Current Trends and Practices in IT MS Excel

Session 5
Managing Workbooks
Contents
Viewing a Workbook ................................................................................................................. 1
Change workbook views ........................................................................................................ 1
Freezing Window Panes ............................................................................................................ 2
Worksheets in a Workbook ........................................................................................................ 2
Insert a worksheet .................................................................................................................. 2
Delete a worksheet ................................................................................................................. 2
Renaming, Moving and Copying Worksheets ........................................................................... 2
Rename a worksheet .............................................................................................................. 2
Move or copy a worksheet ..................................................................................................... 3
Move or copy a worksheet using click and drag.................................................................... 3
Hiding Rows, Columns, Worksheets and Windows .................................................................. 3
Hide or unhide a row or column ............................................................................................ 3
Hide or unhide a worksheet ................................................................................................... 3
Further Readings/Videos ........................................................................................................... 4
Protect Workbook .................................................................................................................. 4

Viewing a Workbook
There are several ways to change how a workbook’s contents are displayed on a screen using
Workbook views. You can also zoom in or out to view more or less of a workbook at a time.

Change workbook views

• Click the View tab on the Ribbon.
• Click the button for the view you want to use in the Workbook Views group. The
workbook’s contents are shown in the selected view.
• OR: Click the button for the view you want to use in the status bar of the workbook
window.
Excel offers several different workbook views.
• Normal view: This is the default Excel view, and the one you’ll usually want to use
when creating and editing workbooks. Row and column headers are displayed.
• Page Layout view: Use this view to fine-tune a worksheet before printing, especially
if it contains charts. You can edit the worksheet like it’s in Normal view, but you can
also see the rulers, change page orientation, work with headers, footers and margins,
and hide or display row or column headers.

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Current Trends and Practices in IT MS Excel

• Page Break Preview view: This view shows you where the page breaks will occur if
you print the worksheet. This is helpful for making sure your data is laid out correctly
to appear on the desired page(s).

Freezing Window Panes

When you freeze panes, the panes above and to the left of the active cell are immobilized. This
is different from splitting, in which each section can be navigated. Also, while you can move
split lines, you can’t move frozen sections without unfreezing and freezing again.
• Click the View tab on the Ribbon and click the Freeze Panes button in the Window
group. Here you have three options:
o Freeze Panes: Freezes the worksheet above and to the left of the cell that is
currently active. Creates two or four panes depending on location of the active
cell.
o Freeze Top Row: Keeps the top row visible and allows you to scroll through
the rest of the worksheet. Creates two panes.
o Freeze First Column: Keeps the first column visible and allows you to scroll
through the rest of the worksheet. Creates two panes.
• Select the option you want to use from the list. The panes are frozen. You can use the
scroll bars to move around in the worksheet.
• Click the Freeze Panes button in the Window group and select Unfreeze Panes.
• All cells in the worksheet are unfrozen so you can scroll freely throughout the entire
worksheet.

Worksheets in a Workbook
By default, Excel workbooks contain three worksheets. You can easily add worksheets to a
workbook or delete unwanted ones.
Insert a worksheet
Click the New Sheet tab . A new worksheet is added to the workbook.

Delete a worksheet
Right-click the sheet tab you want to delete and select Delete from the contextual menu. The
worksheet is deleted.

Renaming, Moving and Copying Worksheets

You can manipulate your workbooks by renaming worksheets and moving them into different
orders and even into different workbooks.
Rename a worksheet
By default, Excel worksheets are given the rather boring names Sheet1, Sheet2, Sheet3, and so
on. You can give them more meaningful names.
• Double-click the sheet tab. The sheet name is selected so that it can be renamed.
• Type a new name for the worksheet.
• Press <Enter>. The sheet is renamed.

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Current Trends and Practices in IT MS Excel

• OR: Right-click the sheet tab, select Rename from the contextual menu, and type a
new name. Or, select the worksheet you want to rename, click the Home tab on the
Ribbon, click the Format button in the Cells group and select Rename Sheet. Type a
new name.
Move or copy a worksheet
You can easily rearrange worksheets using the Move or Copy dialog box or by using the mouse.
• Select the sheet tab(s) for the worksheet(s) you want to move or copy.
• Right-click one of the sheet tabs you want to move or copy and select Move or Copy
from the contextual menu. The Move or Copy dialog box appears.
• OR: Select the sheet(s) you want to move or copy. Click the Home tab on the Ribbon
and click the Format button in the Cells group. Select Move or Copy Sheet from the
list.
• Select the sheet after which you want your moved or copied sheet(s) to appear in the
Before Sheet list. The moved or copied sheet will be placed in front of the sheet that is
selected.
• (Optional) Click the Create a copy check box to copy the selected sheet. If this box is
checkmarked, the worksheet(s) will be copied to the new location, instead of simply
being moved.
• Click OK. The worksheet(s) are moved or copied to the new location.
Move or copy a worksheet using click and drag
The easiest way to move or copy a worksheet within a workbook is with the mouse.
• Select the sheet you want to move or copy.
• Click and drag the sheet tab to move it to a new location in the workbook. Or, press and
hold the <Ctrl> key while you click and drag the sheet tab to copy the sheet.
• To change the color of a sheet tab, right-click the tab, point to Tab Color and select a
color from the palette.

Hiding Rows, Columns, Worksheets and Windows

You can hide rows, columns, worksheets and entire workbook windows from view. Data isn’t
deleted, but simply hidden from view until you unhide it.
Hide or unhide a row or column
You can easily hide whole rows or columns from view.
• Select the row or column heading(s) for the row(s) or column(s) you want to hide.
• Right-click the heading and select Hide from the contextual menu. The row(s) or
column(s) are hidden.
• OR: Select the row or column heading(s) for the row(s) or column(s) you want to hide.
On the Home tab, click the Format button in the Cells group. Point to Hide & Unhide
and select Hide Rows or Hide Columns.
• Select the row or column heading(s) on both sides of the hidden row(s) or column(s).
• For example, if columns C and D were hidden, you would select the B and E column
headings.
• Right-click the heading and select Unhide from the contextual menu.
• OR: Select the row or column heading(s) on both sides of the hidden row(s) or
column(s). On the Home tab, click the Format button in the Cells group. Point to Hide
& Unhide and select Unhide Rows or Unhide Columns.
Hide or unhide a worksheet
Sometimes you may want to hide an entire worksheet.

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Current Trends and Practices in IT MS Excel

• Right-click the sheet tab for the worksheet you want to hide.
• Select Hide from the contextual menu. The sheet is hidden. It still exists in the
workbook so any references to the sheet will still work.
Now let’s unhide the sheet.
• Right-click any sheet tab and select Unhide from the contextual menu.
• The Unhide dialog box appears.
• Select the sheet you want to unhide and click OK. The sheet is unhidden.

Further Readings/Videos
Protect Workbook
Learn how to protect a workbook or worksheet or selected parts in a worksheet, from the
following tutorial/ video:
• https://support.office.com/en-us/article/protect-a-workbook-7e365a4d-3e89-4616-
84ca-1931257c1517
• https://support.office.com/en-us/article/protect-an-excel-file-7359d4ae-7213-4ac2-
b058-f75e9311b599