MICROSOFT EXCEL 2011 MANAGE WORKBOOKS

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1 MICROSOFT EXCEL 2011 MANAGE WORKBOOKS Last Edited:

2 Open, create, and save Workbooks... 3 Open an existing Excel Workbook... 3 Create a new Workbook... 6 Save a Workbook... 6 Set workbook properties... 8 Create and modify workbook templates From Excel Workbook Gallery Using an existing workbook Manage workbooks across multiple versions Common scenarios for using Excel across multiple versions Save Excel files in different formats of Excel versions The following training document is using information from Lynda.com and Microsoft Office Excel 2011 Help Last Edited:

.. 12 Manage workbooks across multiple versions... 15 Common scenarios for using Excel across multiple versions.

Open, create, and save Workbooks Open an existing Excel Workbook There are three options to open an Excel file through Open dialog box From the Menu Bar, click File Open From the Toolbar,

3 Open, create, and save Workbooks Open an existing Excel Workbook There are three options to open an Excel file through Open dialog box From the Menu Bar, click File Open From the Toolbar, click Open button Command keyboard shortcut: control + O ( O) In the Open dialog box, navigate to find a desired Excel file to open, select it and then click Open button Last Edited:

click Open button Command keyboard shortcut: control + O ( O) In the Open dialog box, navigate

TIP For quickly navigating Excel files in the Open dialog box, by limiting files that are displayed within the dialog box, click the Enable list button and choose one of criteria options from the

4 TIP For quickly navigating Excel files in the Open dialog box, by limiting files that are displayed within the dialog box, click the Enable list button and choose one of criteria options from the list such as: All Excel Files, Excel Templates, Workbooks. To change options on how the workbook is opened, click the Open list button and select a desired option such as The original copy of the workbook The copy of the workbook The read-only workbook without allowing for edits. Last Edited:

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Create a new Workbook There are two ways to create a new workbook From the Toolbar, click New Workbook button Command keyboard shortcut: command + N ( N) By default, each new workbook has one

6 Create a new Workbook There are two ways to create a new workbook From the Toolbar, click New Workbook button Command keyboard shortcut: command + N ( N) By default, each new workbook has one worksheet. NOTE Use Excel Preferences dialog box to change the default number of worksheets in a new workbook Save a Workbook There are three ways to save a workbook From the Menu Bar, click File select Save or Save as option Save save any changes in an existing workbook Save as save any changes in an existing workbook and create a separate workbook with a different filename From the Toolbar, click Save button Last Edited:

NOTE Use Excel Preferences dialog box to change the default number of worksheets in a new workbook Save a Workbook There are three ways to save a workbook

Command keyboard shortcut: For Save option: command + S ( S) For Save as option: shift + command + S ( S) If you select Save as option, the Save as dialog box will display.

7 Command keyboard shortcut: For Save option: command + S ( S) For Save as option: shift + command + S ( S) If you select Save as option, the Save as dialog box will display. Do the following: Change filename in Save as field Click Where list button to locate a desired destination to save the workbook Click Format list button to change the workbook format if desired Click Save button Last Edited:

Do the following: Change filename in Save as field Click Where list button to locate a desired

Set workbook properties When you create an Excel workbook, the program records the author s name, the date and time the Workbook was created as well as when the file was last modified, under workbook

8 Set workbook properties When you create an Excel workbook, the program records the author s name, the date and time the Workbook was created as well as when the file was last modified, under workbook properties. To set workbook properties, do the following: From the Menu Bar, click File Properties The Properties dialog box appear Under Summary tab, you can information related to the workbook such as: Title Author Company Keyword allows for easier searching when the workbook will be saved on a server Comments NOTE: All the information of properties is optional Last Edited:

To set workbook properties, do the following: From the Menu Bar, click File Properties The Properties dialog box appear Under Summary tab, you can

Under General tab, the general information of the workbook will be displayed, such as the filename, the file type, the location where it s stored, the current file size, when the file was created as

9 Under General tab, the general information of the workbook will be displayed, such as the filename, the file type, the location where it s stored, the current file size, when the file was created as well as when the file was last modified Under Statistics tab, you can view the statistics information is related to the workbook such as when the file was created, when the file was last modified, when was last saved, and who saved it last Last Edited:

modified Under Statistics tab, you can view the statistics information is related to the workbook such as when the

10 Under Contents tab, the information is related to what the workbook contains Under Custom tab, you can add your own custom information, such as creating a custom properties Last Edited:

