Excel Guide Handbook

7/26/2019 Excel Guide Handbook

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Basic Excel Handbook Page 1

Contents

Contents ................................................................................................. 1

Part I: Background Information ..............................................3

About This Handbook .................................................................................. 4

Excel Terminology...................................................................................... 5

Excel Terminology (cont.) ............................................................................ 6

Tips and Tricks.......................................................................................... 7

Part II: Excel 101........................................................................8

Excel Window Overview ............................................................................... 9What is a Cell? .........................................................................................10

What Is A Column and A Row? .......................................................................11

Insert a Column........................................................................................12

Delete a Column.......................................................................................13

Insert a Row............................................................................................15

Delete A Row...........................................................................................16

Delete Multiple Rows..................................................................................18

Move Data Using Drag & Drop. ......................................................................19

Part III: Making Your Report Beautiful...................................21Select Fonts and Sizes ................................................................................22

Color Fonts .............................................................................................23

Shade or Put Patterns In Cell(s).....................................................................24

Print Gridlines .........................................................................................27

Create Borders.........................................................................................29

Delete a Border........................................................................................31

Merge & Center Cells .................................................................................32

Wrap Text ..............................................................................................33

Vertical Text ...........................................................................................35

Resize Columns ........................................................................................37

Part IV: Saving Money and Working Smart .........................38Cumulative Fall and Spring Grade Point Averages - Using the Average Function ...........39


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Sort Alpha Data ........................................................................................43

Sort Numeric Data.....................................................................................45

Insert Date at the Top of Worksheet...............................................................47

Insert Page Number at the Bottom Page ..........................................................51

Print the Top Row on Each Page ....................................................................55

Print the Worksheet Horizontally...................................................................59

Print the Worksheet on One Page ..................................................................62

Preview Worksheet Without Printing...............................................................65


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Part I:Background

Information


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About This Handbook

This handbook was created by Angela Bolick as reference material forusers who will view and print reports. It will be used during theIntroductory Excel class.

The handbook is divided into four sections:

Part Iprovides shortcuts and basic Excel terminology.

Part IIdescribes Excel 101 tasks.

Part IIIdescribes how to make you excel report cosmeticallyappealing.

Part IVhas tips for working smart and saving money.

Names used in the documentation are fictitious.


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Excel Terminology

Term Description

Active Cell The active cell contains the cell pointer, a dark outline around the cell.

Active Sheet Tab The selected worksheet; the tab name of an active sheet is bold.

Auto Calculate A feature that temporarily performs the following calculations on a range of cells without makingyou write a formula: Average, Count, Count Numbers, Max, Min, or Sum.

Blank Workbook The excel default workbook contains three worksheet tabs or sheets.

Cell Reference The location of a cell in a worksheet identified by its column letter and row number. This is alsoknown as the cells address.

Cell A cell is the intersection of a column and a row on a worksheet. You enter data into cells to createa worksheet.

Contiguous Range A block of adjacent cells in a worksheet.

Cut The command used to remove data from a cell or range of cells and place it on the Clipboard.

Defaults The standard settings Excel uses in its software, such as column width or number of pages in aworkbook.

Drag-and-dropFeature

A method used to move or copy the contents of a range of cells by dragging the border of aselection from one location in a worksheet and dropping it in another location.

Fill Handle Dragging this handle, located in the lower-right corner of the active cell, will copy cell contents,formatting, or a formula to adjacent cells.

Fill A color that fills a cell, appearing behind the data.

Font The typeface or design of the text.

Font Size The measurement of the typeface in points (1/72 of an inch).

Font Style A cell style, or just style, can include any formatting that can be set in the Format Cell dialog. Thisincludes all of the font characteristics, number formats, alignments, fills (patterns), and borders.Excel provides some pre-defined styles for numbers in the default workbook and with the Currency,

Percent, and Comma buttons.

Footer Repeated information that appears in the bottom margin of a page.

Format To apply attributes to cell data to change the appearance of the worksheet.

