Triad 2010 excel_chapter_3

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© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
excel 2010
Chapter 3Chapter 3
Formatting theFormatting the
WorksheetWorksheet

askillsapproach
Excel 2010 Formatting the WorksheetExcel 2010 Formatting the Worksheet
• Skill 3.1 Applying Themes
• Skill 3.2 Merging Cells and Splitting Merged Cells
• Skill 3.3 Modifying Row Heights and Column Widths
• Skill 3.4 Inserting and Deleting Rows
and Columns
• Skill 3.5 Freezing and Unfreezing
Rows and Columns
• Skill 3.6 Hiding and Unhiding Rows
and Columns
• Skill 3.7 Naming Worksheets
• Skill 3.8 Changing the Color of Tabs
• Skill 3.9 Inserting and Deleting
Worksheets
• Skill 3.10 Moving and Copying
Worksheets
• Skill 3.11 Grouping Worksheets
• Skill 3.12 Adding Headers and
Footers
• Skill 3.13 Splitting Workbooks
• Skill 3.14 Showing and Hiding
Worksheet Elements
• Skill 3.15 Setting Up Margins for
Printing
• Skill 3.16 Scaling Worksheets for
Printing
• Skill 3.17 Changing Worksheet
Orientation
• Skill 3.18 Inserting Page Breaks
• Skill 3.19 Printing Selections,
Worksheets, and Workbooks
• Skill 3.20 Printing Titles
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• A theme is a unified color,
font, and effects scheme.
• From the Themes group, you
can apply specific aspects of a
theme by making a selection
from the Theme Colors,
Theme Fonts, or Theme
Effects gallery.
• Theme Colors —limits the
colors available from the color
palette for fonts, borders, and
cell shading.
• Theme Fonts —affects the
fonts used for cell styles
(including titles and headings).
• Theme Effects —controls the
way graphic elements in your
worksheet appear.
Excel Skill 3.1Excel Skill 3.1
Applying ThemesApplying Themes
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1. Click the Page Layout tab.
2. In the Themes group, click
the Themes button to expand
the gallery.
3. Roll your mouse over each
theme in the gallery to
preview the formatting
changes.
4. Click one of the themes to
apply it to your workbook.
To Apply a Theme to a WorkbookTo Apply a Theme to a Workbook
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2. In the Themes group, click the
Themes button to expand the
gallery.
3. Click another built-in theme
option to change that option for
the current theme, or modify
the existing theme options by
clicking the Create New
Theme Colors . . . or Create
New Theme Fonts . . . link at
the bottom of the gallery.
4. Click the Save Current
Theme . . . link at the bottom
of the Themes gallery.
5. Type a name for the theme,
and then click Save.
To Create a Custom ThemeTo Create a Custom Theme
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Merging Cells and Splitting Merged CellsMerging Cells and Splitting Merged Cells
Merge cells to create a header cell across multiple
columns of data or to center a title across your
worksheet.
•Merge Across —merge cells in multiple rows without
merging the rows together.
•Merge Cells —merge cells together without centering the
data. Like the Merge & Center command,
•Unmerge Cells —splits a merged cell back into its original
cells.
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1. Select the cells you want to
merge, making sure the text
you want to keep is in the
uppermost left cell.
2. On the Home tab, in the
Alignment group, click the
Merge & Center button.
To Merge Cells and Center ContentTo Merge Cells and Center Content
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1. Click the dialog box
launcher in the Alignment
group.
2. In the Format Cells dialog box
box, the Alignment tab will
open. Under Text alignment,
click the Horizontal: arrow,
and select General from the
drop-down list.
3. Click the Merge cells check
box to uncheck it.
4. Click OK to accept the
changes.
To Unmerge CellsTo Unmerge Cells
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Modifying Row Heights and Column WidthsModifying Row Heights and Column Widths
• Some columns may be too narrow to display data
properly.
– If a cell contains text data, the text appears cut off (or, if
cell to right is empty, the text extends into the empty
cell).
– If a cell contains numerical data, a series of pound
signs (#) is displayed instead of the number.
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1. Click the column selector for
the column you want to resize.
2. On the Home tab, in the Cells
group, click the Format button.
3. Click AutoFit Column Width.
To Automatically Set Columns to the Optimum WidthTo Automatically Set Columns to the Optimum Width
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Inserting and Deleting Rows and ColumnsInserting and Deleting Rows and Columns
• Adding or deleting rows and columns of information
impacts other rows and columns.
