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  • Excel Skills Page: EX-76 As Excel projects get bigger and more complicated, more formatting skills are required. In this chapter learn about arranging data and formulas on separate worksheets, controlling how they appear on screen and how they print on paper.
  • Excel Skill 3.1 Applying Themes Pages: EX-77 and EX-78; Figures EX 3.1 and EX 3.2 Applying a theme to a workbook ensures that all visual elements work well together, giving the workbook a polished, professional look. Applying one aspect of a theme (for example, colors) will not change the other aspects (fonts and effects). Theme Colors —Notice that when you change themes, the colors in the color palette change. Theme Fonts —Changing the theme fonts does not limit the fonts available to you from the Font group on the Ribbon. Theme Effects —Chart styles change according to the theme color and effects. tips & tricks - When you change the workbook theme, the look of the built-in cell styles changes. Be careful, as the change in style may increase the font size, causing some of your data to be too wide for the columns. If you change themes, you may need to adjust some of your column widths or row heights.
  • Excel Skill 3.1 Applying Themes Page: EX-77; Figure EX 3.3
  • Excel Skill 3.1 Applying Themes Page: EX-77 tell me more - You can create your own custom theme by modifying one of the built-in themes. Begin by applying the theme you want to modify. Note: You can only modify colors and font. You cannot modify the theme effects.
  • Excel Skill 3.2 Merging Cells and Splitting Merged Cells Page: EX-79 Merging cells is one way to control the appearance of your worksheet. The Merge & Center button automatically merges the selected cells and then centers the data from the first cell across the entire merged area. When you merge cells together, Excel will keep only the data in the uppermost left cell. All other data will be lost. Click the arrow next to the Merge & Center button for additional merge commands: Merge Across —The cells in each row will be merged together, keeping the data in the leftmost cell in each row, but still keeping each row separate. Merge Cells —Like the Merge & Center command, Merge Cells will combine the selected cells into one cell, keeping only the data in the uppermost left cell. Unmerge Cells —When the selected cell is a merged cell, clicking the Merge & Center button will also undo the merge. tips & tricks - You cannot really split cells in Excel. You can unmerge a merged cell back into its original cells, but you cannot split a single cell into two new columns or two new rows (like you can with a table in Word or PowerPoint). However, if you have a column of data that you would like to split across multiple cells, you can use the Text to Columns command (from the Data Tools group on the Data tab).
  • Excel Skill 3.2 Merging Cells and Splitting Merged Cells Page: EX-79; Figure EX 3.4 try this - You can also merge and center cells from the Format Cells dialog box: Click the Alignment tab in the Format Cells dialog box. Under Text alignment, click the Horizontal: arrow, and select Center Across Selection from the drop-down list. (You can also select Center. When you merge the cells, it does not matter if the horizontal alignment is Center Across Selection or Center. ) Click the Merge cells check box. Click OK to accept the changes.
  • Excel Skill 3.2 Merging Cells and Splitting Merged Cells Page: EX-79
  • Excel Skill 3.3 Modifying Row Heights and Column Widths Page: EX-80 Some columns in your spreadsheet may be too narrow to display the data properly. If a cell contains text data, the text appears cut off. (If the cell to the right is empty, however, the text appears to extend into the empty cell.) If the cell contains numerical data, Excel displays a series of pound signs (#) when the cell is too narrow to display the entire number. You should adjust the column widths so the spreadsheet is easy to read.
  • Excel Skill 3.3 Modifying Row Heights and Column Widths Page: EX-80; Figure EX 3.5 You can also modify column widths manually: Move your mouse over the right column boundary. The cursor will change to a shape. Click and drag the column to the desired size and release mouse button. Rows in Excel are automatically sized to fit the font size. However, there may be times you need to modify row heights. Use the same techniques you use for resizing columns: Click the row selector for the row you want to resize. On the Home tab, in the Cells group, click the Format button. Click AutoFit Row Height. To modify row heights manually: Move your mouse over the bottom row boundary. The cursor will change to a shape. Click and drag until the row is the size you want, and then release the mouse button.
  • Excel Skill 3.4 Inserting and Deleting Rows and Columns Page: EX-81 You may find you need to add rows or columns of new information into or remove rows or columns from the middle of your workbook. Adding a new row will shift other rows down; adding a new column will shift other columns to the right. Deleting a row will shift other rows up; deleting a column will shift the remaining columns to the left.
  • Excel Skill 3.4 Inserting and Deleting Rows and Columns Page: EX-81, EX-82; Figure EX 3.6 tips & tricks - Depending on whether you have a cell, a range of cells, a row, or a column selected, the behavior of the Insert and Delete commands will change. If you have a single cell selected and click the Insert button instead of the button arrow, Excel will insert a single cell, automatically moving cells down. However, if you select the entire column first, and then click the Insert button, Excel will automatically insert a column. tell me more - When you insert a row or column, a Smart Tag will appear. Click the Smart Tag to choose formatting options for the new row or column— Format Same as Above, Format Same as Below, or Clear Formatting for rows and Format Same as Left, Format Same as Right, or Clear Formatting for columns.