Formula Bar As you enter data into a cell, it simultaneously appears in the Formula bar, which is located abovethe worksheet frame.

Formula An instruction Excel uses to calculate a number.

Function Name The name given to Excels predefined formulas.

Function A predefined formula that depends on specific values to perform a specific calculation.

Gridlines Light gray lines that mark the cell borders.

Header Repeated information that appears in the top margin of a page.

Label Prefix An apostrophe () used to indicate that a number is really a label and not a value.

Label Text in the first row or column of a spreadsheet that identifies the type of data contained there.

MathematicalOperators

Symbols used in mathematics operations: +for addition,-for subtraction,*for multiplication, and/ for division.

Name Box The text box located to the left of the Formula bar.

Numeric Label A number entered in the worksheet as a label, not as a value, such as the year 2008 used as acolumn label.

Page Setup A dialog box that includes options to control the appearance of printed output.Paste The command used to place data from the Clipboard to a location on the worksheet.

Pattern A secondary color added to the background of a cell in a pattern.


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Excel Terminology (cont.)

Term Description

Print Area The specified range of cells to be printed.Print Options Selections that control what, where, how, and how many copies of the output to print.

Print Preview A feature used to display a document as it will appear when printed.

Print Titles Row and column labels that are reprinted on each page of a worksheet printout.

Range A block of cells in an Excel worksheet.

Redo The command used to redo an action you have undone.

Relative CellReference

A cell address expressed in relation to another cell in a formula. For example, rather than naming acell such as A3, a relative cell reference might identify a range of cells to the left of the cellcontaining the formula.

Scaling Reduces or enlarges information to fit on a specified number of pages.

Scroll A way to view locations on the worksheet without changing the active cell.

Series A list of sequential numbers, dates, times, or text.

Sheet Tabs Tabs that appear at the bottom of the workbook window, that display the name of each worksheet.Standard ColumnWidth

The default number of characters that display in a column based on the default font.

Tab Scrolling Buttons Buttons that appear just to the left of the sheet tabs, that allow you to scroll hidden tabs into view.

Template A workbook with certain labels, formulas, and formatting preset, saving you time in creatingcommonly used forms, such as invoices or purchase orders.

Undo The command used to reverse one or a series of edition actions.

Value A number entered in the worksheet.

Workbook An Excel file with one or more worksheets.

Worksheet The work area for entering and calculating data made up of columns and rows separated bygridlines (light gray lines). Also called a spreadsheet.


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Tips and Tricks

Ctrl Home Immediately positions the cursor to the first cell of theworksheet (cell A1).

Ctrl End Immediately positions the cursor to the last used cell inthe worksheet.

Ctrl Press once to position cursor to extreme right of theworksheet.

Ctrl Press down arrow three (3) times to position cursor inthe last row (65536) of the worksheet.

Ctrl Page Down Changes from one worksheet to another in Ascendingorder (1 4). Observe the sheet tabs located at thebottom of the screen when you press Ctrland PageDown.

Ctrl Page Up Changes from one worksheet to another in Descendingorder (4-1). Observe the sheet tabs located at thebottom of the screen when you press Ctrl Page Up.

Moves one cell right

Moves one cell left

Moves one cell down

Moves one cell up

One screen up

One screen down

Alt + One screen right

Alt + One screen left

PageUp

PageDown

PageDown

PageUp


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Part II:Excel 101


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Excel Window Overview

Microsoft Excel is a spreadsheet program written and distributed by Microsoft for computers usingthe Microsoft Windows operating system and for Apple Macintosh computers. It features an intuitiveinterface and capable calculation and graphing tools. It is used to analyze business, personal, orfinancial data and create reports in a table format consisting of rows and columns.

Item Description

1 Title Barshows the name of the application, document, group, directory or file. If more thanone window is open, the title bar for the active window (the one in which you are working) hasa color or intensity different from other title bars.

2 Menu Barcontains the available menus from which you can choose commands.

3 & 4 Standard & Formatting Toolbarprovide a quick method of working with various parts of theworksheet. Toolbars can be customized and multiple toolbars can be displayed at the sametime.

