Module 2: Managing worksheets and workbooks

Student Guide
40567A
Microsoft Excel associate 2019
Module 2: Managing worksheets and workbooks

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 Module 2: Managing worksheets and workbooks

Contents
Contents........................................2
Module overview...........................4
Description.................................4
Scenario.....................................5
Cornerstone................................5
Lesson 1: Structuring a worksheet 6
Overview....................................6
Warm-up.....................................6
Topic 1: Set up columns, rows, and cells 7
Insert a row into a worksheet..7
Delete a row............................7
Insert a column.......................8
Delete a column......................8
Delete multiple columns or rows 9
Adjust a row height or column width 9
Insert a cell............................10
Delete a cell..........................10
Activity: Student teach back. 10
Try-it: Columns, rows, and cells11
Topic 2: Set up worksheets......12
Insert an extra worksheet.....12
Delete a worksheet...............13
Rename a worksheet.............13
Move a worksheet within the same workbook 14
Copy a worksheet within the same workbook 14
Move a worksheet to a different workbook 15
Copy a worksheet to a different workbook 16
Activity: Discuss and learn....16
Try-it: Worksheets.................17
Try-it 1...................................17
Try-it 2...................................17

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Wrap-up....................................18
Lesson 2: Editing a worksheet.....20
Overview..................................20
Warm-up...................................20
Topic 1: Cut, copy, paste, and move data 21
Cut data................................21
Copy data..............................22
Further ways to copy data.. . .23
Paste copied or cut data.......23
Move data.............................24
Activity: Group/team.............24
Try-it: Cut, copy, paste, and move 25
Try-it 1...................................25
Try-it 2...................................26
Topic 2: Use Paste Special........27
Paste Special.........................27
Activity: Pose a question.......28
Try-it: Paste Special..............29
Try-it: 1..................................29
Try-it: 2..................................30
Try-it: 3..................................30
Wrap-up....................................31
Lesson 3: Customizing views and toolbars32
Overview..................................32
Warm-up...................................32
Topic 1: Freeze panes and workbook views 33
Change the screen zoom.......33
Change screen display..........34
Freeze worksheet titles.........34
Unfreeze worksheet titles......35
Move between workbook windows 35
View all the workbooks you want to interact with 35
View two workbooks side by
side.......................................36

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Split your screen into panes..36

Clear worksheet panes..........37
Navigation keyboard shortcuts37
Activity: Research.................38
Try-it: Freeze panes and workbook views 39
Topic 2: Use the Quick Access Toolbar 39
Use the ribbon to customize the Quick Access Toolbar 40
Customize using the Quick Access Toolbar 40
Activity: Show and tell...........42
Try-it: Quick Access Toolbar. .42
Try-it: 1..................................42
Try-it: 2..................................43
Try-it: 3..................................44
Wrap-up....................................45
Glossary.......................................46
Cornerstone.................................47
Overview..................................47
Objectives.................................47
Duration................................47
Instructions...............................48
File 1: Cornerstone_beehive_data
_starter.xlsx...........................48
File 2: Cornerstone_honeybee_colonies
_starter.csv............................49

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Module overview
Description
Now that you’ve been introduced to Microsoft Excel in Module 1, this module
will expand your knowledge in many areas of the app, which will help you as
you progress though the course. In this module you’ll learn how to manage
worksheets, columns, and rows. No matter what type of data you’re working
in Excel, you need to know how to manage worksheet columns, rows, and
cells so that data is more easily understood. You’ll also learn how to cut,
copy, paste, and move data, including how to use Paste Special. Finally,
you’ll learn how to customize your screen appearance and how to customize
the Quick Access Toolbar.
Each lesson will include activities and try-its that will help you understand
why, when, where, and how you might use these skills. At the end of the
module you’ll complete a cornerstone. Most of the objectives listed in the
following table will be included in the cornerstone, with the addition of a few
objectives covered in Module 1. It’s always good to be reminded of what you
already know. That way you’re less likely to forget these fantastic skills in
future!

Lesson Learning objective Exam

objective(s)
Structure a  Adjust columns and rows in a  2.1.3
worksheet worksheet  2.1.4
 Insert, delete, rename, move, or  1.3.2
copy worksheets

Edit a  Cut, copy, paste, and move data  2.1.1

worksheet  Paste data by using special paste
options

Customize  Freeze worksheet panes, and  1.4.2

views and change worksheet and window views  1.4.3
 Customize the Quick Access  1.4.4
toolbars Toolbar  1.4.1

Cornerstone  Insert columns and rows  2.1.3

Inherited  Insert and delete cells  2.1.4
beekeeping  Adjust columns and rows  1.3.2
workbook  Cut, copy, paste and move data  2.1.1
 Customize views  1.4.3
 Save in alternate formats  1.5.2

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Table 1: Objectives by lesson

Scenario
Munson’s Pickles and Preserves Farm has several honeybee apiaries that
they lend to area farms for crop pollination. They have been tracking the
movement of the hives in workbooks.
You’ve inherited beekeeping workbooks from a colleague that track the
locations, dates, and other associated information about the hives. They are
a mess! The workbook, its worksheets, their columns, rows, and cells are
inconsistent in size and format. It’s your job to tidy these up for easier
viewing and structure consistency. In a brief perusal of the document you’ve
noted that:
 Columns and rows need to be resized.
 Information needs to be copied and moved from one area to another
while keeping the associated formatting.
 Panes need to be frozen for easier viewing across many rows and
columns.
 Data needs to be repositioned.

Cornerstone
You’ve inherited two workbooks tracking beehive data and they are in much
need of restructuring; columns and rows are inconsistent, and headings are
missing. You need to fix them! The heading row on each worksheet needs to
be frozen at the top for easier viewing. This cornerstone will help build these
key skills when you’re working in Excel.

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Lesson 1: Structuring a
worksheet
Overview
This lesson is about the various ways in which you can adjust worksheets,
columns, rows, and cells. The topics in this lesson include inserting, deleting,
and resizing columns and rows. It also includes inserting, deleting, copying,
moving, and renaming worksheets. This lesson will also cover cutting,
moving, copying, and pasting data, and customizing the Quick Access
Toolbar and your application display.
The skills covered in this lesson are key to your future productivity in Excel.
You might even be surprised by how many ways there are to use copy and
paste!

Warm-up
Ask your neighbor if they have any questions about the topics covered in
Module 1. Help them if you can, then use these questions to find out what
you already know about this lesson’s topics:
1. Which of these methods can you use to insert a new row in a worksheet?
Select all that apply.
a. Right-click or access the context menu for a row number, select Insert
b. Right-click or access the context menu for a column header, select
Insert
c. Right-click or access the context menu for a cell, select Insert Entire
Row
d. Home, Cells group, Insert > Insert Sheet Rows
2. Which of these methods can you use to set the width of a column in a
worksheet?
Select the correct option.
a. Double-click between a column divider to make it autofit
b. Select the divider between 2 rows and drag up or down
c. Right-click or access the context menu for a column header and select
Row Height
d. Select Format in the Cells group, and then select Row Height

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3. When you select all the columns in your worksheet and double-click on a
column divider, that is known as Select here to enter text. .
Fill in the blank space.
4. To delete a column in a worksheet, you can select the column header and
use which of the following shortcut keys?
Select the correct option.
a. Ctrl+Plus sign (+)
b. Ctrl+Slash (/)
c. Ctrl+Hyphen (-)
d. Ctrl+Asterisk (*)

Topic 1: Set up columns, rows, and

cells
As the content of a worksheet develops and your knowledge of Excel
expands, at some time you’ll probably need to insert or delete columns,
rows, and cells. You might also need to adjust the column width or row
height. This will help with the readability of your data. As usual there are
many ways to adjust a workbook. Here are some of the ways you can
complete the following actions.

