CALIFORNIA STATE UNIVERSITY, LOS ANGELES

INFORMATION TECHNOLOGY SERVICES

Microsoft Excel 2013

Part 2: Intermediate Excel
Fall 2014, Version 1.0

Table of Contents
Introduction ....................................................................................................................................3
Working with Rows and Columns ...............................................................................................3
Inserting Rows and Columns ......................................................................................................3
Deleting Rows and Columns.......................................................................................................4
Changing Row Heights ...............................................................................................................4
Changing Column Widths ...........................................................................................................5
Hiding and Unhiding Rows and Columns ..................................................................................6
Working with Worksheets ............................................................................................................7
Selecting Worksheets ..................................................................................................................7
Navigating Between Worksheets ................................................................................................7
Renaming Worksheets ................................................................................................................8
Inserting Worksheets...................................................................................................................9
Deleting Worksheets ...................................................................................................................9
Moving Worksheets ..................................................................................................................10
Copying Worksheets .................................................................................................................10
Working with Comments ............................................................................................................11
Adding Comments ....................................................................................................................12
Editing Comments.....................................................................................................................12
Deleting Comments...................................................................................................................12
Displaying and Hiding Comments ............................................................................................13
Working with Views ....................................................................................................................13
Switching Views .......................................................................................................................13
Changing the Zoom Level.........................................................................................................14
Freezing Panes ..........................................................................................................................15
Splitting the Workbook Window ..............................................................................................15
Viewing Multiple Workbooks ..................................................................................................16
Changing the Page Layout ..........................................................................................................17
Changing the Page Margins ......................................................................................................17
Changing the Page Orientation .................................................................................................19
Setting a Print Area ...................................................................................................................19
Adjusting Page Breaks ..............................................................................................................19

For additional handouts, visit http://www.calstatela.edu/handouts.

For video tutorials, visit http://www.youtube.com/mycsula.
 Scaling Worksheets ...................................................................................................................21
Printing Gridlines ......................................................................................................................21
Previewing and Print Worksheets ..............................................................................................22
Using Templates ...........................................................................................................................23

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Introduction
Microsoft Excel 2013 is a spreadsheet program that is used to manage, analyze, and present data.
It includes many powerful tools that can be used to organize and manipulate large amounts of
data, perform complex calculations, create professional-looking charts, enhance the appearance
of worksheets, and more. This handout covers modifying worksheets and workbooks, working
with comments and views, changing the page layout, previewing and printing worksheets, and
using templates.

Working with Rows and Columns

Although the number of rows and columns in a worksheet is fixed, you can still insert rows and
columns if you need to make room for additional data, or delete rows and columns if the data
they contain is no longer needed. These operations do not change the total number of rows and
columns in the worksheet. You can also resize or hide rows and columns to meet your needs.
The Cells group on the Home tab of the Ribbon contains commands that can be used to easily
insert, delete, or format rows and columns (see Figure 1).

Figure 1 – Cells Group on the Home Tab

Inserting Rows and Columns

You can insert rows and columns into a worksheet to add empty space or additional data. Rows
are inserted above the selected row; columns are inserted to the left of the selected column.

To insert a row:
1. Select the row above which you want
to insert a new row.
2. On the Home tab, in the Cells group,
click the Insert arrow, and then click
Insert Sheet Rows (see Figure 2).
NOTE: You can also insert a row by
right-clicking the header of the row
above which you want to insert the new
row, and then clicking Insert on the
Figure 2 – Insert Menu
shortcut menu.

To insert a column:
1. Select the column to the left of which you want to insert a new column.
2. On the Home tab, in the Cells group, click the Insert arrow, and then click Insert Sheet
Columns (see Figure 2).
NOTE: You can also insert a column by right-clicking the header of the column to the left of
which you want to insert the new column, and then clicking Insert on the shortcut menu.

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Deleting Rows and Columns
You can delete rows and columns from a worksheet to close up empty space or remove
unwanted data. Before deleting a row or column, you should make sure that it does not contain
any data you want to keep.

