Excel Lesson 3 Organizing the Worksheet

1. Excel Lesson 3Organizing the Worksheet Microsoft Office 2007: Introductory

2. Objectives • Copy and move data to other cells. • Use the drag-and-drop method and Auto Fill options to add data to cells. • Insert and delete rows, columns, and cells. • Freeze panes in a worksheet. Microsoft Office 2007: Introductory

3. Objectives (continued) • Split a worksheet window. • Check spelling in a worksheet. • Prepare a worksheet for printing. • Insert headers and footers. Microsoft Office 2007: Introductory

4. Automatic page break Copy Cut Fill Fill handle Footer Freeze pane Header Landscape orientation Manual page break Vocabulary Microsoft Office 2007: Introductory

5. Margins Normal view Office Clipboard (Clipboard) Page Break Preview Page Layout view Paste Portrait orientation Print area Print title Scale Split Vocabulary (continued) Microsoft Office 2007: Introductory

6. Copying and Moving Cells • Copying Cell Contents: Select the cell or range, then use buttons in the Clipboard group on the Home tab of the Ribbon. Click the Copy button to place the cell contents on the Office Clipboard. A flashing border appears around the copied selection. Pasting places the last item from the Clipboard into the cell or range selected in the worksheet. • Moving Cell Contents: Select the cell or range then click the Cut button in the Clipboard group on the Home tab of the Ribbon. The selected cell contents are placed on the Clipboard. Next, select the cell or upper-left cell of the range where you want to move the cut item and click the Paste button. Microsoft Office 2007: Introductory

7. Copying and Moving Cells (continued) • Using the Drag-and-Drop Method: Select the cell or range. Position the pointer on the top border of the selected cells. Drag the cells to a new location. To copy cells, press and hold the Ctrl key to include a plus sign above the pointer as you drag. • Using the Fill Handle: Filling copies a cell’s contents and/or formatting into an adjacent cell or range. Select the cell or range. The fill handle appears in the lower-right corner of the active cell or range. When you place the pointer over the fill handle, it changes to a black cross. Click and drag the fill handle over the cells you want to fill. Microsoft Office 2007: Introductory

8. Inserting and Deleting Rows, Columns, and Cells • Inserting Rows and Columns: To insert a row, click the row number to select the row where you want the new row to appear. Click the Insert button in the Cells group on the Home tab. A blank row is added, and the existing rows shift down. The process is the same to insert a column. The columns shift to the right to allow room for the new column. • Deleting Rows and Columns: To delete a row or column follow the steps above but click the Delete button. If you accidentally delete the wrong column or row, you can click the Undo button on the Quick Access Toolbar to restore the data. Microsoft Office 2007: Introductory

9. Inserting and Deleting Rows, Columns, and Cells (continued) • Inserting Cells: To insert a new, blank cell, select the cell where you want to insert the new cell. Then, in the Cells group on the Home tab, click the arrow next to the Insert button, and then click Insert Cells. The Insert dialog box appears. • Deleting Cells: Select the cell you want to delete. Then, in the Cells group on the Home tab, click the arrow next to the Delete button, and then click Delete Cells. The Delete dialog box appears. Microsoft Office 2007: Introductory

10. Freezing Panes in a Worksheet • You can view two parts of a worksheet at once by freezing panes. When you freeze panes, you select which rows and/or columns of the worksheet remain visible on the screen as the rest of the worksheet scrolls. • On the View tab of the Ribbon, in the Window group, click the Freeze Panes button, and then click Freeze Panes. A black gridline appears between the frozen and unfrozen panes of the worksheet. Microsoft Office 2007: Introductory

11. Splitting a Worksheet Window • Splitting divides the worksheet window into two or four panes that you can scroll independently. You can split the worksheet window into horizontal panes, vertical panes, or both. • Select a row to split the window into horizontal panes. Select a column to split the worksheet into vertical panes. Select a cell to split the worksheet into both horizontal and vertical panes. Then, on the View tab of the Ribbon, in the Window group, click the Split button. Microsoft Office 2007: Introductory

