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Basic Excel
Handbook

Version 3.6
May 6, 2008
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 ............................................................................... 9
What 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...................................21


Select 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 .........................38


Cumulative Fall and Spring Grade Point Averages - Using the Average Function ...........39

Basic Excel Handbook • Page 1


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

Basic Excel Handbook • Page 2


Part I:
Background
Information

Basic Excel Handbook • Page 3


About This Handbook

This handbook was created by Angela Bolick as reference material for


users who will view and print reports. It will be used during the
Introductory Excel class.

The handbook is divided into four sections:

• Part I provides shortcuts and basic Excel terminology.

• Part II describes Excel 101 tasks.

• Part III describes how to make you excel report cosmetically


appealing.

• Part IV has tips for working smart and saving money.

Names used in the documentation are fictitious.

Basic Excel Handbook • Page 4


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 making
you 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 also
known as the cell’s address.
Cell A cell is the intersection of a column and a row on a worksheet. You enter data into cells to create
a 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 a
workbook.
Drag-and-drop A method used to move or copy the contents of a range of cells by dragging the border of a
Feature selection 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. This
includes 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 above
the worksheet frame.
Formula An instruction Excel uses to calculate a number.
Function Name The name given to Excel’s 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.
Mathematical Symbols used in mathematics operations: + for addition, - for subtraction, * for multiplication, and
Operators / 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 a
column 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.

Basic Excel Handbook • Page 5


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 Cell A cell address expressed in relation to another cell in a formula. For example, rather than naming a
Reference cell such as A3, a relative cell reference might identify a range of cells to the left of the cell
containing 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 Column The default number of characters that display in a column based on the default font.
Width
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 creating
commonly 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 by
gridlines (light gray lines). Also called a spreadsheet.

Basic Excel Handbook • Page 6


Tips and Tricks

Ctrl Home Immediately positions the cursor to the first cell of the
worksheet (cell A1).
Ctrl End Immediately positions the cursor to the last used cell in
the worksheet.
Ctrl Press once to position cursor to extreme right of the
worksheet.
Ctrl Press down arrow three (3) times to position cursor in
the last row (65536) of the worksheet.
Ctrl Page Down Changes from one worksheet to another in Ascending
order (1 – 4…). Observe the sheet tabs located at the
bottom of the screen when you press Ctrl and Page
Down.
Ctrl Page Up Changes from one worksheet to another in Descending
order (…4-1). Observe the sheet tabs located at the
bottom 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
Page
Up

Page One screen down


Down

Alt + Page One screen right


Down

Alt + Page One screen left


Up

Basic Excel Handbook • Page 7


Part II:
Excel 101

Basic Excel Handbook • Page 8


Excel Window Overview

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

1. Title Bar

2. Menu Bar

3. Standard Toolbar

4. Formatting Toolbar

7. Active Cell

5. Vertical Scroll Bar

8. Sheet Tabs
6. Horizontal Scroll Bar

9. Tab Scrolling
Buttons

10. Status Bar

Item Description
1 Title Bar shows the name of the application, document, group, directory or file. If more than
one window is open, the title bar for the active window (the one in which you are working) has
a color or intensity different from other title bars.
2 Menu Bar contains the available menus from which you can choose commands.
3&4 Standard & Formatting Toolbar provide a quick method of working with various parts of the
worksheet. Toolbars can be customized and multiple toolbars can be displayed at the same
time.
5&6 Vertical & Horizontal Scroll Bars enable you to move through a spreadsheet when the entire
spreadsheet does not fit in the window or the allotted space. Click the scroll arrows with the
mouse to move through the spreadsheet or to see one line at a time.
7 Active Cell has a black border that appears around it.
8 Sheet Tabs are located at the bottom of the Excel window and allow you to change between
worksheets.
9 Tab Scrolling Buttons are used to display a particular worksheet tab.
10 Status Bar displays page number and progress of your print job.

Basic Excel Handbook y Page 9


What is a Cell?

