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 3.3 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; 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; 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