Insert a row into a worksheet

To insert a row into a worksheet, you can either:
 Right-click or access the context menu on top of the row header and
choose Insert.
 Select the row header, and then select the Ctrl+ Plus sign (+) keys.
 Select the row header. Then on the ribbon, on the Home tab, select the
Insert Cells button drop-down list, and then select Insert Sheet Rows
Note: The number of rows you select will determine the number of rows that
will be inserted.

Delete a row
To delete a row, you can either:
 Right-click the top of the row header or access its context menu, and then
select Delete.
 Select the row header, and then select the Ctrl + Hyphen (-) keys.

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 Select the row header. Then on the ribbon, on the Home tab, select the
Delete Cells button, and then select Delete Sheet Rows.
 Right-click or access the context menu on a cell and choose Delete from
the menu, then select Entire Row.
Note: the number of rows you select will determine the number of rows that
will be deleted.

Insert a column
To insert a column, you can either:
 Right-click on top of the column header or access its context menu, and
then from the menu, select Insert.
 Select the column header, and then select Ctrl + Plus sign (+).
 Select the column header. Then on the ribbon, on the Home tab, select
the Insert Cells button, and then select Insert Column Rows.
Note: the number of columns you select will determine the number of
columns that will be inserted.

Delete a column
To delete a column, you can either:
 Right-click on top of the column header or access its context menu, and
then select Delete.
 Select the column header, and then select the Ctrl + Hyphen (-).
 Select the column header. Then on the ribbon, on the Home tab, select
the Delete Cells button, and then select Delete Sheet Columns.
 Right-click on a cell or access its context menu, select Delete, and then
select Entire Column.
Note: the number of columns you select will determine the number of
columns that will be deleted.

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Delete multiple columns or rows

To delete multiple columns or rows, you can choose from either of the
following two tasks:
1. Select the first column or row you would like to delete.
2. Hold the Ctrl key, and then the select any column or row you would like to
delete. (This allows you to select nonconsecutive columns or rows.)
3. Use any of the previous deletion methods to delete them.
Or
1. Select the first column or row you want to delete.
2. Hold the Shift key, and the select the last column or row you would like to
delete. (This allows you to delete a block of columns or rows.)
3. Use any of the previous deletion methods to delete them.
Note: you cannot delete columns and rows simultaneously. You can only
delete multiple columns, or multiple rows at one time.

Adjust a row height or column width

To adjust a row height or column width, you can either:
 Select the rows or columns to be adjusted. Then move your pointing
device between any of the selected rows or columns. When you’re
pointing device changes shape, select the divider and drag to the size you
would like. As you drag your pointing device, the points (pixels) increase
or decrease.
 Select the rows or columns to be adjusted. Then move your mouse
between any of the selected rows or columns. When your mouse changes
shape, double-click. The rows or columns will be the exact size they need
to be to fit the data. This is known as AutoFit.
 Right-click or access the context menu on the selected rows or columns,
and then select Row Height or Column Height. Set the exact size you
would like and select OK.
 Select the rows or columns you would like to adjust, and then on the
ribbon, on the Home tab, from the Format button, select the options you
would like to use.

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Did you know?

When you stretch a row to make it wider, the maximum
height of the row is 409.5 points (456 pixels)! The default
setting is 15 points (20 pixels).

Insert a cell
To insert a cell, you can either:
1. Right-click on the cell where you would like to insert a cell, or access its
context menu.
2. Select Insert, and then select to Shift cells right or Shift cells down.

Delete a cell
To delete a cell, you can either:
1. Right-click on the cell where you would like to delete a cell, or access its
context menu.
2. Select Delete, and then select to Shift cells right or Shift cells down.
Note: Be careful when inserting or deleting cells that you don’t mess
up the rest of your data. It might be better to select Clear Contents or use
the Delete key on your keyboard to delete cells, and to insert an entire row
or column when you want to insert a cell.

Video
To review the video on inserting and deleting cells, columns
and rows into a worksheet, go to: Insert or delete rows, and
columns

Activity: Student teach back

Your teacher will open an Excel workbook and ask for your help to fix the
data. They need you to arrange and display the data, so it’s more easily read
and understood. Students will take turns at the teacher’s computer to make
changes using suggestions from fellow students.

Resources required
You will need the following resource for this activity:

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 Open L1_T1_act_volunteer_sheet.xlsx in this lesson’s Learning Activity

Resources.

Activity instructions
You need to perform the following task during this activity:
 Volunteer to take control at the teacher’s computer and/or offer
suggestions to fellow students on how to improve the readability of the
data shown.

Try-it: Columns, rows, and cells

You’ll have 20 seconds to try to fix a problem with a workbook. When
the time is up, you’ll move to the next computer and continue from where
your neighbor left it. When the full time is up, you’ll return to your own
computer to review what has happened to your workbook.

Resources
You will need the following resource for this activity:
 Open L1_T1_try_volunteers_starter.xlsx in this lesson’s Learning
Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L1_T1_try_volunteers_starter.xlsx.
2. Examine the worksheet: are the column and row widths okay? Is data out
of line? Is there anything missing?
3. Within 20 seconds, make any alteration you feel is appropriate and
improves the readability in the way the data is displayed.
4. When instructed, move to your neighbor’s computer, and make further
alterations to their worksheet.
5. Continue moving along to other computers as instructed, and make any
further alterations that you think might be needed to improve the
readability of the data.
6. When the time is up, return to your own computer to review what has
changed with your workbook. Are the column and row widths okay? Is
data out of line? Is there anything missing?
7. Save the workbook with the original file name and your initials.

Topic 2: Set up worksheets

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Every new workbook has one worksheet by default, named Sheet1. As

your workbook develops you might need to add additional worksheets. If so,
having worksheets named Sheet1, Sheet2, Sheet3, and so forth is not very
helpful for future reference. For example, how can you know what data is on
a worksheet named Sheet1?
There’s also every probability that you’ll need to move worksheets around or
copy them. Imagine your confusion when Sheet1 is moved and is now
located at the end of the workbook instead of in the first location.
For these reasons, you’ll want to keep your workbook organized. You’ll want
to rename worksheets to something meaningful, so at a glance you’ll know
what data is in them. If your workbook contains unnecessary worksheets,
such as blank worksheets or duplicated worksheets, it’s a good idea to delete
them. The following information will help you take control of worksheets in
your workbooks.

Did you know?

