1. Creating and Editing Workbooks
Session 1
Creating and Editing Workbooks
Microsoft Excel is spreadsheet software for creating an electronic workbook. A workbook consists of rows and columns and can be simple or complex personal or business related.
A workbook can consist of rows and columns used to:
Organize data
Perform calculations
Print Reports
Build Charts
4/5/2019

2. Student Learning Outcomes
Creating, Saving, and Opening a Workbook
Entering and Editing Data
Using the SUM Function
Formatting a Worksheet
Modifying Columns and Rows
Modifying Worksheets
Modifying the Appearance of the Workbook
Finalizing a Workbook
Student Learning Outcomes:
SLO 1.1 Create, save, and open an Excel workbook.
SLO 1.2 Enter and edit labels and values in a worksheet.
SLO 1.3 Use the SUM function to build a simple formula.
SLO 1.4 Format a worksheet with font attributes, borders, fill, cell styles, and themes.
SLO 1.5 Modify columns and rows in a worksheet.
SLO 1.6 Insert, delete, and move worksheets in a workbook.
SLO 1.7 Modify the appearance of a workbook by adjusting zoom size, changing views, and freezing panes.
SLO 1.8 Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options.

3. Creating, Saving, and Opening a Workbook
SLO 1.1 Create, save, and open an Excel workbook.
Key terms:
Workbook: File that is open, edited, and saved
Worksheet/Spreadsheet/Sheet: Pages within the workbook
SLO 1.1

4. Create a New Workbook Create a New Blank Workbook
Create from a Template
SLO 1.1 Create, save, and open an Excel workbook.
From the Start page, you can create a new blank workbook, open an existing file, or create one from an Excel template.
Methods:
Esc from the Start page
File tab, New
Ctrl+N

5. Use the same steps to save the file as a different file name!
Save a Workbook
Methods:
File tab, Save As
Ctrl+S
Quick Access toolbar, Save
F12
Use the same steps to save the file as a different file name!
SLO 1.1 Create, save, and open an Excel workbook.
When you open a blank workbook, Excel automatically assigns a file name, such as Book1.The first time you save a workbook, you should type a descriptive file name for the workbook in the Save As dialog box.
Saving a Workbook with a Different File Name
To preserve an existing workbook, you can open and save it with a different file name, creating a copy of the original file with a new name. Follow the same steps that you would when saving a new workbook.

6. Open a Workbook Methods: File tab, Open Ctrl+O Ctrl+F12
SLO 1.1 Create, save, and open an Excel workbook.
A workbook can be opened from the Start page, the Open area in the Backstage view, or the Open dialog box. When a workbook is opened from an Internet or unrecognized source, it opens in Protected View. Click Enable Editing when you know that it is safe to work with the file.

7. Workbook File Formats Type of Document File Extension
Uses of this Format
Excel Workbook
.xlsx
Excel workbook compatible with versions 2010 and later
Excel Macro-Enabled Workbook
.xlsm
Workbook with embedded macros
Excel
.xls
Workbook compatible with older versions of Microsoft Excel
Excel Template
.xltx
Model or sample Excel workbook stored in the Custom Office Templates folder
Excel Macro-Enabled Template
.xltm
Model or sample Excel workbook with embedded macros stored in the Custom Office Templates folder
Portable Document Format
.pdf
An uneditable image of the workbook for viewing that can be opened with free software
Text
.txt
Data only with columns separated by a tab character. File can be opened by many applications
Comma Separated Values (CSV)
.csv
Data with only columns separated by a comma. File can be opened by many applications
OpenDocument Spreadsheet
.ods
Workbook for the Open Office suite as well as Google Docs
Web Page
.htm, .html
Excel workbook formatted for posting on a web site that includes data, graphics, and linked objects
SLO 1.1 Create, save, and open an Excel workbook.
Review the table that describes the common workbook file formats available in Excel.

