7 Formatting Worksheets

LESSON SKILL MATRIX

Skills Exam Objective Objective Number
Working with Rows and Columns Insert and delete columns or rows. 1.3.5
Adjust row height and column width. 1.3.7
Hide or unhide columns and rows. 1.4.2
Paste data by using special paste options. 2.1.3
Using Themes Change workbook themes. 1.3.6
Inserting Headers and Footers Insert headers and footers. 1.3.8
Preparing a Document for Printing Display repeating row and column titles on 1.5.5
multipage worksheets.
Change workbook views. 1.4.4
Set print scaling. 1.5.4

SOFTWARE ORIENTATION
Formatting Excel Worksheets
Excel 2016 provides many tools to enhance the look o your worksheets whether viewed
onscreen or in print. o improve how a worksheet displays on a computer monitor or to
prepare a worksheet or printing, you will use commands mainly on the Home tab and the
Page Layout tab, shown in Figure 7-1. Using and applying ormatting options rom the com-
mand groups on these tabs ensures that your worksheets are more use ul, more readable,
and more attractive.

Cell Styles command Cells group

Themes group Page Setup group Scale to Fit group Sheet Options group

Figure 7-1
Home tab and Page Layout tab command groups

97
98 Lesson 7

WORKING WITH ROWS AND COLUMNS

Microso t designed Excel worksheets or exibility, enabling you to insert or delete rows and
columns in an existing worksheet, increase or decrease row height and column width, hide
and unhide rows and columns, and even transpose data so that data in a row appears in a
column and vice versa.

Inserting or Deleting a Row or Column

Many times, a ter you’ve already entered data in a worksheet, you will need to insert addi-
tional rows or columns. o insert a row, select the row or a cell in the row below which you
want the new row to appear. Te new row is then inserted above the selected cell or row.
o insert multiple rows, select the same number o rows as you want to insert. Inserting
columns works the same way, except columns are inserted to the le t o the selected cell
or column. By de ault, the inserted column is ormatted the same as the column to the le t.
Deleting a row or column is just as easy—just right-click the row number or column letter
and click Delete in the shortcut menu.

STEP BY STEP Insert and Delete Rows and Columns

GET READY. Be ore you begin these steps, be sure to LAUNCH Microso t Excel.
1. OPEN the workbook named 07 Messenger Row-Column.
2. Click the row 14 heading to select the entire row.
3. On the Home tab, in the Cells group, click the Insert button arrow and then select Insert
Sheet Rows, as shown in Figure 7-2. A new blank row appears as row 14.
Figure 7-2
The Insert menu

Selected row Insert Sheet Rows command

4. To insert several rows at once, click the row 25 heading, hold down the Ctrl key, and
then click row headings 34 and 43. Right-click any o the selected rows and then select
Insert rom the shortcut menu. Blank rows appear above the selected rows, so that
data or each messenger is separated by a blank row.
5. Click the column D heading to select the entire column. This column contains the
delivery zone.
6. On the Home tab, in the Cells group, click the Delete button arrow and then select
Delete Sheet Columns. The Zone column disappears.
 Formatting Worksheets 99

7. Right-click the row 3 heading and select Insert rom the shortcut menu. In cell A3, type
Zone 1.
8. Select A3:I3. On the Home tab, in the Alignment group, click the Merge & Center
button. The “Zone 1” text is centered across the data columns.
9. SAVE the workbook in your Excel Lesson 7 older as 07 Messenger Row-Column
Solution.

PAUSE. LEAVE the workbook open to use in the next exercise.

Te column heading or row heading is its identi ying letter or number. You select an entire
column or row by clicking its heading. o select multiple adjacent columns or rows, click the rst
column or row heading, hold the Shi t key, and then click the last heading. You can also select
multiple nonadjacent columns or rows. Just click the rst column or row heading, and then hold
down the Ctrl key while clicking other headings.

Modifying Row Height and Column Width

By de ault, all columns in a new worksheet are the same width and all rows are the same height.
In most worksheets, you will want to change some column or row de aults to accommodate the
worksheet’s data. Modi ying the height o rows and width o columns can make a worksheet’s
contents easier to read and increase its visual appeal. You can set a row or column to a speci c
height or width or change the height or width to t the contents. o change height and width set-
tings, use the Format commands in the Cells group on the Home tab, use the shortcut menu that
appears when you right-click a selected row or column, or double-click or drag the boundary,
which is the line between rows or columns.