You can start Excel with an accessible template to better
support your users’ accessibility needs. For further
information, refer to: Start with an accessible Excel template

Insert an extra worksheet

To insert an extra worksheet, use one of the following three methods:
 Select the New Sheet button (the plus (+) next to the worksheet tabs at
the bottom of the screen). This will insert a new worksheet to the right of
the active worksheet.
 Right-click or access the context menu on any existing worksheet tab, and
then select Insert. Select the type of worksheet to insert from the
selections available, and then select Insert. This will insert a worksheet to
the left side the active worksheet.
 On the ribbon, on the Home tab, select the Insert Cells button drop-
down menu, and then select Insert Sheet.

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Delete a worksheet
To delete a worksheet, use one of the following two methods:
 Right-click the top of the worksheet tab or access its context menu, and
then select Delete.
 On the ribbon, on the Home tab, select Delete Cells, and then select
Delete Sheet.
Note: You can select more than one worksheet at a time by holding either
the Shift key or Ctrl key. The Shift key will allow you to select a range of
worksheets, while the Ctrl key will allow you to select nonconsecutive
worksheets.
Another Note: Take extra care when deleting worksheets—you cannot undo
this action! If you accidentally delete a worksheet, while you could close the
workbook without saving it, you could lose lots of work in the process.

Rename a worksheet
When you rename a worksheet, you need to consider some naming
conventions. For more information on renaming worksheets, check out the
Additional Information section. To rename a worksheet, use one of the
following three methods:
 Double-click the current worksheet name, and when the existing name is
selected, enter a new name. Then select anywhere off the tab to save the
changes.
 Right-click the worksheet name or access its context menu, and then
select Rename. Enter a new name, and then select anywhere off the tab
to save the changes.
 On the ribbon, on the Home tab, select Format, and then select
Rename Sheet. Enter a new name, and then select anywhere off the tab
to save the changes.
Did you know?
You cannot use these characters * / \ ? : [ ] within a
worksheet name because these characters are used for
coding and unpredictable things might happen behind the
scenes. (Don’t panic, you don’t need to know about coding in
this module!) For the Excel veteran, in Excel 2019, you can
add spaces in the worksheet name!

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Move a worksheet within the same workbook

To move a worksheet within the same workbook, you can use one of the
following methods:
1. Right-click or access the context menu on top of the worksheet tab, and
then select Move or Copy. In the Move or Copy dialog box, select which
worksheet you would like to move the worksheet before or select move to
end, and then select OK.
Or
2. Select Format from the Home tab and then select Move or Copy
Sheet. In the Move or Copy dialog box, select which worksheet you
would like to move the worksheet before or select move to end, and then
select OK.

Figure 1: Move or Copy dialog box

3. Select on the worksheet tab to move, hold the mouse, drag the worksheet
to the new position, and release the mouse.

Copy a worksheet within the same workbook

To move a worksheet within the same workbook, you can use one of the
following methods:
1. Select Format from the Home tab, and then select Move or Copy
Sheet.
Or
2. Right-click the top of the worksheet tab name or access its context menu,
and then select Move or Copy. In the Move or Copy dialog box, select
the Create a copy check box. In the Before sheet list, select which
worksheet you would like the new worksheet inserted before, or select
move to end, and then select OK.
Or

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3. Select the worksheet tab to copy, hold the mouse and Ctrl key, drag the
worksheet to the new position, and release the mouse.

Move a worksheet to a different workbook

If you need to move a worksheet to another workbook, you don’t need to use
copy and paste. Excel has a command that will move the worksheet for you.
For this to work though, you must have both workbooks open.
To move a worksheet to a different workbook:
1. For the worksheet you want to move, right-click the worksheet tab name
or access its context menu. (Alternatively, you can select Format on the
ribbon, on the Home tab.)
2. Select Move or Copy.
3. In the Move or Copy dialog box, select the To book drop-down icon, and
then select the workbook to move the worksheet to. (If you are creating a
new workbook with the worksheet, select new book).

Figure 2: Move or Copy dialog box, drop-down arrow

4. In the Before copy pane, select which worksheet you want to move the
worksheet before or select move to end. Then select OK.

Figure 3: Move or Copy dialog box, Before sheet list

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Copy a worksheet to a different workbook

Imagine you’ve created a worksheet in a workbook that contains data that
can be used in other workbooks. Rather than having to insert a new
worksheet into the other workbook and then copying and pasting the original
worksheet into the workbook, you can use the Copy worksheet command.
However, just like moving a worksheet between workbooks, you must have
both workbooks open for this to work.
To copy a worksheet to a different workbook:
1. Right-click on the name of the worksheet tab that you want to copy, or
access its context menu. (Alternatively, you can select Format on the
ribbon, on the Home tab.)
2. Select Move or Copy.
3. Select the Create a copy check box.
4. Select the To book drop-down arrow, and choose which workbook to
copy it to. (If you are creating a new workbook with the worksheet, select
new book).
5. In the Before copy pane, select which worksheet you want to insert the
worksheet before, or select move to end. Then select OK.

Additional information
To review the article on renaming worksheets, go to: Rename
a worksheet
To review the video on moving or copying a worksheet, go
to: Move or copy worksheets or worksheet data

Activity: Discuss and learn

Your teacher will open a discussion regarding naming conventions (giving
worksheets a suitable name) when renaming worksheets.

Resources required
You will need the following resource for this activity:
 Open L1_T2_act_produce.xlsx in this lesson’s Learning Activity
Resources.

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Activity instructions
You will need to perform the following steps during this activity:
1. Open L1_T2_act_produce.xlsx.
2. Examine the data on the three worksheets, and consider suitable names
for the worksheets. Is there anything obvious about the seasons or the
months on each worksheet?
3. Engage in the discussion, by asking and answering questions.

Try-it: Worksheets
In this leveled try-it activity, you’ll rename worksheets to better reflect
what each worksheet contains, you’ll copy a worksheet into a new workbook,
and rename the worksheet.

Try-it 1
In this try-it, you’ll rename worksheets.

Resources
You will need the following resource for this activity:
 Open L1_T2_try1_volunteer_hours_starter.xlsx in this lesson’s
Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L1_T2_try1_volunteer_hours_starter.xlsx.
2. Examine the contents of each worksheet, and rename them to make it
clear whether it’s for a 28, 30, or 31-day month. For example, you could
use the name 30-day month.
3. Save the workbook with the original file name plus your initials.

Try-it 2
In this try-it, you’ll copy a worksheet to a new workbook.

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Resources
You will need the following resource for this activity:
 Open L1_T2_try2_volunteer_hours_starter.xlsx in this lesson’s
Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L1_T2_try2_volunteer_hours_starter.xlsx, and copy Sheet 1 to
a new workbook.
2. Rename the worksheet 30-day month.
3. Save the new workbook as Apr_Jun_Sept_Nov_plus your initials to this
lesson’s Learning Activity Resources folder.

Wrap-up
Use these questions to check what you learned in this lesson:
1. Which is the correct shortcut to copy a worksheet to another worksheet in
the same workbook?
Select the correct option.
a. Select the sheet to copy, then use Ctrl, drag and drop
b. Select the sheet to copy, then use drag and drop
c. Select the sheet to copy, then use Shift, drag and drop
d. Select the sheet to copy, then use Alt, drag and drop
2. Which of the following processes can you use to rename a worksheet?
Select all that apply.
a. Right-click in any blank cell and select Rename Sheet.
b. Right-click on the sheet tab and select Rename.
c. Select Format in the Cells group and select Edit Sheet Name.
d. Select Format in the Cells group and select Rename Sheet.