5 & 6Vertical & Horizontal Scroll Barsenable you to move through a spreadsheet when the entirespreadsheet does not fit in the window or the allotted space. Click the scroll arrows with themouse to move through the spreadsheet or to see one line at a time.

7 Active Cellhas a black border that appears around it.

8 Sheet Tabsare located at the bottom of the Excel window and allow you to change betweenworksheets.

9 Tab Scrolling Buttonsare used to display a particular worksheet tab.

10 Status Bardisplays page number and progress of your print job.

1. Title Bar

2. Menu Bar

3. Standard Toolbar

4. Formattin Toolbar

5. Vertical Scroll Bar

6. Horizontal Scroll Bar

7. Active Cell

8. Sheet Tabs

9. Tab Scrolling

Buttons

10. Status Bar


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What is a Cell?

A worksheet contains rows and columns that intersect to form cells. A black border appears aroundthe active cell. The name box, located on the left side of the Formula bar, displays the cellreference (also known as the address) of the active cell (its column letter and row number).

Name Box

Excel highlights its column label (abovethe worksheet) and row number (to theleft of the worksheet).

Active Cell


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What Is A Column and A Row?

A column in Excel is a vertical arrangement of data, and a row in Excel is a horizontal arrangementof data.

There are 256 columns and 65,536 rows available in a worksheet, but you dont need to fill theentire worksheet in order to use itjust type data into the cells you need.

Columns have alpha names. Excel highlights

its column label (above the worksheet).

Rows have numeric names.

Excel highlights its row number(to the left of the worksheet).


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Insert a Column

You can insert or delete columns or rows when necessary to change the arrangement of the data onthe worksheet.

When you insert column(s) into a worksheet, existing columns shift their position to the right.

For example, if you select column C and then insert a column, the data that was in column C isshifted to the right and becomes column D.

Follow the steps below to Insert a Column.

Complete Steps A-B as shown below.

Click anywhere in Column C.

Note the data that was in Column C isshifted to the right and becomesColumn D.

From theInsertmenu, choose Column.B

A


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Delete a Column

When you delete a column, existing columns shift their positions to close the gap. Any existingcolumns you select for deletion is erased. Data in existing columns is shifted back to the left to fillthe gap left by the deleted columns.

Follow the steps below to Delet e a Column.


From theEditmenu, choose

Delete.B

Click the column you wish to

delete, in this case, Column C.A


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Note Column Dshiftedto the left to close thegap.


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Insert a Row

When you insert rows into a worksheet, existing rows shift their position down.

For example, if you select row 3 and then insert a row, the data that was in row 3 is shifted downand becomes row 4.

Follow the steps below to Insert a Row.


Click in Cell A3.

From the Insert

menu, chooseRows.


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Delete A Row?

When you delete a row, existing rows shift their positions to close the gap. Any existing rows youselect for deletion are erased. Data in existing rows is shifted up to fill the gap left by the deletedrows.

Follow the steps below to Delet e a Row.


Click on the row you desire

to delete.

From theEditmenu, chooseDelete.

The cursor can be position anywhere on the

row you desire to delete.


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Note Row 6moved up toRow 5.


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Delete Multiple Rows?

Select the first line to be deleted, then press the Shift key and choose the last row to be deleted.From the Editmenu you will choose Delete. Deleting multiple rows will save time.

Follow the step below to Delete Mult ipl e Rows.

Complete Steps AC as shown below.

Click on the first numbered row you

desire to delete.

PresstheShift key and click on the last

numbered row you wish to delete.

B

A

From theEditmenu, choose Delete.C


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Move Data Using Drag & Drop?

You can move data by the drag-and-drop feature. The drag-and-drop feature allows you to use themouse to copy or move a range of cells simply by dragging them. The drag-and-drop process workslike this: (1) select the range of cells to be moved, (2) click anywhere on the border surrounding therange, (3) drag the data to a different location, (4) release the mouse button at your desiredlocation and the information is dropped there.

