freezing Panes Worksheets can often be too large to enable you to view the column or row headings and all of the data at the same time. When this happens, it is difficult to view the headings for the data in the worksheet. To solve this problem, you can freeze worksheet titles in panes. 1. To freeze both row and column headings, place the cell pointer in the cell directly below the row headings that you want to freeze and to the right of the column headings that you want to freeze. 2. Click Freeze Panes from the Window group of the View tab and click Freeze Panes from the menu. Unfreezing Panes To unfreeze panes, click Freeze Panes from the Window group of the View tab and click Unfreeze Panes from the menu. Password Protection Assigning a Password You can assign a password to a file so that only those users who know the password can open or save changes to the file. Passwords can contain any combination of letters, numbers, symbols, and spaces, and can be up to 15 characters long.. Note: If you forget the assigned password, you cannot open the file. 1. Click the Microsoft Office ButtonFile tab. 2. Select Excel WorkbookSave As from the left-hand menu, and choose the location of the original file from the Save As area of the Save As command. 3. When the Save As dialog box is displayed, Click Tools (it s next to the Save buttonbottom of dialog box). 4. Click General Options. 5. Click into the Password to Open box. Formatted: Centered Formatted... [3] Formatted... [6] Formatted... [1] Formatted... [7] Formatted... [8] Formatted... [4] Formatted: Indent: Left: 0 cm, Hanging: 1.4 cm Formatted... [5] Formatted... [2] 1

2 Excel 2013 Viewing Techniques for Large Worksheets 6. Type the desired password. 7. Click OK. 8. Type the password again to verify it. 9. Click OK, then Cclick Save Click Yes to replace the existing file. Removing a Password If a password is no longer necessary, you can remove it from the file. You can then open the file at any time without a password. After you remove a password, you must save the file to replace the protected version. 1. Click the File tab.click the Microsoft Office Button. 2. Select Save As from the left-hand menu, and select the original files location from the Save As area. 3. When the Save As dialog box is displayed, Click Tools (bottom of dialog box). 4. Click General Options. 2. Select Excel Workbook from the menu of the Save As command. 3. Click Tools (it s next to the Save button). 4. Click General Options. 5. Delete the password(s). 6. Click OK, then Cclick Save Click Yes to replace the existing file. Working with Multiple Sheets & Workbooks Moving & Naming Sheets The number of worksheets in a workbook is limited only by the computer s memory; in theory, there can be hundreds. To move a sheet: Point to the sheet tab, hold down the left mouse button, move to the desired destination and drop. Note: Hold down the Ctrl key while you drag and drop to make a copy of the sheet. To change the name of a sheet: Double-click the sheet tab, type over the old name and press the ENTER key. Note: Sheet names can be up to 312 characters long and can contain spaces but punctuation may not be used. It is possible to change the colour of the sheet tab to enable easy identification by right-clicking the sheet tab and selecting Tab Color from the shortcut menu. Deleting Worksheets To delete unwanted worksheets: 1. Click the right mouse button on the tab of the worksheet that you want to delete. 2. Select the Delete command. Selecting Multiple Worksheets Before you insert a formula, change the formatting or print a worksheet, you must select it. By selecting multiple worksheets you can print a number of worksheets at a time, enter data or formulasor formulas on all the selected worksheets or format the selected worksheets simultaneously. The selection of multiple worksheets is known as grouping. To group adjacent worksheets, click on the first worksheet tab, hold down the Shift key and click on the last worksheet tab to be selected. To group non-adjacent worksheets click on the first worksheet tab, hold down the Ctrl key and click on the other worksheet tabs to be selected. To print multiple worksheets: Formatted: Border: Left: (Single solid line, Custom Formatted... [11] Formatted... [12] Formatted... [9] Formatted... [10] Formatted... [13] Formatted... [14], Bold, Bold 2

