Adding Headers and Footers to Printed Pages


Changing how your data appears in the body of your worksheets can make your information much easier to understand, but it doesn't communicate when the worksheet was last opened or to whom it belongs. You could always add that information to the top of every printed page, but you would need to change the current date every time you opened the document. And if you wanted the same information to appear at the top of every printed page, any changes to the body of your worksheets could mean that you would need to edit your workbook so that the information appeared in the proper place.

If you want to ensure that the same information appears at the top or bottom of every printed page, you can do so by using headers or footers. (A header is a section that appears at the top of every printed page; a footer is a section that appears at the bottom of every printed page.) To create a header or footer in Excel 2007, you display the Insert tab and then, in the Text group, click Header & Footer to display the Header & Footer Tools Design contextual tab.

When you display your workbook's headers and footers, Excel 2007 displays the workbook in Page Layout view, which is new in Excel 2007. The Excel 2007 product team's goal in creating Page Layout view was to show you exactly how your workbook will look when printed while still enabling you to edit your file, a capability not provided by Print Preview. You can also switch to Page Layout view quickly by displaying the View tab and then, in the Workbook Views group, clicking Page Layout.

See Also

For more information on editing your workbook in Print Preview mode, see the section titled "Previewing Worksheets Before Printing" later in this chapter.


Excel 2007 divides its headers and footers into left, middle, and right sections. When you move your mouse pointer over an editable header or footer section, Excel 2007 highlights the section to indicate that clicking the left mouse button will open that header or footer section for editing.

Important

If you have a chart selected when you click the Header & Footer button on the Insert tab, Excel 2007 displays the Header/Footer page of the Page Setup dialog box instead of opening a header or footer section for editing.


When you click a header or footer section, Excel 2007 adds the Design contextual tab to the ribbon. The Design contextual tab holds a number of standard headers and footers, such as page numbers by themselves or followed by the name of the workbook. To add an Auto Header to your workbook, display the Design contextual tab and then, in the Auto Header & Footer group, click Auto Header and then click the Auto Header you want to apply.

You can also create custom headers by typing your own text or by using the controls in the Header & Footer Elements group to insert a date, time, worksheet name, or page number. Beginning with Excel 2002, you have had the option of adding a graphic to a header or footer. Adding a graphic such as a company logo to a worksheet enables you to identify the worksheet as referring to your company and helps reinforce your company's identity if you include the worksheet in a printed report distributed outside your company. After you insert a graphic into a header or footer, the Format Picture button in the Header & Footer Elements group will become available. Clicking that button opens a dialog box with tools to edit your graphic.

In this exercise, you will create a custom header for a workbook. You will add a graphic to the footer and then edit the graphic using the Format Picture dialog box.

USE the Revenue by Customer workbook in the practice file folder for this topic. This practice file is located in the My Documents\Microsoft Press\Excel SBS\Printing folder.

BE SURE TO start Excel 2007 before starting this exercise.

OPEN the Revenue by Customer workbook.


1.

On the View tab, in the Workbook Views group, click Page Layout.

Excel 2007 displays your workbook in Page Layout view.

2.

At the top of the worksheet, click Click to add header.

Excel 2007 opens the middle header section for editing.

3.

In the middle header section, type Q1 2006 and then press .

4.

On the Design contextual tab, in the Header & Footer Elements group, click File Name.

Excel 2007 adds the &[File] code to the header.

5.

To the right of the &[File] code, type a comma and then press .

6.

On the Design contextual tab, in the Header & Footer Elements group, click Current Date.

Excel 2007 changes the contents of the middle header section to &[File], &[Date].

7.

Press .

Excel 2007 highlights the right header section; the workbook name and current date appear in the middle header section.

8.

On the Design contextual tab, in the Navigation group, click Go to Footer.

Excel 2007 highlights the right footer section.

9.

Click the middle footer section.

10.

On the Design contextual tab, in the Header & Footer Elements group, click Picture.

The Insert Picture dialog box appears.

11.

Browse to the My Documents\Microsoft Press\Excel SBS\Printing folder and then double-click ConsolidatedMessenger.png.

The code &[Picture] appears in the middle footer section.

12.

Click any worksheet cell above the footer.

Excel 2007 displays the worksheet as it will be printed.

13.

Click the image in the footer and then, on the Design contextual tab, click Format Picture.

The Format Picture dialog box appears.

14.

If necessary, click the Size tab to display the Size tab page.

15.

In the Height field, type 80% and then press .

The Format Picture dialog box disappears.

16.

Click any worksheet cell above the footer.

Excel 2007 displays the newly formatted picture.

CLOSE the Revenue by Customer workbook.





MicrosoftR Office ExcelR 2007 Step by Step
MicrosoftВ® Office ExcelВ® 2007 Step by Step (Step By Step (Microsoft))
ISBN: 073562304X
EAN: 2147483647
Year: 2004
Pages: 143
Authors: Curtis Frye

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