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

Name Box
Excel highlights its column label (above
the worksheet) and row number (to the
left of the worksheet).

Active Cell

Basic Excel Handbook • Page 10


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 arrangement
of data.
There are 256 columns and 65,536 rows available in a worksheet, but you don’t need to fill the
entire worksheet in order to use it—just 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).

Basic Excel Handbook • Page 11


Insert a Column

You can insert or delete columns or rows when necessary to change the arrangement of the data on
the 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 is
shifted 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.


A

B From the Insert menu, choose Column.

Note the data that was in Column C is


shifted to the right and becomes
Column D.

Basic Excel Handbook • Page 12


Delete a Column

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

Follow the steps below to Delete a Column.

• Complete Steps A-B as shown below.

A Click the column you wish to


delete, in this case, Column C.

B From the Edit menu, choose


Delete.

Basic Excel Handbook • Page 13


Note Column D shifted
to the left to close the
gap.

Basic Excel Handbook • Page 14


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 down
and becomes row 4.

Follow the steps below to Insert a Row.

• Complete Steps A-B as shown below.

A Click in Cell A3.

B From the Insert


menu, choose
Rows.

Basic Excel Handbook • Page 15


Delete A Row?

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

Follow the steps below to Delete a Row.

Complete Steps A-B as shown below.

A Click on the row you desire


to delete.

The cursor can be position anywhere on the


row you desire to delete.

From the Edit menu, choose


B Delete.

Basic Excel Handbook • Page 16


Note Row 6 moved up to
Row 5.

Basic Excel Handbook • Page 17


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 Edit menu you will choose Delete. Deleting multiple rows will save time.

Follow the step below to Delete Multiple Rows.

Complete Steps A–C as shown below.

A Click on the first numbered row you


desire to delete.

B Press the Shift key and click on the last


numbered row you wish to delete.

C From the Edit menu, choose Delete.

Basic Excel Handbook • Page 18


Move Data Using Drag & Drop?

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

Follow the steps below to move data using the Drag-and-Drop Feature.

Complete Steps A-B as shown below.

A Click and drag to


highlight the range of
cells you desire to
move.

Moving formulas may affect the formulas.


Check the formulas to be sure they are
correct.

B Click anywhere on the border, and drag


to cell D18 (or desired location).

This light border is


You can use the sides, top displayed where data will
or bottom of the border to be dropped (cells D18-
move data. D24).

Basic Excel Handbook • Page 19


After the data in cells A8-A14
is dropped in cells D18-D24,
the column needs to be resized
(see page 37).

Basic Excel Handbook • Page 20


Part III:
Making Your Report
Beautiful

Basic Excel Handbook • Page 21


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 is
based 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 Styles and Font Sizes.

Complete Steps A–B as shown below.

You can apply special


effects—such as bold, italics,
or underline—to any font you
select.

A From the Formatting toolbar, click on the


drop-down arrow to the right of the Font
box to choose the Font style.

B
From the Formatting toolbar,
click on the drop down arrow
to the right of the Font size
box to choose the Font size.

The Font sizes range from size 8–72. You


can also type any size you want.

Basic Excel Handbook • Page 22


Color Fonts

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

Follow the step below to change the Font Color.

• Complete Step A as shown below.

From the Formatting


toolbar, click the Font A
color button and choose
your desired
color.

Highlight the data you


wish to color, and then
choose your desired
color.

Basic Excel Handbook • Page 23


Shade or Put Patterns In Cell(s)

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

Follow the steps below to provide Shading or Patterns in a Cell.

Complete Steps A-F. Steps A–D are shown below. Steps E–F are shown on the following pages.

Click and move


A the mouse over
the cells you wish
to color.

B From the Formatting toolbar,


choose Cells.

C In the Format Cells dialog box,


click the Patterns tab, and
then choose your desired color.

You can choose from a wider


variety of color fills in the
Format Cells dialog box.

