Professional Documents
Culture Documents
Table of Contents
The Workbook Environment .................................................................... 5
What is Excel? .................................................................................................. 5
Advanced Navigation ..................................................................................... 6
Moving Directly to a Specific Cell or Range .......................................................... 6
Locate Specific Cell Entries Anywhere on the Worksheet .................................... 7
Replacing Specific Cell Entries ............................................................................. 8
Cell References
AutoSum
Functions
Macros
Sorting data
Filtering data
Range Names
A DVANCED N AVIGATION
Worksheets can become cumbersome over time as they grow. Navigating with
the mouse or the arrow keys can be tiresome and time consuming. To
accommodate spreadsheet users who need to navigate through large volumes of
data, Excel has built in a number of advanced navigation techniques. Excel also
provides different ways to display specific ranges of data for easier viewing within
a large spreadsheet.
8. Double click the range name January. The January range of data is
selected.
6. In the Within field, choose to search within the Sheet. Your other option
is to search within all of the sheets in the entire workbook.
7. In the Search field, select By Rows.
5. Click the Find Next button. The first match of Estimated is found.
6. Click the Replace button. Estimated is replaced with Actual.
7. Click the Replace All button. The remaining four instances of Estimated
are replaced with Actual.
8. Click Close.
T RANSPOSE F EATURE
Transpose Rows to Columns or Columns to Rows
There are times that you may design a spreadsheet, expending considerable
time, only to come to the conclusion that your spreadsheet would be clearer if the
columns and rows were reversed. Naturally you want your spreadsheet to be
clearly designed, but re-doing it seems like a waste of time. Excel anticipates that
this might happen to spreadsheet users, so it provides a Transpose Feature.
Practice transposing the rows and columns in the Expenses sheet.
1. Select the cells that you wish to transpose. In this example the range
A3-F15. Be sure to include the headings for both the rows and columns,
but do not select the spreadsheet title.
2. On the Home tab, click the Copy tool (or copy using your favorite
method).
The next step is to select the cell that will hold the upper left hand
corner of the table.
3. Select cell A17. The new spreadsheet will be anchored here.
4. On the Home tab, Clipboard group, click the lower half of the Paste
tool. The menu opens.
You could delete the old data in rows 3 to 15, but we will leave it for future
exercises.
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MACROS
Macros are a series of commands that automate your work; you can create them
to perform complex tasks or a simple task that you perform repeatedly. With
macros, these tasks are performed at the touch of a button.
Before recording a macro, you should plan your steps carefully. Review just what
it is step-by-step that you wish to accomplish.
To record and use a macro, two initial steps must be taken. First, the Developer
tab must be visible. Generally, the Developer tab is not visible by default.
Secondly, macros need to be enabled, as they are disabled by default (unless
you are saving the file as a macro-enabled file: .xlsm). If the Developer tab is not
available, follow these four steps to display it:
1. Click the File tab
2. On the left menu, select Options. The Excel Options dialog box displays.
3. In the Customize Ribbon category, in the right-hand pane, place a check
in the Developer tab check box.
4. At the base of the window, click OK. The dialog box closes and the
Developer tab displays on the Ribbon.
If you find that your Macro does not run, you may need to set the security level
temporarily to enable all macros, which allows macros to run or execute.
To adjust the macro settings:
5. On the Developer tab, in the Code group, click Macro Security. The
Trust Center opens.
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(not
7. Click OK. The window closes and the macro security level is adjusted.
1. On the Developer tab, in the Code group, click Record Macro. The
Record Macro dialog box is displayed.
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The Record Macro Dialog Box requests 4 pieces of information: the name you
wish to give your macro; the short cut keyif anyyou wish to use; the place
where you want to store your macro; and a macro description.
Select a name for your macro that reflects the macros actions. You may not use
spaces when naming your macro. If you need a space, use an underscore. Excel
also prohibits you from using symbols and punctuation marks. Macro names are
not case sensitive.