To delete a row:
1. Select the row that you want to
delete.
2. On the Home tab, in the Cells group,
click the Delete arrow, and then
click Delete Sheet Rows (see Figure
3).
NOTE: You can also delete a row by
right-clicking the row header, and then
clicking Delete on the shortcut menu.
Figure 3 – Delete Menu

To delete a column:
1. Select the column that you want to delete.
2. On the Home tab, in the Cells group, click the Delete arrow, and then click Delete Sheet
Columns (see Figure 3).
NOTE: You can also delete a column by right-clicking the column header, and then clicking
Delete on the shortcut menu.

Changing Row Heights

Excel automatically adjusts row heights to accommodate the tallest entry in the row. You can,
however, manually increase or decrease row heights as needed. The default row height is 15
points. You can specify a row height of 0 (zero) to 409 points. If you set a row height to 0 (zero)
points, the row is hidden.

To change a row height:

1. Select the row that you want to resize.
2. On the Home tab, in the Cells group, click the Format button, and then click Row
Height (see Figure 4). Or, right-click the row header, and then click Row Height on the
shortcut menu.
3. In the Row Height dialog box, type a value in the Row height box, and then click the
OK button (see Figure 5).

Figure 5 – Row Height Dialog Box

Figure 4 – Format Menu

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 NOTE: You can also resize a row by dragging the bottom edge of the row header down to
increase or up to decrease the row height (see Figure 6). Double-clicking the bottom edge of the
row header changes the row height to automatically fit its contents.

Figure 6 – Changing the Row Height Using the Row Header

Changing Column Widths

The default worksheet columns are wide enough to display about 8 characters. If your data is too
long and does not fit in a cell, you can widen the column to display the entire contents of the cell.
You can also make columns narrower to save worksheet space. The default column width is 8.43
characters. You can specify a column width of 0 (zero) to 255 characters. If you set a column
width to 0 (zero) characters, the column is hidden.

To change a column width:

1. Select the column that you want to resize.
2. On the Home tab, in the Cells group, click the Format button, and then click Column
Width (see Figure 7). Or, right-click the column header, and then click Column Width
on the shortcut menu.
3. In the Column Width dialog box, type a value in the Column width box, and then click
the OK button (see Figure 8).

Figure 8 – Column Width Dialog Box

Figure 7 – Format Menu

NOTE: You can also resize a column by dragging the right edge of the column header right to
increase or left to decrease the column width (see Figure 9). Double-clicking the right edge of the
column header changes the column width to automatically fit its contents.

Figure 9 – Changing the Column Width Using the Column Header

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Hiding and Unhiding Rows and Columns
You can hide rows and columns within a worksheet. Any data or calculations in hidden rows and
columns are still available through references; they are simply hidden from view. When you
need the data, you can unhide rows and columns. Hidden rows and columns do not appear in a
printout.

To hide a row or column:

1. Select the row or column that you want to hide.
2. On the Home tab, in the Cells group, click the Format button, point to Hide & Unhide,
and then click Hide Rows or Hide Columns (see Figure 10).
NOTE: You can also hide a row or column by right-clicking the row or column header, and then
clicking Hide on the shortcut menu.

Figure 10 – Format Menu and Hide & Unhide Submenu

To unhide a row or column:

1. Select the rows above and below the hidden row, or select the columns to the left and
right of the hidden column.
2. On the Home tab, in the Cells group, click the Format button, point to Hide & Unhide,
and then click Unhide Rows or Unhide Columns (see Figure 10).
NOTE: You can also unhide a row or column by selecting the rows or columns that surround the
hidden row or column, right-clicking the selection, and then clicking Unhide on the shortcut
menu. To unhide row 1, right-click the top edge of the row 2 header, and then click Unhide. To
unhide column A, right-click the left edge of the column B header, and then click Unhide.

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Working with Worksheets
A worksheet, also known as a sheet, is where you enter data in Excel. A workbook can contain
one or more worksheets. Each worksheet has a tab located at the bottom of the workbook
window. The active worksheet is the one that is currently displayed (see Figure 11).

Figure 11 – Sheet Tabs

Selecting Worksheets
In order to work with a worksheet, you must first select (or activate) it. When you want to work
with more than one worksheet at a time, you can select multiple adjacent or nonadjacent
worksheets. When multiple worksheets are selected, the word [Group] appears in the Title bar at
the top of the program window.

