section 4 skills working with multiple worksheets, tables, and other file formats

Skills© Paradigm Publishing, Inc. 1 Skills© Paradigm Publishing, Inc. 1

Skills© Paradigm Publishing, Inc. 2 Skills© Paradigm Publishing, Inc. 2

SECTION 4 SKILLSWorking with Multiple Worksheets, Tables, and Other File Formats

4.1 Insert, Delete, and RenameWorksheets

4.1 Format Sheet Tabs

4.2 Move and Copy Worksheets

4.2Group and Ungroup Worksheets

4.3Use 3-D References in Formulas

4.4Link Cells Between Worksheets

4.4 Print Multiple Worksheets

CHECKPOINT 1

4.5 Use Page Break Preview

4.6 Format Data as a Table

4.6 Apply Table Design Options

4.7 Sort a Table

4.8 Filter a Table

CHECKPOINT 2

4.9 Use Comments

4.10 Create a Workbook from aTemplate

4.11 Open a Different File Format

4.11 Save in a Different File Format

4.12 Create a PDF/XPS Copy

CHECKPOINT 3

Skills© Paradigm Publishing, Inc. 3

Insert, Delete, and Rename WorksheetsTo insert a worksheet:1. Click the Insert Worksheet

button located at the end of the sheet tabs.

Insert Worksheet button


Insert, Delete, and Rename Worksheets…continued

To insert a worksheet using the shortcut menu:1. Right-click a sheet tab.2. Click Insert in the

worksheet shortcut menu.

3. Click OK.

worksheet shortcut menu



To rename a worksheet:1. Right-click the sheet tab.2. Click Rename in the


3. Type the new sheet tab name.

4. Press Enter.

renamed sheet tab



To delete a worksheet:1. Right-click the sheet tab.2. Click Delete in the

worksheet shortcut menu.3. Click Delete if a

confirmation message box appears.


confirmation message box



tab scrolling buttons tab split box


Format Sheet TabsTo change the sheet tab color:1. Right-click the sheet tab.2. Point to Tab Color in the

worksheet shortcut menu.3. Click the desired color in the

Tab Color palette.Tab Color palette

colored sheet tabs


Move and Copy WorksheetsTo move a worksheet:1. Drag the sheet tab to the

desired location.

To copy a worksheet:2. Hold down the Ctrl key and drag

the sheet tab to the desired location.

copy icon

move icon


Move and Copy Worksheets…continuedTo use the Move or Copy dialog box:1. Right-click the sheet tab to be

moved or copied.2. Click Move or Copy at the

worksheet shortcut menu.3. Click the worksheet in front of

where you want to place the moved or copied worksheet in the Before sheet list box.

4. Click OK to move or click the Create a copy check box, and then click OK to copy.

Move or Copy dialog box


Group and Ungroup WorksheetsTo group worksheets:1. Click the first sheet tab.2. Hold down Shift and click the

last sheet tab or hold down Ctrl and click the other sheets.

To ungroup worksheets:3. Right-click any of the grouped

sheet tabs.4. Click Ungroup Sheets at the


grouped sheets



Use 3-D References in FormulasTo create a formula with a 3-D reference:1. Make the desired cell active.2. Type =sum(.3. Click the first sheet tab.4. Hold down the Shift key and

click the last sheet tab.5. Click the cell containing the

data to be summed in all sheets.

6. Press Enter.

3-D formula


Link Cells Between WorksheetsTo link a worksheet:1. Make the destination cell active.2. Type =.3. Click the sheet tab for the

source cell.4. Click the source cell.5. Press Enter.

link formula


Print Multiple WorksheetsTo print multiple worksheets:1. Click the first sheet tab.2. Hold down the Shift key

and click the last sheet tab.

3. Click the File tab.4. Click the Print tab.5. Click the Print button.

page navigation


CHECKPOINT 11) A new workbook initially contains

how many sheets?a. 1b. 2c. 3d. 4

3) Use this key to group adjacent sheets.a. CTRLb. SHIFTc. ALTd. F1

2) To copy a worksheet, hold down this key when dragging.a. CTRLb. SHIFTc. ALTd. F1

4) Do this to the worksheets to print more than one worksheet at once.a. Formatb. Zoomc. Ungroupd. Group

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Use Page Break PreviewTo use Page Break Preview:1. Click the View tab.2. Click the Page Break

Preview button in the Workbook Views group.

OR3. Click the Page Break

Preview button on the Status bar.

Page Break Preview button

Page Break Preview example


Use Page Break Preview…continuedTo adjust the position of the page break:1. Position the mouse pointer on

the blue broken line between the columns until the pointer displays as a left- and right-pointing arrow.

2. Drag the mouse to the right or left of the desired column.

3. Release the mouse. Notice that the scaling percent automatically adjusts.

manual page break

scaling percent


Use Page Break Preview…continuedTo insert or remove a page break in Normal view:1. Position the active cell in the

row below or the column to the right of where you want the page break to occur.

2. Click the Page Layout tab.3. Click the Breaks button in the

Page Setup group.4. Click Insert Page Break or

Remove Page Break at the drop-down list.

Breaks button


Format Data as a TableTo format data as a table:1. Select the desired range.2. Click the Format as Table button

in the Styles group of the Home tab.

3. Click the desired table style.4. Click OK at the Format As Table

dialog box.

Format as Table button

Format As Table dialog box


Apply Table Design OptionsTo add a total row:1. Click the Table Tools Design tab.2. Click the Total Row check box in

the Table Style Options group.3. If necessary, choose the desired

function in the numeric columns.