8. Entering and Editing Data
SLO 1.2 Enter and edit labels and values in a worksheet.
A worksheet consists of columns and rows. Columns are labeled with letters and rows are labeled with numbers.
After completing SLO 1.2, assign Pause & Practice 1-1.
SLO 1.2

9. Terminology Cell The intersection of a column and a row Cell Reference
The Column letter and row number that represents the location of the cell.
Name Box
The active cell address or reference appears in the name box
SLO 1.2 Enter and edit labels and values in a worksheet.
Cell: The intersection of a column and a row.
Cell Reference(cell address): The column letter and row number that represents the location of the cell.
Active Cell: The cell ready for input
Name Box: The active cell address or reference appears in the name box
Range: A rectangular group of cells
Formula: A calculation or expression that displays a result

10. Terminology Active Cell The cell ready for input
Range A rectangular group of cells
Formula A calculation or expression that displays a result
SLO 1.2 Enter and edit labels and values in a worksheet.
Cell: The intersection of a column and a row.
Cell Reference(cell address): The column letter and row number that represents the location of the cell.
Active Cell: The cell ready for input
Name Box: The active cell address or reference appears in the name box
Range: A rectangular group of cells
Formula: A calculation or expression that displays a result

11. Enter Labels and Values
Text or numbers
Displays descriptive information
Label
Number
in a calculation or be the result of a calculation
i.e. =6+4 you will see value 10 can be used
Values
SLO 1.2 Enter and edit labels and values in a worksheet.
Data in a worksheet cell is text, a number, or a formula. When you type data that includes alphabetic characters and numbers, Excel treats that data as a label.
Labels are text or numbers you type into a cell, while values are the results of calculations you view in a cell.Examples:If you type the word NAME in a cell, you will see NAME (label).If you type =6+4 in a cell, you will see 10 (value).

12. Edit, Replace, or Clear Cell Contents
SLO 1.2 Enter and edit labels and values in a worksheet.
Edit Cell Contents
You can edit cell data as you type or after the entry is complete.
Methods:
While in an active cell, edit using the Delete or Backspace keys.
After entry, to enter edit mode, press F2 or double-click the cell.
Replace or Clear Cell Contents
To replace the contents, select the cell and type the new text. Press Enter to replace the content.
To remove the contents, select the cell and press Delete or click the Clear button.
Select Text, Type and Enter
Delete or
Clear Button

13. Align and Indent Cell Contents
Alignment
Indentation
SLO 1.2 Enter and edit labels and values in a worksheet.
Align and Indent Cell Contents
Excel recognizes a combination of letters, numbers, spaces, and other characters as a label. Labels are aligned on the left and bottom of the cell. When you type only numbers into a cell, Excel identifies the entry as a value. Values are aligned on the right and bottom of the cell.
Alignment refers to the vertical and horizontal alignment in reference to the cell. You can choose these from the Alignment group on the Home tab. In addition to horizontal and vertical settings, the Alignment group on the Home tab includes the Orientation button to display data vertically or at an angle.
Indentation is the distance between the cell contents and the left boundary of the cell. Use the Increase Indent or Decrease Indent buttons on the Alignment group to adjust indentation.

14. Selection Methods Selection Instructions Entire Column or Row
Point to and click the column heading. Point to and click the row heading.
All Worksheet Cells
Press Ctrl+A or click the Select All button (above the row 1 heading and to the left of the column A heading).
Adjacent Cells by Dragging the Pointer
Click the first cell and drag the selection pointer over the cells to be included. Release the pointer button.
Adjacent Cells Using the Shift Key and the Pointer
Click the first cell, press Shift, and click the last cell in the range.
Adjacent Cells Using the Shift and Arrow Keys
Click the first cell, press Shift, and press any Arrow key.
Nonadjacent Cells
Click a cell or select the first range, press Ctrl, and select the next cell or range. Release the pointer button first; then release the Ctrl key.
Single Cell or Range Using the Name Box
Type a cell or range address in the Name box and press Enter.
SLO 1.2 Enter and edit labels and values in a worksheet.
The first step in formatting or editing a worksheet is to select the cell or cells to be edited. You can select a single cell or range of cells. See the table for selected cell ranges.

15. Pointer Shapes
SLO 1.2 Enter and edit labels and values in a worksheet.
This table describes common pointer shapes that will be used in Excel.