  • Excel Skill 3.4 Inserting and Deleting Rows and Columns Page: EX-82; Figure EX 3.7 try this - To insert or delete rows and columns, you can also: Right-click in a cell, then select Insert . . . Or Delete . . . In the dialog box, select Entire row or Entire column. Click OK. You can also select an entire row or column by clicking the row or column selector, then right-click and select Insert or Delete from the menu. Because you have already selected an entire row or column, Excel will not ask you to specify what you want to insert or delete.
  • Excel Skill 3.5 Freezing and Unfreezing Rows and Columns Page: EX-83 If you have a large spreadsheet (very wide or very tall), you may want to freeze the top row or the left column. By doing this, you can keep column headings and row labels visible as you scroll through your data.
  • Excel Skill 3.5 Freezing and Unfreezing Rows and Columns Page: EX-83; Figure EX 3.8 tips & tricks - If your worksheet has both a header row and a column of labels in the first column, freeze the worksheet from the cell immediately below the header row and immediately to the right of the label column (usually cell B2). Click the View tab. In the Window group, click the Freeze Panes button. Select Freeze Panes. Now when you scroll your worksheet, the first row and the first column will always be visible.
  • Excel Skill 3.6 Hiding and Unhiding Rows and Columns Page: EX-84 tell me more - You can hide an entire worksheet by selecting Hide Worksheet from the Hide & Unhide menu. To unhide a hidden worksheet, select Unhide Sheet . . . from the Hide & Unhide menu. A dialog box will appear with a list of hidden worksheets. Click the sheet you want to unhide, and then click OK. You can also hide and unhide worksheets by right-clicking the sheet tab and selecting Hide or Unhide . . . tips & tricks - Hide rows and columns that may distract from the final data you are calculating. For example, if you are creating a budget estimate, and your boss wants to see only the final totals for each line, you can hide the columns containing estimated hours and hourly rates. If someone wants to see those details, you can unhide the columns later.
  • Excel Skill 3.6 Hiding and Unhiding Rows and Columns Page: EX-84; Figure EX 3.9 To hide a row or column, you can select the entire row or column, or any cell or cells within that row or column. To unhide a row or column, you must select the entire row or column to either side of the hidden row or column. try this - To hide a column, you can also: Press Ctrl + 0 . Select the column, and then right-click and select Hide. To hide a row, you can also: Press Ctrl + 9 . Select the row, and then right-click and select Hide. To unhide a column, you can also: Press Ctrl + Shift + 0 . Select the columns on either side of the hidden one, and then right-click and select Unhide. To unhide a column, you can also: Press Ctrl + Shift + 9 . Select the rows on either side of the hidden one, and then right-click and select Unhide.
  • Excel Skill 3.7 Naming Worksheets Page: EX-85 Note: When naming your worksheets, give each sheet a unique, descriptive name, but try to keep the name short. If you rename a worksheet that is referenced in formulas in your workbook, the formulas will automatically update to reference the new sheet name.
  • Excel Skill 3.7 Naming Worksheets Page: EX-85; Figures EX 3.10 and EX 3.11 Note: To rename a worksheet, you can double-click the tab, and then type the new name. You can also right-click the sheet tab, select Rename from the shortcut menu, and then type the new name.
  • Excel Skill 3.8 Changing the Color of Tabs Page: EX-86 tips & tricks - In Excel 2010, you can select a theme color to ensure that your tab colors will coordinate with the rest of the styles in your workbook. tell me more - When you select a colored tab, the tab will turn white with the text underlined with the assigned color.
  • Excel Skill 3.8 Changing the Color of Tabs Page: EX-86; Figure EX 3.12 try this - To change the tab color of a worksheet, you can also right-click the sheet tab and point to Tab Color . . . to display the color palette. Click the color you want.
  • Excel Skill 3.9 Inserting and Deleting Worksheets Page: EX-87 and EX-88 tips & tricks - Remove from your workbook any worksheets that you are not using. Limiting the sheets in your workbook to sheets that contain information can make your workbook appear organized and professional.
  • Excel Skill 3.9 Inserting and Deleting Worksheets Page: EX-87 and EX-88; Figure EX 3.13 tell me more - You can insert more than one worksheet at once. First, select the number of worksheets you want to add by clicking the first worksheet and holding down Shift to select multiple sheets. Next, use the Insert Sheet command. Excel inserts as many new worksheets as you selected. The new sheets are added to the left of the last sheet in the group you originally selected. try this - To add a worksheet you can also: Right-click on a sheet tab. Select Insert. . . on the shortcut menu. To insert a blank worksheet: click the Worksheet icon in the dialog box. To insert a formatted worksheet: click the Spreadsheet Solutions tab, and click any of the template icons. Click OK.
  • Excel Skill 3.9 Inserting and Deleting Worksheets Page: EX-87 and EX-88; Figure EX 3.14 You can also delete unnecessary sheets from your workbook. tell me more - You can also delete more than one worksheet at once using the same technique. First, select all the sheet tabs you want to remove, and then invoke the Delete Sheet command. try this - To delete a worksheet you can also right-click on a sheet tab and then select Delete from the shortcut menu.
