Objective 8. Prepare a Worksheet for Printing

2017-11-03 09:05:06

Before you print a worksheet, it is good practice to preview the printed version on screen. In the preview, you will see the headers and footers which are text, page numbers, graphics, and formatting that print at the top (header) or bottom (footer) of every page of a worksheet. You will also see how the data and chart are centered on the page and if everything fits on one page. In this manner, you can make changes before using paper and printer resources.

Activity 1.14. Creating Headers and Footers

Throughout this textbook, you will place the project name and your name on each of your worksheets by placing them in a footer. This will make it easy for you to identify your printed documents in a shared printer environment such as a lab or classroom, or if you or your instructor view your completed work through an online course management system.


1.	From the File menu, click Page Setup. In the displayed Page Setup dialog box, click the Header/Footer tab. In the center of the dialog box, click the Custom Footer button. The Footer dialog box displays. The insertion point is blinking at the left edge of the Left section box. Text in this box is left alignedanything you enter will begin at the left.
2.	In the center of the Footer dialog box, locate the toolbar buttons. Because these buttons do not have ScreenTips, take a moment to study Figure 1.64. Figure 1.64.

3.	Click the Font button . In the displayed Font dialog box, under Font, scroll as necessary and click Century Schoolbook. Under Font style, click Italic. Under Size, scroll as necessary, and then click 14. Compare your screen with Figure 1.65. Figure 1.65.
4.	Click OK to close the Font dialog box. On the toolbar, click the File name button to display #[File] in the Left section box. In the upper right corner of the dialog box, click OK, and then in the lower right corner of the Page Setup dialog box, click OK. The File name button inserts the file name into the footer. Headers and footers that you create do not display in the worksheet window; they display only on the Print Preview screen and on the printed page or electronically submitted page viewed in Print Preview. The vertical dotted line between columns indicates that as currently arranged, only the columns to the left of the dotted line will print on the first page. The exact position of the vertical line will depend on the default printer settings. Yours may fall elsewhere.
5.	Save your workbook.

Activity 1.15. Deleting Unused Sheets in a Workbook

By default, each new Excel workbook contains three blank worksheets. Although it is not necessary to delete unused sheets, doing so saves storage space and removes any doubt on the part of the reader that additional information is in the workbook.

At the bottom of your worksheet, click the Sheet2 tab to display Sheet 2 and make it the active worksheet.

Hold down , and then click the Sheet3 tab. With the two sheets selected, from the Edit menu, click Delete Sheet. Alternatively, hold down to select the two adjacent sheets, right-click a selected sheet tab, and then, from the shortcut menu, click Delete.

The two unused sheets are deleted from your workbook. You need not be concerned about accidentally deleting worksheets that contain data. If you attempt to delete a worksheet with data, Excel will display a warning and permit you to cancel the deletion.

Save your workbook.

Activity 1.16. Previewing and Printing

In this activity, you will use the Portrait orientation, in which the paper is taller than it is wide, and center the worksheet and chart of tableware purchases for the Dallas restaurant horizontally on the page.

1.	From the File menu, click Page Setup. In the displayed Page Setup dialog box, click the Page tab. Under Orientation, be sure that Portrait is selected. Portrait orientation is the default page orientation in Excel and is appropriate for this worksheet. Portrait orientation is typically used when the worksheet has more rows than columns.
2.	In the bottom portion of the dialog box, click the Paper size arrow. From the list of available paper sizes, click Letter.

3.	Click the Margins tab. Under Center on page, select the Horizontally check box, and then notice the small diagram in the middle of the page giving you a visual indication of how your workbook is currently placed on the page. Compare your screen with Figure 1.66. Figure 1.66.
4.	In the upper right corner of the Page Setup dialog box, click Print Preview to see a preview of how your worksheet will print. If the printer you are using does not print in color, your preview will display in shades of gray. With a non-color printer, recall that you will have a better result if you use light background colors behind dark text. It is still appropriate to use color, however, because some readers will view your worksheet on a screen, for example through e-mail.
5.	On the Print Preview toolbar, click the Close button. 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 8, and then follow the instructions provided by your instructor.

6.	From the File menu, click Print. In the displayed Print dialog box, under Print range, verify that the All option button is selected. Under Print what, verify that Active sheet(s) is selected, and then under Copies, verify that the Number of copies is 1. Compare your screen with Figure 1.67. Figure 1.67.
7.	Click OK to print your worksheet.
8.	Save your workbook.

Activity 1.17. Displaying, Printing, and Hiding Formulas

When you have a formula in a cell, the cell displays the results of the formula. Recall that this value is called the displayed value. You can view and print the underlying formulas in the cells. When you do so, a formula often takes more horizontal space to display than the result of the calculation. Thus, the landscape orientation is usually a better choice than portrait orientation to fit the formulas on one page. In this activity, you will print the formulas in Sheet1 in landscape orientation and then close the workbook.

1.	Save your workbook. Click the chart to select it and press . Click the border of the callout to select it with a surrounding pattern of dots, and press . If the callout is surrounded by a pattern of diagonal lines, click a border of the callout to display a pattern of dots, and then press .

2.	Hold down and press (below ), and then compare your screen with Figure 1.68. Figure 1.68. Another Way: To Display Formulas From the Tools menu, point to Formula Auditing, and then click Formula Auditing Mode.
3.	Check your Chapter Assignment Sheet or Course Syllabus, or consult your instructor, to determine if you are to submit your formulas on paper. If you are not printing formulas, go to Step 7. To print formulas, select columns A:G. Move the pointer to the column heading boundary between any two of the selected columns and double-click. The column widths are adjusted to the widths of the formulas.
4.	From the File menu, click Page Setup. In the displayed Page Setup dialog box, click the Page tab. Under Orientation, click the Landscape option button. Under Scaling, click the Fit to option. Scaling adjusts the size of the printed worksheet to fit on the page. As you progress in your study of Excel, you will practice scaling worksheets.
5.	In the Page Setup dialog box, click the Print Preview button. Confirm that the file name displays in the footer. Examine the status bar and confirm there is only one page to print. Click the Close button.
6.	On the Standard toolbar, click the Print button . Hold down and press (below ). The normal view of your worksheet redisplays.
7.	From the File menu, click Close to close the workbook. In the Microsoft Excel dialog box, click No. Do not save any changes that were made to the worksheet to delete the embedded chart and print the formulas on one page.

Objective 8. Prepare a Worksheet for Printing

Objective 9 Use the Excel Help System

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