A. In the Macro name field, change the default Macro1 name to campus.
Rename
the
macro name from
the
default,
Macro1.
Excel gives you the option of selecting a Shortcut key for your macro. Shortcut
keys may include any key on the keyboard in conjunction with the Control key or
the combination of the Shift/Ctrl key. You should be careful, however, not to
select a shortcut already in use. For example, by default, Ctrl+C will copy a
selection. If you did choose such a shortcut, Excel would override the default,
making the shortcut available for your macro. But for users who want to retain
default shortcuts, it is a good idea to use the Ctrl+Shift combination; Excel does
not use the Shift key when creating keyboard shortcuts.
B. Click in the Shortcut key field.
C. Hold down the Shift key and press C on the keyboard. The shortcut
keys are assigned.
From no key:
To assigned key:
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Macros created and stored within a workbook are only available for use in that
workbook. You may also store the macro in another workbook. If you want to
utilize that macro in another workbook, meaning that this macro will be available
anytime you are using Excel, you need to store it in your Personal Macro
workbook.
E. In the Store macro in field, keep the default This Workbook.
While recording, Excel displays the Stop Recording button on the Developer tab,
Code group as well as on the status bar at the bottom left corner of the window.
Stop Recording
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15
N. At the base of the window, on the Status bar, click the Stop Recording
button. Excel stops recording your actions and the macro is complete.
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2. On the left menu, select Options. The Excel Options dialog box displays.
3. On the left navigation bar, click Quick Access Toolbar.
4. In the Choose commands from list, click the down-arrow and select the
fourth option Macros. A list of macros displays.
5. In the list, click the macro that you created, landscape.
9. Click the button image that you want to use. Dont click OK yet.
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At the base of the window, in the Display name field, is the tooltip that is
displayed when you rest the mouse pointer on the button. Alternately, if you wish
to change the name of the macro from campus, type the name that you want to
use.
10. Click OK. The Modify Button window closes.
11. Click OK. The macro button is added to the Quick Access Toolbar.
If you make a mistake while recording your macro, or no longer need your macro,
you can delete it from within the Macro dialog box.
To delete a macro:
1. On the Developer tab, in the Code group, click Macros. The Macro
window opens.
2. Select the macro.
3. Click Delete. The prompt, Do you want to delete appears.
4. Click Yes. The macro is removed.
To remove the custom Quick Access button (tool):
1. On the Quick Access Toolbar, right-click the campus tool. The shortcut
menu appears.
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The Sort Smallest to Largest tool sorts lists from the beginning of the alphabet,
from the lowest number, or from the earliest date. The Sort Largest to Smallest
tool sorts lists from the end of the alphabet, the highest number, or the latest
date.
The same tools are available on the Home tab, Editing group:
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Warning!
When sorting, be careful to click in the column as opposed to clicking the column
selector.
If you click the column selector, which will select or highlight the entire column,
and then click the sort tool, you will sort just the contents of that column. That will
skew all your records. If you do this by mistake, click the Undo tool or close the
file without saving the changes.
Practice sorting
1. In the Ski Statistics spreadsheet tab, click anywhere in the Vertical
Drop column.
2. On either the Data tab, Sort & Filter group, or on the Home tab, Editing
group, click the Sort Largest to Smallest tool. Note the reordering of the
rows.
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3. In the Sort by field, click the down-arrow and select Annual Snowfall.
4. In the Sort On field, leave the default Values.
5. In the Order field, select Largest to Smallest.
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AUTOFILTER
While the sorting feature allows you to control how you display your data, the
AutoFilter lets you control what to display.
AutoFilter is an ideal feature for long lists. It enables the spreadsheet user to filter
out categories of data, so he/she can concentrate on shorter lists within lists.
When you use AutoFilter a non-printing arrow is displayed that when clicked,
displays filtering categories. When a category is clicked, only that category is
visible on the screen.