STEP BY STEP Modify Row Height and Column Width

GET READY. USE the workbook rom the previous exercise.

1. Double-click the boundary to the right o the column G heading (see Figure 7-3), which
adjusts the column width to show all content in column G.

Point to the boundary line

Figure 7-3
Double-clicking the boundary
line between columns G and H

2. Click anywhere in column H. On the Home tab, in the Cells group, click the Format
button arrow and then select Column Width. In the Column Width dialog box, in the
Column width text box, type 16 and then click OK. All content in column H appears.
3. Click and hold the boundary under the row 3 heading. Drag the line up to decrease the
height o row 3 to 18, as shown in Figure 7-4. Notice that a ScreenTip appears as you
drag the boundary line, showing you the height o the row in points (the frst number)
and pixels.
100 Lesson 7

ScreenTip showing row height

Figure 7-4
Decreasing a row’s height by
dragging the boundary line

4. Select row 2. On the Home tab, in the Cells group, click the Format button arrow and
then select AutoFit Row Height. With the row still selected, click the Format button
arrow again and then select Row Height. The Row Height dialog box indicates that the
row is 18.75 points in height. Click OK.
5. SAVE the workbook.

PAUSE. LEAVE the workbook open to use in the next exercise.

Row height, or the top-to-bottom measurement o a row, is measured in points; one point is
equal to 1/72 inch. Te de ault row height is 15 points, but you can speci y a row height o 0 to
409 points. Column width is the le t-to-right measurement o a column. Although you can
speci y a column width o 0 to 255 characters, the de ault column width is 8.43 characters (based
on the de ault ont and ont size). I a column width or row height is set to 0, the corresponding
column or row is hidden.

As you learned in Lesson 2, when the text you enter exceeds the column width, the text over ows
to the next column, or it is truncated when the next cell contains data. Similarly, i the value
entered in a column exceeds the column width, the #### symbols appear, which indicate the
number is larger than the column width.

Take Note o quickly AutoFit the entries in all rows on a worksheet, click the Select All icon in the upper-le t
corner o your worksheet (at the intersection o column and row headings), then double-click one
o the row boundaries.

Depending on the alignment o the data in your columns, worksheet data may appear crowded
or too loose when you use the AutoFit Column Width option because this option adjusts column
width to the exact width o the longest entry in the column. Tere ore, a ter using this option,
you may want to use the mouse to drag the right column boundary or any columns that seem
crowded or have too much white space. White space is the empty area o a document, in which
no content appears.

Take Note You can use the Format Painter to copy the width o one column to other columns. o do so, select
the heading o the rst column, click the Format Painter, and then click the heading o the column
or columns to which you want to apply the column width.

In Excel, you can change the de ault width or all columns on a worksheet or a workbook. o do
so, click Format and then select De ault Width. In the Standard Width dialog box, type a new
de ault column measurement. Note that when changing the de ault column width or row height,
columns and rows that contain data or that have been previously ormatted retain their ormat-
ting.
 Formatting Worksheets 101

Hiding or Unhiding a Row or Column

You may not want or need all rows and columns in a worksheet to be visible all the time,
particularly i the worksheet contains a large number o rows or columns. You can hide a
row or a column by using the Hide command or by setting the row height or column width
to zero. When rows are hidden, they do not appear onscreen or in printouts, but the data
remains and can be unhidden.

STEP BY STEP Hide or Unhide a Row or Column

GET READY. USE the workbook rom the previous exercise.

1. Select columns D and E. The columns or Date and Time are selected.
2. Right-click the column D or E heading and then select Hide. The Date and Time
columns are hidden rom view, and a green line appears, indicating hidden content, as
shown in Figure 7-5.

Columns D and E no longer appear Green line indicates hidden content

Figure 7-5
The Date and Time columns
are no longer visible in the
worksheet.

3. Click in any cell. The green line disappears, and the boundary between columns C and
F is a double vertical line (see Figure 7-6), which indicates hidden columns.

Double vertical boundary line

Figure 7-6
The double vertical boundary
line indicates hidden columns.