To select a worksheet:
1. Click the tab of the worksheet that you want to select (see Figure 11).

To select multiple adjacent worksheets:

1. Click the tab of the first worksheet that you want to select, hold down the Shift key, and
then click the tab of the last worksheet that you want to select (see Figure 12).
NOTE: To cancel the selection of multiple worksheets, click the tab of any unselected worksheet,
or right-click the tab of any selected worksheet, and then click Ungroup Sheets on the shortcut
menu.

Figure 12 – Selected Sheet Tabs

To select multiple nonadjacent worksheets:

1. Click the tab of the first worksheet that you want to select, hold down the Ctrl key, and
then click the tabs of additional worksheets that you want to select.

To select all worksheets in a workbook:

1. Right-click a sheet tab, and then click Select All Sheets on the shortcut menu.

Navigating Between Worksheets

If a workbook contains many worksheets, all the sheet tabs may not be visible. You can use the
tab scrolling buttons located at the bottom of the workbook window to display hidden sheet tabs
(see Figure 13). These buttons become available only when there are more sheet tabs than can fit
in the tab area.

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  Click the Previous button or Next button to scroll one sheet at a time.
 Hold down the Ctrl key and click the Previous button to scroll to the first sheet.
 Hold down the Ctrl key and click the Next button to scroll to the last sheet.

Figure 13 – Tab Scrolling Buttons

NOTE: When you right-click any of the tab scrolling buttons, the Activate dialog box opens and
displays a list of all the worksheets in the workbook. You can activate a worksheet by selecting it,
and then clicking the OK button (see Figure 14).

Figure 14 – Activate Dialog Box

Renaming Worksheets
Each worksheet has a name that appears on its tab at the bottom of the workbook window. By
default, the worksheets are named Sheet, followed by a number (Sheet1, Sheet2, etc.). You can
replace the default worksheet names with descriptive names to help you easily locate data in a
workbook.

To rename a worksheet:
1. Double-click the tab of the worksheet that you want to rename. Or, right-click the sheet
tab, and then click Rename on the shortcut menu. The worksheet name is selected on the
tab (see Figure 15).
2. Type a new name, and then press the Enter key. The sheet tab size adjusts to fit the
name.
NOTE: Worksheet names cannot exceed 31 characters and cannot be blank. Each worksheet
name in a workbook must be unique.

Figure 15 – Sheet Tab with Selected Name

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Inserting Worksheets
By default, each new workbook contains one worksheet. You can insert additional worksheets as
needed.

To insert a worksheet:
1. Click the tab of the worksheet to the left of which you want to insert a new worksheet.
2. On the Home tab, in the Cells group, click the Insert arrow, and then click Insert Sheet
(see Figure 16).
NOTE: You can also insert a worksheet by clicking the New sheet button located on the right
side of the last visible tab (see Figure 17). This inserts a new worksheet to the right of the active
sheet.

Figure 17 – New Sheet Button

Figure 16 – Insert Menu

Deleting Worksheets
If you no longer need a worksheet, you can delete it from the workbook. Deleting a worksheet
cannot be undone.

To delete a worksheet:
1. Click the tab of the worksheet that you
want to delete.
2. On the Home tab, in the Cells group,
click the Delete arrow, and then click
Delete Sheet (see Figure 18).
3. If the worksheet contains data, a
dialog box opens asking you to
confirm. Click the Delete button (see
Figure 19).
Figure 18 – Delete Menu

Figure 19 – Microsoft Excel Dialog Box

NOTE: You can also delete a worksheet by right-clicking its tab, and then clicking Delete on the
shortcut menu.

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Moving Worksheets
You can move a worksheet to another location in a workbook. This allows you to reorganize the
worksheets in a workbook. For example, you might want to arrange worksheets in chronological
order or in order of importance, or you might want to group similar worksheets together.

To move a worksheet:
1. Right-click the tab of the worksheet that you want to move, and then click Move or
Copy on the shortcut menu. The Move or Copy dialog box opens (see Figure 20).
2. In the Before sheet box, click the name of the worksheet to the left of which you want
the selected worksheet to be moved.
NOTE: The (move to end) option moves the selected worksheet after the last worksheet in the
workbook.
3. Click the OK button.