– Adding a row will shift other rows down.
– Adding a new column will shift other columns to the
right.
– Deleting a row will shift other rows up.
– Deleting a column will shift other columns to the left.
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To Insert a Row:
1.Place cursor in a cell in the row
below where you want the new
row.
2.On Home tab, in Cells group,
click Insert button arrow and
select Insert Sheet Rows.
3.The new row will appear above
the selected cell.
To Insert a Column:
1.Place cursor in a cell in the
column to the right of where you
want the new column.
click Insert button arrow and
select Insert Sheet Columns.
3.The new column will appear to
the left of the selected cell.
To Insert a Row or ColumnTo Insert a Row or Column
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To delete a row:
1.Place cursor in a cell in the row
you want to delete.
click Delete button arrow and
select Delete Sheet Rows.
3.The row will be deleted and the
rows below it will shift up.
To delete a column:
1.Place cursor in a cell in the
column you want to delete.
click Delete button arrow and
select Delete Sheet Columns.
3.The column will be deleted,
and columns to the right of the
deleted column will shift left.
To Delete a Row or ColumnTo Delete a Row or Column
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Freezing and Unfreezing Rows and ColumnsFreezing and Unfreezing Rows and Columns
• You may want to freeze the top row or the left column
of a large spreadsheet.
• Freezing allows you to keep column headings and row
labels visible as you scroll through the data.
• Using the Freeze Panes option freezes the worksheet
at the selected cell, so the rows above the cell and the
columns to the left of the cell are always visible.
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askillsapproach
If you want the top row to always
be visible:
1.Click the View tab.
2.In the Window group, click the
Freeze Panes button.
3.Click Freeze Top Row.
If you want the first column to
always be visible:
2.In the Window group, click the
Freeze Panes button.
3.Click Freeze First Column. To
return your worksheet to normal,
click the Freeze Panes button
and select Unfreeze Panes.
To Freeze the Top Row or First ColumnTo Freeze the Top Row or First Column
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Hiding and Unhiding Rows and ColumnsHiding and Unhiding Rows and Columns
• When hiding a row or column, the data still remain in
the workbook, but they are no longer displayed
onscreen and are not part of the printed workbook.
• Hiding rows can be helpful when you want to print a
copy of your workbook for others but do not want to
share all the information contained in your workbook.
• At any time, you can choose to “unhide” a row or
column, which will redisplay the row or column.
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askillsapproach
To Hide a Row or Column:
1.Select any cell in the row or
column you want to hide.
2.On the Home tab, in the Cells
3.Point to Hide & Unhide, and
click Hide Rows or Hide
Columns.
To Unhide a Row or Column:
1.Select the rows or columns on
either side of the row or column
you want to unhide.
3.Point to Hide & Unhide, and
click Unhide Rows or Unhide
Columns.
To Hide or Unhide a Row or ColumnTo Hide or Unhide a Row or Column
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Naming WorksheetsNaming Worksheets
• When you create a new workbook, Excel
automatically includes three worksheets named
Sheet1, Sheet2, and Sheet3.
• It is a good idea to rename worksheets to something
more descriptive.
• Descriptive names can help organize multiple
worksheets, making it easier to find and use
information.
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2. Click Rename Sheet.
3. Excel will highlight the sheet
name. Just begin typing to
overwrite the old name with the
new one.
4. Press Enter to accept the
name
To Rename a WorksheetTo Rename a Worksheet
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Changing the Color of TabsChanging the Color of Tabs
• By default, all the worksheet tabs in Excel are white.
• Changing the tab colors can help you organize your
data better.
• If you have sheets that contain related data, color
them using different shades of the same color.
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2. Point to Tab Color to display
the available color options.
3. Click the color you want.
To Change a Worksheet Tab ColorTo Change a Worksheet Tab Color
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Inserting and Deleting WorksheetsInserting and Deleting Worksheets
• If you need more than the three worksheets initially
created by Excel, you can add more.
• It is a good practice to keep all related information in
the same workbook by adding more worksheets,
rather than starting a new workbook.
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To add a worksheet to the left of
the current worksheet:
group, click the Insert button
arrow.
2.Click Insert Sheet. Blank
worksheets are always added to
the left of the current worksheet.