16. Methods to Input Data Type text or numbers Use Fill Handle Move
Cut, copy, or paste data
Use the Office Clipboard
AutoComplete
SLO 1.2 Enter and edit labels and values in a worksheet.
The Fill Handle
The Fill Handle is a small, black square in the lower right corner of the cell or selected range. You drag this handle across the cell range for the series or to copy data.
For series such as days of the week and the months, you only need to enter the first item in the series. For other series, such as 2, 4, 6, 8, you need to enter at least two items for Excel to recognize the pattern.
Key Terms:
Series-A list of labels or values that follows a pattern. (Example: Days of the week or the months of the year).
AutoComplete
AutoComplete is an Excel feature that displays a suggested label in a column when the first character or two that you type matches a label already in the column. AutoComplete enables you to quickly and accurately complete repetitive data.
It works only for data that is alphanumeric, not for a column of values. If the AutoComplete suggestion is correct, press Enter. If the suggestion is not correct, continue typing the label as needed.
Cut, Copy, and Paste Cell Contents
Excel has the same Cut, Copy, and Paste commands as other Windows applications.
Cut: Move data from one location to another.
Copy: Duplicates cell contents to a different location.
Paste: Places cut or copied data in the selected location.
Data is cut or copied from a source cell or range and is pasted in a destination cell or range.
Move or Cut Cell Contents
You can move data using drag and drop, keyboard shortcuts, or Cut and Paste in the Clipboard group on the Home tab.
When you use the Cut command from the Ribbon or the keyboard, the selected data is placed on both clipboards. You can paste once from the Windows Clipboard. You can paste multiple times from the Office Clipboard.
Methods:
Ribbon buttons: Cut and Paste buttons [Home tab, Clipboard group]
Shortcut commands: Ctrl+X to cut and Ctrl+V to paste
Context menu: Right-click and select Cut; right-click and select Paste
Office Clipboard
The Office Clipboard stores cut or copied data from Office applications and makes the data available for pasting in any application.
Method:
Click the Home tab, Clipboard launcher, select data to be cut or copied, click Copy Button, select destination cell.
Copy Cell Contents
Copying data places a duplicate on the Clipboard so that it can be pasted in another location.
The data can be pasted multiple times when you use a Ribbon, keyboard, or context menu command.
The Copy command stores data on the Clipboard, and the Paste command duplicates Clipboard contents in the worksheet.
Ribbon buttons: Copy and Paste buttons [Home tab, Clipboard group]
Shortcut commands: Ctrl+C to copy and Ctrl+V to paste
Context menu: Right-click and choose Copy; right-click and choose Paste
Paste Options
When you paste data, you can choose how it is copied in the new location.
Paste [Home tab, Clipboard group], Paste Options

17. Using the Sum Function SLO 1.3
SLO 1.3 Use the SUM function to build a simple formula.
SUM is a function that adds the values in a cell range.
SLO 1.3

18. Copy the Sum function using the Fill Handle or Copy and Paste!
Adds the values in a selected range
Example =SUM(B5:B9)
Argument
B5:B9
Recalculates when changes are made
Copy the Sum function using the Fill Handle or Copy and Paste!
SLO 1.3 Use the SUM function to build a simple formula.
SUM is a function that adds the values in a cell range.
Key Terms:
Formula: Calculates a result for numeric data in a cell
Function: A built-in formula
Function Syntax
An Excel function has syntax, the required elements and the order of those elements for the function to work.
Syntax- The required elements and the order of those elements for the function to work
Argument- The cell reference or value required to complete the function
A function can have a single or multiple arguments. In = SUM (B5:B9), the argument is the range B5:B9. Multiple arguments in a function are separated by commas. There are three arguments in this function: =SUM (B5, B10, B15).
Copy the SUM Function
The SUM function can be copied using regular copy and paste commands as well as the Fill Handle. When the SUM is used to total data in rows or columns, you can enter the formula in the first column or row and copy it to the other locations. When a function is copied into adjacent cells, use the Fill Handle. Excel copies the formula and adjusts each argument based on the location in the worksheet.
Edit the Function Argument
If you edit a value in a cell that is referenced in a formula or function, the results are automatically recalculated.
Range Finder- Excel feature that highlights and color-codes formula cells as you enter or edit a formula or function
You can drag a Range Finder handle to select a different argument range, expanding or shrinking the number of included cells.

