Natalie is a teacher and holds an MA in English Education and is in progress on her PhD in psychology.
Worksheets in Excel
Randy is compiling some data for his team at work, and he's using Microsoft Excel to put the data in spreadsheets. Randy's boss asked him to put the information from different quarters into different worksheets, but the data is in many different documents. What can he do?
An Excel worksheet is an individual spreadsheet. It is part of a workbook, or Excel document. Each workbook can have one or more worksheets. For example, Randy needs to have one document, or workbook, with four different worksheets, one for each quarter.
To help Randy compile all the data he needs into one workbook, let's take a look at how to add, copy, and move worksheets in Excel and how to move or copy worksheets from one Excel document to another.
Add, Copy, Move
Okay, so Randy has some information that he needs to put into an Excel workbook. He knows that he needs four different worksheets in that workbook, one for each quarter, and he already has some information on the last two quarters in different workbooks. But he needs to input the information for the first two quarters into his Excel workbook. How does he do that?
To add a new worksheet in Excel, Randy will want to follow a few simple steps:
- Start a new Excel document or workbook. Once Randy opens Excel to start a new document, there are automatically several worksheets (usually three). How can Randy tell which worksheet he's on? Near the bottom of the page, he'll see tabs labeled 'Sheet1,' 'Sheet2,' and so on. These are the different worksheets in the document, and he can toggle between them.
- To add more worksheets, click on the tab furthest to the right. This tab has a little icon that looks like a new sheet, and that's exactly what it does; it adds a new worksheet to the ones that already exist.
That's pretty simple so far, but Randy doesn't want his worksheets to be named 'Sheet1' and 'Sheet2,' so he'll want to change the names of the worksheets. To rename a worksheet in Excel, Randy will want to do one of two things:
- Right click on the tab for the sheet to be renamed. This allows Randy to type in the new name for the sheet and hit enter to make the change.
- Use the ribbon at the top to rename the sheet. The ribbon is the menu along the top of Excel. All Randy has to do is make sure he's on the 'Home' menu, in the 'Cells' section, and click on 'Format' ('Edit' on a Mac) and 'Rename.' He'll be able to rename the worksheet that he's currently viewing.
Either one of these will allow Randy to rename the worksheets so that they are more descriptive. For example, he'll probably want to name one sheet 'Quarter 1' and another sheet 'Quarter 2.' That way, the members of his team are able to know at a glance which worksheet tab to click on.
This is a great idea, but when Randy creates the worksheets, he realizes that he accidentally put the worksheet for the second quarter before the worksheet for the first quarter. Uh-oh! He wants to rearrange the worksheets so that they are in the right order.
To move a worksheet in Excel, Randy can do one of three things:
- Drag the worksheet tab into the new order. This is the quickest and easiest way to reorder worksheets in Excel. It involves using the mouse to grab the tab at the bottom of the screen and move it to the right or the left. For example, Randy can drag the second quarter tab to the right of the first quarter tab so they are in the right order.
- Right click the tab for the sheet to be moved. Randy can also right click his mouse on the tab at the bottom of the screen. A menu will pop up and he can click on the 'Move or Copy' option on that menu. From there, he'll see a dialogue box that will let him decide what order to put the worksheet in.
- Use the ribbon at the top to move the sheet. This is similar to what Randy did to rename the sheet. He can use the home tab and the cells section in the ribbon, click on 'Format,' and then click on 'Move or Copy.' The 'Move or Copy' dialogue box pops up, and he can choose which order to put the sheets in.
Notice that the last two options allow Randy to open a dialogue box that's called 'Move or Copy.' If Randy wants to make a copy of a worksheet, he can check the box that says 'Create a copy' that's at the bottom of this dialogue box.
Randy's feeling pretty good so far. He's got the first two quarters inputted into worksheets in his workbook, and he's been able to move them into the correct order. But he still has two worksheets in different workbooks. How can he move or copy those into this new workbook?
To move or copy a worksheet into a different workbook, there are several steps Randy will want to take.
- Make sure both workbooks are open in Excel. In Randy's case, he'll want to use the 'File' menu on the ribbon to open both the old workbook and the new one.
- Go to the worksheet that you want to move. Randy will have to pull up the third quarter worksheet, for example.
- Open the 'Move or Copy' dialogue box. This is the same as what he did before: he can either right click on the worksheet tab at the bottom of the screen, or use the ribbon at the top to navigate to the 'Move or Copy' dialogue box.
- Choose the destination workbook in the 'To Book' dropdown menu. On the dialogue box, there's a dropdown menu that says 'To Book.' When he clicks on that dropdown, he'll see all the open workbooks. He'll want to select the workbook he's moving it to and click OK.
If he wants to make a copy of the workbook, he can check the 'Make a Copy' box before hitting OK.
An Excel worksheet is an individual spreadsheet. Each Excel file, or workbook, can have several different worksheets.
To add a new worksheet in Excel, you should:
- Start a new Excel document or workbook
- Click on the tab furthest to the right at the bottom of the screen
To rename a worksheet in Excel, you should:
- Right click on the tab for the sheet to be renamed, or
- Use the ribbon at the top to rename the sheet
To move a worksheet in Excel, you should:
- Drag the worksheet tab into the new order, or
- Right click the tab for the sheet to be moved, or
- Use the ribbon at the top to move the sheet
To copy a worksheet in Excel:
- Follow the steps to open the move or copy dialogue box
- Click 'Make a copy' at the bottom of the dialogue box
Finally, to move or copy a worksheet to a different workbook:
- Make sure both workbooks are open in Excel
- Go to the worksheet that you want to move, open the 'Move or Copy' dialogue box
- Choose the destination workbook in the 'To Book' dropdown menu
Lesson at a Glance
Working in Microsoft Excel will allow you to create spreadsheets that help to compile data. You can name documents and spreadsheets as well as add, copy, and move data between spreadsheets and workbooks.
Your comprehension of this lesson could be evidenced by your ability to:
- Explain the difference between a worksheet and a workbook
- Add, copy, and move data between spreadsheets
- Combine spreadsheets from different workbooks
To unlock this lesson you must be a Study.com Member.
Create your account
Register to view this lesson
Unlock Your Education
See for yourself why 30 million people use Study.com
Become a Study.com member and start learning now.Become a Member
Already a member? Log InBack