How To Switch Between Excel Workbooks On Mac?

An exhaustive guide to switching between Excel workbooks on Mac

Navigating multiple Excel workbooks on a Mac is crucial for data analysis and productivity.

Method 1: The standard keyboard shortcut (Command + )

The most efficient way to switch between different open workbooks within the same application is with the macOS window cycling shortcut.

• How it works: Hold down the Command (⌘) key, and then press the Accent Grave ()key once. The accent grave key is located directly above theTab` key on a standard U.S. keyboard.
• To cycle backward: To reverse the cycle and move to the previous workbook, use Command + Shift + .
• Important considerations:
  • This shortcut will only cycle through non-minimized and non-full-screen windows.
  • If the shortcut does not work, check if it's disabled in your Mac's System Settings > Keyboard > Keyboard Shortcuts.

Method 2: The Dock

The macOS Dock is a powerful tool for managing multiple windows of the same application.

1. Right-click the Excel icon: Right-click on the Excel icon in your Dock.
2. View the list of windows: A context menu will appear, showing a list of all your open Excel files.
3. Click to switch: Select the file you want to bring to the front, and it will immediately become the active window.

Method 3: Mission Control

Mission Control is a macOS feature that provides an overview of all your open windows, allowing you to easily switch between them.

1. Activate Mission Control:
   • Trackpad: Swipe up with three or four fingers.
   • Keyboard: Press the Control (⌃) + Up Arrow key.
2. Select the window: Mission Control will show a thumbnail of all your open application windows. Click on the Excel workbook you want to access.

Method 4: The 'Window' menu in Excel

Excel has a dedicated menu for managing its open windows, which is ideal for those who prefer to use the mouse and menu bar.

1. Click the 'Window' menu: In the Excel menu bar at the top of your screen, click on the Window tab.
2. Select from the list: A list of all your open Excel workbooks will appear at the bottom of the dropdown menu. The active window will have a checkmark next to it.
3. Switch to your workbook: Simply click on the file name you want to open.

Method 5: The 'Switch Windows' ribbon button

This option provides a dedicated button in the Ribbon for accessing your open workbooks. It can also be added to the Quick Access Toolbar for one-click access.

1. Go to the 'View' ribbon: Navigate to the View tab in the Excel Ribbon.
2. Use 'Switch Windows': On the far right of the Ribbon, in the Window group, you will see a button named Switch Windows. Click on it to display a list of all open Excel workbooks.
3. Click to switch: Select the file you want from the list.

Method 6: Viewing workbooks side-by-side

For comparing data in two or more workbooks, viewing them side-by-side is often more efficient than constantly switching between them.

1. Open the 'View' tab: Go to the View tab in the Excel Ribbon.
2. Click 'Arrange All': In the Window group, select Arrange All.
3. Choose an arrangement: A dialog box will appear with several options for arranging your windows.
   • Tiled: Displays all open windows in a tiled grid.
   • Horizontal: Arranges the workbooks in rows, one above the other.
   • Vertical: Arranges the workbooks in columns, side-by-side.
   • Cascade: Displays the windows in an overlapping cascade.
4. Synchronous Scrolling: After arranging your windows vertically, you can turn on View Side by Side from the View tab. By default, this will activate Synchronous Scrolling, allowing you to scroll through both workbooks at the same time.

Method 7: Using macOS Split View or Tiling

For viewing Excel workbooks next to other applications, use macOS's built-in Split View feature.

1. Enter Split View:
   • Move your cursor over the green circle button in the top-left corner of an Excel window.
   • Hold the button down and select Tile Window to Left or Tile Window to Right from the menu.
2. Select the other window: On the other side of your screen, all other open application windows will appear. Click on the second Excel file or another application you wish to view.

Method 8: The macOS application switcher

If you're switching between Excel and another application (e.g., Chrome or a PDF viewer), the macOS application switcher is the fastest method.

• How it works: Hold down Command (⌘) and press Tab to bring up the application switcher. Keep pressing Tab (while holding Command) to cycle through all your open applications. Release both keys when the desired application is highlighted.