1. Key Applications Module Lesson 17 — Organizing Worksheets
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2. Computer Literacy BASICS
Objectives
Merge cells.
Fill a data series in adjacent cells.
Use AutoFormat to format a worksheet.
Create multiple worksheets.
Sort data in a worksheet.
Change the page setup.
Add headers and footers to a worksheet.
Preview and print a worksheet.
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3. Computer Literacy BASICS
Vocabulary
Ascending order
Descending order
Gridlines
Header row
Merge
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4. Computer Literacy BASICS
Merging Cells
You can join two or more adjacent cells together.
This allows you to create larger cells to accommodate a head that spans several columns, headers or footers, or long text fields.
First select the cells to be merged.
Click the Merge and Center button on the Standard toolbar.
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5. Entering Data with AutoFill
You can use the AutoFill feature to fill in a series of numbers and dates.
To do so, a pattern must be established in the initially selected cells.
When you drag the fill handle, the pattern is continued.
When you drag the handle down or to the right, the series increases.
When you drag the handle up or to the left, the series decreases.
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AutoFill Options
When you point to the AutoFill Options button (below the fill handle), the button expands to show a down arrow.
Click the down arrow to display a shortcut menu with options to copy the content of the cells, fill the selected cells with formatting only, or fill the cells without the formatting.
The AutoFill Options shortcut menu
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Applying AutoFormats
Excel provides several predefined worksheet formats that can be used to give your worksheet a professional look.
AutoFormats include font styles, colors, borders, shading, and other features.
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8. Applying AutoFormats (cont.)
To apply an AutoFormat:
Select the cells you want to format.
Choose the AutoFormat option on the Format menu.
Scroll through the available styles and select one you like.
Click OK to apply the AutoFormat to your worksheet.
You can modify formats after they are applied.
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9. The AutoFormat Dialog Box
You can preview AutoFormat styles in the dialog box.
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10. Creating Multiple Worksheets
When you open a new document in Excel, it automatically contains three worksheets.
Excel documents are called workbooks, and each workbook contains worksheets.
A tab for each worksheet is visible at the bottom of the screen.
Click on a tab to switch to that worksheet.
Double-click the tab to enter a new name.
Insert additional worksheets using the Worksheet option on the Insert menu.
Worksheet tabs
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11. Computer Literacy BASICS
Sorting Data
To sort Excel data, select a column to sort on.
The data in all rows will move accordingly with the sorted field.
Excel can determine whether your worksheet has a header row and will not include that row in the sort process.
Click the Sort Ascending button to sort the data in ascending order, from A to Z or smallest to largest.
Click the Sort Descending button to sort the data in descending order, from Z to A or largest to smallest.
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The Sort Dialog Box
You can base a sort on data in up to three different columns in a worksheet.
To sort a worksheet by multiple criteria, open the Sort dialog box by selecting Sort on the Data menu.
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Using Print Preview
Excel has a Print Preview mode that you can access from the Print Preview button on the Standard toolbar.
This allows you to see the worksheet as it will look when it is printed and to look for errors before printing.
Use the Page Setup dialog box to fix errors if you find problems with the document format.
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14. The Page Setup Dialog Box
Select the Page Setup option on the File menu to open the Page Setup dialog box.
Or you can click the Setup button in the Print Preview window to open the dialog box.
Click the Page tab in the dialog box if necessary.
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15. Changing the Page Setup
Sometimes a column or two does not fit on the same page as the rest of the data when you preview a worksheet.
You can use the Page Setup options to adjust the layout:
Change the orientation to Landscape to make the paper wider than it is tall.
Use the Fit to command to scale the worksheet up or down to fit on the number of pages you designate.
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Changing Margins
Click the Margins tab in the Page Setup dialog box to adjust the amount of white space around a worksheet when it prints.
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17. Computer Literacy BASICS
Changing Alignment
Basic cell content alignment—left, center, and right—can be applied by selecting the data and clicking the appropriate button on the Formatting toolbar.