4. Select row 3. On the Home tab, in the Cells group, click the Format button arrow, point
to Hide & Unhide, and then select Hide Rows. Row 3 is now hidden.
5. Select rows 2 and 4. Right-click the selection and select Unhide. Row 3 is now visible.
6. SAVE the workbook.

PAUSE. LEAVE the workbook open to use in the next exercise.

102 Lesson 7

Troubleshooting When you select rows 2 and 4 to unhide the hidden row, you must select them in a way that
includes the hidden rows. Press Shift when you select row 4 or select row 2 and drag to include
row 4. If you select row 2, press Ctrl, and then click row 4, the hidden row will not unhide.
Additionally, selecting only the data in the rows will not release the hidden row.

A worksheet may contain rows or columns o sensitive or extraneous data that you are not using
or do not want to be visible while you are working in other areas o the worksheet. Using the Hide
command simply hides them rom view, but they still exist in the worksheet.

o make hidden rows visible, select the row above and the row below the hidden row or rows and
use the Unhide Rows command. o display hidden columns, select the adjacent columns and
ollow the same steps used or displaying hidden rows.

You can use the Go o eature, introduced in Lesson 1, to nd a hidden row or column and then
make it visible.

Transposing Rows or Columns

Transposing a row or column causes your cell data to change orientation. Row data will become
column data, and column data will become row data. You can use the Paste Special command to
per orm this type o irregular cell copying. In the Paste Special dialog box, select the ranspose
check box to transpose row or column data.

STEP BY STEP Transpose Rows or Columns

GET READY. USE the workbook rom the previous exercise.

1. Click the Sheet2 tab.
2. Select rows 2 through 7, and then press Ctrl+C to copy the data to the Clipboard. A
green marquee border appears.
3. Click cell A10.
4. On the Home tab, in the Clipboard group, click the Paste button arrow and then select
Paste Special. The Paste Special dialog box opens.
5. Check the Transpose check box.
6. Click OK. The data appears with the row data in columns and the column data in rows,
as shown in Figure 7-7.

Figure 7-7
Transposed data Original data

Transposed data

7. Click the Sheet1 tab to return to the main worksheet.

 Formatting Worksheets 103

8. SAVE the workbook and then CLOSE the fle.

PAUSE. LEAVE Excel open to use in the next exercise.

USING THEMES
A document theme is a prede ned set o colors, onts, and efects that can be applied to
a workbook. You can use document themes to easily ormat an entire document and give it a
resh, pro essional look. Temes are also used in other O ce applications, such as Microso t
Word and Microso t PowerPoint, enabling you to give all your O ce documents a uni orm look
in terms o colors, onts, and efects. Effects, such as shadows or bevels, modi y the appearance
o an object.

Excel has several prede ned document themes. When you apply a theme to a workbook, the col-
ors, onts, and efects contained within that theme replace any styles that were already applied to
cells or ranges.

STEP BY STEP Choose a Theme for a Workbook

GET READY. LAUNCH Excel i it is not already running.

1. OPEN the 07 Messenger Theme data fle or this lesson.
2. With Sheet1 active, click cell A3.
3. On the Home tab, in the Styles group, click the Cell Styles button arrow and then select
20% - Accent4. A light purple background is applied to the cell range, the ont size is
reduced, and the ont color changes to black.
4. Click the Page Layout tab, and then in the Themes group, click the Themes button
arrow to open the Themes gallery. Several built-in themes appear in the gallery. Move
your mouse pointer over each theme to see its e ect on the underlying worksheet,
which is re erred to as Live Preview.
5. Find and select the Facet theme, as shown in Figure 7-8. You just changed the de ault
document theme to the Facet theme. The ont or subheadings and general data
changed rom Calibri to Trebuchet MS, and the background in rows 2 and 3 changed to
di erent colors.

The Facet theme

Figure 7-8
The Themes gallery
104 Lesson 7

6. Click Sheet2. Notice that the ont changed on that sheet as well.
7. Click Sheet1 to return to the main worksheet. Click the Home tab, and then in the
Styles group, click the Cell Styles button arrow to display the Cell Styles gallery. Notice
that the color schemes or the various groups have changed. This is because a new
document theme has been applied, and several built-in cell styles were created using
theme onts and colors.
8. SAVE the workbook as 07 Messenger Theme Solution and then CLOSE the fle.