Figure 20 – Move or Copy Dialog Box

NOTE: You can also move a worksheet by dragging its tab to the desired location. As you drag,
the mouse pointer changes to a small sheet and a small black arrow indicates where the worksheet
will be moved when you release the mouse button (see Figure 21 and Figure 22).

Figure 21 – Moving a Worksheet

Figure 22 – Moved Worksheet

Copying Worksheets
You can make a copy of a worksheet in a workbook. This is useful if you need to create a new
worksheet that is similar to an existing worksheet in the workbook. When you copy a worksheet,
the new copy is given the name of the original worksheet followed by a sequential number in
parentheses. For example, making a copy of Sheet1 results in a new worksheet named Sheet1 (2).

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To copy a worksheet:
1. Right-click the tab of the worksheet that you want to copy, and then click Move or Copy
on the shortcut menu. The Move or Copy dialog box opens (see Figure 23).
2. In the Before sheet box, click the name of the worksheet to the left of which you want
the selected worksheet to be copied.
3. Select the Create a copy check box.
4. Click the OK button.

Figure 23 – Move or Copy Dialog Box

NOTE: You can also copy a worksheet by holding down the Ctrl key and dragging its tab to the
desired location. As you drag, the mouse pointer changes to a small sheet with a plus sign on it
and a small black arrow indicates where the worksheet will be copied when you release the
mouse button (see Figure 24 and Figure 25).

Figure 24 – Copying a Worksheet

Figure 25 – Copied Worksheet

Working with Comments

Some cells in a worksheet may contain data that requires an explanation or special attention.
Comments provide a way to attach this type of information to individual cells without cluttering
the worksheet. You can use the commands in the Comments group on the Review tab of the
Ribbon to add, edit, and delete comments, navigate between comments, and display or hide
comments (see Figure 26).

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 Figure 26 – Comments Group on the Review Tab

Adding Comments
You can add a comment to any cell in a worksheet. Excel labels each new comment by using a
name that is specified in the Excel Options dialog box.

To add a comment:
1. Select the cell to which you want to add a comment.
2. On the Review tab, in the Comments group, click the New Comment button . Or,
right-click the cell, and then click Insert Comment on the shortcut menu.
3. Type the comment in the Comment box (see Figure 27).
4. When finished, click any cell in the worksheet to hide the comment. A red triangle
appears in the upper-right corner of the cell to indicate that it contains a comment.

Figure 27 – Comment Box

Editing Comments
You can easily edit comments if you need to make any changes.

To edit a comment:
1. Select the cell that contains the comment you want to edit.
2. On the Review tab, in the Comments group, click the Edit Comment button . Or,
right-click the cell, and then click Edit Comment on the shortcut menu.
3. Edit the comment in the Comment box.
4. When finished, click any cell in the worksheet to hide the comment.

Deleting Comments
You can delete comments that are no longer needed.

To delete a comment:
1. Select the cell that contains the comment you want to delete.
2. On the Review tab, in the Comments group, click the Delete button .

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 NOTE: You can also delete a comment by right-clicking the cell, and then clicking Delete
Comment on the shortcut menu.

Displaying and Hiding Comments

By default, comments are hidden and appear only when you position the mouse pointer over a
commented cell. If needed, you can display comments at all times regardless of where the mouse
pointer is located. You can display or hide comments individually or all at once.

To display or hide a comment:

1. Select the cell that contains the comment you want to display or hide.
2. On the Review tab, in the Comments group, click the Show/Hide Comment button .
NOTE: You can also click the Show All Comments button in the Comments group to display or
hide all the comments in the worksheet.

Working with Views

Excel provides several ways in which you can view worksheets and workbooks. You can use the
commands on the View tab of the Ribbon to switch to different views, change a worksheet’s
zoom level, split the workbook window into panes, freeze panes, switch between open
workbooks, and display multiple workbooks on the screen (see Figure 28).

Figure 28 – View Tab of the Ribbon

Switching Views
Excel offers a variety of viewing options that change how a worksheet is displayed on the screen.
These views can be useful for performing various tasks (see Table 1).

