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Saving a Workbook as a Template
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Just as grouping worksheets and then building a series of identical worksheets saves time and achieves greater consistency within a workbook, a template saves you time and assures you greater consistency among workbooks Every worksheet based on a particular template will look and work the same way Figure 10-3 shows a sales report template that would enable you to build the same report every time from the headings, to the formatting (fonts, shading, and borders), to the formulas that tally the sales
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If you really want to protect the original from any changes, don t just save it with a new name Instead, save it with a password In the Save As dialog box, click the Tools button and choose General Options from the resulting menu In the Save Options dialog box, enter a password to protect the file from being opened or modified Only people who know the password you set up will be able to open or save the file with changes Of course, make sure it s a password you can never forget, because there s no way to retrieve the password (or open the file) if you forget it
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CHAPTER 10: Building and Formatting Worksheets
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FIGURE 10-3
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A template contains the basic structure, content, and formatting that each new workbook based on it should have
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The most important step in creating a template is planning You want to be sure that the only content in the template-to-be is the content you want in every file that s created based on the template For example, if you re creating an expense report template, you don t want specific expenses in the report You want only the column headings, the row labels, and the formulas that total the columns and rows in the report If you want to use an existing, data-filled worksheet as a template, simply save the workbook as is and then remove the unique content the data that you wouldn t want in other workbooks created based on this workbook Then choose File | Save As, which you now know will open the Save As dialog box and close any existing version of the file, protecting it from changes
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Once this common content is built in and formatted as you want it, choose File | Save As and click the Save As Type drop list From the list of file formats, choose Template (xlt) You are immediately transported to the Templates folder, where all template files must be saved in order to use them again in the future Name the file and click the Save button The template will now be available when you click the On My Computer link on the New Workbook task pane When you click that link, all the templates both those that came with Excel and those you ve created appear in the Templates dialog box To use one of them, double-click the desired template s icon, and a new workbook is opened that s based on the selected template
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Formatting Worksheet Content
Despite the old saying, You can t judge a book by its cover, people do judge most things by the way they look, and worksheets are no exception Formatting your worksheet enables you to dress it up, draw attention to important data, and make the worksheet more visually interesting overall Good worksheet formatting can also make your data-entry process easier Formatting your worksheet is simple, and you ll find that quite a few of the tools you use to change the appearance of your worksheet are the same tools you use in Word to format your documents There are some differences, though, and these are immediately apparent when you look at the Excel Formatting toolbar Tools for currency style, percentage style, and comma style as well as tools for increasing and decreasing the displayed decimal places are all right there (see Figure 10-4) The formatting tools work just as you d assume, based on what you already know about Word select the content the formatting should apply to and then click the button for the formatting you want But, unlike the Bold, Italic, and Underline tools, however, the Currency, Percentage, and Comma Style tools don t toggle on and off Once you ve applied them, you must use the Undo button to reverse your action In addition to the Formatting toolbar is the Format | Cells command, which opens the Format Cells dialog box Through this dialog box, you can change the appearance of your worksheet content be it text or numbers in many ways The Format Cells dialog box contains tabs for Number, Alignment, Font, Border, Patterns, and Protection options that affect virtually every aspect of a cell s appearance from the font, to the color of the cell, to the way the content is aligned
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