Microsoft Office Tutorials and References
In Depth Information
Opening Your Workbooks for Editing
Remember that in order to select multiple files that appear sequentially in the
Open dialog box, you click the first filename and then hold down the Shift key
while you click the last filename. To select files that aren’t listed sequentially,
you need to hold down the Ctrl key while you click the various filenames.
After the workbook files are open in Excel, you can then switch documents
by clicking their filename buttons on the Windows taskbar or by using the
Flip feature (Alt+Tab) to select the workbook’s thumbnail. (See Chapter 7 for
detailed information on working on more than one worksheet at a time.)
Find workbook files
The only problem you can encounter in opening a document from the Open
dialog box is locating the filename. Everything’s hunky-dory as long as you
can see the workbook filename listed in the Open dialog box or know which
folder to open in order to display it. But what about those times when a file
seems to migrate mysteriously and can’t be found on your computer?
For those times, you need to use the Search Documents text box in the
upper-right corner of the Open dialog box. To find a missing workbook, click
this search text box and then begin typing characters used in the workbook’s
filename or contained in the workbook itself.
As soon as Windows finds any matches for the characters you type, the
names of the workbook files (and other Excel files, such as templates and
macro sheets) appear in the Open dialog box. When the workbook you want
to open is listed, you can open it by clicking its icon and filename followed by
the Open button, or by double-clicking it.
Using the Open file options
The drop-down button attached to the Open command button at the bottom
of the Open dialog box enables you to open the selected workbook file(s) in a
special way, including:
✓ Open Read-Only: This command opens the files you select in the Open
dialog box’s list box in a read-only state, which means that you can look
but you can’t touch. (Actually, you can touch; you just can’t save your
changes.) To save changes in a read-only file, you must use the Save As
command (File ➪ Save As or Alt+FA) and give the workbook file a new
filename. (Refer to Chapter 2.)
✓ Open as Copy: This command opens a copy of the files you select in the
Open dialog box. Use this method of opening files as a safety net: If you
mess up the copies, you always have the originals to fall back on.