  • Excel Skill 3.10 Moving and Copying Worksheets Page: EX-89 tips & tricks - Consider copying the worksheet to the second workbook first, and then, once you are confident that formulas work as you intended, delete the worksheet from the original workbook. tell me more - To move more than one worksheet, press Shift on the keyboard and click the worksheets you want to move. If the worksheets are not consecutive, then press Ctrl on the keyboard instead.
  • Excel Skill 3.10 Moving and Copying Worksheets Page: EX-89; Figure EX 3.15 try this To move a worksheet within a workbook: Click the sheet tab of the worksheet you want to move. When the cursor changes to a blank page/cursor, drag the worksheet to the new position. To copy a worksheet within a workbook: Press Ctrl on the keyboard and click the sheet tab of the worksheet you want to copy. When the cursor changes to a blank page with a plus sign/cursor, drag the worksheet to the new position. You can also right-click the sheet tab and select Move or Copy . . . from the shortcut menu to open the Move or Copy dialog box. tips & tricks - You can move or copy a worksheet to another workbook. In the Move or Copy dialog box, click the To book: arrow. The To book: list shows all of the Excel workbooks you have open. Click the workbook you want. The list of sheets in the Before sheet: box will update to show the sheets available in the workbook you selected.
  • Excel Skill 3.11 Grouping Worksheets Page: EX-90
  • Excel Skill 3.11 Grouping Worksheets Page: EX-90; Figure EX 3.16 Noncontiguous worksheets - sheets that are not next to each other. try this - To quickly group all the sheets in your workbook together, right-click any sheet tab and then click Select All Sheets.
  • Excel Skill 3.11 Grouping Worksheets Page: EX-90
  • Excel Skill 3.12 Adding Headers and Footers Page: EX-91 tips & tricks - To add the same header/footer to all of your worksheets at once, group the worksheets before adding the header/footer.
  • Excel Skill 3.12 Adding Headers and Footers Page: EX-91; Figure EX 3.17 To add a header or footer to a worksheet from Page Layout view: Switch to Page Layout view by clicking the Page Layout button on the status bar. The header area has three sections: left, right, and center. Click the text Click to add header to activate the center section of the header box or click to either side of the text to activate the left or right header section. The contextual tab Header & Footer Tools Design appears. In the Header & Footer group, click the Header button and select one of the predefined headers, or click a button in the Header & Footer Elements group to add a specific header element such as page number or the current date. In the Navigation group, click the Go to Footer button to switch to the footer. Add footer elements the same way you added header elements. When you are finished adding your header and footer elements, click anywhere in the worksheet and then switch back to Normal view. You cannot switch from Page Layout view to Normal view if you have one of the header or footer sections active. You must first select a cell in your worksheet, and then switch to Normal view.
  • Excel Skill 3.13 Splitting Workbooks Page: EX-92
  • Excel Skill 3.13 Splitting Workbooks Page: EX-92; Figure EX 3.18 To undo the split and return the worksheet to a single view, click the Split button again. tell me more - To adjust the size of the panes, click and drag the pane border. try this - You can select an entire row or column as the split point.
  • Excel Skill 3.14 Showing and Hiding Worksheet Elements Page: EX-93 tips & tricks - Hiding gridlines and headings can make your workbook look less like a spreadsheet and more like a form.
  • Excel Skill 3.14 Showing and Hiding Worksheet Elements Page: EX-93; Figure EX 3.19 Note: Depending on the size of your Excel window, the Show group may appear collapsed. If necessary, click the Show button to expand the group so you can click the check boxes. try this - To show or hide gridlines and headings on-screen, you can also: Click the Page Layout tab. In the Sheet Options group, click the View check box under Gridlines or Headings.
  • Excel Skill 3.14 Showing and Hiding Worksheet Elements Page: EX-93 These same options are available in the Page Setup dialog box, Sheet tab. Click the Gridlines and Row and column headings check boxes in the Print section. Enabling printing for gridlines and headings does not affect the display of these elements on screen.
  • Excel Skill 3.15 Setting Up Margins for Printing Page: EX-94 and EX-95
  • Excel Skill 3.15 Setting Up Margins for Printing Page: EX-94 and EX-95; Figures EX 3.20 and EX 3.21
  • Excel Skill 3.15 Setting Up Margins for Printing Page: EX-94 and EX-95 You can set the scaling options from the Page Layout tab on the Ribbon.(see Excel Skill 3.16 for more information) tips and tricks - If you would like to fit your worksheet on a certain number of printed pages, try using one of the scaling options instead of adjusting the margins.
  • Excel Skill 3.16 Scaling Worksheets for Printing Page: EX-96 and EX-97 In previous versions of Excel, scaling options were available from the Page Setup dialog box or the Page Layout tab on the Ribbon only. Because you really only need to adjust scaling once you are ready to print, Excel 2010 has included scaling options on the Print tab in Backstage view. tips & tricks - When scaling your worksheet, be careful not to make the worksheet too small to read.
