SECTION 5: Printing and Viewing your Workbook

Transcription

1 SECTION 5: Printing and Viewing your Workbook In this section you will learn how to: Use normal view Use the Page Break Preview Use the Page Layout view Use the Full Screen view Manage a single window Create a window Hide a window Freeze a pane Manage multiple windows Switch between open workbooks Arrange windows Compare workbooks side by side Reset windows Save a workspace Use Print preview Use the print dialogue Use the Page Setup dialogue Use Quick Print

2 Lesson 5.1: Using the View Ribbon In Excel 2007 there are a few different ways to view your workbook. These different views are designed to make certain tasks easier. If you are ready to print, for example, you probably don t want to view your workbook as a normal spreadsheet. If you do, it will be hard to tell exactly where your printed pages will begin and end. Sometimes, you may want to view a larger section of the grid area, or you may want to view several spreadsheet pages at once. The options for the different Excel 2007 views can be found on the View Ribbon. In this lesson, you will learn about the normal view, the page break view, the page layout view, and the full screen view. Using Normal View The first of the different views that we will discuss is the normal view. Basically, the normal view is the view that Excel 2007 will open with by default. The normal view displays the user interface ribbon, the quick access toolbar, the Ribbon tabs, the status bar at the bottom, and a reasonably large part of the Excel cell grid. This view is best suited for general work in Excel, because it provides easy access to many controls and features, as well as the working area (grid).

3 You will notice though, that in the image above you cannot see all of the information in the spreadsheet without scrolling. The chart beneath the data area is partially hidden. To overcome this, click the View tab near the top of the screen to display the View Ribbon. In the View Ribbon, you can see that the Normal view is currently selected. You will also see several other options for different views. You will also see checkboxes for Gridlines and for the Formula Bar on the View Ribbon.

4 Clearing these check marks will cause the formula bar and gridlines to disappear from your Excel screen. You can get them back by placing checks back in the appropriate boxes. This View Ribbon is the key to finding the Excel 2007 display that is most appropriate for your work. Of all of the views available on the View Ribbon, the one you will probably use the most, is the Normal view. You may notice a group of buttons in the lower right of your screen on the status bar. You can use these buttons to quickly switch between workbook views. Starting at left, the first button will switch to Normal view. The second button will switch to Page Layout view, and the third button will switch to Page Break preview. These buttons are useful because they will be available on the status bar regardless of the Ribbon that is currently displayed at the top of your Excel 2007 screen. Using Full Screen View As pointed out for the spreadsheet shown previously, the normal view does not necessarily show as much spreadsheet work area as you would sometimes like. To see a larger view of the working area of the spreadsheet without having to scroll or navigate with the arrow keys, click the Full Screen button in the Workbook Views button group on the View Ribbon. This will reveal a larger view of the working (grid) area.

5 In full screen view, you can see the data and the entire chart. It is important to note that this is a functional view. That is, you can enter and modify data in the cells, and perform cutting copying and pasting actions. If you right click on a cell in full screen view, a menu of options will be displayed just as in normal view.

6 This menu allows you to choose formatting options from the small formatting bar, even though the main Home Ribbon is not available. As you can see, you can still insert comments, use paste special, and work with other options through the drop down menu, even though the Ribbons are hidden. To return back to normal view from full screen, just press your Escape key. Using Page Layout View Another great feature of Excel 2007 is the Page Layout view. This view will clearly show you the boundaries of your printed pages, almost like a print preview. The difference is that this view provides all of the Excel functionality that is available in any other view. You can edit, format, enter and delete data, add charts, and do pretty much anything else, all from within this view. To get to Page Layout view, click the Page Layout button in the Workbook Views button group on the View Ribbon. This will display your spreadsheet in page layout view.

7 In page layout view, you can see the breaks between pages that would occur if the document was printed. The quick access toolbar, the Ribbons, the Office menu, and the status bar are all available in page layout view. If you adjust the zoom control toward the minus sign, you will see even more of your spreadsheet, broken into pages.

8 If you click on the very edge of a page, you can hide the margins.

9 You can navigate between the pages by using your arrow keys to move amongst the cells. You can also see rulers at the top and left side of the screen, showing the dimensions of the pages. In the images shown on the previous page, the paper size is the default letter size of 8.5 by 11. If you change the size to any other size, the pages in the Page Layout view will be adjusted accordingly. (You can adjust paper size with the Size button on the Page Layout Ribbon.) As a matter of fact, any changes you make with respect to page margins, orientation, and page size, will be reflected in the page layout view. This makes the page layout view ideal for preparing a worksheet or workbook for printing. When it comes to printing your document, you can use the page layout view to add headers and footers to your printed pages. To do this, just click on the page right where it says Click to add header. Once you click on this area, you will be able to enter a header for your printed pages. The situation is the same for footers.

