Reference: Common Workbook Actions and Usage Notes

Workday User Guide

These notes provide important reminders about day-to-day actions, and describe how to use features in Worksheets that differ from those in other spreadsheet applications.

Action	Notes
Copy a workbook	In the workbook, select File Copy Workbook . If you have adequate permissions on a workbook and you copy the workbook, you can see the same data as the workbook owner, including Workday data. However, if the copied workbook contains live data from a Workday data source, then as soon as you refresh live data in the workbook, you see only the data you have access to. If you don't have access to one or more of the data source fields, an error occurs when you refresh live data.
Use full-screen mode	Full-screen mode hides the Workday header to display the maximum possible number of workbook rows. To enter full-screen mode, select View Full Screen . To exit full-screen mode, press Esc or select View Exit Full Screen . While in full-screen mode, to exit from dialogs, such as the Print dialog, press Alt+` . Workday doesn't support full-screen mode in the Safari browser.
Recover a workbook from the trash	From Drive, select Trash . Select the row containing the workbook and then click the Restore icon. Workday places restored workbooks in the Drive home view. If you remove a workbook that was shared with you (you don't own it), you remove yourself from the list of shared users. The workbook disappears from Drive and it does not display in the Trash folder.
Rebuild a corrupted workbook	If a problem, such as a system error or an interrupted process, causes a workbook to be corrupted, you can return the workbook to a working state using a keyboard shortcut: Ctrl+Alt+Shift+F9 (Windows) Command+Option+Shift+F9 (Mac)
Use keyboard shortcuts	Many shortcuts are the same as other spreadsheet products, but because Worksheets is browser-based, several are different. See Help Keyboard Shortcuts for details; select Help Keyboard Shortcuts Print List to view all the shortcuts in a printable format. Keep in mind that keyboard shortcuts are intended for use with US English keyboards. Results might vary with different keyboard layouts.
Undo and redo your changes	To undo a change, select Edit Undo or press Ctrl+Z (Windows) or Cmd+Z (Mac). To redo a change, select Edit Redo or press Ctrl+Y (Windows) or Cmd+Y (Mac). Worksheets tracks your most recent 15 changes that you can undo. You can't undo some actions, such as deleting a sheet. If you select to do one of these actions, a confirmation message displays; if you continue with the action, the tracking of your changes resets to that point. You can't undo changes that occurred before this one, unless you previously created a workbook version. Keep in mind that another person editing the workbook might do an action that resets change tracking, which prevents you from undoing your change. You can't undo changes to workbook comments in the Comments panel, and reverting to a previous version doesn't restore comment changes. We recommend creating a workbook version ( File Versions ) before doing any of these actions, which can't be undone: Delete or insert sheet Change format Recalculate or Recalculate All Refresh live data
Hide and unhide rows, columns, and sheets	To hide rows or columns in a workbook sheet, select the rows or columns to hide, then right-click and select Hide . To unhide, click the < > indicator. To hide a workbook sheet, select the triangle icon on the right side of the sheet (tab) to open the menu, then select Hide . To unhide, click the triangle icon at the bottom right of the workbook to display a list of all the sheets, and then click the hidden sheet. Hidden sheets are indicated with a crossed-out eye icon . Hiding content is not a security mechanism. Users with Can View permission for a workbook can use external references to display and use the workbook's hidden content; additionally, they can copy or download the workbook and unhide any content, if you enabled the download or copy option.
Sort columns or rows	Select the columns or rows to sort, then select Data Sort and then choose a sort order or select Advanced Sort . To use Advanced Sort: Click any cell containing data, or a range of cells, then select Data Sort Advanced Sort . If you clicked a single cell, the contiguous range of data surrounding the cell automatically displays in the Range field. Update the Range and Data has headers values if needed. Select Column , Sort On , and Order options in the sort rule that displays. If you want to sort on more than one row, click Add New Sort . Repeat this step to add more sort rules. You can click the Trash icon to delete a sort rule. Click OK . By default, if your workbook sheet contains live data and you select Advanced Sort , Worksheets selects only the live data area for the sort. If you want to include additional columns in the sort, highlight the entire range that you want to sort before selecting Advanced Sort .
