USING MICROSOFT EXCEL WORKBOOKS

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  Microsoft(R) Product Support Services Application Note (Text File)
                XE0696: USING MICROSOFT EXCEL WORKBOOKS
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                                                   Revision Date: 3/93
                                                      No disk included

The information in this Application Note applies to:

   Microsoft Excel version 4.0 for Windows(TM)
   Microsoft Excel version 4.0 for the Macintosh(R)

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WORKBOOKS OVERVIEW
==================

WHAT WORKBOOKS DO FOR YOU
-------------------------
 
A "workbook" is a Microsoft Excel document in which you store other
Microsoft Excel documents or references to them. Workbooks replace
Microsoft Excel version 3.0 workspaces. Like workspaces, you can use
workbooks to:

 - Group related Microsoft Excel documents together.

 - Open multiple documents by opening a single file.

 - Control document window size, placement, and display options.

 - Refer to the same document from more than one workbook.

Workbooks also provide several features not available in workspaces.
With workbooks, you can also:
 
 - Store multiple Microsoft Excel documents under one workbook
   filename.

 - Give extended names of up to 31 characters to documents stored in a
   workbook.

 - Easily navigate through the documents stored in a workbook.

 - Obtain full file compatibility with Lotus(R) 1-2-3(R) .WK3 (multi-
   ply or 3-D) worksheets.

HOW WORKBOOKS WORK
------------------
 
You can access most workbook features from the Workbook Contents
window. The workbook is a new feature in Microsoft Excel and requires
several new terms. For definitions of common workbook terms, see the
"Workbook Glossary" at the end of this Application Note.

HOW WORKBOOKS ARE SIMILAR TO MICROSOFT EXCEL VERSION 3.0 WORKSPACES
===================================================================

Microsoft Excel version 4.0 workbooks replace Microsoft Excel version
3.0 workspaces. When you open a workspace, Microsoft Excel converts it
to a workbook with unbound documents. You cannot save a workspace in
Microsoft Excel version 4.0.

All the functionality of workspaces is available within workbooks.
Table 1 below shows the similarities and differences between the way
the settings are saved in workspaces and workbooks.

                                               Saved in a   Saved in
Setting                                        workspace?   a workbook?
-------                                        ----------   -----------
                                                                 
Position and size of the document window           Yes           Yes
Options in the Workspace Options dialog box        Yes           Yes
(Display Scroll Bars, for example)
Options in the Display Options dialog box          Yes           Yes
(Cell Gridlines, for example)
Your preferred chart type                          Yes           Yes
A document’s opened or closed state                 No           Yes
A document’s hidden or displayed state             Yes           Yes
Info window settings                               Yes           Yes
Pointers to external Microsoft Excel files         Yes           Yes
Whole Microsoft Excel files                         No           Yes

                Table 1--Saving: Workspace vs. Workbook
                ---------------------------------------
                                 
Two additional important differences between workspaces and workbooks
are:

 - A workbook has a unique window (the Workbook Contents window)
   through which you can use many workbook features. This window is
   shown in the previous illustration. Workspaces are never directly
   visible in a Microsoft Excel version 3.0 screen.

 - A workbook can contain bound documents that do not exist outside
   the workbook file and can point to external, unbound documents that
   do exist as separate files. A workspace points only to external
   files.

HOW WORKBOOKS ARE SIMILAR TO LOTUS .WK3 FILES
=============================================

Microsoft Excel workbooks offer most of the functionality of Lotus 1-2-
3 .WK3 3-D files, as well as some additional functionality not
available in 3-D files.

Both allow you to:

 - Store multiple worksheets in one file.

 - Perform group editing and formatting.

 - Write cross-sheet formulas that do not require external references.

 - Include worksheets, macro sheets, and charts in a single file.

Workbooks also allow you to:

 - View more than three worksheets simultaneously.

 - Include pointers to external (unbound) Microsoft Excel documents.

 - Give bound documents extended names of up to 31 characters.

HOW WORKBOOKS AFFECT MEMORY RESOURCES
=====================================

Microsoft Excel treats each bound document in a workbook as a separate
window to manage. This means that opening a workbook that contains 25
bound worksheets, regardless of individual worksheet size, requires
about the same memory resources as opening 25 separate worksheets in
Microsoft Excel.

If you open a Lotus 1-2-3 3-D file in Microsoft Excel, Microsoft Excel
converts it into a workbook with bound worksheets. In Microsoft Excel
for Windows, you may encounter performance problems when opening and
converting large 3-D files (those with more than about 25 plies).
Before you open a large 3-D file, try first closing other applications
and Microsoft Excel documents. When the 3-D file opens and converts to
a workbook, unbind as many documents as possible, then close the
unbound documents you do not need at the moment. Microsoft Excel will
open these as you need them.

CREATING WORKBOOK REFERENCE FORMULAS
====================================

A workbook reference formula acts upon the same cell in contiguous
worksheets bound in a workbook. This provides functionality similar to
data consolidation within a workbook. You can use internal workbook
references only with bound documents.