D In the Patterns tab, click the


Pattern drop-down arrow to
access patterns.

Basic Excel Handbook • Page 24


E Choose your desired Pattern.

F Click OK.

Basic Excel Handbook • Page 25


Note the filled cells, and the
Fill Color button has the
corresponding selected color.

Cells with shading and a pattern.

From the Formatting toolbar you can also


add color to a cell using the Fill Color
button.

Basic Excel Handbook • Page 26


Print Gridlines

Gridlines mark the cell borders. The Sheet tab of the Page Setup dialog box provides an option for
printing gridlines with your data. You can also print your worksheet in black and white (even if it
includes color fills or graphics).

Follow the steps below to print Gridlines.

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

A
From the File menu, choose
Page Setup.

Basic Excel Handbook • Page 27


B From the Page Setup dialog
box, click the Sheet tab.

C In the Print options click


Gridlines.

D Click OK.

The next time you print the gridlines


will appear.

Basic Excel Handbook • Page 28


Create Borders

By default, Excel applies a ½-pt. black solid line border around all table cells. Use the Borders
toolbar button to change the borders of table cells. You can select borders before you draw new
cells or apply them to selected cells.

Follow the steps below to Apply a Border.

Complete Steps A-F. Steps A–B are shown below. Steps C–F are shown on the following pages.
From the Formatting toolbar,
click the Borders button drop-
down arrow to access the
A
Draw Borders toolbar.

Click the Draw Borders


toolbar.
B

The Draw Borders toolbar displays after


Step B.

Basic Excel Handbook • Page 29


Click the Font drop-down arrow to
C display the different styles and
thicknesses of lines.

D Choose the line style you desire.

Click on the Erase button and the Line


Color button to turn on and off (like you
would a light switch).

E From the Borders’ toolbar, click


the Erase button, then click the
F From the Borders’ toolbar, click
the Line Color button, then choose
line(s) you wish to delete. the colors(s) you desire.

Basic Excel Handbook • Page 30


Delete a Border

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

Follow the steps below to Delete a Border.

• Complete Steps A–C as shown below.

A Highlight the table of cells that


have a border.

In the Formatting
toolbar, click the
Borders’ drop-down
B
arrow.

C Choose the of the Erase option.

Basic Excel Handbook • Page 31


Merge & Center Cells

The Merge and Center button is used to center information across a select range of cells. Typically,
the Merge and Center button is used to center the title on a worksheet.

Follow the steps below to Merge and Center Cells.

Complete Steps A-B as shown below.


Drag across the cell with
A entry and adjacent cells
to select them.

B From the Formatting toolbar, click


the Merge & Center button.

To unmerge the cells (and create


separate cells again), click the Merge &
Center button on the Formatting toolbar
to turn it off.

Data is centered within the selected range. You can also left-or
right-align data within the merged cell by clicking the Align Left or
Align Right buttons on the Formatting toolbar.

Basic Excel Handbook • Page 32


Wrap Text

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

Follow the steps below to Text Wrap.

Complete Steps A-E. Steps A–B are shown below. Steps C–E are shown on the following pages.

A Select text to appear on


multiple lines in a cell.

From the Format menu, choose Cells.


B

Basic Excel Handbook • Page 33


In the Format Cells dialog box,
C click the Alignment tab.

D Under the Text control, click


Wrap text.

Click OK.
E

Note the result of


Wrap text.

Basic Excel Handbook • Page 34


Vertical Text

Many times the label at the top of a column is much wider than the data stored in it. You can use the
Wrap text option (Format menu > Cells command > Alignment tab) to make a multiple-word label
narrower, but sometimes that's not enough. Vertical text is an option, but it can be difficult to read
and takes a lot of vertical space. You may want to try using rotated text and cell borders instead, as
shown in the following picture.

Follow the steps below to create Vertical Text.

Complete Steps A–E. Steps A–B are shown below. Steps C–E are shown on the following pages.