Create and modify workbook templates If you create workbooks with the same structure but different data content more than once or twice a year, you should consider creating a template, which is a

11 Create and modify workbook templates If you create workbooks with the same structure but different data content more than once or twice a year, you should consider creating a template, which is a workbook that contains existing formatting and headings so that you only need to plug in your data. Templates are especially valuable for those of documents which are used frequently, such as weekly presentations, application forms, and expense reports. In Office 2011, there are a quite bit number of templates that are installed as a part of the installation components From Excel Workbook Gallery Open the Excel Workbook Gallery From the Toolbar, click New Template button From the Menu Bar, click File New from Templates Command keyboard shortcut: shift + command + P ( P) Select a desired template from the gallery and Press return key on the keyboard or click Choose button at the right bottom of the gallery window to create your workbook Modify the contents of the workbook if desired and save it Last Edited:

Templates are especially valuable for those of documents which are used frequently, such as weekly presentations, application forms, and expense reports.

Using an existing workbook Open an existing workbook that you want to use as a template TIP Some tips for creating a template: Keep a generic title which can be changed easily to reflect the specific

12 Using an existing workbook Open an existing workbook that you want to use as a template TIP Some tips for creating a template: Keep a generic title which can be changed easily to reflect the specific report you are creating Make headers remain constant Clear data contents in the workbook that would be specific to a particular report Select the data range on the workbook Press control + click select Clear Contents Last Edited:

creating Make headers remain constant Clear data contents in the workbook that would be specific to a

To save the document as a template, from the Menu Bar, click File Save as In the Save As dialog box, do the following: Change the filename in the Save as field if desired, for example

13 To save the document as a template, from the Menu Bar, click File Save as In the Save As dialog box, do the following: Change the filename in the Save as field if desired, for example SalesReportTemplate Click the Where list button, to select the destination to save the template, for example My Templates TIP It is important to save workbook templates in the My Templates folder so Excel looks for the custom templates under My Templates in the Excel Workbook Gallery Last Edited:

the destination to save the template, for example My Templates TIP It is important to save workbook templates in the My

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xltx) from the list Click Save button Manage workbooks across

15 Click Format list button to change the format from Excel Workbook (.xlsx) to Excel Template (.xltx) from the list Click Save button Manage workbooks across multiple versions Common scenarios for using Excel across multiple versions Last Edited:

Save Excel files in different formats of Excel versions Open an Excel file saved under Excel 2011 and Excel 2008 version for Mac or Excel 2007 and Excel 2010 for Windows under the two extensions of

16 Save Excel files in different formats of Excel versions Open an Excel file saved under Excel 2011 and Excel 2008 version for Mac or Excel 2007 and Excel 2010 for Windows under the two extensions of the file format Excel Workbook (.xlsx) Excel Template (.xltx) From the Menu Bar, click File choose Save as In the Save As dialog box, do the following: Click Format list button and select a desired format from the list so that other users can open the file with any version of Microsoft Excel (Excel 97 through Excel 2004 for Mac or Excel 97 through Excel 2003 for Windows) Excel Workbook (.xls) Excel Template (.xlt) NOTE Some functions of Excel 2011 for Mac or Excel 2010 for Windows, such as Sparklines, will not be available in other previous versions of Microsoft Excel Click Save or Compatibility Report button to check the compatibility issue before saving the file Last Edited:

xltx) From the Menu Bar, click File choose Save as In the Save As dialog box, do the following: Click Format list button and select a desired format from the list so that other users can open the

TIP Before saving a Excel 2011 file under a different verison format, it s recommended to use the Compatibility Report to check if there are any issues.

17 TIP Before saving a Excel 2011 file under a different verison format, it s recommended to use the Compatibility Report to check if there are any issues. In the Save As dialog box, click Format list button and select a desired file format Click Compatibility Report button to run the report If Excel finds any compatibility issue, the pop-up windows will be displayed Click Continue Saving to save the file under a different format anyway Click OK to abort the save and go over the report Last Edited:

In the Save As dialog box, click Format list button and select a desired file format Click Compatibility Report button to run

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AARP Tax-Aide Helpful Hints for Using the Volunteer Excel Expense Form and Other Excel Documents

AARP Tax-Aide Helpful Hints for Using the Volunteer Excel Expense Form and Other Excel Documents This document is designed to give you information to help you perform Excel file functions associated with