Microsoft® Excel 97 Quick Reference
This section shows you how to work with files, or workbooks, in Excel. The File menu provides several commands that perform basic file management tasks, such as saving files, opening existing files, creating new files, and closing files. In addition, you can use Excel to search for a file, add summary information to a workbook, and change the default folder used to open and save files.
If you work with others on a network, you can use the shared workbooks feature so that multiple users can view and modify a workbook simultaneously. You learn how to set up a shared workbook, view a history of changes made to the workbook, and discontinue sharing the workbook.
You can now use Excel to create hyperlinks to other Office documents as well as to Internet or intranet sites that you specify. The Web toolbar in Excel enables you to browse the Web and quickly navigate among favorite sites as well as Office documents.
You can change the default folder used in Excel so that when you open an existing workbook or save a new workbook, the folder you choose automatically appears as the current folder. You can change the default folder to the folder where you most often store your workbook files.
You can use the Open dialog box in Excel to preview a workbook before you open the workbook. When you are deciding which file you want to open, copy, print, or delete, it is helpful to see a file's contents quickly, without having to open the file first. This feature, provided with Windows 95, is also available in Windows Explorer and other Windows applications.
NOTE: If you don't see the Quick View option in the shortcut menu, run the Windows 95 Setup program to install Quick View.
When you want to work on a specific workbook, but can't remember exactly where you have stored it on disk or what you have named the file, you can use the Find File feature to help you track down the file.
TIP: If you want to save the information you use to perform a search, click the Save Search button in the Advanced Find dialog box; then type a name for the search and click OK. To later reopen the search, click the Open Search button in the Advanced Find dialog box; then select the name for the search and click OK.
If you work primarily within Excel, have access to the Internet, and occasionally need to jump to a Web page on the Internet, you will probably want to use Excel's Web toolbar to navigate between documents and the Internet Explorer (rather than working on documents from within Internet Explorer).
The buttons on the Web toolbar enable you to navigate forward or backward through hyperlinks in Web pages or Office documents. You can add references to favorite Web pages or Office documents to the Favorites button so that you can jump to them more quickly. You also can type a path or URL in the Address box on the Web toolbar to jump directly to that reference.
(See also "Publishing to the Web" in the "Producing Output" section.)
In an Excel workbook, you can insert hyperlinks that enable you to quickly jump to Internet or intranet sites, or to other Excel workbooks or Office documents. When combined with a Web browser such as Internet Explorer, hyperlinks make it easy for the reader of a document to click a phrase or graphic in a workbook and immediately jump to a related Web page or document. This method is similar to the Excel on-line Help system--when you see a gray button with a double arrow on a Help screen, you click the button to jump to a page containing related information.
To use the hyperlink you added to a workbook, connect to your Internet service provider (if the hyperlink is a link to an Internet site), and then click the cell containing the hyperlink.
To stop the jump before it is completed, click the Stop Current Jump button on the Web toolbar.
To return to the workbook containing the hyperlink after you view the linked document, click the Back button on the Web toolbar.
TIP: To enter your own text in place of a hyperlink reference, right-click the cell containing the hyperlink; then choose Hyperlink, Select Hyperlink. Type a descriptive name for the hyperlink and then press Enter. You can point to the hyperlink to see the reference information for the link.
(See also "Publishing to the Web" in the "Producing Output" section.)
To work on an existing workbook that has already been saved to disk, you must open the workbook file. Opening a workbook can be accomplished with a couple of mouse clicks. (See also "Workbooks: Creating a New Workbook.")
TIP: To open a recently used workbook, choose File. Then click the appropriate workbook name near the bottom of the File menu (just above the Exit command). By default, Excel displays up to four recently used files in the File menu. To change the default number of files displayed, choose Tools, Options; then click the General tab. In the Recently Used File List box, type the number of entries you want to display (between 1 and 9); then click OK.
TIP: To quickly open an Excel workbook from within Microsoft Explorer, double-click the workbook file name. This also opens the Excel program (if it wasn't already open).
(See also "Opening: Files Saved in Other File Formats.")