  • Excel Skill 3.16 Scaling Worksheets for Printing Page: EX-96 and EX-97; Figures EX 3.22 and EX 3.23 If none of the preset scaling options is exactly what you want, click Custom Scaling Options . . . at the end of the scaling options list. This opens the Page Setup dialog box where you can specify the maximum number of pages for the width or height or a percentage by which the printed version of the worksheet will be smaller or larger than the original.
  • Excel Skill 3.16 Scaling Worksheets for Printing Page: EX-96 and EX-97 You can also set the scaling options from the Page Layout tab on the Ribbon.
  • Excel Skill 3.17 Changing Worksheet Orientation Page: EX-98
  • Excel Skill 3.17 Changing Worksheet Orientation Page: EX-98; Figure EX 3.24 try this - You can set the worksheet orientation from the Page Layout tab on the Ribbon: Click the Page Layout tab. In the Page Setup group, click the Orientation button. Click the Portrait or Landscape option. You can also use the Page Setup dialog box to change the orientation of your worksheet. On the Page tab, click the Portrait or Landscape radio button in the Orientation section.
  • Excel Skill 3.18 Inserting Page Breaks Page: EX-99
  • Excel Skill 3.18 Inserting Page Breaks Page: EX-99; Figure EX 3.25 To manually insert horizontal and vertical page breaks at the same time: Begin by selecting the cell below and to the right of where you want the new page breaks. Click the Page Layout tab. In the Page Setup group, click the Breaks button. Click Insert Page Break. A new page break is inserted to the left of and above the selected cell. To remove the page break, select any cell adjacent to (to the right of or below) the break, then: Click the Page Layout tab. In the Page Setup group, click the Breaks button. Click Remove Page Break. To remove all the manual page breaks at once: Click the Page Layout tab. In the Page Setup group, click the Breaks button. Click Reset All Page Breaks.
  • Excel Skill 3.19 Printing Selections, Worksheets, and Workbooks Page: EX-100 Printing has changed significantly in Excel 2010. Previous versions of Excel relied on the Print dialog box for setting printing options. tell me more - All of the options from the old Print dialog box are available from the Print tab in Backstage view, including the settings for printing multiple copies of the worksheet or only selected pages. try this - To open the Print tab in Backstage view, you can use the keyboard shortcut Ctrl + P.
  • Excel Skill 3.19 Printing Selections, Worksheets, and Workbooks Page: EX-100; Figure EX 3.26
  • Excel Skill 3.20 Printing Titles Page: EX-101
  • Excel Skill 3.20 Printing Titles Page: EX-101; Figures EX 3.27 and EX 3.28
  • Excel Skills Page: EX-76

Triad 2010 excel_chapter_3 Triad 2010 excel_chapter_3 Presentation Transcript

  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.excel 2010Chapter 3Chapter 3Formatting theFormatting theWorksheetWorksheet
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel 2010 Formatting the WorksheetExcel 2010 Formatting the Worksheet• Skill 3.1 Applying Themes• Skill 3.2 Merging Cells and Splitting Merged Cells• Skill 3.3 Modifying Row Heights and Column Widths• Skill 3.4 Inserting and Deleting Rowsand Columns• Skill 3.5 Freezing and UnfreezingRows and Columns• Skill 3.6 Hiding and Unhiding Rowsand Columns• Skill 3.7 Naming Worksheets• Skill 3.8 Changing the Color of Tabs• Skill 3.9 Inserting and DeletingWorksheets• Skill 3.10 Moving and CopyingWorksheets• Skill 3.11 Grouping Worksheets• Skill 3.12 Adding Headers andFooters• Skill 3.13 Splitting Workbooks• Skill 3.14 Showing and HidingWorksheet Elements• Skill 3.15 Setting Up Margins forPrinting• Skill 3.16 Scaling Worksheets forPrinting• Skill 3.17 Changing WorksheetOrientation• Skill 3.18 Inserting Page Breaks• Skill 3.19 Printing Selections,Worksheets, and Workbooks• Skill 3.20 Printing Titles3-2
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.• A theme is a unified color,font, and effects scheme.• From the Themes group, youcan apply specific aspects of atheme by making a selectionfrom the Theme Colors,Theme Fonts, or ThemeEffects gallery.• Theme Colors —limits thecolors available from the colorpalette for fonts, borders, andcell shading.• Theme Fonts —affects thefonts used for cell styles(including titles and headings).• Theme Effects —controls theway graphic elements in yourworksheet appear.Excel Skill 3.1Excel Skill 3.1Applying ThemesApplying Themes3-3
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Page Layout tab.2. In the Themes group, clickthe Themes button to expandthe gallery.3. Roll your mouse over eachtheme in the gallery topreview the formattingchanges.4. Click one of the themes toapply it to your workbook.To Apply a Theme to a WorkbookTo Apply a Theme to a Workbook3-4
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Page Layout tab.2. In the Themes group, click theThemes button to expand thegallery.3. Click another built-in themeoption to change that option forthe current theme, or modifythe existing theme options byclicking the Create NewTheme Colors . . . or CreateNew Theme Fonts . . . link atthe bottom of the gallery.4. Click the Save CurrentTheme . . . link at the bottomof the Themes gallery.5. Type a name for the theme,and then click Save.To Create a Custom ThemeTo Create a Custom Theme3-5
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.2Excel Skill 3.2Merging Cells and Splitting Merged CellsMerging Cells and Splitting Merged CellsMerge cells to create a header cell across multiplecolumns of data or to center a title across yourworksheet.•Merge Across —merge cells in multiple rows withoutmerging the rows together.•Merge Cells —merge cells together without centering thedata. Like the Merge & Center command,•Unmerge Cells —splits a merged cell back into its originalcells.3-6