For example, the workbook SALES.XLW contains four bound worksheets:
QUARTER1 through QUARTER4. All four worksheets have an identical
layout, with the quarterly sales total in cell F10 of each worksheet.
The fifth worksheet is the summary. It may be bound or unbound. Its
annual sales total cell contains the following formula:

=SUM([SALES.XLW]Quarter1:Quarter4!F10)

Note that the worksheets referenced in the formula above have names
that follow the MS-DOS file-naming conventions, even though they’re
bound. If you had given the first referenced worksheet the extended
name "First Quarter," the SUM formula would look like the following:

=SUM('[SALES.XLW]First Quarter:Quarter4'!F10)

Microsoft Excel encloses the workbook and worksheet reference in
single quotation marks. When you enter a workbook reference formula
for a range of bound worksheets with extended names, you must include
the single quotation marks if either the first or last referenced
worksheet has an extended name.

REFERENCING WORKSHEETS BOUND IN A WORKBOOK
==========================================

Because a bound worksheet does not exist as a separate file outside
the workbook file, you must include the workbook filename in your
reference. For example, the workbook SALES.XLW includes  the bound
document QTR 3 SALES. A reference to cell D5 would look like this in
Microsoft Excel for Windows:

='[SALES.XLW]QTR 3 SALES'!$D$5

Note that the bound document QTR 3 SALES does not follow the MS-DOS
file-naming conventions. The workbook file SALES.XLW does, however.

VIEWING WORKBOOK DOCUMENTS IN MULTIPLE WINDOWS
==============================================

By default, Microsoft Excel displays all documents in a workbook in
the same window. You simply page through the workbook documents
sequentially, like turning pages in a book. However, you can display
workbook documents in separate windows. You can also simultaneously
display the same workbook document in multiple windows.

To open a new window of a workbook document

1. Select the document in the Workbook Contents window or page to it
   within the workbook.

2. From the Window menu, choose New Window.

You can also hold down CTRL in Microsoft Excel for Windows or OPTION
in Microsoft Excel for the Macintosh and double-click the document in
the Workbook Contents window.

Once you’ve opened a new window of a workbook document, Microsoft
Excel may temporarily close other windows as you page through the
workbook.

PRINTING ALL DOCUMENTS IN A WORKBOOK
====================================

Microsoft Excel prints the workbook documents in the order they are
listed in the Workbook Contents window.

To print all documents in a workbook

1. Make any document in the workbook the active document.

2. From the Options menu, choose Group Edit.

   In the Select Group box, Microsoft Excel displays a list of all
   open, nonhidden worksheets and macro sheets. The workbook documents
   are selected for you.

3. From the File menu, choose Print. In the Print dialog box, choose
   the print options you want.

DISTRIBUTING WORKBOOK DOCUMENTS ACROSS A NETWORK
================================================

Because unbound documents are not physically stored within a workbook
file, you can include an unbound document in several workbooks. These
workbooks may be stored on different computers or network drives. For
example, you could produce and distribute one workbook that contains
one bound and one unbound document. So long as all users of the
workbook have access to a common network drive, you can store the
unbound document on that drive. This feature is handy for ensuring
that a group of users always has access to your most current macro
sheet, for example.

After the first user opens the unbound document, Microsoft Excel
prompts subsequent users to open it as a read-only document. This
prevents several users from attempting to modify the same document at
the same time.

NAVIGATING THROUGH WORKBOOKS WITH THE KEYBOARD
==============================================

You can use the keyboard to page through a workbook. The following
table lists the keyboard actions you can take within a workbook.

                                   In              On the
To                                 Windows press   Macintosh press
--                                 -------------   ---------------
                                                 
Select a document in the Workbook  Arrow keys      Arrow keys
Contents window
Select the first document in the   HOME            HOME
Workbook Contents window
Select the last document in the    END             END
Workbook Contents window
Page to the next document in the   ALT+PAGE DOWN   OPTION+PAGE DOWN
workbook
Page to the previous document in   ALT+PAGE UP     OPTION+PAGE UP
the workbook

                      Table 2--Keyboard Shortcuts
                      ---------------------------
                                 
WORKBOOK GLOSSARY
=================

"bound document"     A Microsoft Excel document that is stored within
the workbook file. Because a bound document is not a distinct file,
you can give it an extended name of up to 31 characters. The workbook
file must still follow your operating system’s file-naming conventions
(8-character MS-DOS filenames with 3-character extensions, for
example).

"extended name"     A name of up to 31 characters that you can give to
bound workbook documents. These appear in the Workbook Contents window
and in the document title bar along with the workbook filename.
Extended names are especially useful for users of Microsoft Excel for
Windows, because they allow you to sidestep the MS-DOS 11-character
file-naming convention. This is possible because bound workbook
documents are part of the workbook file, not a separate file.

"paging"     Sequentially displaying the next or previous workbook
document in a single window. All workbook documents display paging
buttons in the lower-right corner of the document window. Click these
buttons to move to the next or previous document, or to the Workbook
Contents window.

"unbound document"     A Microsoft Excel file that is stored
separately from a workbook file but appears in one or more Workbook
Contents windows. Unbound documents must follow your operating
system’s file-naming conventions.

"Workbook Contents window"     The Workbook Contents window is
analogous to the contents page of a book. In the Workbook Contents
window you can add, remove, rename, and reorder documents in a
workbook. You can also display a document in the workbook by double-
clicking its name in the Workbook Contents window.

"workbook documents"     Microsoft Excel worksheets, charts, and macro
sheets that are listed in a Workbook Contents window. Workbook
documents can be bound in a single workbook or be unbound in one or
more workbooks.

"workspace"     The Microsoft Excel version 3.0 document type that
workbooks replace. The documents that a workspace file points to must
be stored as separate files. With workbooks, however, you can store
several documents in one workbook file.