Table 1 – Workbook Views

Name Description
This is the default view. If you switch to another view and return to
Normal Normal view, Excel displays page breaks.
Displays a preview of where pages will break when the worksheet is
Page Break Preview printed. Use this view to easily adjust page breaks.
Displays the worksheet as it will appear when printed. Use this view
Page Layout to see where pages begin and end, and to add headers and footers.
Allows you to save the current display and print settings as a custom
Custom Views view that you can quickly apply in the future.

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To switch views:
1. On the View tab, in the Workbook Views group, click the desired view button (see
Figure 29). Or, click the desired view button on the View Shortcuts toolbar located on
the right side of the Status bar (see Figure 30).

Figure 30 – View Shortcuts Toolbar

Figure 29 – Workbook Views Group on the View

Tab

Changing the Zoom Level

You can zoom in to make a worksheet easier to read or zoom out to see more of the worksheet.
Changing the zoom level does not affect the appearance of the printed worksheet; it only affects
how the worksheet appears on the screen.

To change the zoom level:

1. On the View tab, in the Zoom group, click the Zoom button (see Figure 31). Or, click the
Zoom button on the right side of the Status bar (see Figure 32).

Figure 32 – Zoom Slider and Zoom Button on the

Figure 31 – Zoom Group on the View Tab
Status Bar

2. In the Zoom dialog box, select a preset zoom level or enter a custom zoom level, and
then click the OK button (see Figure 33).

Figure 33 – Zoom Dialog Box

NOTE: You can also adjust the zoom level by using the Zoom controls on the right side of the
Status bar (see Figure 32). You can drag the Zoom slider left to zoom out or right to zoom in, or
click the Zoom Out button or Zoom In button on either side of the slider.

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Freezing Panes
Freezing panes is a useful technique for keeping an area of a worksheet visible while you scroll
to another area of the worksheet. You can choose to freeze just the top row, just the left column,
or multiple rows and columns of a worksheet. Excel displays dark gray lines to indicate frozen
rows and columns (see Figure 34).

NOTE: You can freeze only rows at the top and columns on the left side of the worksheet; you cannot
freeze rows and columns in the middle of the worksheet.

Figure 34 – Frozen Rows and Columns

To freeze panes:
1. Select the cell below the row and to the right of the column that you want to freeze.
2. On the View tab, in the Window group, click the Freeze Panes button, and then click
Freeze Panes (see Figure 35).
NOTE: If any rows or columns in a worksheet are frozen, the Freeze Panes option changes to
Unfreeze Panes. You can unfreeze panes by clicking the Freeze Panes button, and then clicking
Unfreeze Panes.

Figure 35 – Freeze Panes Menu

Splitting the Workbook Window

You can split the workbook window into two or four resizable panes, all with independent scroll
bars. This allows you to view different parts of a worksheet at the same time.

To split the workbook window:

1. Select the cell where you want to split the workbook window.

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 NOTE: To split the workbook window into two panes instead of four, select the first cell in the
row or column where you want to create the split.

2. On the View tab, in the Window group, click the Split button . Split bars appear in
the workbook window (see Figure 36).

Figure 36 – Workbook Window with Four Panes

NOTE: You can resize the panes by dragging the split bars. You can remove the panes by
clicking the Split button again or by double-clicking the split bars that divide the panes.

Viewing Multiple Workbooks

You can have more than one workbook open at a time and switch between them as you work.
You can also arrange two or more workbooks on the screen at the same time.

To switch between open workbooks:

1. On the View tab, in the Window group, click the
Switch Windows button and select the workbook
that you want to display (see Figure 37).
NOTE: A check mark is displayed to the left of the
active workbook.
Figure 37 – Switch Windows Menu

To display two workbooks side by side:

1. On the View tab, in the Window group, click the View Side by Side button .
NOTE: If only two workbooks are open, they immediately appear side by side. If more than two
workbooks are open, the Compare Side by Side dialog box opens so you can select the second
workbook you want to display (see Figure 38).

Figure 38 – Compare Side by Side Dialog Box

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To display all open workbooks:
1. On the View tab, in the Window group, click the Arrange All button .
2. In the Arrange Windows dialog box, select the desired arrangement option, and then
click the OK button (see Figure 39).