Follow the steps below to move data using the Dra g-and-Drop Feat ure.


Click and drag tohighlightthe range ofcells you desire tomove.

You can use the sides, topor bottom of the border tomove data.

Click anywhere on the border, and drag

to cell D18 (or desired location).

Moving formulas may affect the formulas.Check the formulas to be sure they are

correct.

This light border isdisplayed where data willbe dropped(cells D18-D24).

A

B


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After the data in cells A8-A14is dropped in cells D18-D24,the column needs to be resized(see page 37).


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Part III:Making Your Report

Beautiful


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Select Fonts and Sizes

A font is a set of characters with a specific design and name. The font size of a set of characters isbased on its average height in points in Excel. One point is equal to 1/72 of an inch. By default,data appears in Arial 10-point font.

Follow the steps below to generate different Font St yl es and Font Sizes.

Complete Steps AB as shown below.

From theFormatting toolbar, click on thedrop-down arrow to the right of theFont

box to choose the Font style.

BFrom the Formatting toolbar,click on the drop down arrowto the right of the Font size

boxto choose the Font size.

The Font sizes range from size 872. Youcan also type any size you want.

You can apply specialeffectssuch as bold,italics,

or underlineto any font youselect.

A


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From the Formatting

toolbar, click the Fontcolor button and chooseyour desired

color.

Color Fonts

You may want to change more than just the font style and font size: you may want to change thefont color.

Follow the step below to change the Font Color.

Complete Step A as shown below.

A

Highlight the data youwish to color, and thenchoose your desiredcolor.


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Shade or Put Patterns In Cell(s)

To focus attention on particular areas of the worksheet, such as the column or row labels orimportant totals, fill the cell background with color and/or a pattern.

Follow the steps below to provide Shadi ng or Pat t erns in a Cell.

Complete Steps A-F. Steps AD are shown below. Steps EF are shown on the following pages.

AClick and movethe mouse overthe cells you wishto color.

From the Formattingtoolbar,

choose Cells.

C In the Format Cellsdialog box,click the Patterns tab, and

then chooseyour desired color.

In the Patternstab, click thePattern drop-down arrowtoaccess patterns.

You can choose from a widervariety of color fills in theFormat Cells dialog box.

D


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Choose your desired Pattern.

Click OK.


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Note the filled cells, and theFill Color button has thecorresponding selected color.

From the Formatting toolbar you can alsoadd color to a cell using the Fill Colorbutton.

Cells with shading and a pattern.


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Print Gridlines

Gridlines mark the cell borders. The Sheettab of the Page Setupdialog box provides an option forprinting gridlines with your data. You can also print your worksheet in black and white (even if itincludes color fills or graphics).

Follow the steps below to print Gridl ines.

Complete Steps A-D. Step A is shown below. Steps BD are as shown on the following pages.

A

From the Filemenu, choosePage Setup.


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From the Page Setupdialog

box, click the Sheet tab.B

In the Printoptions click

Gridlines.C

The next time you print the gridlineswill appear.

Click OK.D


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Create Borders

By default, Excel applies a -pt. black solid line border around all table cells. Use the Borderstoolbar button to change the borders of table cells. You can select borders before you draw newcells or apply them to selected cells.

Follow the steps below to Apply a Border.

Complete Steps A-F. Steps AB are shown below. Steps CF are shown on the following pages.

AFrom the Formatting toolbar,click theBorders button drop-down arrow to access theDraw Borderstoolbar.

Click the Draw Borderstoolbar.

The Draw Borderstoolbar displays afterStep B.


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CClick theFontdrop-down arrow todisplay the different styles andthicknesses of lines.

Choose the line style you desire.

From the Borders toolbar, clickthe Erase button, then click the

line(s) you wish to delete.

Click on the Erasebutton and the LineColor button to turn on and off (like youwould a light switch).

From the Borders toolbar, clickthe Line Colorbutton, then choose

the colors(s) you desire.