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3. Which of these methods can you use to set the width of a row in a
worksheet?
Select all that apply.
a. Select Format in the Cells group and select AutoFit Row Height.
b. Right-click on a row header and select Column Height.
c. Double-click between a column divider to make it AutoFit.
d. Right-click on a row header and select Row Height.
4. To insert a row into a worksheet, you can select the row header and use
which of the following shortcuts?
Select the correct option.
a. Ctrl+Plus sign (+)
b. Ctrl+Hyphen (-)
c. Ctrl+Asterisk (*)
d. Ctrl+Slash (/)

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Lesson 2: Editing a
worksheet
Overview
In this lesson you’ll learn how to cut, copy, paste, and move data in an Excel
workbook, including using the Paste Special feature. Paste Special is so
unique that it gets a topic all its own. You’ll learn a bit about it in Topic 1,
and then explore it in more detail in Topic 2.

Warm-up
In the previous lesson, you learned how to move or copy worksheets. In this
lesson you’ll learn how to move or copy data, including using Paste Special
options. Use these questions to find out what you already know about this
lesson’s topics:
1. Ctrl+C is the keyboard shortcut to Select here to enter text. data?
Fill in the blank space.
2. What is the keyboard shortcut to cut data from a cell?
Select the correct option.
a. Ctrl+C
b. Ctrl+D
c. Ctrl+X
d. Ctrl+Z
3. To paste copied data from horizontal to vertical, which option would you
use from Paste Special?
Select the correct option.
a. Values
b. Formulas
c. Transpose
d. Formatting only

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4. The keyboard shortcut to access the Paste Special dialog box is:
Select the correct options.
a. Ctrl+Alt+A
b. Ctrl+V
c. Ctrl+Alt+V
d. Ctrl+Shift+P

Topic 1: Cut, copy, paste, and

move data
Why would you repeatedly add data into a worksheet that you have
created before when you could simply copy and paste it or move it instead?
This topic will cover the many ways in which you can use cut, copy, paste,
and move data in Excel. You might already know many techniques; however,
you might even be surprised how many ways there are!

Cut data
If you want to move data from one position to another, you can cut the data
and paste it into the new position instead of having to re-enter data in the
new position. You can also simply move the data using your pointer device
(described later in this topic).
To cut data:
1. Select the cell(s) to cut, then either select Ctrl+X, or right-click or access
the context menu, and then select Cut.
2. On the ribbon, on the Home tab, in the Clipboard group, select the Cut
button.
Note: Nothing will happen, except for a dotted line rotating around the
selected cell or cells. However, the cut data has been added to the
Clipboard. You need to paste the cut data somewhere else if you want to re-
use it.

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Did you know?

If you right-click on selected cells or access their context
menu and select Delete, Excel will assume you want to cut
the cells and will offer you the option to move data from the
neighboring cells up, left, down, or right, depending on
where you started the action.
If you right-click on selected cells or access their context
menu and choose Clear Contents, the data contained will
be deleted (in the same way as using the delete key on a
keyboard) and the data in other cells will not be moved.

Copy data
Copying data in Excel is similar to copying data in Microsoft Word. To copy
data, you can use one of the following two methods:
 Select the cells(s) to copy, then either select Ctrl+C, or right-click the cells
or access their context menu, and select Copy.
 Select the cells(s) to copy, then on the ribbon, on the Home tab, in the
Clipboard group, select the Copy button.
Any data you copy in Excel will be added to the Clipboard, which you can
access via the Clipboard launcher icon in the corner of the Clipboard
group. If you don’t paste the copied data before performing a different action
though, it will disappear from the clipboard and you’ll need to copy it again.

Did you know?

If you open the Clipboard, up to 24 copied items can be
listed and pasted at any time while working in Excel. It even
will list anything you copy from other applications, such as
from Word or Microsoft PowerPoint.

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 Module 2: Managing worksheets and workbooks

Further ways to copy data

There are even more ways you can copy data:
 Select Ctrl + D to duplicate the cell(s) above selected cell(s), for example,
if cell B1 contained the text Honeybees, and if you selected cell B2 and
then selected Ctrl+D, cell B2 would then also contain the text Honeybees.
 Select Ctrl + R to repeat the cell(s) to the left of selected cell(s). For
example, if cell D3 contained the number 3000, and if you selected cell E3
and then selected Ctrl+R, cell E3 would then also contain the number
3000.
 Select cells to copy, then select Ctrl, and drag.
o Use Format Painter to copy formatting or special attributes (but not
content) from selected cells to other cells. The format of a cell refers to
attributes such as font style, size, color, and borders. (We will be
covering Format Painter in more detail later in the lesson.)
 Use AutoFill, and select Copy from the AutoFill options tag.

Paste copied or cut data

There are several methods you can use to paste your copied or cut data.
After selecting the cell where you want to paste the data:
 Select Ctrl+V.
 Right-click or access the context menu, select Paste, then select the
paste option you need.
 Select the Paste button in the Clipboard group.
 Select the Paste button drop-down, and select a different paste option.
 Select Enter on keyboard.
 Select Ctrl+Alt+V to open the Paste Special dialog box and use any of
its options.
 Select the item to paste from the Office Clipboard, if it’s open.
 If you’ve copied a whole row, right-click or access the context menu and
select Insert Copied Row. (You use the same process for columns by
selecting Insert Copied Column.)
 Right-click or access the context menu, select Insert Copied Cells, then
choose to shift cells one of the directions suggested.

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Move data
To move data, select the cells you want to move, and then use one of the
following two methods:
 Select Ctrl+X, select the cells you want to move the data to, and then use
any method to paste the data.
 Move to the border of the selected cells, then select and drag it to the
new position in which you want it. Don’t use the bottom, right corner of
the selected cells though, as this will fill the data to the new position
rather than move it.

Video
To review the video on Copy and Paste, go to: Move or copy
cells and cell contents

Additional information
For further information on how to cut, copy, move, or paste
data, go to: Excel help center, and use the search box to
search. You can use this site to research anything you want
to know about Excel or any other Microsoft application.

Activity: Group/team
Students will collaborate to research and learn about various ways in which
you can cut, copy, paste, and move data.

Resources required
You will need the following resources for this activity:
 Open a workbook or use paper to record your team’s answers.
 After completing your research, open
L2_T1_act_cut_copy_paste_move_reference.docx in this lesson’s
Learning Activity Resources to compare results.

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 Module 2: Managing worksheets and workbooks

Activity instructions
You will need to perform the following steps during this group/team activity:
1. Work with a partner or two as instructed by your teacher. Discuss and
decide upon a process to research and record the information you learn
about each editing strategy (Cut, Copy, Paste, and Move).
2. Open any workbook or use any design template to create a new workbook
to use for research purposes.
3. Create four categories either on paper, in a Word document, or in an
Excel workbook to record what you learn about Cut, Copy, Paste, and
Move.
4. Use the Ask me or other resources to identify methods to accomplish
each task. Add the details about what you learned, under the appropriate
category.
5. If you’re having difficulty finding methods of using Cut, Copy, Paste, and
Move, ask the teacher for help.
6. When finished, compare your results with other teams.