To enable AutoFilter:
or
On the Home tab, in the Editing group, click the Sort & Filter tool downarrow and select Filter. Down-arrows appear in each column heading.
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Within the AutoFilter feature is the capacity to customize the filtering of a list,
column by column. When printing, the down-arrows do not print.
3. In the Show rows where field, in the field on the left, click the downarrow and select a filtering operation, is greater than.
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8. Click OK. The Custom AutoFilter window closes, your filtered results
display, and the filter down-arrow icon reflects a funnel icon.
Note that at the base of the window, the left corner of the Status bar also reflects
the data set from the filtering operation.
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10. Select Clear Filter From Summit Elevation. The Filter is removed.
AutoFilter has additional built-in filter presets. For example, if you know that you
want to use a Greater Than filter, you can preselect it from the filter menu.
It saves you a click and the filtering operation appears in the first field. The Top
10 choice allows you to automatically select the top or bottom ten (or whatever
number you choose) items from a list as well as the option to select a percentage
of items from a list.
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If you copy that formula to a new location, those instructions are copied, not
the actual contents of the cell.
=(B4+C4)*D4
If you move a formula, the cell references remain the same and refer to the
original cells.
=(A1+B1)*C1
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3. Click in a cell with a new formula and view the Formula Bar. Note the
relative movement of the cell references in the formulas you filled to
columns C, D and E.
4. Save the file.
Absolute reference
When you create an absolute cell reference, the row and column reference do
not change when you copy the formula because the reference is an actual cell
address. A $ before the row or column cell reference, $B$3, tells Excel to make
the cell reference absolute.
By default, Excel creates relative cell references in formulas except when the
formula includes cells in different worksheets or workbooks.
Using Absolute Cell Referencing
1. Open the next tab, the Mileage worksheet.
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3. To add dollar signs to create the absolute cell reference for the
reimbursement rate:
a. Click back in cell C4.
b. In the formula bar, click on the reference to cell E2.
4. Fill the formula down from January to December. The reference for the
reimbursement remains the same (absolute).
Mixed Reference
If one of the row or column references is relative and the other is absolute, Excel
refers to it as a mixed reference.
mixed
absolute
mixed
To change the type of reference you toggle by pressing the F4 key repeatedly.
Changing the reference type with the F4 key:
1. Click back in cell C4.
2. On the Formula bar, click the $E$2 reference.
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Press
the
F4
key
repeatedly and watch as
the references change
until the formula is back
to a relative reference.
SheetName!CellAddress
The following formula will multiply the first cell in the current worksheet by the
first cell in worksheet, sheet2.
=A1*sheet2!A1
=[workbookname]Sheetname!CellAddress
There is one caveat when referencing cells within another workbook. The syntax
is dependent upon whether or not the workbook is currently open. If the
workbook is closed, you must use the full path.
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The following formula multiplies cell A1 in the current sheet by cell A1 of the
sheet January in the workbook Budget 2012.xls which resides in the folder
c:\finance reports. Note the single quotes around the path name. They are
required whenever there is a space used in the path name.
=A1*c:\finance reports\[Budget 2012.xls]January!A1
If you create the formula using the point and click method instead of typing in the
formula manually then Excel will take care of the naming. When you use this
method and you refer to another workbook or worksheet, Excel will use absolute
references. You can manually adjust them later if necessary.
manually input
formula
4. Click the budget 2013.xlsx workbook. Note that no data has been
entered.
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5. Optionally, write down the formula to calculate the new income for January
2013. The income for January 2012 was $45,000 and the January 2013
income will increase by 3%.
______________________________________________
6. In the budget 2013 file, click cell B4. You will create the formula here.
7. Press the equal sign =. Every formula begins with an equal sign.
8. Type 1.03 and press the asterisk, *, to calculate the new value that is 3%
greater than the old value. You have created the beginning of the formula.
The next step is to reference the 2012 data.
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11. Select the workbook budget 2013.xlsx by clicking its button on the
Taskbar.