3.The new sheet is given the
name Sheet# (where # is the
next number available)
To add a new worksheet to the
end of your workbook (to the
right of the last worksheet tab),
click the Insert Worksheet tab.
To Add a WorksheetTo Add a Worksheet
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1. Select the sheet you want to
delete.
group, click the Delete button
arrow.
3. Click Delete Sheet.
4. If the worksheet contains data,
Excel will display a dialog box
warning that the sheet may
contain data and asking if you
are sure you want to
permanently remove it from
your workbook. Click the
Delete button to continue and
delete the worksheet. Be
careful—you cannot undo
the Delete Sheet command.
To Delete a WorksheetTo Delete a Worksheet
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Moving and Copying WorksheetsMoving and Copying Worksheets
• You can move worksheets around in a workbook,
rearranging them into the most logical order.
• You can also copy worksheets within a workbook or to
another workbook.
• Copying and moving worksheets can affect formulas
and charts, and moving a worksheet may cause errors
in your workbook.
• Moving a worksheet from one workbook to another
deletes the worksheet from the original workbook.
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2. Click Move or Copy Sheet . . .
3. In the Move or Copy dialog
box, click the name of the
sheet you want to move the
selected sheet before.
4. To create a copy of the
selected sheet, instead of
moving the original, click the
Create a copy check box.
5. To move the sheet to the end
of the workbook, select (move
to end) in the Before sheet:
box.
6. Click OK.
To Move or Copy a WorksheetTo Move or Copy a Worksheet
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Grouping WorksheetsGrouping Worksheets
• If you have multiple worksheets with the same
structure, you can make changes to all of the
worksheets at the same time by grouping them.
• This is convenient when you are setting up a series of
worksheets with the same row or column headings.
• When sheets are grouped together, you can also
change column widths and formatting, add formulas
such as totals, or add headers and footers.
• Using grouping saves time and ensures that the
sheets share a consistent style.
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1. Click the first worksheet tab.
2. Hold down the Shift key and
click the tab for the last
worksheet to be included in the
group. To select
noncontiguous worksheets,
click the Ctrl key instead, and
then click each sheet tab.
3. Notice the title bar now
includes [Group] after the file
name.
4. Make the change to the sheet.
This same change will be
made to the same cell in all
sheets in the group.
5. To ungroup, click any sheet
tab that is not part of the
group.
To Group WorksheetsTo Group Worksheets
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askillsapproach
1. To ungroup sheets, right-click
one of the grouped sheet
tabs.
2. Click Ungroup Sheets.
If all of the sheets in your
workbook are grouped
together, you will need to use
this method to ungroup them.
To Ungroup WorksheetsTo Ungroup Worksheets
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Adding Headers and FootersAdding Headers and Footers
• A header is text that appears at the top of every page,
just below the top margin.
• Afooter is text that appears at the bottom of every
page, just above the bottom margin.
• Headers and footers usually display such text as
dates, page numbers, document titles, and authors’
names.
• Using Page Layout view to add headers and footers,
displays exactly how the header and footer will appear
when the worksheet is printed.
• The header and footer areas each have three
sections: left, right, and center.
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askillsapproach
1. Click on Page Layout button.
2. Click text Click to add header
to activate center section (click
either side to activate left or
right header section). The
contextual tab Header & Footer
Tools Design appears.
3. In the Header & Footer group,
click the Header button and
select apredefined header, or
click a button in the Header &
Footer Elements group to add
a specific header element.
4. In the Navigation group, click
Go to Footer button to switch
to footer & add footer elements.
5. When finished, click anywhere
in the worksheet and then
switch back to Normal view.
To Add a Header or Footer from Page Layout ViewTo Add a Header or Footer from Page Layout View
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Normal View Button
Center Section of Header Box

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Splitting WorkbooksSplitting Workbooks
• The worksheet view can be split into two or four
panes.
• Each pane scrolls independently of the other(s), so
you can see two (or four) different areas of the
worksheet at the same time.
• Panes are helpful when changing data in one part of
the worksheet and immediately seeing the result in a
formula in another part of the worksheet (for example,
in a total row).
• Panes are just different views of the same data, not
independent copies. Changes made to a cell in one
pane will be reflected in all the panes.
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askillsapproach
1. Click the cell in the worksheet
where you would like to split
the view.
• To split the worksheet into
two horizontal panes, click
a cell in column A.
two vertical panes, click a
cell in row 1.
four panes, click any cell
in the worksheet. The cell
selected will be the top left
cell in the lower-right
quadrant pane.