Figure 39 – Arrange Windows Dialog Box

NOTE: When multiple workbooks are displayed on the screen, you can activate a particular
workbook by clicking its window. You can control individual windows by clicking the Minimize
button , Maximize button , or Close button in the upper-right corner of each
window.

Changing the Page Layout

The commands used to define the layout of a printed page are available on the Page Layout tab
of the Ribbon (see Figure 40). They can be used to change the page margins and orientation, set a
print area, control page breaks, adjust the scale, and specify whether or not to print gridlines.

Figure 40 – Page Layout Tab of the Ribbon

NOTE: You can also adjust page layout settings using the Print page of the Backstage view. This allows
you to immediately see the results in the preview pane.

Changing the Page Margins

Margins define the printed area on a page. They control the amount of blank space between the
printed data and the top, bottom, left, and right edges of the page. You can change the page
margins by selecting one of the preset margin settings or by setting custom margins.

To change the page margins:

1. Select the worksheet for which you want to change the margins.
2. On the Page Layout tab, in the Page Setup group, click the Margins button and select
the desired margin setting from the menu (see Figure 41).

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 Figure 41 – Margins Menu

To set custom margins:

1. Select the worksheet for which you want to set custom margins.
2. On the Page Layout tab, in the Page Setup group, click the Margins button, and then
click Custom Margins at the bottom of the Margins menu (see Figure 41).
3. In the Page Setup dialog box, on the Margins tab, enter the desired values in the Top,
Bottom, Left, and Right boxes, and then click the OK button (see Figure 42).

Figure 42 – Margins Tab of the Page Setup Dialog

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Changing the Page Orientation
In Excel, you can print a worksheet in either portrait or landscape orientation. Portrait orientation
(the default) is useful for long worksheets that are not very wide; landscape orientation is useful
for worksheets with many columns.

To change the page orientation:

1. Select the worksheet for which you want to change the orientation.
2. On the Page Layout tab, in the Page Setup group, click the Orientation button, and then
click Portrait or Landscape (see Figure 43).

Figure 43 – Orientation Menu

Setting a Print Area

By default, Excel prints the entire worksheet. If you frequently print a specific section of a
worksheet, you can set a print area that includes just that section. That way, when you print the
worksheet, only that section will print.

To set a print area:

1. Select the cells that you want to define as the print area.
2. On the Page Layout tab, in the Page Setup group, click the Print Area button, and then
click Set Print Area (see Figure 44). The print area is outlined with a dark gray line.
NOTE: You can clear the print area by clicking the Print Area button, and then clicking Clear
Print Area.

Figure 44 – Print Area Menu

Adjusting Page Breaks

Page breaks are dividers that break a worksheet into separate pages for printing. Excel inserts
automatic page breaks based on the paper size, margin settings, and scaling options you set. You
can override the automatic page breaks by inserting manual page breaks or by moving existing
page breaks to another location in the worksheet. You can also remove manually-inserted page
breaks or reset all page breaks back to the default. Although you can work with page breaks in
Normal view, the best way to view or adjust all the page breaks in a worksheet is in Page Break
Preview view.

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To insert a page break:
1. In Normal view, select any cell in the row below or in the column to the right of where
you want the break to occur.
2. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then
click Insert Page Break (see Figure 45). A dark gray line appears in the worksheet
indicating the location of the manual page break.

Figure 45 – Breaks Menu

To remove a page break:

1. In Normal view, select a cell in the row below a horizontal break or in the column to the
right of a vertical break.
2. On the Page Layout tab, in the Page Setup group, click the Breaks button, and then
click Remove Page Break or Reset All Page Breaks (see Figure 45).
NOTE: Page breaks inserted automatically by Excel cannot be removed.

To move a page break:

1. On the View tab, in the Workbook Views group, click the Page Break Preview button
to switch to Page Break Preview view.
NOTE: If the Welcome to Page Break Preview dialog box opens, click the OK button. To not
see this dialog box every time you switch to Page Break Preview view, select the Do not show
this dialog again check box before you click the OK button.
2. Drag the page break (a dashed or solid blue line) to the desired location (see Figure 46
and Figure 47).
NOTE: Moving an automatic page break changes it to a manual page break.