The easiest way to import data from a non-Excel format into Excel is to import the data directly by using the Open dialog box. Excel can read many different file formats, such as Lotus 1-2-3, Quattro Pro, dBASE, and even HTML. In most cases, you will want to resave the data in Excel format after you open the file.
If you need to view only selected portions of data from a dBASE, Access, or Paradox file, or from another file arranged in row and column format, you may want to use Microsoft Query. Using Microsoft Query (an Excel add-in program), you can selectively extract information from a large file on disk without importing the entire file. For more information, search on "Microsoft Query" in the Excel on-line Help system.
CAUTION: Saving a file to a non-Excel format can result in the loss of formulas, functions, special features, and formatting that are unique to Excel 97. To save the original non-Excel file in Excel workbook format, be sure to choose Microsoft Excel Workbook in the Save as Type drop-down list box when you choose File, Save.
(See also "Saving: Workbooks as Different File Formats" in this section and "Importing Graphics" in the section "Charts and Graphics.")
Excel includes the capability to save your workbooks for you, as you are working on them. With the AutoSave add-in, you can save your work automatically or have Excel prompt you to save your work. You determine how often to save and whether the setting is for the active workbook or all open workbooks.
(See also "Saving: Workbooks.")
Excel can create a backup copy of your workbook every time you save the workbook. When you choose this option, Excel saves two copies of the file--one uses the file name you enter, and the other is named "Backup of file name." If the original workbook is lost or damaged, you can use the backup copy so that you can at least recover all the work you did up until you last saved the file. You must save a file more than once before a backup file is created. Excel stores the backup file in the same folder as the original workbook.
(See also "Saving: Automatically Saving Workbooks.")
After you've created a workbook, you must save the workbook to permanently store the data on disk. The first time you save a file, you are prompted to specify the file name and the location on disk in which to store the file. After you have saved a file, each additional time you save the file, the existing version on disk is replaced with the new version. If you want to keep multiple versions of a workbook (if you think you may need to revert back to an earlier version), you should save the file using a different file name.
File names in Excel 97 can now use up to 255 characters, including spaces. Excel automatically appends the XLS extension to a file name when you save a workbook (depending on your Windows settings, you may not see this extension on-screen). You cannot use any of the following characters in a file name:
? : \ * , " | < >
NOTE: If you save a workbook using a name with more than eight characters (not including the file extension), the file name will automatically convert to an eight-character file name when transferred to earlier versions of Windows. The first portion of the name is shortened to six letters followed by a tilde (~), then a number (beginning with 1). For example, a workbook named INVOICEJUNE.XLS would shorten to INVOIC~1.XLS. The number at the end of the file name distinguishes names that might conflict with each other when they are renamed. In this example, the file name INVOICEJULY.XLS would be shortened to INVOIC~2.XLS.
NOTE: To save the current workbook with a different name, choose File, Save As. In the Save As dialog box, select a folder in the Save In drop-down list, type the new name in the File Name box, and then click Save.
TROUBLESHOOTING: After saving a workbook in Excel 97, I can't open the file in an earlier version of Excel. Because Excel 97 includes features not supported in earlier versions of Excel, you must resave the file in Excel 97 using a different file format. To save a workbook for use only in Excel 5.0 or Excel 95, for example, select Microsoft Excel 5.0/95 Workbook from the Save as Type list in the Save As dialog box. If you need to use the workbook in both Excel 97 and either Excel 5.0 or Excel 95, you should save your workbook by selecting Microsoft Excel 97 & 5.0/95 Workbook from the Save as Type list.
(See also "Saving: Automatically Saving Workbooks" and "Saving: Workbooks as Different File Formats")
You can use the Save As dialog box to save an Excel workbook as a different file format, such as Lotus 1-2-3. This enables you to easily transfer work created in Excel to another program. If your Excel workbook includes features or formatting not supported by the other program, however, you may lose data or formatting when you use the file in the other program. (See "Saving: Workbooks" before you complete this task.)
NOTE: If you work with others who use earlier versions of Excel or another spreadsheet program, you can set up Excel to use another format as the default for saving workbooks. Choose Tools, Options; then click the Transition tab. In the Save Excel Files As drop-down list, select the file format you want to use; then click OK. You can override this setting at any time in the Save As dialog box. Keep in mind that if you change the default to an earlier version of Excel, you won't be able to save features that are new to Excel 97 and not supported by the earlier versions.