10 Here is a page layout view with the page size increased to 8.5 by 14, the margins set to wide, and a header added. Remember, the page layout view still retains all of the Excel functionality! Page Break Preview Excel worksheets can get very large. In fact, most real worksheets contain too much data to fit on one printed page. To print a large worksheet, you have to break up the data into manageable sections. The point where one contiguous sheet of data is broken into separate pages is called a page break. If you print an Excel worksheet that is too big for a single page, Excel will define page breaks for you based on the size of the cells, the size of the paper that your pages will be printed on, and the print scale you choose. However, Excel doesn t care very much about the meaning or interpretation of your data when it sets up page breaks. On a large worksheet, the data can be broken into pages in awkward, illogical ways. This is why it is a good idea to learn how to manage page breaks on your own. If you click the Page Break Preview button on the View Ribbon, you will display an Excel view that shows page breaks in your spreadsheet as blue dotted lines. The solid blue lines indicate the boundaries of the printed page.

11 The Page Break view, though not great for actually working with your data, does provide functionality. That is, you can still edit, copy, remove data, and choose from menus in this view. This view is designed to help you organize your spreadsheets for printing. If you find that your data overlaps onto another page, but you would like to keep it on a single page, you can drag the blue dotted lines with your mouse to adjust where one page ends and another begins.

12 If you use print preview (which we will discuss in lesson 5.4), you can get a better idea of what this page will look like when printed, now that the page breaks have been adjusted.

13 Lesson 5.2: Managing a Single Window When you open a workbook in Excel, the actual working area (grid area with column letters and row numbers), is defined as its own region. That is to say, this working area is bounded by a border and can be minimized, closed, or resized independently of the Excel program itself. This self contained working area can be referred to as a window. In this image, you can see a workbook represented as a window within the larger Excel screen. In Excel 2007 you can have multiple windows for the same workbook open at the same time, or multiple windows representing completely different workbooks open at the same time. In this lesson, you will learn how to create a new window, hide a window, unhide a window, and how to freeze panes in a window. Creating a New Window In Excel 2007, it is easy to create a new window. If you have a workbook open, just display the View Ribbon, and then click the New Window button.

14 This will create a new, additional window for the same workbook. In the following image you can see two task bar elements, one for the original workbook window called newtemp:1, and another for the new window called newtemp:2. (Excel will attach a :number to the name of the workbook for each new window you create for the same workbook. This is Excel s default naming convention.) Each new window you create will have its own minimize, restore, and close buttons in the upper right. This allows you to minimize, restore, and close each window individually, though the window has to be active for these buttons to be visible. In addition, the windows can be individually resized by dragging their respective borders.

15 If you have two or more windows open for the same workbook and you change or modify data in one window, the data will be changed in all of the other windows as well. Hiding a Window To hide a window from view, click the Hide button on the View Ribbon. All traces of the currently active window will disappear from your Excel 2007 screen, but it is not really gone. The hide feature is great if you have multiple windows open, and you want to put a window (or a few windows) aside for a moment for less clutter, or perhaps to prevent accidental modifications or closure. Any hidden windows can be brought back to the Excel screen at your convenience. Unhiding a Window When you hide a window in Excel 2007, the Unhide button on the View Ribbon will become accessible.

16 When you click this button, an Unhide box will appear showing any windows that have been hidden. To display the window, select it in the unhide box and click the OK button. Freezing a Pane It is sometimes convenient to be able to keep an eye on one part of a spreadsheet while simultaneously viewing other parts of the same spreadsheet (for example, keeping cells with headings in place while scrolling through the data). If you want to see multiple parts of your worksheet at the same time, you can segment your Excel 2007 screen into more than one viewing area by using Excel s Freeze feature. To use Freeze, open a workbook window, and click the Freeze Panes button on the View tab. Clicking this button will display a menu of freeze options that you can choose from.

17 You can freeze part of your window based on a cell selection you make prior to freezing (the first option). You can also choose to freeze the top row, or the first column (the second and third options). This is useful as it will allow you to keep your column or row labels in place, while scrolling through your data. The other option in the View menu that is related to the Freeze command is Split. With this command, you can choose to break your window into four parts that you can scroll through independently. This image shows a window that has been frozen based on a selection. The highlighted area of cells was selected and the Freeze Panes button was then clicked. Using the scroll bars on the left and bottom will scroll through the bottom two panes and the pane in the upper right, but not the one that has been frozen (the one with the highlighted cells).

