Objective 4. View, Scroll, and Print Large Worksheets

A large worksheet might extend beyond the edge of the screen and become too wide or too long to view on your screen or to print on a single page. Excel features let you keep row and column headings visible while scrolling through a large worksheet and adjust the worksheet to fit on one printed page.

To view more data on the screen, you can change the Zoom setting to increase or decrease the viewing area on the screen. The Zoom setting is displayed as a percentage of the default viewing area. You can also use the Freeze Panes command, which lets you select a single cell, and then prevents the rows above and columns to the left of the selected cell from scrolling off the screen.


Activity 2.5. Viewing Large Worksheets

Ms. Morales, the concession manager, finds that as she scrolls the worksheet to view the employee names for Next Week, columns A and B containing the shift times move out of view. In this activity, you will use Zoom and Freeze Panes to adjust the view of the data on the screen.

1.

In the Name Box, type a1:p9 and then press . On the Standard toolbar, click the Zoom button arrow , and then click Selection. Compare your screen with Figure 2.13.
 

Figure 2.13.


The zoom is adjusted to display the entire selected rangecolumns A through P.
 

NoteYour Screen Resolution May Differ

The screen resolution for the figures in this book is set to 800 by 600 pixels. Your screen may be set to a higher resolution such as 1024 by 768, which will display more columns and rows on a screen. The screen resolution is set in the Windows Control Panel.

2.

On the Standard toolbar, click the value displayed on the Zoom button to select it, type 150 and press .

The display is much larger and a large part of the worksheet is out of view. If the percent zoom that you want is not listed in the menu, you can type in a zoom percentage.
 

 

3.

Click cell C4. From the Window menu, click Freeze Panes, and then compare your screen with Figure 2.14.
 

Figure 2.14.


A vertical line to the left of the selected cell indicates that columns A and B are frozen and a horizontal line above the selected cell indicates that rows 1 through 3 are frozen.
 
   

4.

Use the vertical scroll bar to scroll the display so that row 8 is just below row 3. Then, use the horizontal scroll bar to scroll the display so that column J is next to column B, and compare your screen with Figure 2.15.
 

Figure 2.15.

(This item is displayed on page 710 in the print version)


The display shows the last two shifts for the first few days of Next Week. In this manner, you can keep row and column headings visible on your screen when you scroll through a large worksheet.
 
 

5.

From the Window menu, click Unfreeze Panes.

The frozen row and column borders are removed.
 

6.

Click the Zoom button arrow , and then click 100%.

Save your workbook.
 

Activity 2.6. Printing Large Worksheets

You can change the manner in which the worksheet data prints on a page. You can change from the default Portrait orientation, in which the paper is taller than it is wide, to Landscape orientation, in which the paper is wider than it is tall. You can also select the scaling option, which reduces the overall size of the printout proportionally to fit the page without changing the size settings of the fonts, columns, or rows.

   

1.

To delete the unused worksheets in your workbook, select Sheet2, hold down and select Sheet3. From the Edit menu, click Delete Sheet. On the Standard toolbar, click the Print Preview button, and then compare your screen with Figure 2.16. Alternatively, from the File menu, click Print Preview.
 

Figure 2.16.

(This item is displayed on page 711 in the print version)


As indicated in the status bar, the worksheet, as currently set up in the default Portrait orientation, will print on two pages.
 
 

2.

On the Print Preview toolbar, click the Next button to display the second page. Alternatively, press .

Because this worksheet has more columns than rows, it will likely fit better in Landscape orientation.
 

3.

On the Print Preview toolbar, click the Close button, and notice the dotted vertical line to the right of column J.

After displaying the Print Preview, when you return to the worksheet, the dotted line indicates where a new page will begin in the current page setup.
 

   

4.

Click Print Preview again, and on the Print Preview toolbar, click the Setup button. In the displayed Page Setup dialog box, click the Page tab, click the Landscape option button, click OK, and then compare your screen with Figure 2.17.
 

Figure 2.17.

(This item is displayed on page 712 in the print version)


The worksheet almost fits on one page in Landscape orientation, but there is still some data on the second page. If the worksheet can be made slightly smaller, it will fit on one page and still not be too small to read.
 
 

5.

On the Print Preview toolbar, click the Setup button. In the displayed Page Setup dialog box, on the Page tab, under Scaling, click the Fit to option button. Confirm that the page(s) wide by box is 1 and the tall box is 1 and then compare your screen with Figure 2.18.
 


 

Figure 2.18.

 

6.

In the displayed Page Setup dialog box, click OK, and then compare your screen with Figure 2.19.
 

Figure 2.19.


The preview indicates that the data in the worksheet fits on one page.
 
 

7.

On the Print Preview toolbar, click the Setup button. Under Scaling, notice that the Adjust to box indicates the percentage of normal size.

The printout will be reduced to a percentage of its normal size to fit on the page in Landscape orientation.
 

8.

In the displayed Page Setup dialog box, click the Margins tab, and then under Center on page, click Vertically.

This worksheet will be centered between the top and bottom margins. Because all the horizontal space is occupied, setting horizontal centering is not necessary.
 

9.

In the displayed Page Setup dialog box, click the Header/Footer tab, and then click the Custom Footer button. In the displayed Footer dialog box, with the insertion point in the Left section, click the File name button , and then click OK. In the displayed Page Setup dialog box, click OK.

The worksheet is centered between the top and bottom margins of the page. Confirm that the worksheet fits on one page and that the file name is in the footer.
 

10.

On the Print Preview toolbar, click the Close button. Save your workbook.
 

11.

Check your Chapter Assignment Sheet or Course Syllabus, or consult your instructor, to determine if you are to submit your assignments on paper or electronically using your college's course information management system. To submit electronically, go to Step 13, and then follow the instructions provided by your instructor.
 

12.

To print, on the Standard toolbar, click the Print button .
 

13.

On the menu bar, click the Close Window button to close the workbook. Close Excel, or leave it open for the next project.
 

End

You have completed Project 2A


Project 2B Inventory Value





Go! With Microsoft Office 2003 Brief
GO! with Microsoft Office 2003 Brief (2nd Edition)
ISBN: 0131878646
EAN: 2147483647
Year: 2004
Pages: 448
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