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Description
Precedence
in Calculations
()
^
*
/
+
-
Mathematical Operators
Parenthesis
Exponentiation
Multiplication
Division
Addition
Subtraction
1
2
3
3
4
4
&
Text Operator
Concatenation
Logical Operators
=
<
>
<=
>=
<>
Equal to
Less than
Greater than
Less than or equal to
Greater than or equal to
Not equal to
6
6
6
6
6
6
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Review
A formula starts with an equal sign (=). This enables excel to distinguish formulas
from text. The maximum size of a formula is 1024 characters. After you enter a
formula in a cell, the cell displays the results of the formula. The formula itself
appears in the formula bar.
AUTOSUM
AutoSum is a built-in Excel function that provides a quick method to add a range
of numbers from a column or row.
1. Return to the Ski Statistics sheet.
2. Click the cell directly beneath the column that you wish to sum or to
the right of the row that you wish to sum.
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3. On the Home tab, in the Editing group, click the AutoSum tool. The SUM
function is inserted and the marquee lights display.
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Using AutoCalculate
There will be times that you may want to quickly sum a column or row, or a
portion of a column or row, but you do not need to record the information on the
spreadsheet. The AutoCalculate feature in Excel is ideal for obtaining quick
results for several built-in functions. The following functions are included in the
Auto Calculate feature:
Average
Count (Counts the number of cells that contain numbers and also
numbers within the list of arguments)
Sum
To use AutoCalculate:
1. Select the range of cells containing the values that you wish
to calculate.
2. Observe the Status bar with the result of your calculation.
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#N/A
#NAME?
#NULL!
#NUM!
#REF!
#VALUE!
This occurs when you use the wrong type of argument or operator
in a function, or when you call for a mathematical operation that
refers to cells that contain text entries.
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USING FUNCTIONS
We will find the average summit elevation of the mountains listed in the Ski
Statistics sheet.
To use the Insert Function feature:
1. On the Ski Statistics sheet, click the cell where you want the
answer or function to appear, cell C23.
2. On the Formula bar, click the Insert Function tool (fx). The
Insert Function window appears.
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The next step is to select the cell or range of cells for the arguments of the
function (the data you want crunched). For example, we want the average of
cells C3:C22. You can type the range in manually or select the cells on the
spreadsheet by clicking and dragging with the mouse. If possible, Excel will
select the range of cells automatically, based on the position of the formula. In
our case, Excel has done this. Make sure the correct argument (number 1,
number 2, etc.) is selected in the dialog box before you select the cells on the
spreadsheet.
5. Select the function arguments. Excel has already done this.
The Number 2 field does not need to be filled in. Oftentimes as you enter data
into the function arguments, an extra field will display.
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3. In the select a category field, click the down-arrow and choose the Text
category. A list of functions displays.
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7. In the Function Arguments palette, click in the Text 2 field. The cursor
sits in the field and the Text 3 field opens.
The Text 2 field is where a space will be added before the last name is added to
the string via the Text 3 field.
8. Press the Spacebar. A space is inserted in the Text 2 field.
9. In the Function Arguments palette, click in the Text 3 field. The cursor
sits in the field and the Text 4 field opens.
The Text 3 field is where the last name will be inserted.
10. Click in cell C2. C2 is entered as the Text 3 argument.
11. Click OK. The formula is completed and the result is displayed in cell E2.
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To fill the formula down the column for the other rows of names:
1. Click in cell E2.
2. Grab the fill handle and fill down to cell E11. The full names display.
One additional step to clean up the concatenated data is to perform a copy and
paste special, values only. This will remove the function from behind the scenes
and allow the data to be moved freely. For example, a list of names and email
addresses could be pasted into a Multiple add field in Tufts Elist.
1. Select the range E2:E11.
2. Copy the data.
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5. Select Values.
1. Select the range of data that you want to convert, the range G2:G11.
2. On the Data tab, in the Data Tools group, click Text to Columns. Step 1
of the Convert Text to Columns Wizard opens.