Highlight text.
A

B From the Format menu, choose


Cells.

Basic Excel Handbook • Page 35


C In the Format Cells dialog
box, click the Alignment
tab.

D Under Orientation,
choose the degree of
orientation.

E Click OK.

Basic Excel Handbook • Page 36


Resize Columns

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

The standard font is the default text font for worksheets. The standard font determines the default
font 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 the Mouse.

• Complete Step A as shown below.

A Position the cursor on the line


that separates Column A from
Column B, and then double
click.

You can also click and drag with the


mouse to customize the size of the
column.

Note the cell A1 cannot accommodate


the large of alpha data, and there is a
need to resize the cell.

The display in Cells A2 and A3 indicate there is more


numeric data than the cell can accommodate and the
cells should be resized.

Note the display after the


column width has been
resized.

Basic Excel Handbook • Page 37


Part IV:
Saving Money and
Working Smart

Basic Excel Handbook • Page 38


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 find
the Fall and Spring grade point averages. The Average Function adds the grades in the Fall or Spring
grading period and divides by the number of grading periods.

Follow the steps below to find the Cumulative Fall and Spring Grade Point Averages.

Complete Steps A–I. Steps A–D are shown below. Steps E–J are shown on the following pages.

Click the Function (fx) button.


B
Click in the cell where the
A Average formula will display. In
this example Cell G1.

C
Select the Average function
from the Insert Function dialog
box.

D Click OK.

Basic Excel Handbook • Page 39


Click and drag to F
highlight the cells that
need to be averaged. In
E Click on the blue
Function Arguments
this example click on title bar and drag the
Cells D1 – F1. Function Arguments
dialog box down so that
you can access the data
Note the Average formula displays in that needs to be
both Cell G1 and the Functions averaged.
Arguments Average Number1.

The colon (:) represents through.


For example D1:F1 means Cells D1
through F1 are highlighted.

G Click OK or press Enter.

Basic Excel Handbook • Page 40


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

H Highlight Column G by
clicking on G.

I Click EDIT > FILL > DOWN to


copy the Average formula to
all the cells in Column G.

Do not be alarmed that Cell G1


appears to have an error message
(#DIV/0!) displayed. This message
occurs because the Header Rows that
contain both alpha and numeric
information have been averaged.

Basic Excel Handbook • Page 41


J Delete the #DIV/0! message in Cell G1
and type in the appropriate Header Row
title. For example “Fall Cumulative
GPAs.”

Note that all of the formulas have


been successfully copied to all of the
cells in Column G.

Basic Excel Handbook • Page 42


Sort Alpha Data

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

Follow the steps below to Sort Alpha Data.

• Complete Steps A–D. A–C are shown below. Step D is shown on the following page.

A From the Data menu,


choose Sort.

Click Continue with


B the current
selection.

C Click Sort.

Basic Excel Handbook • Page 43


Column A is the column you wish
to sort by.

Click OK.
D

The column will sort according to


the first name that appears in the
cell.

Basic Excel Handbook • Page 44


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 Data.

• Complete Steps A-D. Steps A–C are shown below. Step D is shown on the following page.

A From the Data menu


item, choose Sort.

B
Click Continue with the
current selection.

C Click Sort.

Basic Excel Handbook • Page 45


Column C, the column you wish to
sort by, is displayed here.

D Click OK.

The Numeric Sort is


completed, and Column C
displays the numeric data in
Ascending order.

Basic Excel Handbook • Page 46


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 can
select a pre-designed header from those listed, or create customized ones. A customized header is
separated 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 the
author's name and at the top of the other page you'll see the book title. At the bottom will be
consecutive 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 automatic
renumbering of pages if you add or delete content in your document.

Follow the steps below to create a Header.

• Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.

From the File menu, choose


A Page Setup.

Basic Excel Handbook • Page 47


B
From the Page Setup dialog
box, click the Header/Footer
tab.

C In the Header/Footer tab, click


Custom Header.