19. Formatting a Worksheet
SLO 1.4 Format a worksheet with font attributes, borders, fill, cell styles, and themes.
A new workbook uses a default theme named Office which is a collection of fonts, colors, and special effects. The default theme applies the 11 point Calibri font and the General number format to all cells.
After completing SLO 1.4, assign Pause & Practice 1-2.
SLO 1.4

20. Font - A type design for alphanumeric characters, punctuation, and keyboard symbols
Face
Size
Style
Color
SLO 1.4 Format a worksheet with font attributes, borders, fill, cell styles, and themes.
Front face – times new roman, arial, etc.
Font- A type design for alphanumeric characters, punctuation, and keyboard symbols
Font size- Specifies the size of the character, measured in points (a point is equal to 1/72 of an inch)
Font style- Refers to the thickness or angle of the characters and includes settings such as bold, underline or italic
Font color- The hue of the characters in the cell
Mini toolbar- Includes common commands from the Font, Alignment, and Number groups
Default font attributes for Excel 2016 workbooks are:
Font: Calibri
Font Size: 11 point
Font color: Black, Text 1
The Format Painter
The Format Painter copies formatting attributes and styles from one cell to another cell or range.

21. Number Formats Common number formats Currency Accounting Percentage
Comma
SLO 1.4 Format a worksheet with font attributes, borders, fill, cell styles, and themes.
You can format values with currency symbols, decimal points, commas, percent signs, and more so that data is quickly recognized and understood.

22. Use the Format Cells dialog box to make several changes at once!
Borders and Fill
Use the Format Cells dialog box to make several changes at once!
Design a border to separate main or column headings, to emphasize totals, or to group data
Apply fill to give cells a background color or pattern
SLO 1.4 Format a worksheet with font attributes, borders, fill, cell styles, and themes.
You can design a border to separate main or column headings, to emphasize totals, or to group data. You can use the Ribbon or the Format Cells dialog box to apply borders and fill color.
Key Terms:
Border- An outline for a cell or a range
Fill- A background color or pattern and is used to highlight or draw attention to data

23. Provide a consistent and professional look!
Cell Styles
Set of formatting elements
Can be customized
Includes font style, size, color, alignment, borders, fill, and number formats
Provide a consistent and professional look!
SLO 1.4 Format a worksheet with font attributes, borders, fill, cell styles, and themes.
A cell style is a set of formatting elements that includes font style, size, color, alignment, borders, and fill as well as number formats.

24. Workbook Themes Three combined elements Colors Fonts Effects
A workbook theme is a professionally designed set of fonts, colors, and effects.
You can change the theme to quickly restyle a worksheet without having to individually edit cell formats throughout the sheet.
SLO 1.4 Format a worksheet with font attributes, borders, fill, cell styles, and themes.
A workbook theme is a professionally designed set of fonts, colors, and effects. When you change the workbook theme, data formatted with theme settings are reformatted with the new theme fonts, colors, and effects. You can change the theme to quickly restyle a worksheet without having to individually edit cell formats throughout the sheet.

25. Modifying Columns and Rows
SLO 1.5 Modify columns and rows in a worksheet.
A worksheet has a default number of rows and columns, each in the default width and height for the workbook theme. There are over 1 million rows and more than 16,000 columns available for use.
You can:
Modify
Insert
Change
Delete
And More!
SLO 1.5