18 If you select a single cell and click the Split button, you will break the window into four panes around the selected cell. The four scroll bars will now let you view each pane independently. This window was split around cell J10. If you want to split your window into four equal sections, select cell A1 as the active cell before you click Split. To return your window to normal after a split, click the Remove split button. This button will appear whenever you split your screen.

19 To restore your window from a freeze, use the Unfreeze Panes option that appears on the Freeze Panes menu. (This menu item will only appear whenever you freeze your windows.)

20 Lesson 5.3: Managing Multiple Windows If you find that you frequently open a number of workbooks at the same time, Excel 2007 has some useful features that may help you manage your windows and workbooks better. In this lesson, you will learn how to switch between open workbooks, how to arrange workbooks, how to compare workbooks side by side, and how to reset a window. Switching Between Open Workbooks When you have multiple workbooks open in Excel 2007, it is easy to switch between them. First, if you can locate the names of your open workbooks in the status bar, you can click on a name to activate the corresponding workbook. For example, clicking on newtemp in the task bar in the above image will make it the currently active workbook in Excel. If you click on the word othertemp in the task bar, this workbook will become the currently active workbook. If you can see two or more workbooks side by side in your Excel 2007 screen, clicking on the title bar of a given workbook will make it active.

21 When you click the title bar of a workbook in this way, it will become the currently active workbook and take the foreground of the Excel 2007 screen. Finally, you can use Excel 2007 s Switch Windows button to switch between workbooks. This is especially useful when all workbooks are maximized and cannot be seen). When you click this button, you will display a menu listing all of the open workbooks. The checkmark in the menu indicates which workbook is currently active. If you click on any workbook in the Switch Windows menu, it will become the active workbook. Arranging Workbooks There is more than one way to arrange open workbooks in Excel. First, you can resize the workbooks as required by dragging their side and bottom edges. You can also move them around the Excel screen by dragging them by their title bars. Resizing and repositioning the workbook windows by dragging with your mouse can be a useful technique, but if you tire of this, Excel also provides a means of automatically arranging your workbook windows.

22 If you click the Arrange All button on the View Ribbon, you will see a box appear with a list of options for arranging your windows. Tiled Horizontal Vertical Cascade Workbooks will be arranged adjacently over the screen area (like tiles). Workbook windows will be arranged lengthways (like long strips) across the screen. Workbooks will be arranged lengthways up and down your screen, rather than across. Workbooks will be layered one in front of the other, with the title bar of each workbook visible.

23 Tiled Horizontal

24 Vertical Cascade

25 Comparing Workbooks Side by Side You can easily compare workbooks side by side with Excel To do this, click on the Compare Side By Side button on the View Ribbon. (Note that this command will only be available if you have two or more workbooks open.) If there are only two workbooks open, they will be compared side by side like this: When workbooks are compared side by side, the scrollbars are used to scroll through both workbooks simultaneously. This allows you to compare the same areas in each different workbook at the same time. If there is more than one workbook open, clicking the Side by Side button will display a box with a list of the open workbooks for you to choose from.

26 The workbook you select from the list will be compared side by side to the current workbook when you click the OK button. When you are finished comparing workbooks, just click the Side by Side button again to return to your previous view Synchronous Scrolling, Resetting a Window, and Saving a Workspace When you are using compare side by side in Excel, you can scroll through two workbooks simultaneously. If you want to compare workbooks, but have only one workbook scroll while the other remains fixed in position, click the Synchronous Scrolling button to disable this feature. This button will allow you to scroll one window while the other remains fixed. If you click on the scroll bar area of the window that is fixed, the scroll bar for that window will become functional, and the other window will now be in a fixed position. When you use the side by side view, you can also use the Arrange All button to arrange the windows you are comparing. This allows you to set up a vertical side by side configuration if you wish. You can also resize and reposition the two windows you are comparing manually, while maintaining the Compare Side by Side functionality. If you do resize the windows manually and you want to return to the original side by side window configuration, click the Reset Window Position button.