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Delete a Border

The Draw Borders toolbar also contains the erase borders button. There are times you will want tochange the border styles or completely delete a border.

Follow the steps below to Delet e a Bord er.

Complete Steps AC as shown below.

Highlight the table of cells thathave a border.

A

In the Formatting

toolbar, click theBorders drop-down

arrow.

Choose the of the Erase option.C


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Merge & Center Cells

The Mergeand Centerbutton is used to center information across a select range of cells. Typically,the Mergeand Centerbutton is used to center the title on a worksheet.

Follow the steps below to Merge and Cent er Cell s.


ADrag across the cell withentry and adjacent cells

to select them.

From the Formattingtoolbar, clickthe Merge & Center button.

Data is centered within the selected range. You can also left-or

right-align data within the merged cell by clicking the Align LeftorAlign Rightbuttons on the Formattingtoolbar.

To unmergethe cells (and createseparate cells again), click the Merge &Centerbutton on the Formatting toolbarto turn it off.

B


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Wrap Text

If you want text to appear on multiple lines in a cell, you can format the cell so that text wrapsautomatically or you can enter a manual line break.

Follow the steps below to Tex t Wrap.

Complete Steps A-E. Steps AB are shown below. Steps CE are shown on the following pages.

ASelect text to appear on

multiple lines in a cell.

BFrom the Formatmenu, choose Cells.


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Note the result ofWrap text.

CIn the Format Cells dialog box,

click the Alignment tab.

Under the Text control, click

Wrap text.D

EClick OK.


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Vertical Text

Many times the label at the top of a column is much wider than the data stored in it. You can use theWrap textoption (Formatmenu > Cellscommand>Alignmenttab) to make a multiple-word labelnarrower, but sometimes that's not enough. Vertical text is an option, but it can be difficult to readand takes a lot of vertical space. You may want to try using rotated text and cell borders instead, asshown in the following picture.

Follow the steps below to create Ver t i ca l Text.

Complete Steps AE. Steps AB are shown below. Steps CE are shown on the following pages.

From the Format menu,chooseCells.

B

AHighlight text.


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In the Format Cellsdialogbox, click the Alignmenttab.

C

Under Orientation,choose the degree of

orientation.

D

Click OK.E


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Resize Columns

There are two ways to resize a column. To resize or change the width of a column, you can use theMouse or the Menu. On a worksheet, you can specify a column width of 0 (zero) to 255. This valuerepresents the number of characters that can be displayed in a cell that is formatted with thestandard font.

The standard font is the default text font for worksheets. The standard font determines the defaultfont for the Normal cell style. If the column width is set to 0, the column is hidden.

Follow the step below to Resize Columns Using t he Mouse.


Note the cell A1 cannot accommodatethe large of alpha data, and there is aneed to resize the cell.

The display in Cells A2 and A3 indicate there is morenumeric data than the cell can accommodate and the

cells should be resized.

APosition the cursor on the linethat separates Column A fromColumn B,and thendoubleclick.

You can also click and drag with themouse to customize the size of thecolumn.

Note the display after thecolumn width has beenresized.


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Part IV:Saving Money andWorking Smart


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Cumulative Fall and Spring Grade Point

Averages Using the Average Function

A formula is a worksheet instruction that performs a calculation. The Average Function is used to findthe Fall and Spring grade point averages. The Average Function adds the grades in the Fall or Springgrading period and divides by the number of grading periods.

Follow the steps below to find the Cumulat ive Fal l and Spr ing Gra de Point Avera ges.

Complete Steps AI. Steps AD are shown below. Steps EJ are shown on the following pages.

Click in the cell where theAverage formula will display. In

this example Cell G1.A

Click the Function (fx) button.

B

D

C Select the Average functionfrom the Insert Function dialogbox.

Click OK.


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Click on the blueFunction Argumentstitle bar and drag theFunction Argumentsdialog box down so thatyou can access the datathat needs to beaveraged.

