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Chapter 4. Working with Files > Workbook Windows

Workbook Windows

Like most Mac OS programs, Excel allows you to have more than one document window open at a time. You can manipulate Excel's workbook windows a number of ways:

  • Activate a window so you can work with its contents.

  • Create a new window for a workbook so you can see two sheets from the same workbook at once.

  • Arrange windows so you can see and work with more than one at a time.

  • Minimize and hide windows to get them out of the way.

  • Display minimized or hidden windows to work with them.

  • Change a window's magnification so you can see more of its contents or see its contents more clearly.

  • Split a window so you can see and work with two or more parts of a sheet at a time. This is particularly handy when you need to work with two sections of a large worksheet at once.

  • Close windows when you're finished working with them.

Tip

  • I explain how to create a new workbook in Chapter 2 and how to open an existing workbook later in this chapter.


To activate another window

Choose the name of the window you want to make active from the list of open windows at the bottom of the Window menu (Figure 26).

Figure 26. The Window menu offers commands for working with—you guessed it—windows.


To create a new window

1.
Activate the workbook for which you want to create another window.

2.
Choose Window > New Window (Figure 26).

A new window for that workbook appears (Figure 27) and the new window's name appears on the Window menu (Figure 28).

Figure 27. When you open more than one window for a file, the window number appears in the title bar…


Figure 28. …and both windows are listed on the Window menu.


Tips

  • Opening another window for a document is not the same as opening a separate copy of the document. Any change you make in one window will also appear in the other window.

  • If more than one window is open for a workbook and you close one of them, the workbook does not close—just that window. I tell you about closing windows later in this section.


To arrange windows

1.
Choose Window > Arrange (Figure 26).

2.
In the Arrange Windows dialog that appears (Figure 29), select an Arrange option. Figures 30 through 33 illustrate all of them.

Figure 29. The Arrange Windows dialog.


Figure 30. Tiled windows.


Figure 31. Horizontally arranged windows.


Figure 32. Vertically arranged windows.


Figure 33. Cascading windows.


3.
To arrange only the windows of the active workbook, turn on the Windows of active workbook check box.

4.
Click OK.

Tips

  • To work with one of the arranged windows, click in it to make it active.

  • The window with the colored buttons on the left side of the title bar is the active window. (In Mac OS X, windows that are not active have translucent title bars.)

  • To make one of the arranged windows full size again, click on it to make it active and then click the window's zoom box. The window fills the screen while the other windows remain arranged behind it. Click the zoom box again to shrink it back down to its arranged size.


To minimize a window

1.
Activate the window you want to minimize.

2.
Choose Window > Minimize Window (Figure 26), press , or click the window's minimize button.

The window shrinks into the Dock (Figure 34).

Figure 34. A minimized document window appears in the Dock.


To display a minimized window

Click the icon for the window in the Dock (Figure 34).

The window expands from the Dock and becomes the active window.

To hide a window

1.
Activate the window you want to hide.

2.
Choose Window > Hide (Figure 26).

Tips

  • Hiding a window is not the same as closing it. A hidden window remains open, even though it is not listed at the bottom of the Window menu. I tell you about closing windows later in this chapter.

  • Hiding a window is not the same as hiding a sheet in a workbook. Hiding a window hides the entire workbook; hiding a sheet hides just one sheet of the workbook. I tell you about hiding sheets earlier in this chapter.


To unhide a window

1.
Choose Window > Unhide (Figure 35).

Figure 35. When a window is hidden, the Unhide command is available on the Window menu.


2.
In the Unhide dialog that appears (Figure 36), choose the window you want to unhide.

Figure 36. Use the Unhide dialog to select the window you want to unhide.


3.
Click OK.

Tip

  • If the Unhide command is gray (Figures 26 and 28), no windows are hidden.


To change a window's magnification

1.
Choose View > Zoom (Figure 37).

Figure 37. The View menu.


2.
In the Zoom dialog that appears (Figure 38), select the radio button for the magnification you want.

Figure 38. Use the Zoom dialog to set the window's magnification.


3.
Click OK.

or

1.
Click the arrow beside the Zoom box on the Standard toolbar to display a menu of magnifications (Figure 39).

Figure 39. You can also choose a magnification option from the Zoom pop-up menu on the Standard toolbar.


2.
Choose the magnification you want from the menu.

Tips

  • To zoom selected cells so they fill the window, select the Fit selection radio button in the Zoom dialog (Figure 38) or choose the Selection command on the Zoom pop-up menu (Figure 39).

  • You can enter a custom magnification in the Zoom dialog (Figure 38) by selecting the Custom radio button and entering a value of your choice.

  • You can enter a custom magnification in the Zoom box on the Standard toolbar by clicking the value in the box to select it, typing in a new value (Figure 40), and pressing or .

    Figure 40. You can enter a custom zoom percentage in the Zoom box on the Standard toolbar.

  • Custom zoom percentages must be between 10% and 400%.

  • Zooming the window using techniques discussed here does not affect the way a worksheet will print.

  • A “zoomed” window's sheet works just like any other worksheet.

  • When you save a workbook, the magnification settings of its sheets are saved. When you reopen the workbook, the sheets appear with the last used zoom magnification percentage.


To split a window

1.
Select the cell immediately below and to the right of where you want the split(s) to occur (Figure 41).

Figure 41. Position the cell pointer where you want the split to occur.


2.
Choose Window > Split (Figure 26). The window splits at the location you specified (Figure 42).

Figure 42. When you choose the Split command, the window splits.


or

1.
Position the mouse pointer on the split bar at the top of the vertical scroll bar or right end of the horizontal scroll bar. The mouse pointer turns into a double line with arrows coming out of it (Figure 43).

Figure 43. Position the mouse pointer on the split bar at the end of the scroll bar.


2.
Press the mouse button down and drag. A split bar moves with the mouse pointer (Figure 44).

Figure 44. Drag the split bar into the window.


3.
Release the mouse button. The window splits at the bar (Figure 45).

Figure 45. When you release the mouse button, the window splits.


To adjust the size of panes

1.
Position the mouse pointer on a split bar.

2.
Press the mouse button down and drag until the split bar is in the desired position.

3.
Release the mouse button. The split moves.

To remove a window split

Choose Window > Remove Split (Figure 46).

Figure 46. You can use the Remove Split command to remove a window split.


or

Double-click a split bar.

To close a window

Click the window's close button.

or

Choose File > Close (Figure 47) or press .

Figure 47. The File menu.


Tips

  • If the file you are closing has unsaved changes, Excel warns you (Figure 48). Click Save to save changes. I tell you about saving files next.

    Figure 48. When you attempt to close an unsaved document, Excel warns you and gives you an opportunity to save it.

  • To close all open windows, hold down and choose File > Close All (Figure 49).

    Figure 49. Hold down to display the Close All command.


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