27 Clicking this button will return your two windows to the original (Compare Side by Side) position that you started with. If you often work with multiple workbooks and windows, it may be a good idea to use a workspace. When you save a workspace, all of the workbooks that you have open at the same time will be linked together. If you make changes to a workbook as part of a workspace, and then save the workspace, you will see a prompt to save the changes you made. If you do save the changes, the workbook file will be changed on an individual basis. This means that even if you opened the workbook individually, (not as part of the workspace you saved), the workbook will now contain the changes that you made to it. You can create a workspace by clicking the Save Workspace button on the View Ribbon. It will be saved with an.xlw extension and can later be opened just like a regular workbook. When you open a workspace, Excel will open all of the workbooks you were using when you created the workspace.

28 Lesson 5.4: Printing your Workbook It is often the case that printouts of your workbook (or parts of your workbook) will be required for one purpose or another. This is especially true for the workplace, where hard copies of data are often requested. Needless to say, knowing how to print data from your workbook is essential. You have already seen how the Page Layout view can help you view your spreadsheet as separate pages in preparation for printing. Beyond this, there are a few other Excel 2007 features that can be a great help when it comes to printing your documents. In this lesson, you will learn how to open Print Preview and how to use the print preview toolbar to set up print options. You will review the concept of quick printing and you will learn how to open and use the Page Setup dialogue box.

29 Opening Print Preview To open Excel 2007 s Print Preview screen, first expand the Office menu and click on the small arrow to the right of the Print menu item. This will display a Quick Print option (like the print option on the quick access toolbar) and a Print Preview option. The Quick Print option will print a quick copy of your spreadsheets, without regard to page content, margins, or any other special print set up details. For more control over your printing, click the Print Preview icon to open the Print Preview screen.

30 If you click directly on the Print button in the Office menu, or press the Ctrl + P keys, you will display the Print dialogue box. Here, you can click the Preview button in the lower left to invoke the Print Preview screen.

31 Using the Print Preview Ribbon Along the top of the Print Preview screen, you can see the Print Preview Ribbon. On this Ribbon you can find a Print button, a Page Setup button, a Zoom button, Next and Previous Page buttons, a Show Margins button, and a Close Print Preview button. The Print button will print the document as it is shown in the Print Preview screen. The Page Setup button will display the Page Setup dialogue box, which you can use to further refine your printed copies. If your spreadsheet has multiple pages to print, you can advance or go back through these pages using the Next and Previous page buttons. The Print Preview screen will display whatever page of your spreadsheet/workbook you are currently at.

32 At any time the preview page is zoomed out, clicking on it will zoom in. (You will see a magnifying glass mouse pointer when you do this). If the page is zoomed in, clicking on it will zoom out. Of course, you can also use the Zoom icon on the Ribbon. Clicking the Margins button will display the page margins on the print preview. If you click again, the margins will disappear. You can also place your mouse pointer on these margins and drag to reposition them. However, be careful when dragging margins. Keep in mind that repositioning the margins in this way may change the appearance of your printed page. Clicking the Close Print Preview button will close the Print Preview screen.

33 Here is a print preview page after clicking on it to zoom in. Here is the same page after clicking on it again. It is now once again zoomed out.

34 Quick Printing If you click the Quick Print item under the print option in the Office menu, you will immediately send your workbook to the printer, with no special formatting or page setup. Because quick printing dos not allow you to set up page breaks, margins, or headers and footers, you may not be happy with the look of your printed pages. With this in mind, quick print is best suited for small spreadsheets with a relatively small number of rows and columns. Quick printing is also quite appropriate for small selections or ranges from a larger spreadsheet. It may be the case that you have an expansive spreadsheet and only need to print a few columns from it. To do this, just select a print region (a selection of cells) by dragging your mouse and then click Quick Print. When you do this, only the region you selected will be printed.

35 The Print Dialogue If you click the Printer icon on the Office menu or use the Ctrl + P keyboard shortcut, you will display the Print dialogue box. If this dialogue box looks familiar, it is because you have probably used it before with other Microsoft Office programs; it is not unique to Excel. At the top of the dialogue box, you will see a dropdown list under the Printer heading. If you click the small down pointing arrow at the right of the drop list, you will display a group of printer options to choose from. Your printed output will be sent to the printer that you select. The printer that is shown in the list box when you first display the Print dialogue is your default printer.