3. Click Delimited.
The data must be separated consistently for the wizard to work, for
example by commas or tabs, or in our case a space.
4. Click Next. Step 2 of the wizard opens.
5. Select the delimiter, in our case Space, and make sure that the other
check boxes under Delimiters are clear.
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At the base of the window, the Data preview field shows the first and last
names in two separate columns.
7. In Step 3, in the Destination field, replace $G$2 with the cell reference
I2.
If you do not specify a new destination for the new columns, the split data
will replace the original data.
8. Click Finish. The data is split out into two distinct columns.
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Tip
If you are typing data that begins with a zero, such as a postal code, you may
have had trouble with leading zeros disappearing. For example, if you typed
02144. Try this technique:
Start each postal code with an apostrophe (). This tells Excel to treat the digits
as text.
1. Click in a cell.
2. Type an apostrophe.
3. Type the postal code such as 02144. The first zero remains.
If an error indicator (green triangle in corner of cell) and smart tag appear,
and you wish to remove the error indicator, click the smart tag and select
Ignore Error to remove it.
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CONDITIONAL FORMATTING
The conditional formatting feature in Excel is a method of visually marking cell
contents so that certain data can be quickly noted. You set up the rules that mark
data. The formatting options include such visual clues as color gradients or icon
sets such as colored flags. An example of conditional formatting would be a rule
that turns the cell values from black to red of any miles traveled that exceeded
the 300 mile threshold.
1. Click the Mileage tab.
2. Select the range of data to display the conditional formatting. In the
graphic below, the range B4:B9 has been selected.
3. On the Home tab, in the Styles group, click Conditional Formatting. The
conditional formatting menu choices display.
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Data Bars places a colored data bar in the cell that represents cell
value. The longer the bar, the higher the value.
Color Scales uses color gradient to signify higher or lower data values.
The darker the color, the higher the value.
Icon Sets places an icon into a cell or range of cells to represent a
range of values such as high, middle, and low. See the example below:
4. Hover over the Data Bars, Color Scales, and Icon Sets galleries. The
live preview displays the various formats in the table.
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Now we will set up a rule that will turn the cell data from black to red if it is
greater than 300 miles.
To set conditions for conditional formatting:
1. Select the range of data to display the conditional formatting. Again,
the range B4:B9 has been selected.
2. On the Home tab, in the Styles group, click Conditional Formatting. The
conditional formatting menu choices display.
3. At the base of the menu, select New Rules. The New Formatting Rule
window opens.
4. In the Select a Rule Type field, select the second choice Format only
cells that contain.
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5. In the Edit the Rule Description field, in the Format only cells with field,
select greater than.
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3. In the Show formatting rules for: field, select This Worksheet. The
Rule(s) display.
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DATA VALIDATION
Data validation is a tool employed to control the data that users enter into a cell
or range of cells so that data entered into a workbook is accurate. For example,
you can restrict data entry to a certain range of numbers. You can set up data
validation to prevent users from entering data that is not valid or you can allow
users to enter invalid data but warn them when they try to type it in the cell. You
can also write warning messages to clarify data input guidelines and instructions
to help users correct their errors.
To set up data validation:
1. Click the Expense Report tab.
2. Select the range of cells B3:E7. The expense data is selected.
3. On the Data tab, in the Data Tools group, click the top half of the Data
Validation tool. The Data Validation window opens.
We will set up data validation guidelines that will warn the user that their entry
exceeds the $1,000 threshold.
University Information Technology Training & Documentation Department
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6. In the Data field, click the drop-down and select less than. This will set
the upper limit.
7. In the Maximum field, type1000. This limits data entry to $999.99.
If you don't enter text in the Title or Error message fields, the title defaults to
"Microsoft Excel" and the message to: "The value you entered is not valid. A user
has restricted values that can be entered into this cell."