Try-it: Cut, copy, paste, and move

As you have learned, there are many ways to cut, copy, paste, and move
data. In the following try-it you’ll have a chance to practice some of these
methods.

Try-it 1
In this try-it, you’ll copy information from a Word document into Excel.

Resources
You will need the following resources for this activity:
 Open L2_T1_try1_ingredients_starter.docx in this lesson’s Learning
Activity Resources.
 Open L2_T1_try1_event_volunteers_starter.xlsx in this lesson’s
Learning Activity Resources.

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 Module 2: Managing worksheets and workbooks

Activity instructions
Participate in the activity by following these instructions:
The following are the general tasks that you need to perform during this try-
it:
1. Open L2_T1_try1_event_volunteers_starter.xlsx and
L2_T1_try1_ingredients_starter.doc.
2. Copy the illustration of a garlic bulb from
L2_T1_try1_ingredients_starter.docx into the Master List worksheet
in L2_T1_try1_event_volunteers_starter.xlsx.
3. Move the illustration anywhere in the heading area so that no text is
obscured.
4. When you’ve completed the tasks, save and close the workbook with the
original file name plus your initials.
5. Close the Word document.

Try-it 2
In this try-it, you’ll copy and paste data from one worksheet to another.

Resources
You will need the following resource for this activity:
 Open L2_T1_try2_event_volunteers_starter.xlsx in this lesson’s
Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L2_T1_try2_event_volunteers_starter.xlsx.
2. Copy column C from the Master list worksheet and insert it between
column B and C on the Event Volunteers worksheet.
3. Use any method to move the data that has moved out of line so that it’s
in the correct place.
4. Copy row 2 from the Master list worksheet and insert it between rows 1
and 2 on the Event Volunteers worksheet.
5. Once you’ve completed the tasks, close and save the workbook with the
original file name plus your initials.

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Topic 2: Use Paste Special

The Paste Special feature allows you to paste copied items in various
ways, including format only, value only, or as a link. In technical terms you
could say that Paste Special allows you to paste the attributes of a cell
rather than the contents of a cell. Most office applications offer Paste
Special options. However, Excel’s options are probably some of the most
impressive!

Paste Special
To access the Paste Special options:
1. Copy the data you want to paste, and then paste the data to the new
location using one of the methods you’ve learned.
2. Once you’ve pasted the data, a (Ctrl) button will display. Selecting the
button opens a list of options, as indicated in the following screenshot.

Figure 4: Paste Special options

From here you can choose from many different paste options. For example,
you can choose to paste formatting only, paste a link to the copied data, or
keep the source column widths.
Alternatively, you can access the Paste Special dialog box by copying the
data you want to paste, and then selecting from one of the following
methods:
 On the ribbon, in the Clipboard group, select the Paste command drop-
down arrow and choose one of the options.
 Right-click the data or access its context menu, then drag it on top of
itself to paste as values.

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 Right-click the data or access its context menu and select Paste Special.
 Select Ctrl+Alt+V to open the Paste Special dialog box, as in the
following figure.

Figure 5: Paste Special dialog box

The Paste Special dialog box provides the most paste options of all the
methods. For example, you can choose to paste calculations when you paste
on top of existing numerical data.

Additional information
For more information on using Paste Special, go to: Paste
options

Activity: Pose a question

During this activity, your teacher will pose questions about Paste Special.

Resources required
You will need the following resource for this activity:
 Open L2_T2_act_common_bees.xlsx in this lesson’s Learning Activity
Resources.

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Activity instructions
1. Open L2_T2_act_common_bees.xlsx and follow along as the teacher
demonstrates Paste Special.
2. Ask any questions you might have, and answer any questions you know
the answer to.
3. Close the workbook without saving it.

Try-it: Paste Special

In this series of leveled try-it activities, you’ll use the headings from an
existing workbook to make a list in a new workbook. You’ll also paste data as
values, and paste data using the Paste Special dialog box.

Try-it: 1
In this try-it, you’ll cut and paste data from horizontal to vertical.

Resources
You will need the following resource for this activity:
 Open L2_T2_try1_volunteer_shift_form_starter.xlsx in this lesson’s
Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L2_T2_try1_volunteer_shift_form_starter.xlsx and create a new
workbook.
2. Copy the range A5 to G5 from
L2_T2_try1_volunteer_shift_form_starter.xlsx into the new workbook,
so the data is pasted from horizontal to a vertical list beginning at cell A1.
3. Set the column width for column A to 20, and the row heights for rows 1-
9 to 33.
4. Save the new workbook as Time_Slot_plus your initials in the lesson’s
Learning Activity Resources folder for use later.

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 Module 2: Managing worksheets and workbooks

Try-it: 2
In this try-it, you’ll paste data as values.

Resources
You will need the following resource for this activity:
 Open L2_T2_try2_volunteer_shift_form_starter.xlsx in this lesson’s
Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Open L2_T2_try2_volunteer_shift_form_starter.xlsx and create a new
workbook.
2. Copy the range name Station_Time_Slots into a new workbook so the
data is pasted as values in cell A1.
3. Set the column widths for all the columns containing data to 18, and save
the workbook as Shift_form_plus your initials in the lesson’s Learning
Activity Resources folder.

Try-it: 3
In this try-it, you’ll paste data using the Paste Special dialog box.

Resources
You will need the following resource for this activity:
 Open L2_T2_try3_volunteer_shift_form_starter.xlsx in this lesson’s
Learning Activity Resources folder.

Activity instructions
Participate in the activity by following these instructions:
1. Open L2_T2_try3_volunteer_shift_form_starter.xlsx.
2. Copy the range name Station_Time_Slots and use a keyboard shortcut
to paste it into a new workbook starting in cell A1.
3. Use another keyboard shortcut to access the Paste Special dialog box
and set column widths.
4. Save the new workbook as Volunteer_form_plus your initials in the
lesson’s Learning Activity Resources folder.

Wrap-up

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 Module 2: Managing worksheets and workbooks

Play a rock, paper, scissors hand game with a nearby student. When one
person loses a round, they must describe one of the Paste Special options.
The winner of that round must think of a situation when that option would be
useful. Continue playing until the three Paste Special options have been
discussed.
Alternatively, take turns to describe what you know about Paste Special, or
what option is usually available in the paste options.
Then use the following questions to check what you learned in this lesson:
1. When you’ve copied data, which of the following is a correct method to
paste it somewhere else?
Select all that apply.
a. Select where you want to paste the data, and then select enter on your
keyboard.
b. Right-click or access the context menu for where you want to paste the
data, and select Paste.
c. Select where to paste, and then select Ctrl+V.
d. Right-click or access the context menu for where you want to paste the
data, and then select Paste here.
2. The option that allows you to copy data that is vertical and paste it
horizontal is known as Select here to enter text. .
Fill in the blank space.
3. Which statement is true?
Select all that apply.
a. When you’ve right-clicked or accessed the context menu on a cell
where you want to paste data, Paste Special is not available on the
context menu.
b. When you’ve right-clicked or accessed the context menu on a cell
where you want to paste data, you can select Paste Special on the
context menu.
c. When you’ve copied data, you can access Paste Special using
Ctrl+Alt+V.
d. The Paste Special button can be found on the Paste drop-down
arrow on the Home tab.
4. When you cut data from a cell, Excel adds it to the
Select here to enter text.
.
Fill in the blank space.