36 In the Print range section of the Print dialogue, you can choose to print all pages or a specified number of pages. By default, the All radio button is selected. If you want to print a specific group of pages, select the Pages radio button and then specify the range of pages to be printed in the From and To boxes. On the right side of this section you can specify the number of copies to be printed. (The default is one.) If, for instance, you specified three copies, then the page or range of pages you chose for printing will be printed three times. In the Print what section of the dialogue box, you can specify what part of the workbook will be printed. If you select a cell or cells in your spreadsheet and click the Selection Radio button, only the selected cell or cells will be printed. If you click the Entire Workbook button, the entire workbook will be printed. If you select the Active Sheet(s) option, only the active sheets will be printed. Remember, you can activate a sheet by clicking its tab at the bottom of the Excel screen. To activate multiple sheets, click the tab for the first sheet and then hold down the Ctrl button while you click the tabs for the other sheets you want to activate. If you check the Ignore Print areas checkbox, the printout will not be restricted to only specific print areas (selections of cells). If you are ready to print, just click the OK button to send your output to the printer.

37 Using Page Setup If you click the Page Setup button in the upper left of the Print Preview screen you will see the Page Setup dialogue box. You can also open the Page Setup dialog by clicking the small arrow in the bottom left hand corner of the Page Setup button group on the Layout Ribbon. Here s what the Page Setup dialog looks like. Under the Page tab, you can select page orientation, print scale, paper size and print quality settings. (Print quality is a kind of resolution, in dots per inch, for a printed document.) Basically, more dots per inch will mean more print quality.

38 Under the Margins tab, you can specify how to center your page (horizontally or vertically) and you can directly enter values for the margins in the fields provided. You can even click on a margin data field to place your cursor in it and then enter a margin value of your choice (as measured in inches). Another option is to use the arrow buttons at the side of the data fields to change the margin values incrementally. As you may remember, Excel 2007 s Margins button on the Page Layout Ribbon also let you change the margin to preset sizes. Under the Header/Footer tab, you can choose headers and footers that will be visible on the top (header) and bottom (footer) of each printed page. You can select preset headers and footers by clicking on them in drop lists located beneath the header, and above the footer, preview fields. If you click the Custom Header or Custom Footer buttons, you will see a dialogue box like the one shown below.

39 You can use this box to design a custom header by entering text in the provided fields. You can also format the text and enter page numbers, dates, and times by using the buttons above the text fields. As you can probably remember, Excel 2007 s Page Layout view (Lesson 5.1) also allowed you to add footers and headers to your printed pages. Under the Sheet tab you will find a control that will let you define a Print Area (a selection of cells from your workbook). You will also see controls to Specify Print Titles (row or column headings from your spreadsheet to repeat on each printed page). You can specify print areas or print titles by clicking in the appropriate field in the dialogue box (to give it focus) and then selecting the cells you want with your mouse from the spreadsheet in question. When you do this, the cell ranges will be entered into the dialogue box fields automatically.

40 You can also place checkmarks in the Gridlines box so that the gridlines will be included in your printout. If you place a check in the Row and Column Headings checkbox, the row numbers and column letters will be included on your printed pages as well. Finally, you can specify the Page Order for a large workbook or spreadsheet. Down then over will print pages from top to bottom and then move over in your spreadsheet one page width to start printing at the top again. Over then down will print pages in a row from left to right, move down one page length, and start printing at the next row of pages. When you are finished adjusting you print settings, click the OK button in the lower right of the dialogue to save your changes and close the dialogue. When you are ready, you can then print your pages.

41 Section 5: Review Questions 1. What is generally the most commonly used view in Excel 2007? A. Normal view B. Page Layout view C. Page Breaks preview D. Print Preview 2. Which of the following is not a view in Excel 2007? A. Compare Side by Side B. Full Screen C. Outline D. Custom 3. Which view should you use if you want to see more of the Excel grid area? A. The full screen view B. The Normal view C. The Page Layout view D. None of the above 4. The Switch Windows button allows you to A. Switch between open windows B. Switch between worksheets C. Switch between workbooks D. All of the above. 5. What is the purpose of hiding windows? A. To reduce clutter in your workspace B. To prevent accidental modification of your data C. To prevent formula errors D. A and B 6. What is the Quick Print menu item for? A. To quickly print data without special preparation or formatting B. To make your printer print faster C. To add headers and footers to your pages D. None of the above

42 7. How do you open the Page Setup dialog? A. Print dialog B. Print Preview C. Page Layout Ribbon D. All of the above 8. What extension do Excel workspaces use? A. xlt B. xls C. xlw D. wks 9. The Print What? Group of controls is located. A. In the Page Setup dialogue B. In the Print dialogue C. On the Home Ribbon D. On the view Ribbon 10. Most of the controls for window management are A. On the Insert Ribbon B. On the Design Ribbon C. On the Office menu D. On the View Ribbon