Figure 46 – Automatic Page Break (Dashed Line) Figure 47 – Manual Page Break (Solid Line)

3. On the View tab, in the Workbook Views group, click the Normal button to switch
back to Normal view.

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Scaling Worksheets
Scaling allows you to adjust the size of a worksheet for printing. By default, Excel prints a
worksheet at a scale of 100%. You can change the scale percentage (from 10% through 400%) to
fit more or less data on a printed page. You can also adjust the scale by specifying the number of
horizontal and vertical pages on which the worksheet should fit. These changes affect only the
worksheet’s printed appearance, not how it looks on the screen.

To change the scale percentage:

1. Select the worksheet that you want to scale.
2. On the Page Layout tab, in the Scale to Fit group, enter the desired percentage in the
Scale box (see Figure 48).
NOTE: The Width and Height controls must be set to Automatic in order to use this feature.

Figure 48 – Scale to Fit Group on the Page Layout Tab

To fit a worksheet on a specific number of pages:

1. Select the worksheet that you want to scale.
2. On the Page Layout tab, in the Scale to Fit group, do the following (see Figure 48):
 Click the Width arrow and select the number of horizontal pages that the worksheet
should take up when printed.
 Click the Height arrow and select the number of vertical pages that the worksheet
should take up when printed.
NOTE: The Width and Height controls are normally set to Automatic which means that the
worksheet prints at full size on as many pages as necessary.

Printing Gridlines
Gridlines are the light gray lines that appear around cells in a worksheet. By default, gridlines are
displayed on the screen, but they are not printed. You can choose to print a worksheet with
gridlines the make the data easier to read on a printed page.

To print gridlines:
1. Select the worksheet that you want to print with gridlines.
2. On the Page Layout tab, in the Sheet Options group, under Gridlines, select the Print
check box (see Figure 49).

Figure 49 – Sheet Options Group on the Page Layout Tab

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Previewing and Print Worksheets
Before printing a worksheet, you can preview it to see how each page will look when printed.
When you are ready to print the worksheet, you can quickly print one copy of the entire
worksheet using the current printer, or you can change the default print settings before printing
it. The Print page of the Backstage view allows you to preview a worksheet, set print options,
and print the worksheet, all from one location (see Figure 50).

Figure 50 – Print Page of the Backstage View

To preview and print a worksheet:

1. Select the worksheet that you want to preview and print.
2. Click the File tab, and then click Print. Or, press Ctrl+P. The Print page of the
Backstage view opens, displaying print settings in the center pane and a preview of the
worksheet in the right pane (see Figure 50).
3. To preview the worksheet, in the right pane, do the following:
 To switch pages, click the Next Page button or Previous Page button , or
enter a specific page number in the Current Page box.
 To view page margins, click the Show Margins button . Click the Show
Margins button again to hide margins.
NOTE: You can change the margins and column widths by dragging the lines and handles.

 To display the page in normal size, click the Zoom to Page button . Click the
Zoom to Page button again to return to full page view.
4. To change the print settings, in the center pane, do one or more of the following:
 To change the printer, in the Printer section, click the button displaying the name of
the default printer and select the desired printer from the list.

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  To print multiple copies, type the number of copies you want to print in the Copies
box.
 To change other settings (such as page range, collation, orientation, paper size,
margins, or scaling), in the Settings section, select the desired options.
5. To print the worksheet, click the Print button.

Using Templates
You can save time and effort by creating a new workbook based on a template. Templates
contain content and design elements that you can modify to meet your needs. Excel 2013 offers a
variety of templates (such as budgets, invoices, and calendars), and many more are available for
download on Office.com.

To use a template:
1. Click the File tab, and then click New. The New page of the Backstage view opens,
displaying thumbnails of the available templates (see Figure 51).
NOTE: You can search for online templates by typing a keyword in the Search box located at the
top of the New page, and then clicking the Search button or pressing the Enter key to
display the search results.
2. In the right pane, click the thumbnail of the template that you want to use. A preview
window opens, displaying a larger image of the template and additional information.
3. Click the Create button. Excel creates a new workbook based on the selected template
and opens it in a new window.

Figure 51 – New Page of the Backstage View

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