26. Editing Columns and Rows
Adjust Column Width and Row Height
AutoFit Columns and Rows
Wrap Text, Merge Cells, and Center Across Selection
Insert and Delete Columns and Rows
Hide and Unhide Columns and Rows
SLO 1.5 Modify columns and rows in a worksheet.
Adjust Column Width and Row Height
Using Office Theme-
Default Width: 8.43 Characters (64 pixels)
Column Width: Characters
Default Height: 15 points (20 pixels)
A pixel measures one screen dot. You can adjust one or more columns or rows at the same time.
AutoFit Columns and Rows
The AutoFit feature resizes a column width or row height to fit the width or height of the longest or tallest entry.
AutoFit:
Column-Double-click the right border of the column heading
Row- Double-click the bottom border of the row heading
Multiple Columns/Rows- Select the columns/rows and double click any border within the selection
Wrap Text, Merge Cells, and Center Across Selection
When a label is too long for the column width, it spills into an empty adjacent cell. If that adjacent cell is not empty, a long label may be cut off within the cell. You can widen the column, or you can wrap text.
Wrap Text:
Select the cell with the label, Click the Home tab, Click the Wrap Text button in the Alignment group.
The Merge & Center command combines two or more cells into one cell and centers the data within the combined cell. This command is a quick way to center a main label over multiple columns.
Merge Cells:
Merge & Center button [Home tab, Alignment group]
Center Across Selection command [Alignment group, Format Cells] (Horizontally centers multiple rows across multiple columns)
Insert and Delete Columns and Rows
You can insert or delete rows or columns in a worksheet. Excel moves existing data to make room for new data or to fill the gap left by deleted data.
Insert Columns or Rows:
Insert [Home tab, Cells group]
Right-click, Insert
When you delete a column or row, data is deleted and remaining columns and rows shift to the left or up.
Delete Columns or Rows:
Delete [Home tab, Cells group]
Context menu
Hide and Unhide Columns and Rows
If a worksheet has more data than necessary for your current task, you can hide data to optimize screen space.
Example: In a checkbook register with data for several years, you might want to hide rows from two years ago so that you only see the current year’s data.
Hidden rows and columns are available and included in calculations and can be shown whenever necessary. The Hide and Unhide commands apply to columns or rows; you cannot hide cells.
Methods:
Right-click, Hide or Unhide
Select the column or row headings to be hidden, click Format [Home tab, Cells group], choose Hide & Unhide, and select the desired command

27. Modifying Worksheets SLO 1.6
SLO 1.6 Insert, delete, and move worksheets in a workbook.
Each worksheet in an Excel workbook has a worksheet tab near the bottom left of the Excel window that displays the name of the sheet.
Workbook:
Insert & Delete
Rename
Change tab color
Hide
Copy
Move Sheets
After completing SLO 1.6, assign Pause & Practice 1-3.
SLO 1.6

28. Editing Worksheets Insert and Delete Worksheets
Rename Worksheets and Change Tab Color
Move and Copy Worksheets
SLO 1.6 Insert, delete, and move worksheets in a workbook.
Insert and Delete Worksheets
You can keep related worksheets in a single workbook for ease in managing your files and tasks.
Example: A monthly workbook could include revenue and expense, payroll, and customer data sheets.
Methods to Insert:
Insert [Home tab, Cells group]
New Sheet (to the right of the tab names)
Right-click existing sheet, choose Insert
Methods to Delete:
Right-click sheet tab, Delete
Arrow on Delete button [Home tab, Cells group], Delete Sheet
Rename Worksheets and Change Tab Color
New worksheets are named Sheet1, Sheet2, and son on, but you can rename a worksheet to identify its contents and purpose.
You can apply a tab color to further distinguish a particular sheet.
Methods:
Right-click a sheet tab to Modify
Format button [Home tab, Cells group], Rename Sheet
Move and Copy Worksheets
You can rearrange (move) tabs to display the worksheets in your preferred left-to-right order. You can also move worksheets to another workbook.
You can copy a worksheet to make an exact duplicate of the data and formatting.

29. Modifying the Appearance of the Workbook
SLO 1.7 Modify the appearance of a workbook by adjusting zoom size, changing views, and freezing panes.
You can adjust how you see data in a worksheet to make your work as easy as possible.
Select a view
Zoom in or out
Freeze parts of the screen
Split worksheet into two panes
Switch between multiple open windows
SLO 1.7

30. Workbook Views
Normal
Default View which is used to create and modify a worksheet
Page Layout
Opens the header and footer areas, indicates margin areas, and shows rulers
Page Break Preview
Displays printed pages with dashed or dotted lines to mark where new pages start
SLO 1.7 Modify the appearance of a workbook by adjusting zoom size, changing views, and freezing panes.
Different Views:
Normal: The default and is used to create and modify a worksheet
Page Layout: Opens the header and footer areas, indicates margin areas, and shows rulers
Page Break Preview: Displays printed pages with dashed or dotted lines to mark where new pages start