Total Row check box


Sort a TableTo sort a table by a single column:1. Click in any row within the

column by which to sort.2. Click the Sort & Filter button

in the Editing group in the Home tab.

3. Click the desired option in the drop-down list.

Sort & Filter button


Sort a Table…continuedTo sort a table by multiple columns:1. Click the Sort & Filter button

in the Editing group in the Home tab.

2. Click Custom Sort.3. Select the first column to sort

by in the Sort dialog box.4. Select the sort order.5. Click the Add Level button.6. Repeat Steps 3-5 for each

sort column.7. Click OK.

Sort dialog box


Sort a Table…continued

sorted worksheet


Filter a TableTo filter a table:1. Click the desired filter arrow

button.2. Clear check boxes for items

that you do not want to view.3. Click OK.

filter arrow button


Filter a Table…continued

matching row numbers filter icon


Filter a Table…continuedTo remove a filter:1. Click the desired filter arrow

button.2. Click Clear Filter From

(column title).OR3. Click the desired filter arrow

button.4. Click the Select All option.5. Click OK.

Clear Filter from option

Select All option


CHECKPOINT 21) Use this feature to view the

worksheet with page numbers behind the cells.a. Normalb. Page Break Preview c. Standardd. Page Layout

3) This feature is used to display only certain records within the table that meet specified criteria.a. Sortb. Filterc. Groupd. Ungroup

2) Use this feature to arrange cells in a specified order.a. Sortb. Filterc. Groupd. Ungroup

4) When you filter a table, the row numbers of the matching items that were found are displayed in this color.a. Redb. Greenc. Blackd. Blue

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Use CommentsTo insert a comment:1. Make the cell active where

you want to insert the comment.

2. Click the Review tab.3. Click the New Comment

button in the Comments group.

4. Type the comment text in the comment box.

5. Click in the worksheet outside the comment box.

New Comment button

comment box


Use Comments…continuedTo open the comment box:1. Press Ctrl + Home to move

the active cell to A1.2. Click the Review tab.3. Click the Next button in the

Comments group.4. Continue clicking the Next

button to scroll to the next comment box.

Next button


Use Comments…continuedTo delete a comment:1. Press Ctrl + Home to move

the active cell to A1.2. Click the Review tab.3. Continue clicking the Next

button to scroll to the comment box to be deleted.

4. Click the Delete button in the Comments group.

Delete button


Use Comments…continuedTo print comments:1. Click the Review tab.2. Click the Show All Comments button in

the Comments group.3. Click the Page Layout tab.4. Click the Page Setup dialog box launcher.5. Click the Sheet tab in the Page Setup

dialog box.6. Click the down-pointing arrow to the

right of Comments.7. Click As displayed on sheet or At end of

sheet.8. Click OK.9. Print the worksheet.

comment options


Create a Workbook from a TemplateTo create a workbook from a template:1. Click the File tab.2. Click the New tab.3. Click Sample templates or

an Office.com category.4. Double-click the desired

template in the center pane.5. Fill in the data or other

information as needed.6. Save, print, and close.

Sample templates


Create a Workbook from a Template…continuedTo create a workbook from a template downloaded from Office Online:1. Click the File tab.2. Click the New tab.3. Browse for an Excel template in

one of the categories in the Office.com Templates section.

4. Double-click the desired template in the center pane.

5. Fill in the data or other information as needed.

6. Save, print, and close.

Office.com Templates


Open a Different File FormatTo open and convert a file:1. Click the File tab.2. Click the Open button.3. Browse and select the

desired file.4. Click the Convert button at

the Info tab Backstage view.5. Click OK at the Microsoft

Excel message stating that this action converts the workbook to the current file format.

conversion message


Save in a Different File FormatTo save a workbook in Excel 97-2003 file format:1. Click the File tab.2. Click the Save & Send

tab.3. Click Change File Type.4. Double-click Excel 97-

2003 Workbook (*.xls).5. Type a file name.6. Click Save.7. Click Continue at the

Compatibility Checker dialog box.

Save & Send tab

Compatibility Checker dialog box


Save in a Different File Format…continuedTo save a workbook in another file format:1. Click the File tab.2. Click the Save & Send

tab.3. Click Change File Type.4. Double-click the desired

file type.5. Type a file name.6. Click Save.7. Respond to message

boxes as they occur.

Save & Send tab


Create a PDF/XPS CopyTo create a PDF copy of a worksheet:1. Click the File tab.2. Click the Save & Send

tab.3. Click Create PDF/XPS

Document.4. Click the Create PDF/XPS

button.5. Type a file name.6. Click the Publish button.

Create PDF/XPS button


Create a PDF/XPS Copy…continuedTo create a XPS copy of a worksheet:1. Click the File tab.2. Click the Save & Send tab.3. Click Create PDF/XPS Document.4. Click the Create PDF/XPS button.5. Type a file name.6. Click the down-pointing arrow at

the right of the Save as type box and then click XPS Document (.*xps) in the drop-down list.

7. Click the Publish button.

Save as type box


CHECKPOINT 31) Use these to provide instructions,

ask questions, or add other explanatory text to a cell.a. shapesb. clip artc. commentsd. styles

3) This file format saves the data with a comma separating columns.a. XPSb. CSVc. XLSd. PDF

2) This is the name for worksheets that are formatted and have text and formulas created for specific uses.a. templatesb. stylesc. themesd. comments

4) When this type of worksheet is converted, the published file opens in an Adobe Reader window by default.a. XPSb. CSVc. XLSd. PDF

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section 4 skills working with multiple worksheets, tables, and other file formats

Documents

worksheet tab

copied worksheet

new worksheet

source worksheet

insert worksheet button

sheet tab color

color of sheet tabs

sheet imm