12. Checking Spelling in a Worksheet • To help track down and correct spelling errors in a worksheet, you can use the Spelling command, which checks the spelling in the entire active worksheet against the dictionary that comes with Microsoft Office. • To check the spelling in a worksheet, click the Review tab on the Ribbon, and then, in the Proofing group, click the Spelling button to access the Spelling dialog box. Microsoft Office 2007: Introductory

13. Preparing a Worksheet for Printing • Page Layout view is helpful when you prepare a worksheet for printing. • Setting Margins: Margins are blank spaces around the top, bottom, and sides of a page. To change the margins of a worksheet, click the Page Layout tab on the Ribbon, and then, in the Page Setup group, click the Margins button. • Changing the Page Orientation: Worksheets printed in portrait orientation are longer than they are wide. Worksheets printed in landscape orientation are wider than they are long. You can change the orientation of the worksheet by clicking the Page Layout tab on the Ribbon, and then, in the Page Setup group, clicking the Orientation button. Microsoft Office 2007: Introductory

14. Preparing a Worksheet for Printing (continued) • Setting the Print Area: When you print a worksheet, Excel assumes you want to print the entire worksheet. To print a portion of the worksheet, you need to set the print area. Select the range, and click the Page Layout tab on the Ribbon. In the Page Setup group, click the Print Area button, and then click Set Print Area. • Inserting, Adjusting, and Deleting Page Breaks: Excel inserts automatic page breaks when it runs out of room on a page. To insert a manual page break, select the row below where you want to insert a page break, or the column to the left of where you want to insert a page break. Click the Breaks button in the Page Setup group on the Page Layout tab, and then click Insert Page Break. The simplest way to adjust page breaks in a worksheet is in Page Break Preview. Microsoft Office 2007: Introductory

15. Preparing a Worksheet for Printing (continued) • Scaling: Scaling enables you to resize a worksheet to print on a specific number of pages. The Scale to Fit group on the Page Layout tab contains options for resizing a worksheet. • Choosing Sheet Options: By default, gridlines, row numbers, and column letters appear in the worksheet, but not on the printed. You can choose to show or hide gridlines and headings in a worksheet, as well as on the printed page. The Sheet Options group contains check boxes for viewing and printing gridlines and headings. • Specifying Print Titles: Print titlesare designated rows and/or columns in a worksheet that print on each page. Specified rows print at the top of each page. Specified columns print on the left of each page. To set print titles, click the Page Layout tab on the Ribbon, and then, in the Page Setup group, click the Print Titles button. Microsoft Office 2007: Introductory

16. Inserting Headers and Footers • A header is text that prints in the top margin of each page. A footer is text that prints in the bottom margin of each page. • To create a header or footer for a printed worksheet, click the Insert tab on the Ribbon, and then in the Text group, click the Header & Footer button. • The worksheet switches to Page Layout view, and the Header & Footer Tools appear on the Ribbon with one contextual tab—the Design tab. Microsoft Office 2007: Introductory

17. Summary • Worksheet data can be moved or copied to another part of the worksheet. You can use the Copy, Cut, and Paste buttons, the drag-and-drop method, and the fill handle to copy and move data in a worksheet. • As you build a worksheet, you may need to insert a row or column to enter more data, or delete a row or column of unneeded data. You can also insert or delete specific cells within a worksheet. • When a worksheet becomes large, the column or row labels can scroll out of view as you work on other parts of the worksheet. To keep select rows and columns on the screen as the rest of the worksheet scrolls, you can freeze panes. • Splitting a large worksheet enables you to view and work in different parts of a worksheet at once, in two or four panes that you can scroll independently. Microsoft Office 2007: Introductory

18. Summary (continued) • You can check a worksheet for possible misspellings and correct them using the Spelling dialog box. • When you are ready to print a worksheet, switching from Normal view to Page Layout view can be helpful. You can modify how a worksheet appears on the printed page by increasing or decreasing the margins, changing the page orientation, designating a print area, inserting page breaks, scaling, showing or hiding gridlines and headings, and specifying print titles. • Headers and footers are useful for adding identifying text at the top and bottom of the printed page. Common elements include your name, the page number, the current date, the workbook file name, and the worksheet name. Microsoft Office 2007: Introductory