PM2 - Management Reporting – IT Office Tools (MS Excel)

Chapter - 6
Managing Workbooks:
Manage Worksheets:
By default, Excel workbooks contain three worksheets. Make one worksheet active at a
time or select multiple worksheets at once.

Switching between worksheets:

Switch between worksheets in a workbook by selecting a different sheet’s tab.

1. Click the sheet tab to display the selected worksheet.

The worksheet becomes active; it can now be viewed and edited.

Other Ways to Select a Worksheet:

Right-click the tab scrolling buttons and selects the worksheet from the contextual

menu. Or, use the tab scrolling buttons to scroll through the sheet tabs and then select
one.

Select multiple worksheets:

Selecting multiple worksheets at once allows data to be entered or edited on multiple
worksheets, as well as formatting or printing multiple worksheets at once.

• To select adjacent worksheets: Click to select the first sheet tab, press and hold the
<Shift> key and click to select the last desired tab.

Both tabs and all tabs in between are selected.

• To select non-adjacent worksheets: Click to select the first sheet tab, press and hold
the <Ctrl> key and click to select the other tabs.

• To select all worksheets: Right-click a sheet tab and click Select All Sheets from
the contextual menu.

Tips:
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 When multiple worksheets are selected, [Group] appears in the title bar at the top of the
worksheet.

To cancel a selection of multiple worksheets in a workbook, click an unselected sheet’s tab.

Or, right click a sheet tab that is selected and select Ungroup Sheets from the
contextual menu.

Inserting and Deleting Worksheets:

It’s easy to add worksheets to a workbook or delete unwanted ones.

Insert a worksheet:

1. Click the New Sheet tab.

A new worksheet is added to the workbook.

Tip: The New sheet tab is located next to the sheet tabs near the bottom of the
workbook window.
Other Ways to Insert a Worksheet: Press <Shift> + <F11>. Or, click the Home
tab on the Ribbon and click the Insert list arrow in the Cells group. Select Insert Sheet.

Or, right-click the tab of an existing worksheet, and select Insert from the contextual

menu. Select Worksheet in the

General tab of the Insert dialog box and click OK.

Delete a worksheet:

1. Right-click the sheet tab to delete and select Delete from the contextual menu.

2. Click Yes.

The worksheet is deleted.

Other Ways to Delete a Worksheet: Select the desired worksheet to delete, click
the Home tab on the Ribbon, click the Delete list arrow in the Cells group and select

Delete Sheet.
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Renaming, Moving, and Copying Worksheets:

Manipulate workbooks by renaming worksheets and moving them into different orders
and even into different workbooks.

Rename a worksheet:
It’s a good idea to give worksheets more meaningful names than the default Sheet1,
Sheet2, Sheet3, and so on.

1. Double-click the sheet tab.

The sheet name is selected so that it can be renamed.

2. Type a new name for the worksheet.

3. Press <Enter>.

The sheet is renamed.

Other Ways to Rename a Worksheet:

Right-click the sheet tab, select Rename from the contextual menu, and type a new

name. Or, select the worksheet 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:

Rearranging worksheets using the Move or Copy dialog box or by using the mouse is
simple.

1. Select the sheet tab(s) for the worksheet(s).

2. Right-click one of the sheet tabs to move or copy and select Move or Copy from the
contextual menu.

Other Ways to Move or Copy a Sheet: Select the sheet(s) 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.

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3. Select the sheet after which the moved or copied sheet(s) should appear in the Before
Sheet list.

The moved or copied sheet will be placed in front of the sheet that is selected.

Tip: Click the Create a copy check box to copy the selected sheet.

Click OK.

Manage Workbook and Worksheet Views:

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

Change workbook views:

1. Click the View tab on the Ribbon.

2. Click the button for the view to use in the Workbook Views group.

The workbook’s contents are shown in the selected view.

Other Ways to Change Workbook View:

Click the button for the view 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 most usually used 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. Edit the worksheet like it’s in Normal view, but the rulers can also be seen,
change page orientation, work with headers, footers and margins, and hide or display row
or column headers.

• Page Break Preview view: this view show where the page breaks will occur if the
worksheet is printed. This is helpful for making sure the data is laid out correctly to appear
on the desired page(s).
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Custom view: Use this view to arrange the view page as preferred. Click Add to create a
new view, type a name, and select the features to include. Then, click OK.

Zoom in or out :
Sometimes it is helpful to make a worksheet appear larger on the computer’s screen,
especially if the computer has a small monitor or the user has poor eyesight. It can also be
helpful to zoom out to see how the whole worksheet looks.

1. Click and drag the Zoom slider on the status bar to the percentage zoom setting desired.

Other Ways to Zoom:

Click the View tab on the Ribbon and click the

Zoom button in the Zoom group. Or, click the Zoom to Selection button in the Zoom
group to zoom in on the currently selected cell(s).

Create a custom view:

Save the view and print settings by creating a custom view so they don’t have to be
reapplied over and over.

1. Click the View tab on the Ribbon and click the Custom Views button in the Workbook
Views group.

The Custom Views dialog box appears.

2. Click the Add button and type a name for the view in the Name text box.

There are two additional settings here:  Print settings: Saves print settings such as

page breaks.

 Hidden rows, columns and filter settings: Keeps columns and rows hidden and
any applied filters filtered.
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3. Select the settings to use in the view and click OK.

Now the view settings are quickly accessible under the new custom view.

Tips:
 To view a custom view, click the View tab on the
Ribbon and click the Custom Views button in the Workbook Views group. Select the

view to use and click Show.

Manage Workbook Properties:

1. Click the Menus tab;

2. Click the File drop down menu;
3. Then you will view the Properties item. Click the dropdown and click on
Advance Properties:

4. Click this item, you will view the Workbook Properties dialog box. In the dialog box, you
will view the workbook properties.
5. Click the Summary tab;
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6. Then you will view the document properties of current workbook.