31. View Options Zoom Options Freeze Panes Split Panes
Hide or Unhide worksheets
Switch Windows
Arrange All
SLO 1.7 Modify the appearance of a workbook by adjusting zoom size, changing views, and freezing panes.
Zoom Options
You can change a sheet’s magnification to see more of the data at once (zoom out) or to scrutinize content more carefully (zoom in).
Methods:
View tab, Zoom group
Status bar, Zoom controls
Freeze Panes
The Freeze Panes command locks rows or columns in view so that you can position data for easy review. In a worksheet with many rows and columns of information, it is not possible to see all the data at once. As you scroll to see information on the right, related labels or values on the left scroll out of view.
Split a Worksheet into Panes
The Split command divides a worksheet into two or four display panes. Each pane shows the same sheet, but you can arrange each pane to show different or the same rows and columns.
Key Terms:
Splitter bar-A light gray bar that spans the window, either horizontally, vertically, or both.
View tab, Window group
Hide or Unhide Worksheets
A hidden worksheet is a worksheet whose tab is not displayed. It is part of the workbook and can be referenced in calculations. You cannot hide a worksheet if it is the only sheet in the workbook.
Hide: Right-click, Hide
Unhide: Right-click, Unhide
Switch Windows Command
When more than one workbook is open, the Switch Windows command changes or cycles through open workbooks.
Ribbon
Windows taskbar
Ctrl+F6
View Multiple Worksheets
The New Window command opens a new separate window with the same workbook. Combined with the Arrange All command, you can position different parts of the workbook to make comparisons or monitor changes as you work.

32. FREEZE PANES – Horizontally and Vertically
4/5/2019

33. SPLIT PANES
Your friend Tomas finished a 5-K run last weekend, and you want to see the top 10 finishers and compare his time against theirs.
You searched for his name and found him, down in row 180.
How can you see his result and the top 10 finishers, who are at the top of the worksheet, at the same time?
By splitting the worksheet, you can scroll down in the lower pane and still see the top rows in the upper pane.
4/5/2019
Footer text goes here

34. Finalizing a Workbook SLO 1.8
SLO 1.8 Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options.
Before distributing your work to others, make sure that it is ready for sharing.
Spell Check
Insert Headers/Footers
Set Margins
Change the orientation
Adjust page breaks
After completing SLO 1.8, assign Pause & Practice 1-4; Guided Projects 1-1; 1-2, and 1-3; Independent Projects 1-4, 1-5, and 1-6; Improve It Project 1-7; and Challenge Projects 1-8, 1-9, and 1-10.
SLO 1.8

35. Spelling Dialog Box Options
Ignore Once
Ignore All
Add to Dictionary
Change
Change All
Delete
AutoCorrect
Options
Undo Last
Cancel
SLO 1.8 Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options.
Ignore Once
Skips the occurrence of the label
Ignore All
Skips all occurrences of the same spelling of the label
Add to Dictionary
Adds the label to the default dictionary
Change
Changes the label to the highlighted entry in the Suggestions box
Change All
Same as Change, but changes the same label throughout the worksheet
Delete
Appears for Repeated Word. Click to delete one occurrence of the label.
AutoCorrect
Adds the label to the AutoCorrect list
Options
Opens the Excel Options dialog box to the Proofing tab for changing default settings
Undo Last
Reverses the most recent correction
Cancel
Discontinues spell checking

36. Modify Document Properties
Document Panel
Advanced Properties
SLO 1.8 Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options.
Document Properties
A document property or metadata is a field of information.
Key Terms:
Metadata- Settings and content including the author name, the date the file was created, the type and size of file, and more
The Properties Dialog Box
You can review all properties in the Properties dialog box.
Tabs:
General, Statistics, and Contents: List uneditable metadata
Summary: Has properties such as the title, subject, and keywords
Custom: Choose an additional property and type a default value

37. Page Setup Page Setup Page Margins Header and Footer Sheet
SLO 1.8 Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options.
Page
Set the Orientation to Portrait or Landscape. Use Scaling to shrink or enlarge the printed worksheet to the paper size. Choose a Paper size or set Print quality. Define the First page number.
Margins
Adjust Top, Bottom, Left, and Right worksheet margins. Set Header and Footer top and bottom margins. Center on page horizontally and/or vertically.
Header/Footer
Choose a preset header or footer layout.
Create a custom header or footer.
Specify first and other page headers.
Set header and footers to scale with worksheet and to align with margins.
Sheet
Identify a Print area other than the entire worksheet. Identify Print titles to repeat on each page. Print Gridlines, Row and column headings, Comments, and Error messages.
Margins, Page Orientation, and Paper Size
A new Excel workbook uses the following default settings:
Top and bottom margins: 0.75”
Left and right margins: 0.7”
Header and footer margins: 0.3”
Portrait orientation
Letter size paper
Margins:
Normal
Wide
Narrow
Custom Margins
Orientation:
Portrait
Landscape
Headers and Footers
You can use a header or a footer to display identifying information such as a company name or logo, page numbers, the date, or the file name.
Key Terms:
Header-Information that prints at the top of each page
Footer- Data that prints at the bottom of each page
Methods:
Page Setup, Header & Footer tab
Insert, Header & Footer tab