12. Click OK. The window closes and the data validation is enacted.
13. Test the data validation.
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COMPATIBILITY CHECKER
Excel 2010 documents (.xlsx format) cannot be opened by default by earlier
versions of Excel before version 2007 (2003). You can save Excel 2010
documents in Excel 97 - 2003 workbook file format. So, you may come face to
face with the Compatibility Checker window.
The Compatibility Checker can appear each time you save your work. It looks for
issues between Microsoft Office Excel 2010 and earlier versions of Excel that
were found in your workbook that might cause a Significant loss of functionality
or a Minor loss of fidelity. An example would be a new or improved feature or
functionality that you used in an Office Excel 2010 workbook that is not
supported in an earlier version of Excel, such as the Data Bars used in
conditional formatting.
When you save your work, you may view the references and simply click OK to
close the checker. You may also click Find, Fix, or Help to locate the occurrence,
fix it, or get some additional help on the issue. Note that the Find or Fix link may
not appear for every feature listed.
If you do not wish to see the Compatibility Checker appear each time you save
your work, you can uncheck the Check compatibility when saving this workbook
option at the base of the window.
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Scaling: You may change the scale of the worksheet. Bumping the scaling down
a few percentage points is a technique to keep the final column from printing out
on a separate page 2. The page can be scaled to a specific percentage of the
original size. The worksheet can also be set to fit a specific number of pages,
wide and long. Excel 2010 sizes the sheet accordingly.
Paper Size: Use this option to select the paper size of the printed page.
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The Margins tab allows you to change the left, top, right, and bottom margins.
You can also adjust the header and footer margins.
By default, the margins are measured in inches. Adjustments to the margins can
be made by entering a number directly into the measurement box or by clicking
the up and down arrows to a desired size.
The Margins tab also allows you to Center data on the page horizontally or
vertically.
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The Header/Footer tab is where you specify a header and/or footer for the
printed page. You can select one of the included items or create your own.
When you click the down-arrow for the Header or Footer list box you will see a
list of headers or footers from which you may choose. You can also choose
none if you do not desire a header or footer. By default, the Header and Footer
are blank.
If you choose to create your own Header and Footer, you can do so by selecting
the Custom Header and Customer Footer buttons between the Header
and Footer drop-down lists.
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The Custom Header and Footer dialog boxes allow you to enter text in any of the
three boxes depending on the desired location (left, center, or right). Several tool
icons in the middle of the dialog box allow you to modify the content and
appearance of the header or footer. When you use these icons, codes are added
to the worksheet to keep the information, such as page numbers or current
dates, accurate.
To insert a custom header or footer:
1. Click
window opens.
or
click
2. Click in the left, center, or right field in which you wish to enter text.
3. Click one of the tools detailed below to insert automatic text and/or
type in your own text.
Tool
Name
Format Text
Insert Page
Number
Insert Number of
Pages
Insert Date
Insert Time
4. Click
Description
Click to display the font dialog box. Use this
to modify the font of the header or footer.
Click to insert the page number [&Page].
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The Sheet tab manages the ancillary items, such as should the row and column
headers be included on every printed page and whether to include the grid lines
in the output.
The following table summarizes the features available on the Sheet tab.
Option
Print Area
Rows to Repeat
Columns to
Repeat
Gridlines
Black and white
Draft Quality
Row and Column
Headings
Comments
Cell errors as
Page order
Description
Used to specify an area to print
Used to specify certain rows to be repeated on every
page using the worksheet range of rows. The rows
must be entered as a range, such as $1:$1
Used to specify certain columns to be repeated on
every page using the worksheet range. The columns
must be entered as a range, such as $A:$A
Check to print with or without gridlines.
Print black and white regardless of whether a color
printer is selected.
Do not include graphics if they are present.
Used to print the row numbers and column letters.
Select where comments will be printed.
How should errors be displayed in the output
Used to determine the order in which Excel prints the
pages. The print order will determine the placement of
page numbers.
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