5.2 Opening worksheets and moving around

5.2.1 Opening a worksheet

Lets open an existing file and re-save it with some other name. The steps involved to open the existing worksheet is:

1. On the toolbar. Click the open button. The open dialog box appears. In this box you can select or type the worksheet name you wish to open. . Specify the path or simply click over the name and click on the open button.

Save the existing worksheet with a new name

The practice worksheet HOUSE that you have created should be preserved in its original shape. Therefore, it is suggested that you create a copy of it and whenever required do changes in this copy. Thus we will create a copy of the file by saving it by some other name. Take up the steps listed below:

1.   On the file menu click on save as.

2.   The save as dialog box appears. In this box provide a new name and the path same, lets save his file as C:\EXCEL\SALES.

3.   Click on the save button or press Enter key.

So a duplicate worksheet by the name SALES is now available for you to practise.

5.2.2 Moving around in a worksheet

As mentioned in previous pages, a worksheet is made up of Columns and Rows. Columns run vertically and rows Horizontally. Columns are identified by letters across the top where as rows are identified by the numbers down the left side.  The intersection of a row and column is called as a cell. Cells are named by positions in the rows and columns. The combination of column letter and row number is called cell reference e.g. the cell column A and row 1 is called A1. The cell one column to the right is called B1. The cell one row down from A1 is A2 and so on.

Take a note that when you select a cell with the mouse or with the arrow keys, that cell becomes the active cell. When you make a cell active, you can type new data into it or edit the data it contains. The active cell has a dark border around it. You can always determine the reference for the active cell by looking in the Name box on the formula bar.

In order to change the active cell simply click a new cell by the mouse r use arrow key on your keyboard.

Steps to select cells in a worksheet

Lets open a new fresh worksheet and try to move in the worksheet by selecting different combinations of arrow keys. Select New option from File menu. A dialog box appears (see the figure)

With the workbook option selected click on the OK button. New workbook is now open.

Okay, now we can move around the worksheet. Select a specific cell, say A1.

1. Press RIGHT ARROW key once. The active cell changes to B1 that is one cell to the right of cell A1.

2. Using the left button of the mouse, click on the cell B10.

3. Next Press CTR + RIGHT Arrow Key. The active cell changes to the last cell in the row, cell IV10.

4. Press CTR + END. The active cell changes to the cell at the intersection of the last row and column that contain data. In our case since we do not have data, the active cell becomes A1.

5. Press PAGE DOWN. The active cell changes to the cell one screen down from the previous active cell. In our case it moves to cell A17.

6. Press CTR + HOME. The active cell changes to the first cell in the sheet, cell A1.

7. In order to view a specific row, for example, row 27 without moving the active cell, drag the vertical scroll box in the vertical scroll bar downward until the Scroll-Tip reads Row : 27. When you release the mouse button, row 27 will be at the top of your screen. However, the active cell will still be where you left it. To view the active cell again, press SHIFT + BACKSPACE key combination.

5.2.3 Selecting a Data Range

A data range is a set of multiple cells. You can select multiple cells in one go by pressing and holding down either SHIFT or CONTROL key while you press the mouse button. In order to select several adjacent cells, click the first cell in the set, press and hold down SHIFT and then click the last cell in the set. Alternatively you can use the mouse only. Click the first cell in the set and drag to the last cell.

 When you select more than one adjacent cell, you are selecting a range of cells. In order to select several nonadjacent cells, click the first cell, then press and hold down CTR and click the next cell that you want.        

5.2.3.1 Steps to select multiple cells in a worksheet

Lets try to select some multiple cells using SHIFT and CTRL keys.

1. Click on the cell A1.

2. Press and hold down shift and click cell B7. All of the cells between cell A1 and cell B7 are selected.

3. Now press CTRL + HOME keys. This combination makes the A1 active again.

4. Press and hold down CTRL and click cell B7, you select only cells A1 and B7 and not the cells between them.

5. Once again click cell A1, Cell A1 and cell A1 becomes the active cell.

6. Drag from cell A1 to Cell B7. Once again all the cells between A1 and B7 get selected.

7. Click cell A1 to remove the current selection and make it active. 

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