1. 1- Managing the Worksheet Environment Michael Gillen

2. Objectives 1.1 Navigate Through a Worksheet 1.2 Print a Worksheet or Workbook 1.3 Personalize the Excel Environment

3. Intro Each Excel workbook consists of individual worksheets (three by default, but you can add and remove worksheets at will) which, when printed, are divided into pages. You can personalize many aspects of Excel functionality and of the Excel program window to tailor the Excel working environment so that you can most efficiently create and manipulate data on worksheets. You can also control the page layout of a worksheet so that, when printed, each page displays the information you want.

4. 1.1- Navigate through a Worksheet You can move around in a worksheet in many ways, including the following: ● Pressing directional keyboard keys and key combinations ● Specifying a named cell or range of cells Specifying a property of the cell in the Go To Special dialog box

5. 1.1- Navigate through a Worksheet

6. ➤ To move by one cell ➜ Press the Up Arrow key to move one cell up. ➜ Press the Down Arrow key to move one cell down. ➜ Press the Right Arrow key or the Tab key to move one cell to the right. ➜ Press the Left Arrow key or Shift+Tab to move one cell to the left. ➤ To move by one screen ➜ Press Page Up or Page Down to move up or down. ➜ Press Alt+Page Up or Alt+Page Down to move to the left or right.

7. 1.1- Navigate through a Worksheet ➤ To move to the edge of the current data region ➜ Press Ctrl+Up Arrow, Ctrl+Down Arrow, Ctrl+Left Arrow, or Ctrl+Right Arrow. ➤ To move to the next nonblank cell ➜ Press End, and then press the Up Arrow, Down Arrow, Left Arrow, or Right Arrow key. ➤ To move to the beginning of the current row ➜ Press Home. ➤ To move to the beginning of a worksheet ➜ Press Ctrl+Home.

8. 1.1- Navigate through a Worksheet ➤ To move to a specific location 1. On the Home tab, in the Editing group, display the Find & Select list, and then click Go To. 2. In the Go To dialog box, enter a cell, cell range, or range name in the Reference box, and then click OK. ➤ To move to a location that has a specific property 1. On the Home tab, in the Editing group, display the Find & Select list, and then click Go To Special. 2. In the Go To Special dialog box, click the property on which you want to search, and then click OK.

9. 1.1- Navigate through a Worksheet ➤ To move to a named cell or range ➜ Enter the name in the Go To dialog box, and then click OK. ➜ Enter the name in the Name box, and then press Enter. ➤ To move to the last populated cell on a worksheet ➜ Press Ctrl+End. ➜ In the Go To Special dialog box, click Last cell, and then click OK.

10. Practice Tasks The practice file for these tasks is located in the Excel\Objective1 practice file folder. If you want to save the results of the tasks, save them in the same folder with My appended to the file name so that you don’t overwrite the original practice file. ● Open the PopulationData workbook. Using the techniques described in this section, move to cell J6 of the NST03 worksheet. ● Using the techniques described in this section, move to the first worksheet cell that contains a comment. ● Move to the cell range named US_2006. ● Move to the last populated cell in the worksheet.

11. 1.2- Print a Worksheet or Workbook Printing Part or All of a Workbook An Excel workbook can contain many separate worksheets of data. You can print part or all of an individual worksheet, a selected worksheet, or all the worksheets that contain content at one time. By default, Excel prints only the currently active worksheet(s). If you want to print only part of a worksheet, you can do so from the Print page of the Backstage view or, if you will often print the same portion of a worksheet, you can define that portion as the print area.

12. 1.2- Print a Worksheet or Workbook After defining the print area of a worksheet, you can add selected ranges to it. A contiguous range becomes part of the original print area definition; a range that is noncontiguous or a different shape becomes a separate print area and is printed on a separate page. You can also remove ranges from the print area. If you don’t want to limit printing to the print area, you can permanently clear the print area or temporarily ignore it by selecting an option on the Print page of the Backstage view.