1. Click the View tab.
2. In the Window group, click the
Split button.
To Split a WorksheetTo Split a Worksheet
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Showing and Hiding Worksheet ElementsShowing and Hiding Worksheet Elements
• Gridlines are the lines that appear on the worksheet
defining the rows and columns.
– Gridlines make it easy to see the individual cells in a
worksheet.
– You may need to hide the gridlines to make a
worksheet look less cluttered.
• Headings are the numbers at the left of rows and the
letters at the top of columns.
– By default, Excel displays the row and column headings
to make it easy to identify cell references.
– Once your worksheet is finished, you may want to hide
the headings.
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To show or hide headings:
2.In the Show group,
• To hide row & column
headings, click Headings
check box to remove check
mark.
• To display headings, click to
recheck Headings check box.
To show or hide gridlines:
2.In the Show group,
• To hide gridlines, click
Gridlines check box to
remove check mark.
• To display gridlines, click to
recheck Gridlines check box.
To Show or Hide Gridlines and HeadingsTo Show or Hide Gridlines and Headings
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By default, gridlines and row and
column headings are visible on-
screen when you are working in
Excel, but they do not print.
To print the gridlines and
headings when you print the
worksheet:
1.Click the Page Layout tab.
2.In the Sheet Options group,
click the Print check box under
Gridlines to print the gridlines.
3.In the Sheet Options group,
click the Print check box under
Headings to print the row and
column headings.
To Print Gridlines and HeadingsTo Print Gridlines and Headings
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Setting Up Margins for PrintingSetting Up Margins for Printing
• Margins are the blank spaces at the top, bottom, left,
and right of a printed page.
• You can adjust margins directly from the Print tab in
Backstage view. There are three preset margins
options:
– Normal —uses Excel’s default margins: .75 inch for the
top and bottom and 0.7 inch for the left and right.
– Wide —adds more space at the top, bottom, left, and
right sides.
– Narrow —reduces amount of space at top, bottom, left,
and right sides, so more of worksheet fits on each page.
• Notice the print preview image adjusts to show how
aworksheet will print with the new margins applied.3-37

askillsapproach
1. Click the File tab to open
Backstage view.
2. Click the Print tab.
3. In the Settings section, click
the button displaying the
current margins setting. There
are three preset margins
options (Normal, Wide, or
Narrow). Click the setting you
want to use.
If none of the preset margins
options is exactly what you
want, click Custom
Margins . . . at the end of the
margins options list. This
opens the Page Setup dialog
box where you can specify the
exact margins you want.
To Set Margins When PrintingTo Set Margins When Printing
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2. In the Page Setup group, click
the Margins button.
3. Click one of the preset margins
options: Normal, Wide, or
Narrow or click Custom
Margins . . . to specify your
own values.
To Set Margin Options from theTo Set Margin Options from the Page LayoutPage Layout TabTab
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Scaling Worksheets for PrintingScaling Worksheets for Printing
• You can control the number of printed pages by
specifying a maximum number of pages for the width
or height.
• Scaling options can be found on the Print tab in
Backstage view.
• There are four preset scaling options:
– No Scaling
– Fit Sheet on One Page
– Fit All Columns on One Page
– Fit All Rows on One Page
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askillsapproach
Backstage view.
3. In the Settings section, click the
button displaying the current
scaling setting. There are four
preset scaling options. Click the
setting you want to use.
• No Scaling
• Fit Sheet on One Page
• Fit All Columns on One
Page
• Fit All Rows on One Page
1. Notice the Print Preview image
adjusts to show how the
worksheet will print with the
new scaling setting applied.
To Set Scaling Options When PrintingTo Set Scaling Options When Printing
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2. In the Scale to Fit group, select
one of these options:
• Click the Width: arrow and
select the maximum number
of pages to print across.
• Click the Height: arrow and
select the maximum number
of pages to print vertically.
• Click the Scale: box and
enter a percentage to grow
or shrink the worksheet
when printed.
To Set Scaling Options From theTo Set Scaling Options From the Page LayoutPage Layout tabtab
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Changing Worksheet OrientationChanging Worksheet Orientation
• Orientation refers to the direction the worksheet prints.
It doesn’t affect the way the worksheet looks on your
computer screen.
• The default print setting is for portrait orientation —
when the height of the page is greater than the width
(like a portrait hanging on a wall).
