Manage multiple workbooks and worksheets at a time
When you work with large Excel books with numerous worksheets, navigating and organizing sheets can waste a lot of time. If the workbook was created by someone else – exploratory browsing becomes incredibly time consuming. And when you need to copy multiple worksheets at a time, or rename, or reorder sheets – don’t you wish you could do it all in one place?
Workbook Organizer is a comprehensive tool to navigate and manage multiple Excel workbooks and worksheets at once:
- Review open workbooks and all sheets, including hidden and very hidden
- Easily add, save, delete or rename worksheets
- Quickly rearrange, sort and filter multiple worksheets at a time
- Easily unhide, hide or make very hidden, protect or unprotect sheets
- Copy multiple sheets to other workbooks or save as separate files
Before you begin, add Workbook Organizer to Excel
Workbook Organizer is one of the 20+ features within XLTools Add-in for Excel. Works in Excel 2019, 2016, 2013, 2010, desktop Office 365.
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How to use the Workbook Organizer add-in for Excel
Workbook Organizer conveniently stays on top of Excel interface. This way you can preview workbooks, navigate sheets to find the right one, and edit worksheets on the way when necessary.
- Click the Workbook Organizer button
A dialogue box will open:
- The tree view shows all open workbooks and the list of all worksheets they contain.
- Worksheets are listed in the same order as they are organized in a workbook.
- Name, Protection and Visibility are indicated for each sheet.
- You can quickly find and review any sheets you are looking for:
- Select a worksheet from the list, and it immediately opens. As you select another sheet, watch the corresponding tab open in the background.
- To select multiple sheets, hold Ctrl and select the sheets you need (or hold Shift to select consecutive sheets).
- To select all sheets in the list, press the Select Sheets button
Option 'All'.
Or:click Ctrl + A.
- Top of the window contains Workbook Organizer tools: drop-down lists to filter worksheets and buttons for various operations (create, open, select, save, rename, delete, hide, protect, sort, compare, etc.) To see what a certain button does, hover over the icon until a tooltip appears.
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How to open, close and create a new workbook with the Workbook Organizer
To open an existing workbook:
Click Open a workbookFind the workbook on your computer
Open.
To open a recent workbook:
Click on the arrow to the right of the Open a workbook buttonSelect a required file from the drop-down list of recently opened workbooks.
To create a new workbook:
Click on the arrow to the right of the Create new buttonOption Workbook.
To close an open workbook:
Select the workbook in the tree viewClick Close selected workbook.
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How to save one or multiple Excel workbooks at once
To save the active workbook:
Click the Save active workbook button.To save a copy of the active workbook under a different name:
Click on the arrow to the right of the Save active workbook buttonOption Save active book as
Save the file to your computer.
To save all open workbooks:
Click on the arrow to the right of the Save active workbook buttonOption Save all books
If you have new and unsaved workbooks, the add-in will prompt you to save them to your computer, one after another.
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How to filter many worksheets and quickly find the one you need
Filter by name:
Start typing the sheet name (or a part of the name) in the search boxSheets are automatically filtered as you type
Select the required worksheet.
Filter by property (visible/hidden/very hidden, unprotected/protected):
Use the corresponding drop-down filtersSheets are automatically filtered
Select the required sheet.
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How to rename sheets in a workbook
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How to delete or create new sheets with the Workbook Organizer
To delete a worksheet:
Select one or multiple sheets in the tree viewClick the Delete sheet(s) button, or use the Delete key
Confirm.
To add a new sheet:
Click the Create new worksheet buttonA new blank worksheet will appear
Rename and replace the sheet if necessary.
To add multiple worksheets:
Click the Create new worksheet button consequently as many times as many new sheets you need.
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How to reorder and sort sheets in a workbook
As you reorder sheets, watch the tabs change their position accordingly.
To change the position of one or multiple sheets:
To easily sort multiple sheets alphabetically:
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How to unhide, hide or make very hidden one or multiple worksheets at a time
To unhide sheets:
Select hidden (or very hidden) sheetsClick the Unhide sheet(s) button
The sheets are now visible.
To hide sheets:
Select visible sheetsClick the Hide sheet(s) button
The sheets are now hidden.
To make sheets very hidden:
Select sheetsClick on the arrow to the right of the Hide sheet(s) button
Option Make very hidden
The sheets are now very hidden.
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How to protect or unprotect one or multiple worksheets at a time
To protect sheets:
Select sheetsClick the Protect sheet(s) button
Set a password if necessary or leave it blank
Allow some operations with these sheets to others users
OK
The sheets are now protected.
To unprotect sheets:
Select protected sheetsClick the Unprotect sheet(s) button
Enter a password, if applicable
OK
The sheets are now unprotected.
If the sheets have different passwords, then the add-in will prompt you to enter passwords one by one.
When a worksheet is unprotected, all cells in the worksheet are automatically unlocked and editable.
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How to copy multiple sheets at once
To copy worksheets to another existing workbook:
Open both the source and destination workbooksOn XLTools ribbon, click the Workbook Organizer button
In the tree view, select one or multiple sheets you want to copy
Hold Ctrl and drag and drop the sheets from the source workbook to the destination workbook.
To copy worksheets to a new workbook:
Select one or multiple sheets you want to copyClick the Copy sheet(s) to a new workbook button
The new workbook is automatically generated
Save the workbook.
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How to save one or multiple worksheets as separate files
- Select sheets
Click on the arrow to the right of the Save button.
- Select option Save sheet(s) as separate files.
- Select a folder on your computer, or click Create new folder.
- Done! Each sheet you selected is saved as a separate file.
The sheets are copied – they are not removed from the source workbook. New files are automatically named after the respective sheets.
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How to compare two Excel worksheets or VBA macros
To compare two worksheets:
- Click the Workbook Organizer button
Select any two sheets to compare.
- Click the Compare button.
- A new workbook is generated with these worksheets
The differences are highlighted.
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To compare two VBA macros:
- Click the Workbook Organizer button
Select any two macros to compare.
- Click the Compare button.
- The side-by-side comparison of the two scripts will open
The differences are highlighted.
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How to switch between the most recent sheets
You can navigate sheets by selecting them in the tree view with a mouse or arrow keys. Since the Workbook Organizer stays on top of sheets, you can make necessary edits to your documents without closing the Organizer window.