File Names and Saving Files After you have made changes to the spreadsheet you need to save the file if you don't want loose your changes. You can save it under it's old name (the one it had when you opened it) by clicking on the save file icon (looks like a floppy disk) on the Top Excel Toolbar. After you have created a schedule you should probably save the spreadsheet under a new name (such as May-06 Schedule.xls) to differentiate it from other schedules you have created. You can do this by selecting File, Save As on the Top Excel Toolbar. You now need to select the folder where you want to save it and then type the new file name in the space provided. When it is time to create your next schedule, you can open the last-saved schedule (May-06 Schedule in this example) and use it as a starting point for creating your next schedule. As soon as you open it, you should save it under a new name in case you have the Excel auto-save feature enabled. Excel Toolbars Excel toolbars put the Excel commands at your fingertips. The basic commands (File, Edit, View, etc) are located at the very top of the screen. When you select an item, a menu will appear showing the commands available to you. Sometimes Excel does not show all of the available commands and you need to click the little down arrow at the bottom of the list to reveal additional commands. There are several other toolbars available. A list of the toolbars is revealed when you right-click your mouse in the gray area at the top of the screen. Any toolbars that you have chosen to be displayed are listed with a check mark next to it. The Standard toolbar and the Formatting toolbar are very useful and should be selected by left- clicking on it. Once the toolbar has been displayed at the top of your screen you can drag (right-click on the left side of the toolbar to grab it) and drop it in the place you want it. Spreadsheet Calculation Excel can be set to recalculate either manually or automatically. If it is set to calculate automatically, all of the cells will update each time you change something. If it is set to calculate manually the cells will not update automatically and you will need to press the F9 Key to have the spreadsheet recalculate. You can set the recalculation mode by selecting Tools, Options, Calculation from the top Excel toolbar and then checking either Automatic or Manual. Column Width and Row Height Adjustment You may find that you would like to adjust the width of a column or, less frequently, the height of a row. If the row and column headers are visible (Tools, Options, View, Row and column headers checked), you can simply grab (left click on the line between the column headers A, B ,C, etc) the right column margin and move it to the width you need. Likewise you can grab the bottom of the row header and move it until the row is at the desired height. You can also highlight one or more columns and then select Format, Column, Width from the top Excel toolbar and then entering a number (number of pixels) to set the width of the selected columns. A similar procedure can be used to set one or more row heights. Sheet Protection Individual worksheets can be protected (Tools, Protection, Protect Sheet) to prevent accidental changes to the cell contents. The sheet protection can also include a password to prevent unauthorized access. All sheets are initially protected (without a password) to prevent accidental deletion of cell formulas, etc. in protected cells. Sheet protection will not prevent changes to unprotected cells. Sheets often need to be unprotected if you want to make changes to the formatting, etc. You can unprotect a sheet by going to Tools, Protection, unprotect Sheet on the top Excel toolbar. Cell Protection Individual cells can be protected to prevent changes to the cell contents. To protect cells you need to highlight them and then select Format, Cells, Protection from the top Excel toolbar and then check "Locked". You can also check "Hidden". The worksheet also needs to be protected to prevent changes to protected cells. Data input cells are not protected and the contents can be changed without unprotecting the worksheet. If you want to prevent unauthorized data entry, you can protect the data input cells and then protect the worksheet with a password. Auto Save You can have Excel automatically save the spreadsheet at some specified interval. One advantage to automatic save is that most of your work will not be lost if you experience a power outage or if your computer crashes. A disadvantage is that your spreadsheet will be totally lost if you have a power outage or your computer crashes during the automatic save operation for both the old and new files will be corrupted. Another disadvantage is the undo option is reset whenever a spreadsheet is saved and you can not undo something that you did before the spreadsheet was saved. The auto save option can be set by selecting Tools, Options, Save from the top Excel menu. Default File Location You can select the folder where Excel first looks for a file by selecting Tools, Options, General, Default File Location. If you keep everything in "My Documents", you can leave it set at the default. Otherwise, you may want to select another folder.
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