13. Printing Part or All of a Workbook ➤ To print all populated worksheets in a workbook ➜ On the Print page of the Backstage view, in the Settings area, display the first Print list, and then click Print Entire Workbook. ➤ To print a single worksheet 1. Display the worksheet you want to print. 2. On the Print page of the Backstage view, in the Settings area, display the first Print list, and then click Print Active Sheets

14. Printing Part or All of a Workbook ➤ To print specific worksheets 1. Display the first worksheet in the workbook that you want to print. 2. Select additional worksheets in one of these ways: ❍ To select adjacent worksheets, press Shift and then click the tab of the last worksheet in the workbook that you want to print. ❍ To select nonadjacent worksheets, press Ctrl and then click the tab of each additional worksheet you want to print. 3. On the Print page of the Backstage view, in the Settings area, display the first Print list, and then click Print Active Sheets.

15. Printing Part or All of a Workbook ➤ To print a portion of a worksheet without defining a print area 1. In the worksheet, select the range of cells you want to print. 2. On the Print page of the Backstage view, in the Settings area, display the first Print list, and then click Print Selection. ➤ To define a selected range as the print area ➜ On the Page Layout tab, in the Page Setup group, click the Print Area button, and then click Set Print Area.

16. Printing Part or All of a Workbook ➤ To add a selected range to the print area ➜ On the Page Layout tab, in the Page Setup group, click the Print Area button, and then click Add to Print Area. ➤ To remove a range from the print area 1. On the Page Layout tab, click the Page Setup dialog box launcher. 2. On the Sheet page of the Page Setup dialog box, change the range reference in the Print area box, and then click OK.

17. Printing Part or All of a Workbook ➤ To clear the print area ➜ On the Page Layout tab, in the Page Setup group, click the Print Area button, and then click Clear Print Area. ➤ To ignore the print area ➜ On the Print page of the Backstage view, in the Settings area, display the first Print list, and then click Ignore Print Area.

18. Setting Page Breaks When the cell entries in a worksheet will not fit within the margins of one printed page, Excel indicates which cells will print on which page by inserting a soft page break. Page breaks are indicated in Normal view as dashed lines. If you want to control how pages break, you can insert manual page breaks. Before printing a worksheet, you can preview the page breaks and fine-tune their placement.

19. Setting Page Breaks

20. ➤ To insert a manual page break 1. Click the cell in column A above which you want to insert a horizontal page break. Or Click the cell in row 1 to the left of which you want to insert a vertical page break. Or Click a cell anywhere in the worksheet above and to the left of which you want to insert both horizontal and vertical page breaks. 2. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then click Insert Page Break.

21. Setting Page Breaks ➤ To delete a manual page break 1. Click any cell below or to the right of the page break you want to remove. 2. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then click Remove Page Break. ➤ To delete all manual page breaks ➜ On the Page Layout tab, in the Page Setup group, click the Breaks button, and then click Reset All Page Breaks. ➤ To preview and adjust page breaks 1. On the View toolbar located at the right end of the status bar, click the Page Break Preview button and, if a message box appears, click OK. 2. To adjust an existing page break, drag it in the direction of either of its arrows.

22. Printing Guidelines and Headings When you print a worksheet with the default settings, the gridlines, row headings, and column headings are not printed. If you want to include these elements, you can turn them on for printing.

23. Setting Page Breaks

24. ➤ To print gridlines ➜ On the Page Layout tab, in the Sheet Options group, under Gridlines, select the Print check box. ➤ To print column and row headings ➜ On the Page Layout tab, in the Sheet Options group, under Headings, select the Print check box.

25. Printing Page Headers and Footers You can display information on every page of a printed worksheet by creating and formatting headers and footers. You can have a different header and footer on the first page or different headers and footers on odd and even pages. When you create a header or footer, Excel opens header and footer areas and displays the Header & Footer Tools Design contextual tab on the ribbon. You can enter information in the header and footer areas in the following ways:

26. Printing Page Headers and Footers ● Select information, such as the company name, the file name, or the worksheet name, from a list. ● Type the information the same way you would enter ordinary text. ● Use commands on the Design contextual tab to enter and format items such as the page number or the date and time.