• If your workbook is wide, you may want to use
landscape orientation instead, where the width of
the page is greater than the height.
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askillsapproach
Backstage view.
3. In the Settings section, click
the button displaying the
current orientation setting, and
then click the orientation
setting you want.
4. Notice that the Print Preview
image adjusts to show how
your worksheet will print with
the new orientation setting
applied.
To Change the Orientation of a WorksheetTo Change the Orientation of a Worksheet
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askillsapproach
Inserting Page BreaksInserting Page Breaks
• Excel automatically inserts page breaks so columns
and rows are not split across pages when you print.
• However, you may want to control where page breaks
happen so your worksheet prints in a more logical
order.
• To insert and remove page breaks, it is not necessary
to switch to Page Break Preview view.
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askillsapproach
1. Select where you want the
break:
1. If you want to add a
horizontal page break,
select the row below
where you want the break.
2. If you want to add a
vertical page break, select
the column to the right of
where you want the break.
the Breaks button.
4. Click Insert Page Break.
5. A new page break is inserted
to the left of the selected
column or above the selected
row
To Manually Insert a New Page BreakTo Manually Insert a New Page Break
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askillsapproach
Printing Selections, Worksheets, and WorkbooksPrinting Selections, Worksheets, and Workbooks
• The Print tab in Backstage view provides access to all
of the printing options as well as a preview of what the
printed worksheet will look like.
• By default, Excel will print the current, active
worksheet.
• You can change printing options to print only part of a
worksheet or the entire workbook at once.
• Print Entire Workbook —prints all sheets in workbook.
• Print Selection —prints only selected cells in the active
worksheet, overriding any print area definitions.
• Print Selected Table —prints the table only (only
available if current selection is within a defined table).
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askillsapproach
Backstage view.
3. Verify the correct printer name
is displayed in Printer section.
4. In the Settings section, the first
button displays what part of
the workbook will print. To
change the print selection,
click the button, and then click
one of the other options:
• Print Entire Workbook
• Print Selection
• Print Selected Table
1. To ignore the defined print
area, click Ignore Print Area
at the bottom of the list.
2. Click the Print button to print.
To Change What Part of the Workbook Will PrintTo Change What Part of the Workbook Will Print
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askillsapproach
Printing TitlesPrinting Titles
• If your worksheet includes a large table of data that
prints on more than one page, you should ensure that
the column or row labels print on every page.
• Excel provides a Print Titles feature to allow you to
repeat row and column headings on each page.
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askillsapproach
the Print Titles button.
3. In the Page Setup dialog box, in
the Rows to repeat at top: box,
type the row reference(s) using
the format $1:$1. This example
would repeat the first row only.
$1:$3 would repeat rows 1
through 3 on every printed page.
4. In the Columns to repeat at left:
box, type the column reference(s)
using the format $A:$A . This
example would repeat the first
column only. $A:$C would repeat
columns A through C on every
printed page.
5. Click OK.
To Repeat Rows and Columns on Every Printed PageTo Repeat Rows and Columns on Every Printed Page
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askillsapproach
Excel 2010 Formatting the Worksheet RecapExcel 2010 Formatting the Worksheet Recap
• Skill 3.1 Applying Themes
• Skill 3.2 Merging Cells and Splitting
Merged Cells
• Skill 3.3 Modifying Row Heights and
Column Widths
• Skill 3.4 Inserting and Deleting Rows
and Columns
• Skill 3.5 Freezing and Unfreezing
Rows and Columns
• Skill 3.6 Hiding and Unhiding Rows
and Columns
• Skill 3.7 Naming Worksheets
• Skill 3.8 Changing the Color of Tabs
• Skill 3.9 Inserting and Deleting
Worksheets
• Skill 3.10 Moving and Copying
Worksheets
• Skill 3.11 Grouping Worksheets
• Skill 3.12 Adding Headers and
Footers
• Skill 3.13 Splitting Workbooks
• Skill 3.14 Showing and Hiding
Worksheet Elements
• Skill 3.15 Setting Up Margins for
Printing
• Skill 3.16 Scaling Worksheets for
Printing
• Skill 3.17 Changing Worksheet
Orientation
• Skill 3.18 Inserting Page Breaks
• Skill 3.19 Printing Selections,
Worksheets, and Workbooks
• Skill 3.20 Printing Titles
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