38. Print Scale to Fit Set Print Area Preview Print
SLO 1.8 Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options.
Customize Print Settings
You can print the entire workbook, the current worksheet, or a selected cell range by making a choice in the Settings area in the Backstage view for the Print command.
Key Terms:
Gridlines- The vertical and horizontal lines that form the columns and rows, and are a visual guide to your working on the sheet
Print title- A row or column of data that is repeated on each printed page
Methods:
Page Layout tab, Print
Scale to Fit
The Scale to Fit command enlarges or shrinks printed data to fit a specific number of pages or a particular paper size. You can scale printed data as a percentage of normal size or by setting the number of pages.
Page Layout, Width [Scale to Fit group]
Print Area
A print area is the data that prints when you give a Print command.
Print a Worksheet or Workbook
Backstage view/Print command-Provides a preview so that you can make changes before actual printing
Show Margins-Toggles the display of margin and column markers which can be dragged to new settings
Zoom to Page-Toggles between two zoom settings for the preview

39. Page Breaks Printer code that starts a new page
Adjust page breaks by inserting, moving, or removing
Insert using the Page Layout tab and Breaks button
Preview and move using the View tab and Page Break Preview
Remove a manual page break by using Page Break Preview, Breaks button, and Remove Page Break
SLO 1.8 Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options.
Page Breaks
When worksheet data spans more than one printed page, automatic page breaks are inserted based on the paper size, the margins, and scaling. Automatic page breaks readjust as you add or delete data.
Key Terms:
Page Break- Printer code that starts a new page