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Lesson 3: Customizing views

and toolbars
Overview
In this lesson you’ll learn about different ways to arrange the Excel screen
display, and to customize the Quick Access Toolbar to suit your needs.
You’ll also learn several ways to quickly navigate around a workbook. All of
these skills will make you a more efficient Excel user and prepare you for
more advanced assignments in the lessons to come.

Warm-up
In Lesson 2 you learned about several ways to cut, copy, paste, and move
data. Ask your neighbor to recall any keyboard shortcuts they can
remember, then use these questions to find out what you already know
about this lesson’s topics:
1. The Quick Access Toolbar has which commands by default?
Select all that apply.
a. AutoSave
b. Save As
c. Undo
d. Redo
2. You can customize the Quick Access Toolbar via which method?
Select all that apply.
a. Right-click or access the context menu of a button on the ribbon and
add it.
b. Right-click or access the context menu on the ribbon and select
Customize Quick Access Toolbar.
c. On the File tab, select Options, and then select the Quick Access
Toolbar.
d. Right-click or access the context menu on top of a button on the Quick
Access Toolbar and remove it.
3. You can find Freeze panes on the Select here to enter text. tab.
Fill in the blank space.

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 Module 2: Managing worksheets and workbooks

4. Which of the following commands does not belong to the Windows group
on the View tab?
Select the correct option.
a. Hide
b. Split
c. Zoom
d. Arrange All

Topic 1: Freeze panes and

workbook views
When you’re faced with a worksheet containing a vast amount of data,
you might find it helpful to customize how your worksheet displays on your
screen. In this topic you’ll learn how to do that using Freeze Panes, Split
Screen, Arrange All, and the Zoom. Most of the commands that help with
this are on the View tab, or next to the zoom bar in the bottom, right corner
of the Excel interface.

Change the screen zoom

You can change the magnification of your screen using one of two methods:
 In the bottom, right corner of your screen, either select and drag the slide
bar, or select the zoom out (-) or zoom in (+) icons to increase or
decrease magnification in blocks of 10 percent.

Figure 6: Zoom slider bar

Or
1. On the View tab on the ribbon, select an option from the Zoom group.

Figure 7: Commands in the Zoom group

2. When you’ve zoomed a screen in or out, you can use Ctrl+Z to undo the
change.
3. Select 100% to return the zoom to the normal screen size.

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 Module 2: Managing worksheets and workbooks

Change screen display

Sometimes you might find it useful to change your screen display from the
default view. There are several views to choose from. To change your view,
use one of the following two methods:
 On the View tab, in the Window group, select either Page Break
Preview or Page Layout.
Or
 Next to the zoom slider, select from one of three view option icons:
Normal, Page Layout, or Page Break Preview.

Figure 8: Screen view next to Zoom slider bar

Additional information
To review the article on Page Break View, go to: Insert, move,
or delete page breaks in a worksheet

Freeze worksheet titles

When you’re working with a large amount of data and you move further
down the data, you can lose the headings, making is harder to understand
the data. For example, if you have multiple columns how can you know what
type of data you’re working with when you don’t know what the column
header says? Similarly, when you move over to the right side of the data,
you can lose the labels on the left.
Excel has a feature that can help with this. Freeze Panes does just that—it
freezes panes. When you apply Freeze Panes to your data, as you move
down or across the worksheet the headings are frozen above or to the left of
the freeze line.

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 Module 2: Managing worksheets and workbooks

To insert a freeze line:

1. Select the cell where you want the freeze to be applied. For example, if
you want row 1 to be frozen in place when you scroll down, and columns
A and B to be frozen in place when you move across to the right, your
cursor should be in cell C2.
2. On the View tab, in the Window group, select Freeze Panes.
3. Select from Freeze Panes to freeze around the current position of your
cursor, Freeze Top Row, or Freeze First Column.

Unfreeze worksheet titles

When you are ready to unfreeze your worksheet, you follow almost the same
steps:
1. On the View tab, in the Window group, select Freeze Panes.
2. Choose Unfreeze Panes.

Video
To review the video on freezing panes, go to: Freeze panes to
lock rows and columns

Move between workbook windows

If you have more than one workbook open at a time and you’re switching
back and forth from workbook to workbook, you might find it useful to use
the Switch Windows command.
To move between workbooks, you can use either of the following methods:
 On the View tab, in the Window group, select Switch Windows, and
then select the workbook name you want to switch to or select Ctrl F6.
Or
 Select the workbook name on the taskbar, and then select Alt+Tab.

View all the workbooks you want to interact

with
To simultaneously view all the workbooks you want to interact with:
1. On the View tab, in the Window group, select Arrange All.
2. In the Arrange Windows dialog box, select either Tiled, Horizontal,
Vertical, or Cascade, and then select OK.

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 Module 2: Managing worksheets and workbooks

Note: Just as you can view multiple workbooks simultaneously, you can also
view multiple worksheets from the same workbook simultaneously. To do
this:
1. In the Window group, select New Window in every worksheet that you
want to view.
2. Then, from any of the worksheets you’ve just selected, select Arrange
All.

View two workbooks side by side

To view two workbooks side by side:
1. Open the two workbooks you want to view.
2. On the View tab, in the Window group, select View Side by Side.
3. If you don’t want the screens to be synchronized when you scroll, de-
select Synchronous Scrolling.

Figure 9: Synchronous Scrolling command

Split your screen into panes

When you’re working in a really large worksheet, using the split command
can be quite helpful, especially if you need to interact with the top, bottom,
left, or right side of the screen at the same time. You can split your screen
into four panes, so the bottom of the worksheet can be displayed on screen
at the same time as the top, and the left side of the worksheet can be
displayed at the same time as the right side.
To split your screen into panes:
1. Select the cell where the split is to be located.
2. On the View tab, in the Window group, select Split.
3. Select any pane to activate it, or select the F6 key to activate each pane
in sequence.

Additional information
To review the article on Split panes, go to: Split panes to lock
rows or columns in separate worksheet areas

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 Module 2: Managing worksheets and workbooks

Clear worksheet panes

To clear the worksheet panes, use one of the following methods:
 Double-click on the split lines individually. (If you have four split screens,
you can switch to half screens first this way.)
 Select and drag the split lines away to the edge of the worksheet.
 On the View tab, in the Window group, select Split.

