Microsoft Office 2007 - Illustrated

Managing Workbook

Data

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• View and arrange worksheets• Protect worksheets and workbooks• Save custom views of a worksheet• Add a worksheet background

Objectives

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• Prepare a workbook for distribution• Insert hyperlinks• Save a workbook for distribution• Group worksheets

Objectives

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Viewing and Arrange Worksheets

• Arrange:• compare data in the various sheets

• Instance:

• View each worksheet in its own workbook window

• Data itself remains in one file

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Viewing and Arrange Worksheets

(cont.)

Configurations for windows

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Protecting Worksheets and

Workbooks

• Lock:

• Protect sensitive information that you don’t want others to alter.

• Set the lock options in the Format Cells dialog box.

• Default:• Excel locks all cells by default• Need to use Protect Sheet button

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Protecting Worksheets and

Workbooks (cont.)

• worksheet protection strategy• Unlock cells in which data will be

changed, sometimes referred to as the data entry area

• Lock cells in which the data should not be changed.

• When you protect the worksheet, the unlocked areas can still be changed.

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Protecting Worksheets and

Workbooks(cont.)

Click to uncheck

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Saving Custom Views

of a Worksheet

• A view is a set of display and/or print settings that you can name and save• Use the Excel Custom views feature to

create different views of a worksheet without having to create separate worksheets

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Saving Custom Views

of a Worksheet (cont.)

Type name of view here

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Adding a Worksheet Background

• Picture in the worksheet background• Worksheet background will display

on the screen but will not print with the worksheet.

• If you want to add a worksheet background that appears on printouts, you can add a watermark, a translucent background design that prints behind your data.

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Adding a Worksheet Background

(cont.)

Worksheet background

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Preparing a Workbook for

Distribution

• Document Inspector feature:• Removes sensitive information, such as

headers, footers, or hidden elements, before distributing the file.

• Add helpful information, called properties, to a file

• Keywords are terms workbook users can search for that will help them locate your document.

• Properties are a form of metadata, information that describe data and are used in Microsoft Windows document searches.

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Preparing a Workbook for

Distribution(cont.)

Document Properties

Panel

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Inserting Hyperlinks

• Create a hyperlink, an object (a phrase, a name, or a graphic) in a worksheet that jumps to another worksheet, called the target• The target can be a worksheet, another

document, or a Web site location

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Inserting Hyperlinks (cont.)

Locations a hyperlink can

jump to

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Inserting Hyperlinks (cont.)

• Using research tools• Access resources online and locally on

your computer using the Research task pane

• Click the Review tab, then click the Research button

• Use the Search for text box to specify a research topic

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Saving a Workbook for

Distribution

• One way to share Excel data is to place, or publish, it over a network or on the Web• The network can be an intranet, an internal

network used by a group of people who work together

• To publish an Excel document, it must be saved as an HTML (Hypertext Markup Language) document

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Saving a Workbook for

Distribution (cont.)

Single file web page

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Grouping Worksheets

• Group worksheets to work on them as a collection so that data entered into one worksheet is automatically entered into all of the selected worksheets.

• This is useful for data that is common to every sheet of a workbook

• Use [Shift] to group adjacent worksheets. • Use [Ctrl] to group nonadjacent sheets.

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Grouping Worksheets (cont.)

• Creating a workspace• Group several workbooks together in a

workspace to open them in one step• A workspace is a file with an .xlw

extension• To create a workspace, open the

workbooks you want to group, then click the View tab, then click the Save Workspace button

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Summary

• View and arrange worksheets • Protect worksheets and workbooks• Save custom views of a worksheet• Create hyperlinks between Excel files• Save Excel files for distribution