27. Printing Page Headers and Footers

28. ➤ To insert a header or footer 1. On the Insert tab, in the Text group, click the Header & Footer button. 2. Click the left, center, or right area of the header, and use a combination of typing and the commands on the Header & Footer Tools Design contextual tab to create the header you want. 3. On the Design contextual tab, in the Navigation group, click the Go to Footer button. 4. Repeat step 2 to create the footer. 5. Click away from the footer area to review the header and footer in Page Layout view.

29. Printing Page Headers and Footers ➤ To change the header or footer ➜ On the Insert tab, in the Text group, click the Header & Footer button, and then make your changes.

30. Practice Tasks The practice files for these tasks are located in the Excel\Objective1 practice file folder. If you want to save the results of the tasks, save them in the same folder with My appended to the file name so that you don’t overwrite the original practice file. ● Configure the SalesByCategory worksheet of the PrintArea workbook so that printing with the default settings will print only columns B and C with gridlines. ● On the Orders worksheet of the PageBreaks workbook, insert a page break before row 31. Then review the page breaks, and ensure that only columns A through D will appear on the first page. ● In the HeaderFooter workbook, create a header that will print on all the pages of the Orders worksheet except the first. On the left, enter today’s date; in the center, enter the name of the workbook; and on the right, enter the page number. Return to Normal view, and then change the center section of the header to reflect the name of the worksheet instead of the workbook. ● Configure the print settings of the HeaderFooter workbook so that page numbers print at the bottom of each page instead of the top.

31. 1.3- Personalize the Excel Environment Managing Program Functionality You can control the settings and appearance of many Excel features from the Excel Options dialog box. The Excel Options dialog box is divided into pages of general Office settings, Excel functionality-specific settings, feature- specific settings (for the ribbon and the Quick Access Toolbar), and security-related settings.

32. 1.3- Personalize the Excel Environment Managing Formula Options From the Formulas page of the Excel Options dialog box, you can configure settings that pertain to calculations, working with formulas, and automatic error checking.

33. Managing Formula Options

34. 1.3- Personalize the Excel Environment Managing Advanced Options From the Advanced page of the Excel Options dialog box, you can configure settings that pertain to editing and moving data, including graphic elements in worksheets; working with program window elements; working with elements of a specific workbook or worksheet; and other, more advanced options.

35. Managing Advanced Options

36. 1.3- Personalize the Excel Environment Customizing the Ribbon and Quick Access Toolbar In all Microsoft Office 2010 programs, you can create a more efficient working environment by modifying the commands available on the ribbon and the Quick Access Toolbar.

37. 1.3- Personalize the Excel Environment Customizing the Ribbon You can customize the ribbon to display more or fewer tabs and groups of commands. You can choose from among all the commands available in the program to create custom tabs and groups of commands.

38. Customizing the Ribbon and Quick Access Toolbar

39. ➤ To minimize the ribbon ➜ To the right of the ribbon tab names, click the Minimize the Ribbon button. ➤ To select a command from the minimized ribbon ➜ On the minimized ribbon, click the tab on which the command appears, and then work with the command as usual. ➤ To expand the ribbon ➜ On the minimized ribbon, to the right of the tab names, click the Expand the Ribbon button.

40. Customizing the Ribbon and Quick Access Toolbar ➤ To hide a ribbon tab 1. On the Customize Ribbon page of the Excel Options dialog box, in the Customize the Ribbon list, click the category containing the tab you want to hide. 2. In the Customize the Ribbon pane, clear the check box of the tab you want to hide. ➤ To remove a group of commands from a tab 1. On the Customize Ribbon page of the Excel Options dialog box, in the Customize the Ribbon list, click the category containing the tab you want to modify. 2. In the Customize the Ribbon pane, expand the tab you want to modify (click the plus sign to the left of the tab name). 3. Click the group you want to remove from the tab, and then click Remove.

41. Customizing the Ribbon and Quick Access Toolbar ➤ To create a custom group 1. In the Customize the Ribbon pane, click the tab you want to modify. 2. Below the pane, click New Group. 3. With the New Group (Custom) group selected, click Rename. 4. In the Rename dialog box, enter a name for the group in the Display name box and, optionally, select an icon to represent the group from the Symbol gallery. Then click OK.