Navigation keyboard shortcuts

As you’ve learned, there are various ways to navigate around a workbook. In
Module 1, you used named ranges that already existed in a workbook to
navigate, and you also learned about the Go To command. However, Excel
also offers simple navigational keyboard shortcuts that you can use, as listed
in the following table.
To move: Select:
One cell to the right (right arrow key)
One cell to the left (left arrow key)
One cell up (up arrow key)
One cell down (down arrow key)
To the right edge of the current area* Ctrl+(right arrow
key)
To the left-hand edge of the current area* Ctrl+(left arrow
key)
To the top edge of the current area* Ctrl+(up arrow
key)
To the bottom edge of the current area* Ctrl+(down
arrow key)
To the first cell in the row Home
To the end of the row End
To the beginning of the worksheet* Ctrl+Home
To the lowest data entry point on right hand side* Ctrl+End
One screen up Page Up
One screen down Page Down
One screen to the right Alt+Page Down
One screen to the left Alt+Page Up
One cell to the right within a selection Tab

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 Module 2: Managing worksheets and workbooks

To move: Select:
One cell to the left within a selection Shift+Tab
One cell up within a selection Shift+Enter
One cell down within a selection Enter

Table 2: Navigation keyboard shortcuts

* Adding the Shift key to any of the keyboard shortcuts marked with an
asterisk will select all the data in that direction, or at least to the first cell or
the last cell in that worksheet.
As you work through the lessons and modules in this course try to practice
these navigational shortcuts to help you remember them in the future. They
will save you time and make working on your data much easier!

Additional information
To review the article on Excel shortcut keys, go to: Keyboard
Shortcuts in Excel

Activity: Research
When you need help with Excel, it’s important to know how to find it. In this
activity you’ll be using the help tools to research changing screen and
window views, including arranging windows and splitting worksheet panes.
The teacher will open two workbooks and ask you to gather as much
information as possible in 10 minutes about changing the screen view and
navigating around workbooks. Consider how to complete the following tasks
in your research:
1. Change the screen display to make the data easier to work with, including
freezing panes.
2. Display more than one workbook on screen at the same time.
3. Display more than one worksheet from the same workbook on screen at
the same time.
4. Split the screen into two or four panes.

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 Module 2: Managing worksheets and workbooks

Resources required
You will need the following resources for this activity:
 Open L3_T1_act_this_year.xlsx in this lesson’s Learning Activity
Resources.
 Open L3_T1_act_last_year.xlsx in this lesson’s Learning Activity
Resources.

Activity instructions
You will need to perform the following steps during this activity:
1. Open both L3_T1_act_this_year.xlsx and L3_T1_act_last_year.xlsx.
2. Use any method available to you to research changing the screen and
window views.

Try-it: Freeze panes and workbook views

In this try-it you’ll help your partner by teaching them at least two
different methods to either change the screen or window view, or freeze
worksheet titles.

Resources
You will need the following resources for this activity:
 Open L3_T1_try_this_year_starter.xlsx in this lesson’s Learning Activity
Resources.
 Open L3_T1_try_last_year_starter.xlsx in this lesson’s Learning Activity
Resources.

Activity instructions
Prepare two or three things you can teach your partner about how to change
the screen and window view, and/or how to freeze worksheet titles.

Topic 2: Use the Quick Access

Toolbar
As the name implies, the Quick Access Toolbar is a place for you to
quickly access the tools you use most often. Think of this as the expressway
for getting your work done.
In this topic you’ll learn how to customize the toolbar so that you can add
your favorite or most used tools and commands. This skill will help make

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your work with Excel much easier. If you have a computer at home, you
might decide to customize its toolbar as well!

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 Module 2: Managing worksheets and workbooks

The Quick Access Toolbar is available in all Office 2019 applications, and
comes preset with the default AutoSave, Save, Undo, and Redo
commands included. The default location in each Office application—
including Excel—is in the upper-left corner of the application, just above the
ribbon. You can also move it beneath the ribbon, which will provide more
space for more commands and tools to be added!

Use the ribbon to customize the Quick Access

Toolbar
To begin adding commands and features to your Quick Access Toolbar:
1. Navigate to the command you want to add.
2. Right-click or access the context menu for the command, and then select
Add to Quick Access Toolbar.
The command shortcut will now display to the right of the default command
shortcuts.

Customize using the Quick Access Toolbar

You can also customize your Quick Access Toolbar from the toolbar itself:
1. Select the Customize Quick Access Toolbar button at the end of the
Quick Access Toolbar. Here, the most popular commands are listed on
the menu. Commands already pinned to the toolbar have a checkmark
next them.

Figure 10: Quick Access Toolbar

2. Select a command to pin it to the toolbar.

3. If the command you need is not listed, at the bottom of the menu select
More Commands. This takes you to Excel Options, Quick Access
Toolbar customization area.

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4. The column on the left displays a list of commands to choose from.

However, if the command need does not display:
a. Select the drop-down menu in the Choose commands from field, and
then select from one of the options.

Figure 11: Excel Options - Quick Access Toolbar

b. Select a command, and then select the Add >> button. The command
will now display in the Customize Quick Access Toolbar column.
c. To re-arrange the order of the commands on the toolbar from left to
right, select a command in the Customize Quick Access Toolbar
column, then select the Move up or Move down arrows to position
the command. The command at the top will be in the farthest left
position of the Quick Access Toolbar continuing one position to the
right for each command listed.
5. After you’ve completed your modifications, select OK.
Just as commands on a ribbon are organized in groups, the commands listed
in the Quick Access Toolbar can be organized into groups by adding
separators. To do that, access the Customize Quick Access Toolbar dialog
box (as described above), select <Separator> from the list of commands
and then Add >>.

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Video
To review the video on customizing the Quick Access
Toolbar, go to: Video: Customize the Quick Access Toolbar

Additional information
For more information about customizing the Quick Access
Toolbar, go to: Customize the Quick Access Toolbar

Activity: Show and tell

Your teacher will now demonstrate adding buttons to Quick Access Toolbar
directly from the ribbon, and from a command’s drop-down arrow. They also
will demonstrate how to reposition the Quick Access Toolbar above or
below the ribbon.

Resources required
You will need the following resource for this activity:
 Open L3_T2_act_common_bees.xlsx in this lesson’s Learning Activity
Resources.

Activity instructions
You will need to perform the following steps during this activity:
 Open L3_T2_act_common_bees.xlsx and follow the teacher’s
instructions.

Try-it: Quick Access Toolbar

In this series of leveled try-it activities, you’ll add commands to the
Quick Access Toolbar using the Customize Quick Access Toolbar
button. You’ll then add commands from More Commands, and move
commands to different postions on the Quick Access Toolbar. You’ll learn
more advanced Quick Access Toolbar options, such as adding separators
to group commands.

Try-it: 1
In this try-it, you’ll customize the Quick Access Toolbar using the Quick
Access Toolbar button.

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Resources
You will need the following resource for this activity:
 Open L3_T2_try1_common_bees_starter.xlsx or use any other open
workbook in this lesson’s Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Add the New command to the Quick Access Toolbar using customize
Quick Access Toolbar button.
2. Go to More Commands, and add any other command from the
Commands not in the Ribbon list.

Try-it: 2
In this try-it, you’ll customize the Quick Access Toolbar using right-click or
accessing the context menu, and via Excel options.

