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Create a New Workbook from a Template You can save time and effort by creating a new workbook based on one of Excel’s template files. Each template includes a working spreadsheet model that includes predefined labels and formulas, as well as preformatted colors, fonts, styles, and more. Excel 2010 offers seven templates, including Expense Report, Loan Amortization, and Personal Monthly Budget. However, there are many more templates available through Microsoft Office Online. Create a New Workbook from a Template 1 Click the File tab. 1 2 Click New. 3 Click Sample templates. • To use an Office Online template, click a category in the Office.com Templates section. Click the template you want to use, and then click Download. 3 2 150 10_577639-ch08.indd 150 3/15/10 2:45 PM 8 CHAPTER Dealing with Excel Workbooks 4 Click the template you want to use. • 5 A preview of the template appears here. 5 Click Create. 4 • Can I create my own template? Yes. If you have a specific workbook structure that you use frequently, you should save it as a template so that you do not have to re-create the same structure from scratch each time. Open the workbook, click File, and then click Save As. In the Save As dialog box, click the Save as type and then click Excel Template. Type a File name and then click Save. To use the template, click File, click New, and then click My Templates. Excel creates the new workbook and displays it in the Excel window. Can I create a new workbook based on an existing workbook? Yes. This is useful if you want to create a new workbook that is the same or similar to an existing file. Click File, click New, and then click New from Existing. In the New from Existing Workbook dialog box, click the existing workbook and then click Open. 151 10_577639-ch08.indd 151 3/15/10 2:45 PM Save a Workbook After you create a workbook in Excel and make changes to it, you can save the document to preserve your work. When you edit a workbook, Excel stores the changes in your computer’s memory, which is erased each time you shut down your computer. Saving the document preserves your changes on your computer’s hard drive, so to avoid losing your work, you should save a workbook as often as is practical. Save a Workbook 1 Click the File tab. 2 Click Save ( ). 1 2 You can also click in the Quick Access Toolbar, or you + . can press If you have saved the document previously, your changes are now preserved, and you can skip the rest of these steps. The Save As dialog box appears. If this is a new document that you have never saved before, the Save dialog box appears. 4 3 Click in the File name text box and type the name that you want to use for the document. 4 Select a folder in which to store the file. 5 Click Save. Excel saves the file. Note: To learn how to save a workbook in an older Excel format, see Chapter 13. 152 10_577639-ch08.indd 152 3 5 3/15/10 2:45 PM 8 CHAPTER Open a Workbook To view or make changes to an Excel workbook that you have saved in the past, you can open the workbook in Excel. If you have used the workbook recently, you can save time by opening the workbook from Excel’s Recent menu, which displays the most recent 22 files you worked with in Excel. Open a Workbook 1 Click the File tab. 1 • 2 You can click Recent to see a list of your recently used workbooks. If you see the file you want, click it and then skip the rest of these steps. 2 Click Open ( ). You can also press + . The Open dialog box appears. 3 3 Select the folder that contains the workbook you want to open. 4 Click the workbook. 5 Click Open. 4 The workbook appears in a window. 5 10_577639-ch08.indd 153 153 3/15/10 2:45 PM Arrange Workbook Windows You can view two or more workbooks at once by arranging the workbook windows within the main Excel window. This enables you to easily compare the contents of the workbooks. Arranging workbook windows also enables you to more easily copy or move data among workbooks. Excel offers four view modes for arranging workbook windows: Tiled, Horizontal, Vertical, and Cascade. Arrange Workbook Windows 2 1 Open the workbooks you want to view. 2 Click the View tab. 3 Click Arrange All ( ). The Arrange Windows dialog box appears. 3 154 10_577639-ch08.indd 154 3/15/10 2:45 PM 8 CHAPTER Dealing with Excel Workbooks 4 Click a view mode ( 4 to changes ). Tiled arranges the workbooks evenly within the Excel window. 5 Horizontal stacks the workbooks one above the other. Vertical displays the workbooks side by side. Cascade arranges the workbooks in an overlapping cascade pattern. 