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One of the easiest ways to share information in a
worksheet or workbook is to print copies for others to review. For
instance, every year at the annual briefing for the Adventure Works
resort, the activities coordinator passes out copies of an Excel worksheet
that summarizes the yearly revenue for sports equipment rentals. She takes
advantage of several Excel features that make worksheets more readable and
more attractive.
Opening an existing file.
Download the following document and save it to your pc.
Sports Incomes
Once it is saved go to the folder containing the document and open it with
Excel
Add a header and footer
In this exercise, you add a header and footer to a worksheet.
On the View menu, click Header And Footer. The Page Setup dialog box
appears with the Header/Footer tab displayed
Click the Custom Header button. The Header dialog box appears.
Click in the Right Section box, and click the Date button. A code for the
date is inserted.
In the Header dialog box, click OK. The Header dialog box closes. The
current date appears in the Header preview box in the Page Setup dialog
box.
Click the Footer down arrow. On the list that appears, scroll down and
click Sports Income.xls, Page 1. The footer you chose appears in the
Footer preview box.
Click OK. The Page Setup dialog box closes. The header and footer would
appear on a printed copy of the worksheet, although you can’t see them on
the screen.
On the Standard toolbar, click the Print Preview button. The worksheet
appears in the Preview window with the header and footer you specified.
On the Print Preview toolbar, click the Next button. Note that the header
and footer also appear on the second page of the worksheet.
On the Print Preview toolbar, click the Close button. The workbook window
appears.
Save the workbook with the current name.
Keep this file open for the next exercise.
Change margins and alignment
By default, worksheet margins are 1 inch on the top and the bottom and
0.75 inch on the left and right. When you add a header or footer to the
worksheet, it is separated from the body of the worksheet by 0.5 inch.
You can change the margins to suit the needs of each workbook. For
example, the activities coordinator at Adventure Works wants to print the
Sports Income worksheet on company letterhead for the annual briefing, so
she sets the top margin of the worksheet to 1.5 inches, leaving room for
the company logo, address, and phone number.
Another technique for adding balance to a worksheet is centering its
contents on the page. You can center the contents vertically between the
top and bottom edges of the page or horizontally between the left and
right edges of the page.
In this exercise, you change the margins of a worksheet and center the
worksheet on the page. Note that changes to margins affect only how the
worksheet prints, not how it appears on the screen.
On the File menu, click Page Setup. The Page Setup dialog box appears.
Click the Margins tab, if necessary. The current margins are listed
in the Top, Bottom, Right, Left, Header, and Footer boxes.
Click the up arrow in the Top box twice. The top margin changes to 1.5
inches.
Click the up arrow in the Bottom box twice. The bottom margin
changes to 1.5 inches.
In the Center On Page section at the bottom of the dialog box, select the
Horizontally and Vertically check boxes.
Click the Print Preview button in the dialog box. The preview shows this
change.
On the Print Preview toolbar, click the Close button. The Print Preview
window closes.
Keep this file open for the next exercise.
Change the orientation and scaling of a worksheet
When you workbook is wider than a page changing the margins is not
always enough to make it fit. In this case you may want to turn it
on the printed page; this is called the orientation. If you still can’t
fit all of the data on one printed page by changing the orientation, you
can shrink or reduce it by using Excel’s scaling options. The most common
reason for scaling a worksheet is to
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shrink it so that you can print it on one page, but you also can enlarge
the sheet so that data appears bigger and fills up more of the printed
page. To scale a worksheet, you specify how much to enlarge or shrink it
or you specify the number of pages on which you want it to fit
In this exercise, you change the orientation of a worksheet and set it up
to print on one page.
On the File menu, click Page Setup. The Page Setup dialog box appears.
Click the Page tab.
Click the Landscape option. The orientation of the worksheet changes from
portrait to landscape.
On the Page tab, click the Print Preview button. The preview displays the
first page of the worksheet.
On the Print Preview toolbar, click the Close button. The Print Preview
window closes.
On the File menu, click Page Setup.
The Page tab of the Page Setup dialog box appears In the Scaling section
in the middle of the tab, click the Fit To option. Keep the default
settings of 1 page wide by 1 page tall. The worksheet is scaled to fit on
one page.
On the Page tab, click the Print Preview button. The scale of the
worksheet decreases so that the worksheet fits on one page.
On the Print Preview toolbar, click the Close button.
The Print Preview window closes.
Save the workbook with the current name.
Keep this file open for the next exercise
Add and delete page breaks
Excel determines the number of pages on which a worksheet will print
based on the size of the worksheet, the margin settings, the orientation,
and the scaling. The places where Excel breaks the content from one page
to the next are called automatic page breaks, and Excel adjusts these
automatically when you add and delete worksheet content Sometimes you will
need to change where the page breaks, In this exercise, you insert
and delete page breaks.
On the File menu, click Page Setup. The Page Setup dialog box appears with
the Page tab displayed.
In the Adjust To box, type 100, and then click OK. The worksheet scale
returns to 100%.
Click cell A18. On the Insert menu, click Page Break. Excel inserts a page
break in the worksheet below row 17. The page break appears as a dashed
line on the worksheet
On the Standard toolbar, click the Print Preview button. A preview of the
worksheet appears with the page break you just inserted.
On the Print Preview toolbar, click the Close button. The Print Preview
window closes.
On the Insert menu, click Remove Page Break. The manual page break is
removed, and the page breaks return to their default positions.
Save the workbook with the current name.
Set and clear a print area
If you don’t want to print an entire worksheet, you can print only an area
you specify by setting a print area. For example, you might have a
worksheet in which you’re recording data for each month in the year. You
want to print only data recorded for the first three months. You can set
the print area to include this data only.
In this exercise, you set and clear a print area in a worksheet.
On the File menu, click Page Setup. The Page Setup dialog box appears with
the Page tab displayed.
In the Scaling section in the middle of the tab, click the Fit To option.
Keep the default settings of 1 page wide by 1 page tall. The worksheet is
scaled to fit on one page.
Click OK.
Select the range A2:E18.
On the File menu, point to Print Area, and click Set Print Area.
Click in any cell, and on the Standard toolbar, click the Print Preview
button. The Print Preview window appears, showing what would print if you
printed the worksheet with the current settings.
Save the workbook with the current name
and email the file to me.
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