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the cells you want tomerge, making sure the textyou want to keep is in theuppermost left cell.2. On the Home tab, in theAlignment group, click theMerge & Center button.To Merge Cells and Center ContentTo Merge Cells and Center Content3-7
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the dialog boxlauncher in the Alignmentgroup.2. In the Format Cells dialog boxbox, the Alignment tab willopen. Under Text alignment,click the Horizontal: arrow,and select General from thedrop-down list.3. Click the Merge cells checkbox to uncheck it.4. Click OK to accept thechanges.To Unmerge CellsTo Unmerge Cells3-8
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.3Excel Skill 3.3Modifying Row Heights and Column WidthsModifying Row Heights and Column Widths• Some columns may be too narrow to display dataproperly.– If a cell contains text data, the text appears cut off (or, ifcell to right is empty, the text extends into the emptycell).– If a cell contains numerical data, a series of poundsigns (#) is displayed instead of the number.3-9
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the column selector forthe column you want to resize.2. On the Home tab, in the Cellsgroup, click the Format button.3. Click AutoFit Column Width.To Automatically Set Columns to the Optimum WidthTo Automatically Set Columns to the Optimum Width3-10
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.4Excel Skill 3.4Inserting and Deleting Rows and ColumnsInserting and Deleting Rows and Columns• Adding or deleting rows and columns of informationimpacts other rows and columns.– Adding a row will shift other rows down.– Adding a new column will shift other columns to theright.– Deleting a row will shift other rows up.– Deleting a column will shift other columns to the left.3-11
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To Insert a Row:1.Place cursor in a cell in the rowbelow where you want the newrow.2.On Home tab, in Cells group,click Insert button arrow andselect Insert Sheet Rows.3.The new row will appear abovethe selected cell.To Insert a Column:1.Place cursor in a cell in thecolumn to the right of where youwant the new column.2.On Home tab, in Cells group,click Insert button arrow andselect Insert Sheet Columns.3.The new column will appear tothe left of the selected cell.To Insert a Row or ColumnTo Insert a Row or Column3-12
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To delete a row:1.Place cursor in a cell in the rowyou want to delete.2.On Home tab, in Cells group,click Delete button arrow andselect Delete Sheet Rows.3.The row will be deleted and therows below it will shift up.To delete a column:1.Place cursor in a cell in thecolumn you want to delete.2.On Home tab, in Cells group,click Delete button arrow andselect Delete Sheet Columns.3.The column will be deleted,and columns to the right of thedeleted column will shift left.To Delete a Row or ColumnTo Delete a Row or Column3-13
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.5Excel Skill 3.5Freezing and Unfreezing Rows and ColumnsFreezing and Unfreezing Rows and Columns• You may want to freeze the top row or the left columnof a large spreadsheet.• Freezing allows you to keep column headings and rowlabels visible as you scroll through the data.• Using the Freeze Panes option freezes the worksheetat the selected cell, so the rows above the cell and thecolumns to the left of the cell are always visible.3-14
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.If you want the top row to alwaysbe visible:1.Click the View tab.2.In the Window group, click theFreeze Panes button.3.Click Freeze Top Row.If you want the first column toalways be visible:1.Click the View tab.2.In the Window group, click theFreeze Panes button.3.Click Freeze First Column. Toreturn your worksheet to normal,click the Freeze Panes buttonand select Unfreeze Panes.To Freeze the Top Row or First ColumnTo Freeze the Top Row or First Column3-15
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.6Excel Skill 3.6Hiding and Unhiding Rows and ColumnsHiding and Unhiding Rows and Columns• When hiding a row or column, the data still remain inthe workbook, but they are no longer displayedonscreen and are not part of the printed workbook.• Hiding rows can be helpful when you want to print acopy of your workbook for others but do not want toshare all the information contained in your workbook.• At any time, you can choose to “unhide” a row orcolumn, which will redisplay the row or column.3-16
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To Hide a Row or Column:1.Select any cell in the row orcolumn you want to hide.2.On the Home tab, in the Cellsgroup, click the Format button.3.Point to Hide & Unhide, andclick Hide Rows or HideColumns.To Unhide a Row or Column:1.Select the rows or columns oneither side of the row or columnyou want to unhide.2.On the Home tab, in the Cellsgroup, click the Format button.3.Point to Hide & Unhide, andclick Unhide Rows or UnhideColumns.To Hide or Unhide a Row or ColumnTo Hide or Unhide a Row or Column3-17
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.7Excel Skill 3.7Naming WorksheetsNaming Worksheets• When you create a new workbook, Excelautomatically includes three worksheets namedSheet1, Sheet2, and Sheet3.• It is a good idea to rename worksheets to somethingmore descriptive.• Descriptive names can help organize multipleworksheets, making it easier to find and useinformation.3-18