EClick and drag tohighlight the cells thatneed to be averaged. Inthis example click onCells D1 F1.

F

Note the Average formula displays inboth Cell G1and the FunctionsArguments Average Number1.

Click OK or press Enter.G

The colon (:)represents through.For example D1:F1 means Cells D1through F1 are highlighted.


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Important:It is important that the formula is always placed in theFIRST ROWin order to copy theformula to all the cells in the desired column. Do not be alarmed that Cell G1 appears to have an errormessage, #DIV/0!, displayed. This message occurs because the Header Rows that contain both alphaand numeric information have been averaged.

Highlight Column Gbyclicking on G.

H

Click EDIT > FILL > DOWNtocopy the Average formula toall the cells in Column G.

I

Do not be alarmed that Cell G1appears to have an error message(#DIV/0!) displayed. This messageoccurs because the Header Rows thatcontain both alpha and numericinformation have been averaged.


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Note that all of the formulas havebeen successfully copied to all of thecells in Column G.

Delete the #DIV/0! message in Cell G1and type in the appropriate Header Rowtitle. For example Fall CumulativeGPAs.

J


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Sort Alpha Data

Rows can be sorted according to the data in any column. For example, in a table of names andaddresses, rows can be sorted alphabetically by name or by city. Excel rearranges the rows in thetable but does not rearrange the columns. You can sort text in Ascending order (A-Z) or Descendingorder (Z-A).

Follow the steps below to Sort Alpha Dat a.

Complete Steps AD. AC are shown below. Step D is shown on the following page.

AFrom the Data menu,

choose Sort.

BClickContinue withthe current

selection.

Click Sort.C


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DClick OK.

The column will sort according tothe first name that appears in the

cell.

Column Ais the column you wish

to sort by.


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Sort Numeric Data

You can sort numeric data in Ascending order (1-100) or Descending order (100-1).

Follow the steps below to Sort Numeric Dat a.

Complete Steps A-D. Steps AC are shown below. Step D is shown on the following page.

AFrom the Data menu

item, choose Sort.

BClickContinue with the

current selection.

Click Sort.C


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DClickOK.

The Numeric Sort iscompleted, and Column C

displays the numeric data inAscending order.

Column C,the column you wish to

sort by, is displayed here.


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Insert Date at the Top of Worksheet

When you want to repeat the same information at the top of each page, create a header. You canselect a pre-designed header from those listed, or create customized ones. A customized header isseparated into three sections: Left (text is left aligned), Center (text is center aligned), and Right(text is right aligned).

Flip open a novel and look at the facing pages. Most likely, at the top of one page you'll see theauthor's name and at the top of the other page you'll see the book title. At the bottom will beconsecutive page numbers. These details are in the document's headers and footers.

Headers and footers in Excel have many benefits, one of the major ones being automaticrenumbering of pages if you add or delete content in your document.

Follow the steps below to create a Header.

Complete Steps AF. Step A is shown below. Steps BF are shown on the following pages.

AFrom the File menu, choose

Page Setup.


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BFrom the Page Setup dialogbox, click the Header/Footer

tab.

In the Header/Footertab, click

Custom Header.

C


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In the Custom Header dialogbox, choose the Left section

and click theDatebutton.D

You also have the option toposition the date at the Center

section or Right section.

In the Header/Footertab, the

Header displays the date.

Click Print Preview.

E


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Note all the options in PrintPreview: Zoom, Print, Setup,Margins, Page Break Preview,Close and Hel .

Print Previewdisplays the

header on the worksheet.

FClick Print.


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Insert Page Number at the Bottom Page

When you want to repeat the same information at the bottom of each page, create a footer. Youcan select a pre-designed header from those listed or create customized ones. A customized headeris separated into three sections: Left (text is left aligned), Center (text is center aligned), and Right(text is right aligned).

Follow the steps below to create a Footer.

Complete Steps AH. Step A is shown below. Steps BH are shown on the following pages.

A From the Filemenu,choose PageSetup.