Other alignment options available on the Alignment tab of the Format Cells dialog box include
Center cell content across selected merged cells.
Orient cell contents to set at an angle.
Adjust the vertical alignment of cell contents to top, bottom, justified, or distributed.
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18. Aligning and Wrapping Cell Data
You also can select an option on the Alignment tab of the Format Cells dialog box to shrink the content to fit within the cell.
Or select the text wrap option to wrap to new lines within a cell if the contents do not fit on one line.
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19. Gridlines in a Worksheet
Gridlines that appear in your worksheet on the screen do not print by default.
However, you can add gridlines to a printed worksheet or remove them from your on-screen worksheet if you prefer.
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20. Gridlines in a Worksheet (cont.)
To remove gridlines from the on-screen worksheet:
Select Options on the Tools menu and then choose the View tab.
In the Window options section, deselect Gridlines and then click OK.
To add gridlines to the printed document:
Open the Page Setup dialog box and choose the Sheet tab.
Select Gridlines in the Print section.
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21. Computer Literacy BASICS
Headers and Footers
A header is information that appears at the top of every page when the worksheet is printed.
A footer is information that prints at the bottom of every page.
Headers and footers are only visible in Print Preview mode or when the worksheet is actually printed.
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22. The Header and Footer Tab
Header text
To add a header or footer, select the Header/Footer tab in the Page Setup dialog box.
Headers and footers are used to provide descriptive text such as the date the worksheet was printed, the name of the person or company who created the worksheet, or the filename of the workbook.
Footer text
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Printing a Worksheet
Click the Print button on the Standard toolbar to print the worksheet with default settings.
Open the Print dialog box by selecting Print on the File menu to
Print the entire workbook.
Print a selected area of the worksheet.
Print multiple copies.
Select a different printer.
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24. Computer Literacy BASICS
The Print Dialog Box
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25. Computer Literacy BASICS
Worksheet Page Breaks
When a worksheet is more than one page in length, Excel determines where page breaks should occur.
If you don’t like where Excel sets them, you can create your own page break by dragging the page break indicator to a new location in the worksheet.
You can also insert a manual page break by selecting Page Break on the Insert menu.
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26. Pausing or Canceling a Print Job
To check the progress of a print job, double-click the Printer icon that appears on the taskbar when a job is printing.
The print queue, a list of print jobs currently in progress, will display.
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27. Pausing or Canceling a Print Job (cont.)
To cancel a print job, select the document name and then click Cancel Printing on the Document menu.
Select the Pause Printing command on the Document menu to stop the print job temporarily.
To restart printing, deselect the Pause Printing command.
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Summary
If you want text to span across several rows or columns, you can merge multiple cells into a single cell.
The AutoFill feature can recognize a pattern in numbers or text and fill a series based on the pattern.
You can use AutoFill to fill cells with or without formatting from the source cells.
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Summary (cont.)
Applying AutoFormats can give your worksheet a professional look quickly and can make reading the data easier.
You can delete or add one or several worksheets to a workbook, and you can rename each worksheet.
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Summary (cont.)
The Sort feature provides options for organizing worksheet data numerically or alphabetically. You can sort the data based on a single column, or you can sort the data based on multiple criteria.
The Alignment tab of the Format Cells dialog box offers advanced alignment options for cell contents, including wrapping text to new lines and orienting text vertically or at an angle.
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Summary (cont.)
Before you print, you can preview the worksheet on the screen to see what it will look like when it is printed.
You can change the page orientation or use the Fit to feature to fit all of the data on one page.
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Summary (cont.)
Gridlines normally appear on screen in worksheets but do not appear when the worksheets are printed, but you can hide the gridlines on screen or have the gridlines appear in a printed worksheet by selecting appropriate options.
Headers and footers can be added to worksheets to provide information, such as the source and date of the data.
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Summary (cont.)
Inserting page breaks manually or selecting part of a worksheet as a print area control the appearance of the print output.
You can choose to print the active worksheet only, or you can choose to print all worksheets in the workbook.
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