General sorting guidelines	General guidelines include: Unhide columns and rows before sorting. Use the same data type for all values in a column. Make sure all rows contain data; don't include blank rows. Use the alignment selector for cells; don't manually add spaces in front of values.
Sort, when formulas operate on cells that contain references	To keep row data together when sorting, always use absolute cell references. Otherwise, sort results are unpredictable and row data does not stay together. To make a cell reference absolute, add a dollar sign ($) in front of the column letter and row number in the formula. Examples: $Q$45, $T$67, $A$1:$A$10, etc.
Paste content into a workbook	You can use Ctrl+C and Ctrl+V to copy and paste content as values from a desktop spreadsheet application such as Microsoft® Excel® into a workbook, or from one Worksheets workbook to another. However, you can't use the menu option Edit Paste Special to paste desktop application content into a workbook; Paste Special works only between workbooks that reside in Worksheets. You must upload and convert the desktop spreadsheet into Worksheets by selecting +New Upload before you can use Edit Paste Special . The limit when pasting content from one workbook to another is 9 MB.
Rename a sheet	Click the arrow on the sheet tab to rename the sheet or to do other sheet actions. Sheet names can be up to 31 characters long. We recommend using names of 27 characters or less, because when you copy a sheet, Worksheets uses 4 characters to add a space and a numerical increment in parentheses to the sheet name. For example, when you copy the sheet named My Sheet , Worksheets names the copy My Sheet (2) .
Open instance details in a new browser tab	When working with live data in a workbook, you can click to view instance details where applicable. To open the instance page in a new browser tab, select the icon in the instance link or use Ctrl+Click (Windows) or Command+Click (Mac).
Auto-fill a formula or value into all cells in a column	You can use a keyboard-based alternative instead of drag-fill: In the cell you want to copy from, enter the formula or value and then press Ctrl+C (Windows) or Command+C (Mac) to copy it. Press Ctrl+Shift+Down Arrow (Windows) or Command+Shift+Down Arrow (Mac) to select all cells in the column, down to the bottom-most cell. Press Ctrl+V (Windows) or Command+V (Mac).
Freeze spreadsheet cells	Drag a freeze handle from the top left corner of the sheet to freeze columns or rows. Alternatively, you can scroll until the desired column or row is in the first viewable position in the workbook, then freeze at that position by selecting View Freeze Panes Top Row . Worksheets freezes at the location of the first visible row in the spreadsheet, which might not be row 1. Similarly, selecting View Freeze Panes First Column freezes at the position of the first visible column in the workbook. Note that if your screen display area is too small to show frozen row or column content correctly, you might need to resize your browser window or adjust frozen rows and columns. To unfreeze all columns and rows, select View Freeze Panes Unfreeze All .
Define custom cell formats	If you have special requirements for formatting numerical data in a cell, you can use Format Number Custom . Worksheets supports the same formatting codes as other popular spreadsheet products. For example, if you want to always display 3 digits to the right of the decimal point in a cell, use the custom formatting string #.000 .
Find text in a sheet	Select Edit Find to open the Find in Sheet panel and search for text on a workbook page.
Break a line in a workbook cell	Double-click the cell in which you want to insert a line break. Click the location inside the selected cell where you want to break the line. Press Alt+Enter (Windows) or Option+Enter (Mac). If you use the workbook formula editor, it removes line breaks, so you need to add the breaks again.
Change a sheet tab color	In the sheet menu, select Tab Color and then choose a color.
Change a workbook font	Worksheets supports a variety of widely available fonts. The default workbook font is Roboto. Keep in mind that Worksheets doesn't support the Calibri font.
Change a workbook language	If you're the workbook owner or you have Edit permission, you can select File Settings and select a language. If the current setting doesn't match your profile setting, a globe icon displays to the right of the menu bar; hover over or click the globe icon to see the setting.
Change a workbook locale	If you're the workbook owner or you have Edit permission, you can select File Settings and select a locale. If the current setting doesn't match your profile setting, a globe icon displays to the right of the menu bar; hover over or click the globe icon to see the setting.
Change a workbook time zone	If you're the workbook owner, you can select File Settings and select a time zone. If the current setting doesn't match your profile setting, a globe icon displays to the right of the menu bar; hover over or click the globe icon to see the setting.
Download workbook data as PDF/Print	Select File Download as PDF document (.pdf) , select download areas and page formatting options, and click Download .