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Organizing and Managing Your Workbook Library

Rename workbooks, set status, group them into folders, search and sort the library, and delete what you no longer need — everything for managing sheets at scale.

Keep your sheets under control

As your organization builds more workbooks, the Workbooks library becomes the place you manage them all. It's a table of every workbook with its status, folder, and last-updated time, plus the controls to rename, re-status, organize, search, and remove them.

The Workbooks library

Click Workbooks in the left navigation rail to open the library. Each row shows a workbook's name, status, folder, and when it was last updated. The list holds your most recent workbooks (up to 100), most-recently-updated first, so current work rises to the top.

Renaming a workbook

  1. Open the workbook (or its details) from the library.
  2. Edit the Name field.
  3. Confirm. The new name is saved immediately and appears everywhere the workbook is listed.

A clear naming convention — for example 2026-Q3 Budget or West Region Pipeline — makes the library far easier to scan and search.

Setting status

Every workbook has a status:

  • Active — live work ready for the team (shown with an "OK" style).
  • Draft — work in progress (shown as pending).
  • Archived — retained history you've set aside (shown muted).

To change status, open the workbook and choose a new value in the Status field. Use Draft while building, Active when it's ready, and Archived when it's done but worth keeping.

Organizing with folders

Folders are labels that group related workbooks — for example Finance, Sales, or Operations. A workbook that hasn't been placed anywhere shows in General. Assign meaningful folders so the Dashboard's folder chart becomes a useful map and the library filters cleanly.

Searching, filtering, and sorting

The library supports:

  • Search by name to jump to a specific workbook.
  • Filter by status or folder to focus on, say, only Active pipelines or everything in Finance.
  • Sort so the most relevant workbooks are on top (the default is most-recently-updated first).

Deleting a workbook

  1. Open the workbook you want to remove.
  2. Choose Delete.
  3. Confirm.

Deletes are handled as a soft delete — the workbook is marked deleted and removed from your library and lists, rather than being hard-erased on the spot. If you delete something by mistake, contact your organization's owner/admin or StretchSupport promptly.

A realistic example

At quarter-end your library has grown to 60 workbooks. You open Workbooks, filter to Draft, and find eight half-finished sheets. Two are still needed, so you finish them and set them Active. Three are obsolete, so you Delete them. The remaining three you set to Archived and move to a 2025 Archive folder. Then you sort by last-updated to confirm your current work is on top. The library is tidy again, and the Dashboard's status and folder charts reflect the cleanup.

Tips

  • Adopt a naming scheme (period + purpose) so search is instant and sorting is meaningful.
  • Use status and folders together: status tells you the lifecycle stage, folders tell you the domain.
  • Archive instead of delete when a workbook has historical value — you keep the record without cluttering active views.
  • Because the list shows your 100 most-recent workbooks, archiving stale sheets keeps the active library focused.

Troubleshooting

  • A workbook vanished from the library. It may have been set to Archived (filter to Archived to find it) or deleted. Deleted workbooks are removed from lists.
  • I can't find a workbook by name. Confirm you're in the right organization and that it isn't archived; try clearing filters and searching again.
  • "Sheet not found" when opening a link. The workbook may have been deleted, or the link points to a different organization's workbook — you can only open sheets in your own organization.

FAQ

Does deleting a workbook remove it permanently right away?
Deletion is a soft delete — the workbook is flagged as deleted and disappears from your library and lists. Reach out to an admin or StretchSupport quickly if you need help after an accidental delete.

How many workbooks does the library show?
Up to your 100 most-recently-updated workbooks, newest first. Archiving old ones keeps the active view relevant.

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