Working with Multiple Workbooks

Lesson 4 – Microsoft Excel 2010

Lesson Goals

The goal of this lesson is for students to successfully work with an entire workbook in Microsoft Excel 2010. The student will learn to move between workbooks and worksheets, copy, move, freeze areas of a worksheet, insert and delete worksheets in a workbook as well as apply filters to data within the worksheet.

Learning Objectives

• On completion of this lesson, students will be able to do the following:– Freeze and unfreeze rows and columns– Move between worksheets in a workbook– Copy and move worksheets in a workbook– Insert and delete worksheets in a workbook– Sort data– Apply filters to data

Lesson Introduction

• Microsoft Excel enables users to create multiple worksheets within a workbook.

• This feature allows for similar data to be grouped together.

• What is an example of data that would be appropriately grouped together in a workbook?

Freeze and Unfreeze Rows and Columns

• Freezing rows and columns allows the user easily view information while seeing row or column headers.

• Freeze (or unfreeze) a row and a column using Freeze Panes command on the View Ribbon.

• What is the benefit of being able to freeze areas of a worksheet to enhance data readability?

Managing Worksheets in a Workbook

• Storing related worksheets in a single workbook increases organization and productivity.

• Worksheets can be moved or copied within the workbook, rather than rebuilding the worksheet from scratch.

Move between worksheets by clicking on the worksheet tabs or by using the scrolling buttons.

Drag sheet tabs to rearrange worksheets or right click and choose “Move to Copy” to create a copy of the sheet.

Managing Worksheets in a Workbook, cont.

• It’s easy to copy a worksheet!– Right click on the sheet tab and click “Move or

Copy”• To replace the contents of one worksheet

with those of another, just use the Select All button to select an entire sheet, copy it, and paste it over a existing data or on a blank worksheet.

• Worksheets may be inserted into a workbook rather than creating a new workbook. Just right click on a tab and choose “Insert” or click on the “Insert Worksheet” tab.

• Right click on a worksheet tab and choose “Delete” to easily delete it.

Sorting Data• Sorting data allows the user to control

the order in which the data is presented in the worksheet.– Ascending : A-Z, 1-3– Descending: Z-A, 3-1

• A sort key is the item (column) that is being sorted. (last name, age, etc.)

• Undo a sort using the Undo command on the Quick Access Toolbar.

• Use the Editing group on the Home tab or the Sort shortcut when you right click a range.

Sorting Data, continued.

Filtering Data

• Filtering data allows the user to display only data that meets specific criteria that is set in the filter.

• Filter data (one column or multiple columns) using the Sort & Filter Command located in the Editing Group on the Home Ribbon.

Filtering Data, cont.