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. On the Home tab, in the Cellsgroup, click the Format button.2. Click Rename Sheet.3. Excel will highlight the sheetname. Just begin typing tooverwrite the old name with thenew one.4. Press Enter to accept thenameTo Rename a WorksheetTo Rename a Worksheet3-19
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.8Excel Skill 3.8Changing the Color of TabsChanging the Color of Tabs• By default, all the worksheet tabs in Excel are white.• Changing the tab colors can help you organize yourdata better.• If you have sheets that contain related data, colorthem using different shades of the same color.3-20
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. On the Home tab, in the Cellsgroup, click the Format button.2. Point to Tab Color to displaythe available color options.3. Click the color you want.To Change a Worksheet Tab ColorTo Change a Worksheet Tab Color3-21
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.9Excel Skill 3.9Inserting and Deleting WorksheetsInserting and Deleting Worksheets• If you need more than the three worksheets initiallycreated by Excel, you can add more.• It is a good practice to keep all related information inthe same workbook by adding more worksheets,rather than starting a new workbook.3-22
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To add a worksheet to the left ofthe current worksheet:1.On the Home tab, in the Cellsgroup, click the Insert buttonarrow.2.Click Insert Sheet. Blankworksheets are always added tothe left of the current worksheet.3.The new sheet is given thename Sheet# (where # is thenext number available)To add a new worksheet to theend of your workbook (to theright of the last worksheet tab),click the Insert Worksheet tab.To Add a WorksheetTo Add a Worksheet3-23
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select the sheet you want todelete.2. On the Home tab, in the Cellsgroup, click the Delete buttonarrow.3. Click Delete Sheet.4. If the worksheet contains data,Excel will display a dialog boxwarning that the sheet maycontain data and asking if youare sure you want topermanently remove it fromyour workbook. Click theDelete button to continue anddelete the worksheet. Becareful—you cannot undothe Delete Sheet command.To Delete a WorksheetTo Delete a Worksheet3-24
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.10Excel Skill 3.10Moving and Copying WorksheetsMoving and Copying Worksheets• You can move worksheets around in a workbook,rearranging them into the most logical order.• You can also copy worksheets within a workbook or toanother workbook.• Copying and moving worksheets can affect formulasand charts, and moving a worksheet may cause errorsin your workbook.• Moving a worksheet from one workbook to anotherdeletes the worksheet from the original workbook.3-25
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. On the Home tab, in the Cellsgroup, click the Format button.2. Click Move or Copy Sheet . . .3. In the Move or Copy dialogbox, click the name of thesheet you want to move theselected sheet before.4. To create a copy of theselected sheet, instead ofmoving the original, click theCreate a copy check box.5. To move the sheet to the endof the workbook, select (moveto end) in the Before sheet:box.6. Click OK.To Move or Copy a WorksheetTo Move or Copy a Worksheet3-26
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.11Excel Skill 3.11Grouping WorksheetsGrouping Worksheets• If you have multiple worksheets with the samestructure, you can make changes to all of theworksheets at the same time by grouping them.• This is convenient when you are setting up a series ofworksheets with the same row or column headings.• When sheets are grouped together, you can alsochange column widths and formatting, add formulassuch as totals, or add headers and footers.• Using grouping saves time and ensures that thesheets share a consistent style.3-27
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the first worksheet tab.2. Hold down the Shift key andclick the tab for the lastworksheet to be included in thegroup. To selectnoncontiguous worksheets,click the Ctrl key instead, andthen click each sheet tab.3. Notice the title bar nowincludes [Group] after the filename.4. Make the change to the sheet.This same change will bemade to the same cell in allsheets in the group.5. To ungroup, click any sheettab that is not part of thegroup.To Group WorksheetsTo Group Worksheets3-28
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. To ungroup sheets, right-clickone of the grouped sheettabs.2. Click Ungroup Sheets.If all of the sheets in yourworkbook are groupedtogether, you will need to usethis method to ungroup them.To Ungroup WorksheetsTo Ungroup Worksheets3-29
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.12Excel Skill 3.12Adding Headers and FootersAdding Headers and Footers• A header is text that appears at the top of every page,just below the top margin.• Afooter is text that appears at the bottom of everypage, just above the bottom margin.• Headers and footers usually display such text asdates, page numbers, document titles, and authors’names.• Using Page Layout view to add headers and footers,displays exactly how the header and footer will appearwhen the worksheet is printed.• The header and footer areas each have threesections: left, right, and center.3-30
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click on Page Layout button.2. Click text Click to add headerto activate center section (clickeither side to activate left orright header section). Thecontextual tab Header & FooterTools Design appears.3. In the Header & Footer group,click the Header button andselect apredefined header, orclick a button in the Header &Footer Elements group to adda specific header element.4. In the Navigation group, clickGo to Footer button to switchto footer & add footer elements.5. When finished, click anywherein the worksheet and thenswitch back to Normal view.To Add a Header or Footer from Page Layout ViewTo Add a Header or Footer from Page Layout View3-31Normal View ButtonCenter Section of Header Box