(See also "Opening: Files Saved in Other File Formats.")
You may have a group of workbooks that you use together, such as sales data from a number of different sales districts. Through the use of a workspace file, Excel enables you to save and then open multiple workbooks at a time when you start the program. When you save all open workbooks as a workspace file, Excel saves information such as the workbook names, screen locations, and window sizes. (See "Saving: Workbooks" before you complete this task.)
TIP: To display the saved workspace each time you open Excel, save the workspace file in the Startup folder of the Excel (or Office) folder. If you prefer to open the workspace only when needed, save the file in a different folder. To open the workspace, choose File, Open; then select Workspaces in the Files of Type drop-down list, navigate to the workspace file location using the Look In list, select the file, and click Open.
NOTE: When you open a workspace file, Excel opens each workbook you saved in the workspace. The workspace file doesn't contain the actual workbooks, however, so you must continue to save changes you make to the individual workbooks.
You can disable shared workbooks at any time. Before removing a workbook from shared use, you should ensure that you are the only user who has the workbook open. Otherwise, other users may lose their work. (See "Shared Workbooks: Setting Up" before you complete this task.)
CAUTION: When you discontinue sharing a workbook, the change history is erased and cannot be viewed.
If you are working on a network, Excel enables you to share your workbook with other users. When you enable the shared workbook capability, multiple users can view and modify a workbook simultaneously. Excel keeps track of who is currently accessing the workbook and what changes they make. The shared workbook feature is supported only by Excel 97. Users of previous versions of Excel cannot open shared workbooks.
NOTE: When you save a shared workbook, you have two options for handling conflicting changes. You can have your changes replace the changes made by others, or you can review each change and decide to accept or reject the change.
(See also "Saving: Workbooks" and "Shared Workbooks: Discontinuing Sharing.")
You can view a history of changes in a shared workbook in two different ways. The changes can appear highlighted on the worksheet with details about the author, date, and time the changes were made displayed when you point to a revision. Or, the changes can be listed on a separate history worksheet. You can select both options, if you want. By default, Excel keeps a history of all the changes made in the past 30 days. This allows you to revert to a previous version of the shared workbook. (See "Shared Workbooks: Setting Up" and "Saving: Workbooks" before you complete this task.)
NOTE: When you save a shared workbook, Excel removes the history information. To view the history information after you save the workbook, repeat the procedure in "Shared Workbooks: Viewing Changes" to display it again.
You can enter summary information and other file properties for each workbook you create. In addition to documenting the workbook, the data you supply in the File Properties dialog box enables you to more easily locate a file at a later time (to do so, see "Files: Searching for Files").
When you have finished working with a workbook, you should close the workbook file to clear it from memory. You can close just the active workbook or all open workbooks at once.
When you start Excel, the program opens with a blank workbook on-screen, titled Book1. A workbook can contain one or more sheets of varying types. For example, a single workbook can include any of the following: worksheets, chart sheets, MS Excel 4.0 Macro sheets, and MS Excel 5.0 Dialog sheets. By default, a new workbook contains three worksheets.
When you use the File, New command to create a new workbook, you are prompted to select the template you want to use for the workbook. Most new workbooks that you create are based on the default Workbook template. You also can use any other available templates or create your own workbook template.
TIP: To quickly create a new workbook based on the default template, click the New button on the Standard toolbar.
TIP: You can change the default number of worksheets that appears in a new workbook. Choose Tools, Options; then click the General tab. In the Sheets in New Workbook text box, type the number of worksheets you want new workbooks to contain; then click OK.
(See also "Customizing, Templates: Creating a Workbook Template" in this section and "Inserting Worksheets" in the "Editing Workbooks" section.)
If you no longer need a particular workbook, you can delete the entire workbook file. If you delete a workbook, you also delete all worksheets and other sheets (such as chart sheets) in that workbook. Excel prompts you for confirmation before deleting the workbook. You cannot delete a workbook currently open in Excel. (See also "Deleting: Worksheets" in the "Editing Workbooks" section.)
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