Key Applications Module Lesson 17 — Organizing Worksheets Computer Literacy BASICS

2 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.

Computer Literacy BASICS 3 Vocabulary Ascending order Descending order Gridlines Header row Merge

Computer Literacy BASICS 4 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 6 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

Computer Literacy BASICS 7 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 9 The AutoFormat Dialog Box You can preview AutoFormat styles in the dialog box.

Computer Literacy BASICS 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

Computer Literacy BASICS 11 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.

Computer Literacy BASICS 12 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.

Computer Literacy BASICS 13 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 16 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.

Computer Literacy BASICS 17 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 21 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.

Computer Literacy BASICS 22 The Header and Footer Tab 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. Header text Footer text

Computer Literacy BASICS 23 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.

Computer Literacy BASICS 24 The Print Dialog Box

Computer Literacy BASICS 25 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 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.

Computer Literacy BASICS 28 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.

Computer Literacy BASICS 29 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.

Computer Literacy BASICS 30 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.

Computer Literacy BASICS 31 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.

Computer Literacy BASICS 32 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.

Computer Literacy BASICS 33 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.