42. Customizing the Ribbon and Quick Access Toolbar ➤ To create a custom group 1. In the Customize the Ribbon pane, click the tab you want to modify. 2. Below the pane, click New Group. 3. With the New Group (Custom) group selected, click Rename. 4. In the Rename dialog box, enter a name for the group in the Display name box and, optionally, select an icon to represent the group from the Symbol gallery. Then click OK.

43. Customizing the Ribbon and Quick Access Toolbar ➤ To remove a command from a custom group 1. In the Customize the Ribbon pane, locate the group you want to modify. 2. If necessary, expand the tab you want to modify (click the plus sign to the left of the tab name). 3. Click the command you want to remove, and then click Remove. ➤ To move a group on a tab 1. In the Customize the Ribbon pane, click the group you want to move. 2. To the right of the pane, click the Move Up button to move the

44. Customizing the Ribbon and Quick Access Toolbar ➤ To create a custom tab 1. In the Customize the Ribbon pane, click New Tab. 2. In the pane, click New Tab (Custom), and then click Rename. 3. In the Rename dialog box, enter a name for the tab in the Display name box, and then click OK. ➤ To move a tab on the ribbon 1. In the Customize the Ribbon pane, click the tab you want to move. 2. To the right of the pane, click the Move Up button to move the tab to the left, or the Move Down button to move the tab to the right.

45. Customizing the Ribbon and Quick Access Toolbar ➤ To reset a tab to its default configuration ➜ On the Customize Ribbon page of the Excel Options dialog box, in the Reset list, click Reset only selected Ribbon tab. ➤ To reset the ribbon to its default configuration ➜ On the Customize Ribbon page of the Excel Options dialog box, in the Reset list, click Reset all customizations.

46. Customizing the Quick Access Toolbar In the program window, the Quick Access Toolbar displays the Save button, the Undo button, and the Redo button. To save time, you can place frequently used commands on the Quick Access Toolbar. To save even more time, you can move the Quick Access Toolbar from its default position above the ribbon to below the ribbon, so your mouse has less distance to travel from the content you’re working with to the command you want to invoke. If you add all the buttons you use most often to the Quick Access Toolbar, you can hide the ribbon to gain screen space.

47. Customizing the Quick Access Toolbar From the Quick Access Toolbar page of the Excel Options dialog box, you can modify the Quick Access Toolbar by adding, moving, or removing commands and command group separators. You can modify the Quick Access Toolbar that appears in the program window or create a custom Quick Access Toolbar that appears only in the currently active workbook.

48. Customizing the Quick Access Toolbar

49. ➤ To add a button to the Quick Access Toolbar for all workbooks 1. On the Quick Access Toolbar page of the Excel Options dialog box, in the Choose commands from list, click the category containing the command you want to add. 2. In the Choose commands pane, locate and double-click the command. ➤ To create a Quick Access Toolbar that is specific to the active workbook ➜ On the Quick Access Toolbar page of the Excel Options dialog box, in the Customize Quick Access Toolbar list, click For. Then add buttons to the toolbar as usual.

50. Customizing the Quick Access Toolbar ➤ To change the order of the buttons on the Quick Access Toolbar ➜ In the Quick Access Toolbar pane, click the command you want to move, and then click Move Up to move it to the left or Move Down to move it to the right. ➤ To separate Quick Access Toolbar buttons into groups 1. In the Quick Access Toolbar pane, click the command before which you want to place a separator. 2. At the top of the Choose commands pane, double-click Separator.

51. Customizing the Quick Access Toolbar ➤ To remove a button from the Quick Access Toolbar ➜ In the Quick Access Toolbar pane, double-click the command you want to remove. ➤ To restore the default Quick Access Toolbar 1. On the Quick Access Toolbar page of the Excel Options dialog box, in the Reset list, click Reset only Quick Access Toolbar. 2. In the Reset Customizations message box, click Yes.

52. Customizing the Quick Access Toolbar ➤ To display the Quick Access Toolbar below the ribbon ➜ On the Quick Access Toolbar page of the Excel Options dialog box, select the Show Quick Access Toolbar below the Ribbon check box. ➜ At the right end of the Quick Access Toolbar, click the Customize Quick Access Toolbar button, and then click Show Below the Ribbon. ➜ Right-click an empty area of the Quick Access Toolbar, and then click Show Quick Access Toolbar below the Ribbon.