3 Excel 2013 Viewing Techniques for Large Worksheets 1. Select the worksheets to be printed as described above. 2. Click the Microsoft Office Button File tab. 3. Select Print from the Print left-hand menu. 4. Select the Print Active ssheet(s) option, if necessary. 5. Click the OKPrint button. Tip: Use the keystroke, Ctrl + P as a shortcut to opening the go directly to Print dialog box. Creating 3-D Formulas A 3-D formula refers to cells on other worksheets or in other workbooks. You can use 3-D formulas to summarise data from all of the worksheets in a workbook. As with all formulas, 3-D formulas update whenever the data used in the formula changes. In 3-D formulas the worksheet names are separated from the cell references by an exclamation mark (!). The following formula adds the value stored in cell E8 in each of four monthly worksheets: =Jan!E8+ Feb!E8+ Mar!E8+ Apr!E8 To create a 3-D formula: 1. Select the cell in which you want to create the formula and type =. 2. Select the worksheet containing the data to be used in the formula. 3. Select the cell containing the data to be used in the formula. 4. Type the required mathematical operator. 5. Repeat steps 2-4 until you have built your formula. 6. Press ENTER. When creating calculations using functions you can use 3-D ranges provided that the data to be calculated is in the same cell on each sheet. For example: =SUM(Jan:AprE8) To do this: 1. Select the cell in which you want to create the formula and type = followed by the function name and an opening bracket ((). 2. Select the first worksheet containing the data to be used in the formula. 3. Select the cell containing the data to be used in the formula. 4. Hold down Shift and select the last worksheet to be included in the calculation. 5. Type a closing bracket ()). 6. Press ENTER. Tip: For more information on using formulas see the Quick Reference Guide entitled Using Formulas in Excel Viewing Multiple Workbooks at the Same Time Opening Multiple Workbooks 1. Click on the Microsoft Office ButtonFile tab, click Open (or use Ctrl + O) and and select a location Open (or use Ctrl + O). 2. In the dialog box, select the files to be opened. To select non-adjacent files select the first file, hold down Ctrl and select the next file. To select a number of adjacent files select the first file hold down Shift and then select the last file, all the files between will be selected. 3. Click the Open button All the files will be open but only one will be visible as the active workbook. You can then either move between them or view more than one at a time (see below). Moving Between Open Workbooks 1. Click the Switch Windows button on the Window group of the View tab. 2. Select the file name from the list. TIP: Alternatively hold down Ctrl and press F6 to scroll through open workbooks. Viewing Multiple Workbooks 1. Click the Arrange All button on the Windows group of the View tab. 2. Select Tiled, Horizontal or Vertically from the list of options to split the screen between the open books. The example below has been Tiled. Formatted... [15] Formatted... [18] Formatted... [25] Formatted... [16] Formatted... [26] Formatted... [23] Formatted... [17] Formatted... [19] Formatted... [20] Formatted... [21] Formatted... [22] Formatted... [24] 3

4 Excel 2013 Viewing Techniques for Large Worksheets 2. Click the Save Workspace button on the Windows group of the View tab. 3. Type the desired file name for the workspace. 4. Select the location where you want to save the workspace. 5. Click Save and click Yes to save changes made to the workbooks, if necessary. 3. Click the Arrange All button in the Windows group of the View tab. 4. Select the arrange option required. 5. Tick the Windows of Active Workbook box. Contact Us Telephone the ISS ServiceLine on Ext or and request a visit from the Deskside Coaching Team. Border: Left: (Single solid line, Custom Color(RGB(106,131,178)), 0.5 pt Line width, From text: 1 pt Border Border: Left: (Single solid line, Custom Color(RGB(106,131,178)), 0.5 pt Line width, From text: 1 pt Border Open a Workspace as you would any other file. The icon for a Workspace file is. Saving a Workspace A workspace file saves information about which workbooks are open and the size and position they occupy in the window. By creating a workspace file, you can open multiple workbooks simultaneously. Before saving a Workspace file you must arrange the open windows. To save a Workspace: 1. Open and tile the workbooks the way that you want. Viewing Multiple Worksheets at the Same Time Sometimes you may wish to view simultaneously, different sheets from the same workbook. 1. Click the New Window button on the Windows group of the View tab. A second window (with a :2 at the end of the file name) will appear. This not another version of the file, merely a second view of it. 2. In this second window, select the worksheet you want to view. 6. Click OK. TIP: The Windows of Active Workbook check box will remain selected until you close Excel. This may affect other Windows Arrange choices. When you have finished using the two windows, just close one of them. You will be asked to save changes only when you close the file. Border: Left: (Single solid line, Custom Color(RGB(106,131,178)), 0.5 pt Line width, From text: 1 pt Border 4

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