Naming Worksheets

We learned that the tabs displayed at the bottom of the screen are named Sheet1, Sheet2 and Sheet3.

These are not very informative names.

Excel 2003 allows you to define a meaningful name for each worksheet in a workbook‘ Checkbook’, ‘Reports’, ‘Accounts’-so you can quickly locate information.

To name a worksheet

Double-click the sheet tab to select it.

The text is highlighted by a black box.

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Type a new name for the worksheet.

Press the Enter key.

The worksheet now assumes the descriptive name defined. (See Figure 1 below).

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Inserting Worksheets

Microsoft Windows have the ability to insert new worksheets if needed or delete others that you no longer want.

To insert a new worksheet

Choose Insert Worksheet from the menu bar.

A new worksheet tab is added to the bottom of the screen.

It will be named Sheet4, Sheet5 or whatever the next sequential sheet number may be in the workbook.

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Deleting Worksheets

Any worksheet can be deleted from a workbook, including those that have data in it.

To delete one or more worksheets

Click on the sheet(s) you want to delete.

Choose Edit Delete Sheet from the menu bar.

Click the Delete button to remove the worksheet and all the data in it.

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Grouping and Ungrouping Worksheets.

A workbook is a multi-page Excel document that contains multiple worksheets.

Sometimes you will want to work with the worksheets one at a time as if each is a single unit.

Other times, the same information or formatting may need to be added to every worksheet.

You can type and retype the same information in each worksheet, or apply identical formatting, or you can group the worksheet and enter the information once.

Worksheets can also be combined together into a group.

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Grouping worksheets allows you to apply identical formulas and/or formatting across all the worksheets in the group.

When you group worksheets, any changes made to one worksheet will also be changed in any other worksheets in the group.

If many worksheets are to have the same data–regions, departments, quarters, months, weeks and days, for example–then you type it once and it will appear on every worksheet included in the grouping.

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To group sheets

click one of the tabs that you want in the group and press the Ctrl key.

With the Ctrl key held down, click the remaining tabs in the intended group of sheets.

All the grouped sheets tabs will turn white, and the indicator [Group] will appear in the title bar after the workbook name.

To group a consecutive series of sheets

click the tab of the first sheet you want grouped,

hold down the Shift key as you click the last tab of the sheet you want in the series.

All the sheets between the first and last tab will be included in the group.

You can group all the sheets in a workbook by right-clicking any sheet tab and choosing Select All Sheets from the shortcut menu:

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To select one worksheet

click on the sheet tab.

To select more than one worksheet

hold the Control key down and click on one or more worksheet tabs in the workbook.

To select all worksheets in a workbook

right-click on any worksheet tab

choose Select All Sheets from the shortcut menu.

When finished entering, moving, copying or formatting the data you will need to ungroup worksheets.

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If you do not ungroup the sheets, any work you do in one sheet will be duplicated in all the others.

To ungroup worksheets

Right-click on any of the selected worksheet tabs.

Choose Ungroup Sheets from the shortcut menu.

Moving Worksheets

When you move a sheet, you are moving it to a new location in this or another workbook.

To move a workbook

Select the worksheet you want to move/copy.

Choose Edit  Move or Copy from the menu bar.

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In the ‘Move or Copy’ dialog box, use the drop down boxes to select the name of the workbook you will move the sheet to (the current workbook is the default).

Also define where you want the sheet positioned in the workbook.

Check Create a copy to copy it.

Click the OK button to move the worksheet to its new location.

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You can insert a row in a spreadsheet anywhere you need it; Excel moves the existing rows down to make room for the new one.

To insert a row

Click anywhere in the row below where you want to insert the new row.

Choose Insert Rows from the menu bar.

A new row is inserted above the cell(s) you originally selected.

OR

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Click anywhere in the row below where you want to insert the new row.

Right-click and choose Insert from the shortcut menu.

Choose the Entire Row radio button

click the OK button.

Select multiple rows before choosing Insert to add rows quickly.

Excel inserts the same number of new rows that you originally selected.

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Inserting a column

In Excel, you can insert a column anywhere you need it.

Excel moves the existing columns to make room for the new one.

Click anywhere in the column where you want to insert a new column.

Choose Insert  Columns from the menu bar.

A new column is inserted to the left of the existing column.

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Click anywhere in the column where you want to insert a new column.

Right-click and choose Insert from the shortcut menu.

The Insert dialog box opens.

Click the Entire Column radio button in the Insert dialog box

click the OK button

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You can also select multiple columns before choosing Insert to add columns quickly.

Excel inserts the same number of new columns that you originally selected.

Deleting Columns and Rows

Columns and Rows are deleted in much the same manner as inserting columns and rows.

To delete a row and all Information in it

Select a cell in the row to be deleted.

Choose Edit  Delete from the menu bar.

Click the Entire Row radio button in the ‘Delete’ dialog box.

Click the Ok button.

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To delete a column and all information in it

Select a cell in the column to be deleted.

Choose Edit  Delete from the menu bar.

Click the Entire Column radio button in the ‘Delete’ dialog box.

Click the Ok button.

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Adjusting Column Widths

By default, Excel’s columns are 8.43 characters wide, but each individual column can be enlarged to 240 characters wide.

If the data being entered in a cell is wider or narrower than the default column width, you can adjust the column width so it is wide enough to contain the data.

You can adjust column width manually or use AutoFit.

To manually adjust a column width

Place your mouse pointer to the right side of the gray column header.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Drag the Adjustment tool left or right to the desired width and release the mouth button.

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To AutoFit the column width

Place your mouse pointer to the right side of the column header.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Double-click the column header border.

Excel ‘Auto Fits’ the column, making the entire column slightly larger than the largest entry contained in it.

To access AutoFit from the menu bar

choose Format Column AutoFit Selection.

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Adjusting Row Height

Changing the row height is very much like adjusting a column width.

There will be times when you want to enlarge a row to visually provide some space between it and another row above or below it.

To adjust row height of a single row

Place your mouse pointer to the lower edge of the row heading you want to adjust.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Drag the adjustment tool up or down to the desired height and release the mouse button.

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To Auto Fit the Row Height

Place your mouse pointer to the lower edge of the row heading you want to adjust.

The mouse pointer changes to the adjustment tool (double-headed arrow).

Double-click to adjust the row height to ‘AutoFit’ the font size.

Excel 2003 ‘Auto Fits’ the row, making the entire row slightly larger than the largest entry contained in the row.

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