40. Chapter Summary SLO Summary 1.1
Create, save, and open an Excel workbook
1.2
Enter and edit labels and values in a worksheet
1.3
Use the SUM function to build a simple formula
1.4
Format a worksheet with font attributes, borders, fill, cell styles, and themes
1.5
Modify columns and rows in a worksheet
1.6
Insert, delete, and move worksheets in a workbook
1.7
Modify the appearance of a workbook by adjusting zoom size, changing views, and freezing panes
1.8
Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options
Create, save, and open in an Excel workbook
A new Excel workbook has one worksheet and is named Book, with numbers assigned in order throughout a work session.
Save a workbook with a descriptive name that identifies the contents and purpose.
Create a new workbook from the Excel Start page or from the New command on the File tab.
A workbook that is opened or copied from an online source will open in Protected View.
An Excel workbook is an .xlsx file, but it can be saved in other formats for easy sharing of data.
Enter and edit labels and values in a worksheet
Data is entered in a cell, which is the intersection of a column and a row. Each cell has an address or reference.
Data is recognized as a label or a value. Labels are not used in calculations. A label is left aligned in the cell; a value is right-aligned.
A formula is a calculation that displays a value as its result in the worksheet.
Press F2 (FN+F2) or double-click a cell to start Edit mode. After making the change, press Enter to complete the edit.
Horizontal alignment options for cell data include Align Left, Center, and Align Right. Data can also be indented from the cell border. Vertical alignment choices are Top Align, Middle Align, and Bottom Align.
A group or selection of cells is a range. You can use the pointer and keyboard shortcuts to select a range.
Use the Fill Handle to create a series that follows a pattern. The Fill Handle copies data when there is no pattern.
AutoComplete supplies a suggestion for a column entry that begins with the same character as a label already in the column.
Cut, copy, and paste commands include drag and drop as well as regular Windows Cut, Copy, and Paste buttons on the Home tab, context menus, and keyboard shortcuts.
Use the SUM function to build a simple formula
A function is a built-in formula. Results appear in the worksheet cell, but the function is displayed in the Formula bar.
The AutoSum button [Home tab, Editing group] inserts the SUM function in a cell to add the values in a selected range.
Each function has syntax which is its required parts in the required order. A function begins with an equals sign (=),followed by the name of the function. After the name, the function argument is shown in parentheses.
You can change a function argument by entering new cell references in the Formula bar or by dragging the range border in the worksheet.
When you copy a function, Excel adjusts cell references to match their locations in the worksheet.
Format a worksheet with font attributes, borders, fill, cell styles, and themes
Apply font attributes from the Font group on the Ribbon or from the Format Cells dialog box.
Font attributes include the font name or face, the font size, font styles such as bold, italic, and underline, and the font color.
Number formats include decimals, commas, currency symbols, and percent signs. They also determine how negative values appear in the worksheet.
Number formats are applied from the Ribbon or the Format Cells dialog box.
The Format Painter copies formatting from one cell to another.
Add borders or fill color to cells for easy identification, clarification, and emphasis.
A cell style is a preset collection of font, font size, alignment, color, borders, and fill color and is based on the theme.
A theme is a collection of fonts, colors, and special effects for a workbook.
You can use themes and cell styles to quickly format a worksheet with consistent, professionally designed elements.
Modify columns and rows in a worksheet
The default column width and row height depend on the font size defined by the workbook theme.
You can change the width of a column or the height of a row by dragging the border between the headings.
AutoFit a column or row by double-clicking the border between the headings.
The Format button [Home tab, Cells group] includes commands to change row height and column width.
Insert or delete a column or a row by right clicking the column or row heading and choosing Insert or Delete.
The Insert and Delete buttons include commands for inserting and deleting rows and columns.
Display a label on multiple lines in a cell using the Wrap Text command to split the label.
The Merge & Center command combines two or more cells into one and centers the data within that new cell.
The Center Across Selection command can be used to center multiple rows of data across the same range.
One or multiple rows or columns can be hidden, but they are still available for use in a formula.
Insert, delete, and move worksheets in a workbook
The number of worksheets in a workbook is limited only by the amount of computer memory.
You can click the New Sheet button next to the worksheet tabs to insert a new sheet in a workbook.
The Insert and Delete buttons include options to insert and delete worksheets.
You can double-click a worksheet tab, type a name, and press Enter to rename a sheet.
You can apply a tab color to distinguish a particular sheet by changing the background color.
Move a worksheet tab to another location in the list of tabs by dragging it to that location.
You can create an exact duplicate of a worksheet in the same or another workbook with the Move or Copy command or the context menu.
Modify the appearance of a workbook by adjusting zoom size, changing views, and freezing panes
A workbook can be viewed in three ways: Normal, Page Layout, and Page Break Preview.
Switch views from the Status bar buttons or from the Workbook Views group on the View tab.
Adjust the zoom size to display more or less data on screen. Zoom controls are available in the Status bar and from the View tab.
Use the Freeze Panes command to lock selected rows or columns on screen so that you can scroll data while keeping important data in view.
The Split command divides the screen into multiple sections so that you can see different areas of a large worksheet at once.
You can hide a worksheet from view and unintended editing.
When multiple workbooks are open, the Switch Windows command lists the open workbook names.
You can switch among open workbooks from the Windows taskbar.
The New Window command displays the same workbook in a second window. Use this command with the Arrange All command to view different areas or sheets of a workbook at the same time.
Review and prepare a workbook for final distribution by spell checking, setting properties, and adjusting page setup options
Spell checking a workbook follows the same steps as other Office applications.
A document property is metadata stored with the file. Some properties are supplied by Excel and cannot be edited. Other document properties are added or edited by the user.
Several properties are visible and can be edited in the Info area in the Backstage view.
You can open the Properties dialog box to build or edit properties.
The Page Layout tab includes commands to set page margins and orientation.
Headers and footers can be added to print at the top and bottom of each page.
When a worksheet fills more than one printed page, Excel inserts automatic page breaks.
You can insert manual page breaks to change where a new page starts.
From commands on the Page Layout tab or in the Page Setup dialog box, you can print gridlines as well as row and column headings.
You can make additional changes to the printed worksheet from the Print area in the Backstage view. These include choosing to print only a selection or the entire workbook.