Resources
You will need the following resource for this activity:
 Open L3_T2_try2_common_bees_starter.xlsx or use any other open
workbook in this lesson’s Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Add the Sort button to the Quick Access Toolbar by accessing the Sort
context menu (with a right-click).
2. Use the Quick Access Toolbar context menu (right-click) to open Excel
options and customize the Quick Access Toolbar.
3. In the Excel options window, from the Choose commands from drop-
down menu, select Commands not in the Ribbon, and add at least
three extra commands to the Quick Access Toolbar.
4. Move any of the newly added commands up or down the list as necessary
to make it easier to find the command later.

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Try-it: 3
In this try-it, you’ll customize the Quick Access Toolbar via Backstage,
including adding separators.

Resources
You will need the following resource for this activity:
 Open L3_T2_try3_common_bees_starter.xlsx or use any other open
workbook this lesson’s Learning Activity Resources.

Activity instructions
Participate in the activity by following these instructions:
1. Customize the Quick Access Toolbar via Backstage, adding commands
from Commands not in the Ribbon.
2. Add two separators and reorder commands into groups.
3. Right-click or access the context menu to add Spelling, and then Check
Accessibility to the Quick Access Toolbar.
4. Via Backstage, add at least three further commands of your choice from
Commands not in the Ribbon.
5. Access More Commands again, and add a separator to the Quick
Access Toolbar.
6. Add further separators if necessary, and reposition the commands into
logical groups.

Did you know?

The abbreviation for the Quick Access Toolbar, QAT, is
pronounced “cat” in many countries/regions.

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Wrap-up
In this lesson you learned how to customize the Quick Access Toolbar.
Work with your neighbor to find out how to reset your Quick Access
Toolbar back to the default settings. When you find out how, reset your
Quick Access Toolbar. Help anyone else in the class that has not been able
to find out how to do it.
Then use these questions to check what you learned in this lesson:
1. Which of the following statements are true?
Select the correct option.
a. The Quick Access Toolbar can be moved to beneath the ribbon.
b. The Quick Access Toolbar cannot be reset to default settings.
c. The Quick Access Toolbar cannot be moved beneath the ribbon.
d. The Quick Access Toolbar cannot be hidden from view.
2. Instead of removing all the commands you added to the Quick Access
Toolbar, you can use the Select here to enter text. tool to set it back
to only the default commands.
Fill in the blank space.
3. In the bottom, left corner of the Excel interface, which of the following
screen views are not available?
Select the correct option.
a. Print preview
b. Page break preview
c. Page layout
d. Normal
4. To display more than one workbook on the screen at the same time, you
would use the Select here to enter text. command.
Fill in the blank space.

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Glossary
Paste Special A feature that allows you to paste special attributes of a
cell, rather than just the contents of a cell.
Office The place where copied data is stored for future pasting
Clipboard purposes. It can hold up to 24 copied items from any
Microsoft application.
Quick Access The Quick Access Toolbar displays above the ribbon
Toolbar by default. It contains the AutoSave, Save, Undo, and
Redo commands by default, it can be customized to
suit your needs.
Quick Access This is the drop-down arrow on the Quick Access
Toolbar Toolbar that displays the additional commands you
button can add to it.
Freeze panes A feature that freezes worksheet titles on screen,
meaning if you move down or across to the right, the
titles will remain on the screen.
Arrange all A feature that allows to you display more than one
workbook or worksheet on screen at the same time.
Split A feature that splits your screen into halves or quarters
to help you move around large spreadsheets.

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Cornerstone
Overview
In this cornerstone, you’ll edit two documents that Fernando, the beekeeper
at Munson’s, uses. The documents track the health of beehives across the
United States and the population statistics in honeybee colonies. The data
has been edited by interns with less Excel experience than you. You need to
make the data more presentable and easier to understand when it’s sent as
a PDF. One of the documents is a .xlsx file and the other a .csv file. The data
contains inconsistent columns and rows, headings are missing, and the data
is a little messy.

Objectives
The following table outlines the Cornerstone objectives and their
corresponding MOS exam objectives.

Insert columns and rows  2.1.3: Insert and delete

multiple columns and rows

Insert and delete cells  2.1.4: Insert and delete cells

Adjust columns and rows  1.3.2: Adjust row height and

column width

Cut, copy, paste, and move data  2.1.1: Paste data by using
special paste options

Customize views  1.4.3: Freeze worksheet rows

and columns
 1.4.4: Change window views

Save in alternate formats  1.5.2: Save in alternate

formats

Table 3: Cornerstone objectives

Duration
50 minutes

Instructions
Complete the tasks for each file:

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1. When saving your file, add your name to the end of the original filename,
for example, Beehive_Data_Dwayne_Espino.xlsx. Follow your teacher’s
directions for where to save your files.
2. When you’ve finished the cornerstone, assess your completed work, and
enter the points you think you earned within the following tasks. Ask the
teacher for help as needed.

File 1: Cornerstone_beehive_data_starter.xlsx
Task: Delete columns and rows (2 points)
1. Open Cornerstone_beehive_data_starter.xlsx file and examine all four
worksheets in the workbook.
2. Remove any unnecessary rows or columns on any worksheet. (2 points)
(Exam objective 2.1.4)
Points scored: Select here to enter text. /2

Task: Paste Special (4 points)

1. Copy the headings from row 1 on the Jan-Mar 19 worksheet. (1 point)
2. Paste the headings into all the other worksheets, and include the column
widths. (3 points) (Exam objective 2.1.1)
Points scored: Select here to enter text. /4

Task: Freeze Panes (2 points)

1. Freeze the heading row at the top of each worksheet. (2 points) (Exam
objective 1.4.3)
2. Save the workbook to include your name in the file name.
Points scored: Select here to enter text. /2
FILE 1 TOTAL POINTS: Select here to enter text. /8

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File 2:
Cornerstone_honeybee_colonies_starter.csv
Task: Save the file as .xlsx (1 point)
 Open Cornerstone_honeybee_colonies_starter.csv, and save the file
as a .xlsx file named Colonies_plus your name. (1 point) (Exam
objective 1.5.2)
Points scored: Select here to enter text. /1

Task: Insert rows (2 points)

1. Insert two rows at the beginning of the worksheet. (1 point) (Exam
objective 2.1.3)
2. Enter the text, April to June Statistics in cell A1. (1 point)
Points scored: Select here to enter text. /2

Task: Zoom (1 point)

 Enlarge or zoom the workbook to 120% to make the data appear larger
on the screen. (Exam objective 1.5.2)
Points scored: Select here to enter text. /1

Task: Rename a worksheet (1 point)

 Rename the worksheet to Colonies_Apr_to_June.
Points scored: Select here to enter text. /1

Task: Column widths (2 points)

 Set column A to a width of 20 (145 pixels) and set columns from B to H
to AutoFit. (1 point) (Exam objective: 1.3.2)
Points scored: Select here to enter text. /2

Task: Move data (2 points)

 Move the data in column K to three rows beneath the table, into column A
(there should be three empty rows between the table and the additional
information). (1 point) (Exam objective 2.1.3)
Points scored: Select here to enter text. /2

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Task: Delete cells (1 point)

1. Find the text Virginia and observe that the data is out of line.
2. Fix the data so that the numbers are in the correct position. (1 point)
(Exam objective 2.1.4)
3. Save the workbook.
Points scored: Select here to enter text. /1
FILE 2 TOTAL POINTS: Select here to enter text. /10

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