5 Click OK. • Excel arranges the workbook windows. This example shows two workbooks arranged with the Horizontal view mode. How do I return to viewing one workbook at a time? Is it possible to view two different sections of a single workbook at the same time? Click the workbook you want to use, and then click the workbook window’s Maximize button ( ). This maximizes the workbook within the Excel window, so you only see that workbook. Excel also maximizes the other open workbooks, but you only see them if you switch to them. Yes. Excel enables you to create a second window for a workbook, and you can then arrange the two windows as described in this section. To create the second window, switch to the workbook you want to view, click the View tab, and then click New Window ( ). Follow Steps 1 to 4 to open the Arrange Windows dialog box and select a view option. Click the Windows of active workbook check box ( changes to ), and then click OK. 155 10_577639-ch08.indd 155 3/15/10 2:45 PM Find Text in a Workbook If you need to find specific text in a workbook, you can save a lot of time by using Excel’s Find feature, which searches the entire workbook in the blink of an eye. In a workbook that has only a small amount of data and just a few worksheets, you can usually find the data you want fairly quickly. However, in a large workbook with multiple sheets, it can be time-consuming to find specific text, so Excel’s Find feature can help. Find Text in a Workbook 1 Click the Home tab. 2 Click Find & Select. 3 Click Find. 1 2 3 Note: You can also run the Find + . command by pressing The Find and Replace dialog box appears. 4 4 Click in the Find what text box and type the text you want to find. 5 Click Find Next. 5 156 10_577639-ch08.indd 156 3/15/10 2:45 PM 8 CHAPTER Dealing with Excel Workbooks • 6 Excel selects the next cell that contains an instance of the search text. Note: If the search text does not exist in the document, Excel displays a dialog box to let you know. 7 6 If the selected instance is not the one you want, click Find Next until Excel finds the correct instance. 7 Click Close to close the Find and Replace dialog box. • When I search for a particular term, Excel only looks in the current worksheet. How can I get Excel to search the entire workbook? In Excel’s Find and Replace dialog box, click Options to expand the dialog box. Click the Within and then click Workbook. This option tells Excel to examine the entire workbook for your search text. Excel leaves the cell selected. When I search for a name such as Bill, Excel also matches the non-name bill. Is there a way to fix this? In Excel’s Find and Replace dialog box, click Options to expand the dialog box. Select the Match case check box ( changes to ). This option tells Excel to match the search text only if it has the same mix of uppercase and lowercase letters that you specify in the Find what text box. If you type Bill, for example, the program matches only Bill and not bill. 157 10_577639-ch08.indd 157 3/15/10 2:45 PM Replace Text in a Workbook With Excel’s Replace feature, you can quickly and easily substitute one bit of text with another throughout a workbook. Do you need to replace a word or part of a word with some other text? If you have several instances to replace, you can save time and do a more accurate job if you let Excel’s Replace feature substitute the text for you. Replace Text in a Workbook 1 Click the Home tab. 2 Click Find & Select. 3 Click Replace. 1 2 3 Note: You can also run the Replace command by pressing + . The Find and Replace dialog box appears. 4 In the Find what text box, type 4 5 the text you want to find. 5 In the Replace with text box, type the text you want to use as the replacement. 6 6 Click Find Next. 158 10_577639-ch08.indd 158 3/15/10 2:45 PM 8 CHAPTER Dealing with Excel Workbooks • 8 Excel selects the cell that contains the next instance of the search text. Note: If the search text does not exist in the document, Excel displays a dialog box to let you know. 7 7 If the selected instance is not the one you want, click Find Next until Excel finds the correct instance. 8 Click Replace. 0 • • Excel replaces the selected text with the replacement text. Excel selects the next instance of the search text. 9 Repeat Steps 7 and 8 until you have replaced all of the instances you want to replace. 0 Click Close to close the Find and Replace dialog box. Is there a faster way to replace every instance of the search text with the replacement text? Yes. In the Find and Replace dialog box, click Replace All. This tells Excel to replace every instance of the search text with the replacement text. However, you should exercise some caution with this feature because it may make some replacements that you did not intend. Click Find Next a few times to make sure the matches are correct. Also, consider clicking Options and then selecting the Match case check box ( changes to ), as described in “Find Text in a Workbook.” 159 10_577639-ch08.indd 159 3/15/10 2:45 PM