Basic Excel Handbook • Page 48


In the Custom Header dialog
D box, choose the Left section
and click the Date button.

You also have the option to


position the date at the Center
section or Right section.

In the Header/Footer tab, the


Header displays the date.

Click Print Preview.


E

Basic Excel Handbook • Page 49


F Click Print.

Note all the options in Print


Print Preview displays the Preview: Zoom, Print, Setup,
header on the worksheet. Margins, Page Break Preview,
Close and Help.

Basic Excel Handbook • Page 50


Insert Page Number at the Bottom Page

When you want to repeat the same information at the bottom of each page, create a footer. You
can select a pre-designed header from those listed or create customized ones. A customized header
is 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 A–H. Step A is shown below. Steps B–H are shown on the following pages.

A From the File


menu, choose Page
Setup.

Basic Excel Handbook • Page 51


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

C Click the Custom


Footer button.

D Click OK.

Basic Excel Handbook • Page 52


In the Footer dialog box,
E click in the Left section
and choose the Page
button.

You can choose other buttons


(date, time, file path, filename, or
tab name), or to locate the data in
the Center section or Right
section.

F Click OK.

G Click Print Preview.

In the Header/Footer
tab of the Page Setup
dialog box, the Footer
displays the Footer page
number (1).

Basic Excel Handbook • Page 53


Note all the options in Print
Preview: Zoom, Print, Setup,
H Click Print. Margins, Page Break Preview,
Close and Help.

Print Preview displays the Footer page


number at the bottom of this page.

Basic Excel Handbook • Page 54


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 the
data makes sense.

Follow the steps below to Print To the Top Row on Each Page.

• Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.

A From the File menu,


choose Page Setup.

Basic Excel Handbook • Page 55


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

In Print titles, click Rows to


repeat at top. C

D Click the row you choose to


print on the top of each page
and press the Enter key.

Note the Page Setup – Rows to repeat at top toolbar


displays after clicking the row to appear at the top of
each page.

Basic Excel Handbook • Page 56


E Click OK.

From the File


F menu, click
Print Preview.

Basic Excel Handbook • Page 57


Page 1 The Print Preview displays the Column
Headings on all pages after completing Steps
A–F.

The Print Preview displays the Column


Headings on all pages after completing Steps
Page 2 A–F.

Basic Excel Handbook • Page 58


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 Print the Worksheet Horizontally.

• Complete Steps A–E. Step A is shown below. Steps B–E are shown on the following pages.

From the File menu, choose


A Page Setup.

Basic Excel Handbook • Page 59


B From the PageSetup dialog
box, click Page tab.

C In the Page tab, click the


Landscape Orientation.

D In the Page tab, click Print


Preview.

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In the Print Preview, you have the following options: see the next page
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.

Click Print.
E

Portrait Landscape
Orientation Orientation
(vertical) printout. (horizontal)
printout.

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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 on
the Page Setup dialog box from the Page Setup or Print Preview commands on the File menu. Use
the Fit to pages option to compress worksheet data to fill a specific number of pages.

Follow the steps below to Reduce Data To One Page.

• Complete Steps A–E. Step A is shown below. Steps B–E are on the following pages.

A From the File menu, choose


Page Setup.

Basic Excel Handbook • Page 62


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

You may also want to change the page


Orientation from Portrait (vertical) to
Landscape (horizontal).

C In the Scaling option, Adjust to


50%, rather than the default
100% normal size setting.

50

D Click Print Preview.

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Before scaling the data, only Columns A-G
would fit on a page.

After reducing the data, there are more


columns included on the worksheet
printout (Columns A-N)

E Click Print.

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Preview Worksheet Without Printing

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

Follow the step below to Preview You Worksheet(s).

• Complete Step A as shown below.


In the Formatting toolbar,
A click the Print Preview
button.

Basic Excel • Page 65


In the Print Preview, you have the following options: see the next
page 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.

Basic Excel • Page 66