53. Managing Workbooks You can manage not only the content of a workbook, but also certain types of information associated with the file.

54. Working with Properties Before distributing a workbook, you might want to attach properties to it so that the file is readily identifiable in the Details view of any browsing dialog box, such as the Open dialog box. You can attach properties to a workbook in the Document Information Panel. Particularly useful are properties called keywords in the Document Information Panel, which are identified as tags in Windows Explorer and in the Details view of browsing dialog boxes. You can view the properties of the current workbook on the Info page of the Backstage view. You enter keywords in the Document Information Panel or on the Summary page of the Properties dialog box, separating multiple keywords with semicolons.

55. Working with Properties

56. ➤ To display and edit properties associated with an Excel workbook 1. In the right pane of the Info page of the Backstage view, click Properties, and then click Show Document Panel. 2. In the Document Information Panel, click the Property Views and Options button, and then click Document Properties – Server to display properties associated with a server version of the document (for example, properties used in a document workspace), Document Properties to display the common properties stored with the document, or Advanced Properties to display the Properties dialog box. 3. Enter any properties you want to associate with the document.

57. Working with Properties ➤ To display all properties associated with an Excel workbook ➜ In the right pane of the Info page of the Backstage view, click Show All Properties. ➜ In the right pane of the Info page, click Properties, and then click Advanced Properties to display the Properties dialog box. ➤ To display properties in a browsing dialog box 1. Display the dialog box contents in Details view. 2. Right-click any column heading, and then click the property you want to display

58. Working with Versions Like other Office programs, Excel automatically saves a temporary copy of an open file every 10 minutes. If you close a file without saving it, you can return to the most recently saved temporary version. You can also display the temporary copies of files that you started but never saved.

59. Working with Versions ➤ To change the AutoSave frequency ➜ On the Save page of the Excel Options dialog box, in the Save AutoRecover information every box, enter a number of minutes from 1 through 120. ➤ To display a previous (saved) version of the current workbook ➜ On the Info page of the Backstage view, in the Versions list, click the version of the file you want to display.

60. Working with Versions ➤ To replace the current file with a previous version 1. Display the previous version of the file. 2. On the Autosaved Version bar that appears below the ribbon, click Restore. ➤ To display a temporary (unsaved) version of a workbook 1. On the Info page of the Backstage view, click the Manage Versions button, and then click Recover Unsaved Workbooks. 2. In the Open dialog box displaying the contents of your UnsavedFiles folder, click the file you want to display, and then click Open. ➤ To delete temporary workbook versions 1. On the Info page of the Backstage view, click the Manage Versions button, and then click Delete All Unsaved Workbooks. 2. In the dialog box prompting you to confirm the deletion, click Yes.

61. Practice Tasks The practice file for these tasks is located in the Excel\Objective1 practice file folder. If you want to save the results of the tasks, save them in the same folder with My appended to the file name so that you don’t overwrite the original practice file. ● Attach the keywords magazine and advertising to the Properties workbook. ● Configure Excel so that it does not provide the AutoComplete information for formulas that you enter. Check the setting by entering =SUM( in a worksheet cell and verifying that a tooltip displaying the correct formula structure does not appear. ● Configure Excel to move to the next cell to the right when you press Enter. Check the setting by entering content in a worksheet cell and then pressing Enter. ● Display the Developer tab on the ribbon. Then remove the Macros group from the View tab. ● The Quick Print button is not available, by default, on any ribbon tab. Add this button to the Quick Access Toolbar, make it the leftmost button, and visually separate it from the other buttons. ● For the current workbook only, create a Quick Access Toolbar that contains buttons for inserting pictures, charts, and tables. Then display the Quick Access Toolbar below the ribbon. ● Remove your customizations from the Excel Options dialog box, the ribbon, and both Quick Access Toolbars, and display only the standard Quick Access Toolbar above the ribbon.

62. Review 1.1 Navigate Through a Worksheet 1.2 Print a Worksheet or Workbook 1.3 Personalize the Excel Environment