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.13Excel Skill 3.13Splitting WorkbooksSplitting Workbooks• The worksheet view can be split into two or fourpanes.• Each pane scrolls independently of the other(s), soyou can see two (or four) different areas of theworksheet at the same time.• Panes are helpful when changing data in one part ofthe worksheet and immediately seeing the result in aformula in another part of the worksheet (for example,in a total row).• Panes are just different views of the same data, notindependent copies. Changes made to a cell in onepane will be reflected in all the panes.3-32
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the cell in the worksheetwhere you would like to splitthe view.• To split the worksheet intotwo horizontal panes, clicka cell in column A.• To split the worksheet intotwo vertical panes, click acell in row 1.• To split the worksheet intofour panes, click any cellin the worksheet. The cellselected will be the top leftcell in the lower-rightquadrant pane.1. Click the View tab.2. In the Window group, click theSplit button.To Split a WorksheetTo Split a Worksheet3-33
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.14Excel Skill 3.14Showing and Hiding Worksheet ElementsShowing and Hiding Worksheet Elements• Gridlines are the lines that appear on the worksheetdefining the rows and columns.– Gridlines make it easy to see the individual cells in aworksheet.– You may need to hide the gridlines to make aworksheet look less cluttered.• Headings are the numbers at the left of rows and theletters at the top of columns.– By default, Excel displays the row and column headingsto make it easy to identify cell references.– Once your worksheet is finished, you may want to hidethe headings.3-34
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.To show or hide headings:1.Click the View tab.2.In the Show group,• To hide row & columnheadings, click Headingscheck box to remove checkmark.• To display headings, click torecheck Headings check box.To show or hide gridlines:1.Click the View tab.2.In the Show group,• To hide gridlines, clickGridlines check box toremove check mark.• To display gridlines, click torecheck Gridlines check box.To Show or Hide Gridlines and HeadingsTo Show or Hide Gridlines and Headings3-35
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.By default, gridlines and row andcolumn headings are visible on-screen when you are working inExcel, but they do not print.To print the gridlines andheadings when you print theworksheet:1.Click the Page Layout tab.2.In the Sheet Options group,click the Print check box underGridlines to print the gridlines.3.In the Sheet Options group,click the Print check box underHeadings to print the row andcolumn headings.To Print Gridlines and HeadingsTo Print Gridlines and Headings3-36
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.15Excel Skill 3.15Setting Up Margins for PrintingSetting Up Margins for Printing• Margins are the blank spaces at the top, bottom, left,and right of a printed page.• You can adjust margins directly from the Print tab inBackstage view. There are three preset marginsoptions:– Normal —uses Excel’s default margins: .75 inch for thetop and bottom and 0.7 inch for the left and right.– Wide —adds more space at the top, bottom, left, andright sides.– Narrow —reduces amount of space at top, bottom, left,and right sides, so more of worksheet fits on each page.• Notice the print preview image adjusts to show howaworksheet will print with the new margins applied.3-37
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the File tab to openBackstage view.2. Click the Print tab.3. In the Settings section, clickthe button displaying thecurrent margins setting. Thereare three preset marginsoptions (Normal, Wide, orNarrow). Click the setting youwant to use.If none of the preset marginsoptions is exactly what youwant, click CustomMargins . . . at the end of themargins options list. Thisopens the Page Setup dialogbox where you can specify theexact margins you want.To Set Margins When PrintingTo Set Margins When Printing3-38
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Page Layout tab.2. In the Page Setup group, clickthe Margins button.3. Click one of the preset marginsoptions: Normal, Wide, orNarrow or click CustomMargins . . . to specify yourown values.To Set Margin Options from theTo Set Margin Options from the Page LayoutPage Layout TabTab3-39
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.16Excel Skill 3.16Scaling Worksheets for PrintingScaling Worksheets for Printing• You can control the number of printed pages byspecifying a maximum number of pages for the widthor height.• Scaling options can be found on the Print tab inBackstage view.• There are four preset scaling options:– No Scaling– Fit Sheet on One Page– Fit All Columns on One Page– Fit All Rows on One Page3-40
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the File tab to openBackstage view.2. Click the Print tab.3. In the Settings section, click thebutton displaying the currentscaling setting. There are fourpreset scaling options. Click thesetting you want to use.• No Scaling• Fit Sheet on One Page• Fit All Columns on OnePage• Fit All Rows on One Page1. Notice the Print Preview imageadjusts to show how theworksheet will print with thenew scaling setting applied.To Set Scaling Options When PrintingTo Set Scaling Options When Printing3-41