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In the Page Setup dialog box,click theHeader/Footer tab.

B

Click the Custom

Footerbutton.C

Click OK.D


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In theFooterdialog box,click in the Left sectionand choose the Page

button.

E

FClick OK.

Click Print Preview.G

In the Header/Footertab of the Page Setup

dialog box, the Footerdisplays the Footer pagenumber (1).

You can choose other buttons(date, time, file path, filename, ortab name), or to locate the data inthe Center section or Right

section.


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Print Previewdisplays the Footerpage

number at the bottom of this page.

Click Print.H

Note all the options in PrintPreview: Zoom, Print, Setup,Margins, Page Break Preview,

Close and Help.


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Print the Top Row on Each Page

It is important to have the labels for the worksheet to carry over to other worksheets so that thedata makes sense.

Follow the steps below to Pr int To t he Top Row on Each Page.

Complete Steps AF. Step A is shown below. Steps BF are shown on the following pages.

From theFilemenu,

choose Page Setup.A


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BIn the Page Setupdialog box,

click the Sheettab.

CIn Print titles,click Rows to

repeat at top.

Click the row you choose toprint on the top of each pageand press the Enterkey.

D

Note the Page Setup Rows to repeat at top toolbardisplays after clicking the row to appear at the top of

each page.


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Click OK.E

From theFilemenu, clickPrint Preview.

F


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Page 1

Page 2

The Print Preview displays the ColumnHeadings on allpages after completing StepsAF.

The Print Preview displays the ColumnHeadings on allpages after completing StepsAF.


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Print the Worksheet Horizontally

The worksheet has a default Portrait (vertical) orientation. To print the worksheet horizontally,you will select the Landscape Orientation.

Follow the steps below to Pri nt t he Worksheet Horizont al ly.

Complete Steps AE. Step A is shown below. Steps BE are shown on the following pages.

AFrom the File menu, choosePage Setup.


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BFrom the PageSetup dialog

box,click Page tab.

In the Pagetab, clickthe

LandscapeOrientation.C

In the Pagetab, click Print

Preview.D


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In the Print Preview, you have the following options: see the next pageof the worksheet (Next),enlarge the view of the worksheet (Zoom),Print, access Page Setup (Setup), change margins (Margins), adjustwhere the page breaks are by clicking and dragging with your mouse

(Page Break Preview), Close, or Help.

PortraitOrientation

(vertical)printout.

LandscapeOrientation(horizontal)rintout.

Click Print.

E


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Print the Worksheet on One Page

Overview: To scale data, reduce or enlarge information, use the Adjust to % normal size option onthe Page Setup dialog box from thePage Setup or Print Preview commands on the Filemenu. Usethe Fit to pagesoption to compress worksheet data to fill a specific number of pages.

Follow the steps below to Reduce Dat a T o One Page.

Complete Steps AE. Step A is shown below. Steps BE are on the following pages.

AFrom the File menu, choosePage Setup.


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B In the Page Setup dialog box,click the Page tab.

In the Scalingoption, Adjust to50%, rather than thedefault100% normal size setting.

50

Click Print Preview.

C

D

You may also want to change the pageOrientation from Portrait (vertical) toLandsca e horizontal .


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Before scaling the data, only Columns A-G

would fit on a page.

Afterreducing the data, there are morecolumns included on the worksheet

printout (Columns A-N)

Click Print.E


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Basic Excel Page 65

Preview Worksheet Without Printing

Why use Print Previewbefore printing my worksheet? Print Preview permits you to view the outputbefore you print, and the use of this feature will save ink and paper.

Follow the step below to Previ ew You Wor ksheet(s).


AIn the Formattingtoolbar,click the Print Previewbutton.


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In the Print Preview, you have the following options: see the nextpage of the worksheet (Next),enlarge the view of the worksheet(Zoom), Print, access Page Setup (Setup), change margins (Margins),adjust where the page breaks are by clicking and dragging with your

mouse (Page Break Preview), Close, or Help.

Documents

Excel Guide Handbook