Page 327 - Excel Workbook for Dummies

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310 Part VIII: The Part of Tens
Organize Spreadsheet Data

on Different Worksheets

As you know, each new workbook that you open contains three identical blank work-
sheets into which you can enter the data required for your spreadsheet. Unfortunately,
too many times, new spreadsheet designers restrict all data entry to the first worksheet
so that they end up with one super-colossal spreadsheet with its data spread far and
wide all over the entire worksheet. Although some spreadsheets may require the single-
sheet treatment, more often than not, the only reason that every bit of data gets put on
one sheet is simply that the spreadsheet designer doesn’t even stop to consider using a
multi-sheet layout.

By utilizing a multi-sheet layout for your workbook, you not only end up with more
manageable worksheets but with one whose data tables and lists are much easier to
print individually. Moreover, with just a little forethought, you can set up the data on
the successive sheets of the workbook so that when all of them are printed together,
the pages of the report naturally present the data and their findings in a clear and
cohesive manner.

In designing a spreadsheet that uses a multi-sheet layout, remember that you can add
additional worksheets to the workbook (Insert➪Worksheet) as needed — the only
restriction to the total number of sheets in a workbook is the amount of computer
memory available to keep the workbook open. You can also rearrange the sheets in a
workbook simply by dragging their sheet tabs to the desired position in the workbook.
You can also rename them with much more descriptive names by double-clicking them.

Keep in mind that you can color-code the worksheet tabs in your workbook. To assign
a new color to a sheet tab, right-click the tab and then select Tab Color on its shortcut
menu. To select the tab’s new color in the Format Tab Color dialog box, click the
desired color square in either of its two color palettes before you select OK.

When creating a multi-sheet spreadsheet, consider making the first worksheet a sum-
mary worksheet complete with hyperlinks (see Chapter 21) that you or other users of
the workbook can use to navigate quickly and directly to important tables and lists
on the various worksheets.

Create Data Series with AutoFill

One of the marks of a true Excel pro is her reliance on the AutoFill feature to quickly
generate the data series needed in the spreadsheet. Remember that Excel is capable of
creating many series such as months of the year, days of the week, and text with num-
bers (such as Item 100, Gate 200, and the like) simply by entering the first entry in the
series in a cell and then dragging the Fill handle down the rows of its column or across
the columns of its row to fill out the successive entries in that series (as indicated by
the ToolTip that appears beneath the Fill handle).

Also keep in mind that you can use the Fill handle to generate series that use incre-
ments other than 1 (which is the default assumed when you use the Fill handle). All
you have to do is make two data entries that indicate the increment that the series
should use (such as Monday and Wednesday or 50 and 48), and then select both cells
before you drag the Fill handle down or across to create the series.