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Page Layout tab.2. In the Scale to Fit group, selectone of these options:• Click the Width: arrow andselect the maximum numberof pages to print across.• Click the Height: arrow andselect the maximum numberof pages to print vertically.• Click the Scale: box andenter a percentage to growor shrink the worksheetwhen printed.To Set Scaling Options From theTo Set Scaling Options From the Page LayoutPage Layout tabtab3-42
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.17Excel Skill 3.17Changing Worksheet OrientationChanging Worksheet Orientation• Orientation refers to the direction the worksheet prints.It doesn’t affect the way the worksheet looks on yourcomputer screen.• The default print setting is for portrait orientation —when the height of the page is greater than the width(like a portrait hanging on a wall).• If your workbook is wide, you may want to uselandscape orientation instead, where the width ofthe page is greater than the height.3-43
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the File tab to openBackstage view.2. Click the Print tab.3. In the Settings section, clickthe button displaying thecurrent orientation setting, andthen click the orientationsetting you want.4. Notice that the Print Previewimage adjusts to show howyour worksheet will print withthe new orientation settingapplied.To Change the Orientation of a WorksheetTo Change the Orientation of a Worksheet3-44
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.18Excel Skill 3.18Inserting Page BreaksInserting Page Breaks• Excel automatically inserts page breaks so columnsand rows are not split across pages when you print.• However, you may want to control where page breakshappen so your worksheet prints in a more logicalorder.• To insert and remove page breaks, it is not necessaryto switch to Page Break Preview view.3-45
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Select where you want thebreak:1. If you want to add ahorizontal page break,select the row belowwhere you want the break.2. If you want to add avertical page break, selectthe column to the right ofwhere you want the break.2. Click the Page Layout tab.3. In the Page Setup group, clickthe Breaks button.4. Click Insert Page Break.5. A new page break is insertedto the left of the selectedcolumn or above the selectedrowTo Manually Insert a New Page BreakTo Manually Insert a New Page Break3-46
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.19Excel Skill 3.19Printing Selections, Worksheets, and WorkbooksPrinting Selections, Worksheets, and Workbooks• The Print tab in Backstage view provides access to allof the printing options as well as a preview of what theprinted worksheet will look like.• By default, Excel will print the current, activeworksheet.• You can change printing options to print only part of aworksheet or the entire workbook at once.• Print Entire Workbook —prints all sheets in workbook.• Print Selection —prints only selected cells in the activeworksheet, overriding any print area definitions.• Print Selected Table —prints the table only (onlyavailable if current selection is within a defined table).3-47
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the File tab to openBackstage view.2. Click the Print tab.3. Verify the correct printer nameis displayed in Printer section.4. In the Settings section, the firstbutton displays what part ofthe workbook will print. Tochange the print selection,click the button, and then clickone of the other options:• Print Entire Workbook• Print Selection• Print Selected Table1. To ignore the defined printarea, click Ignore Print Areaat the bottom of the list.2. Click the Print button to print.To Change What Part of the Workbook Will PrintTo Change What Part of the Workbook Will Print3-48
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel Skill 3.20Excel Skill 3.20Printing TitlesPrinting Titles• If your worksheet includes a large table of data thatprints on more than one page, you should ensure thatthe column or row labels print on every page.• Excel provides a Print Titles feature to allow you torepeat row and column headings on each page.3-49
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.1. Click the Page Layout tab.2. In the Page Setup group, clickthe Print Titles button.3. In the Page Setup dialog box, inthe Rows to repeat at top: box,type the row reference(s) usingthe format $1:$1. This examplewould repeat the first row only.$1:$3 would repeat rows 1through 3 on every printed page.4. In the Columns to repeat at left:box, type the column reference(s)using the format $A:$A . Thisexample would repeat the firstcolumn only. $A:$C would repeatcolumns A through C on everyprinted page.5. Click OK.To Repeat Rows and Columns on Every Printed PageTo Repeat Rows and Columns on Every Printed Page3-50
  • askillsapproach© 2012 The McGraw-Hill Companies, Inc. All rights reserved.Excel 2010 Formatting the Worksheet RecapExcel 2010 Formatting the Worksheet Recap• Skill 3.1 Applying Themes• Skill 3.2 Merging Cells and SplittingMerged Cells• Skill 3.3 Modifying Row Heights andColumn Widths• Skill 3.4 Inserting and Deleting Rowsand Columns• Skill 3.5 Freezing and UnfreezingRows and Columns• Skill 3.6 Hiding and Unhiding Rowsand Columns• Skill 3.7 Naming Worksheets• Skill 3.8 Changing the Color of Tabs• Skill 3.9 Inserting and DeletingWorksheets• Skill 3.10 Moving and CopyingWorksheets• Skill 3.11 Grouping Worksheets• Skill 3.12 Adding Headers andFooters• Skill 3.13 Splitting Workbooks• Skill 3.14 Showing and HidingWorksheet Elements• Skill 3.15 Setting Up Margins forPrinting• Skill 3.16 Scaling Worksheets forPrinting• Skill 3.17 Changing WorksheetOrientation• Skill 3.18 Inserting Page Breaks• Skill 3.19 Printing Selections,Worksheets, and Workbooks• Skill 3.20 Printing Titles3-51