PAUSE. LEAVE Excel open to use in the next exercise.

Te de ault document theme in Excel 2016 is named O ce. Document themes are consistent in
all Microso t O ce 2016 programs.

Applying a new theme changes onts and colors, and the color o shapes and SmartArt, tables,
charts, and other objects.

Remember that cell styles are used to ormat speci c cells or ranges within a worksheet; document
themes are used to apply sets o styles (colors, onts, and ll efects) to an entire document.

Many built-in cell styles use theme-aware ormatting, so applying a new theme determines which
onts and colors are used by styles. Tat’s why you noticed a change in the Cell Styles gallery a ter
applying the new theme in the exercise. However, styles are independent rom themes in that you
can change styles regardless o the theme that’s applied to a document.

Take Note When you apply a heading cell style to text and then increase the ont size o that cell, the ont size
will not change a ter applying a new document theme. I you don’t change the ont size o heading
text, apply a heading cell style, and then apply a new theme, the heading text will display in the
de ault ont size or the new theme.

VIEWING AND PRINTING WORKSHEET GRIDLINES

Worksheet gridlines (the lines that display around worksheet cells), row headings, and column
headings can be used to enhance a worksheet’s appearance. Onscreen, these elements are displayed
by de ault, but they are not printed automatically.

You can choose to show or hide gridlines in your worksheet. By de ault, gridlines are present when
you open a worksheet. You can also choose whether gridlines are printed. A printed worksheet is
easier to read when gridlines are included.

STEP BY STEP View and Print a Worksheet’s Gridlines

GET READY. LAUNCH Excel i it is not already running.

1. OPEN 07 Messenger Appearance and ensure Sheet1 is active.
2. Click the Page Layout tab, and then in the Sheet Options group, uncheck the Gridlines
View check box. The gridlines disappear rom the worksheet.
3. Check the Gridlines View check box to restore viewable gridlines.
4. Check the Gridlines Print check box. This action will orce gridlines to appear in your
printed worksheet.
5. Click the Dialog Box Launcher in the Sheet Options group to open the Page Setup
dialog box.
6. On the Sheet tab, notice that the Gridlines check box is checked. Click the Print Preview
button. Gridlines appear in the preview, as shown in Figure 7-9.
 Formatting Worksheets 105

Figure 7-9
Print Preview showing
gridlines

Gridlines appear
in the preview

7. In the upper-le t corner o the Print window, click the Return to document button to
return to the worksheet.
8. SAVE the workbook as 07 Messenger Appearance Solution and then CLOSE the fle.

PAUSE. LEAVE Excel open to use in the next exercise.

Lesson 3 introduced you to Backstage view, Print Preview, and some printing options.
Print Preview is the screen that appears when you click the File tab and then click Print, or i
you click Print Preview in a dialog box that provides the button. In Print Preview, you can see what
your document will look like be ore sending it to the printer.

INSERTING HEADERS AND FOOTERS

You can add headers or ooters to your worksheets to provide use ul in ormation about the work-
sheet, such as who prepared it, the date it was created or last modi ed, the page number, and so
on. Headers and ooters are visible in Page Layout view and appear on printouts. A header is a
line o text that appears at the top o each page o a printed worksheet. A footer is a line o text
that appears at the bottom o each page. You can add prede ned header or ooter in ormation to
a worksheet; insert elements such as page numbers, date and time, and lename; or add your own
content to a header or ooter.

On the Header & Footer ools Design tab that displays when you insert a header or ooter, the
Header & Footer group contains prede ned headers and ooters that allow you to automatically
add text to the header or ooter, such as the date, page number, number o pages, name o the
sheet, and so on. You also can create a custom header or ooter by manually typing the text you
want to include.

STEP BY STEP Insert a Header and Footer

GET READY. LAUNCH Excel i it is not already running.

1. OPEN 07 Messenger Header-Footer and ensure Sheet1 is active. Click cell A1.
2. Click the View tab, and then in the Workbook Views group, click the Page Layout button
to view headers and ooters.
106 Lesson 7

3. Click the center header text box (which displays the “Add header” placeholder text).
Click the Header & Footer Tools Design tab now that it has become active. In the
Header & Footer Elements group, click Sheet Name. The code &[Tab] appears in the
text box (see Figure 7-10).

Go to Footer button Header & Footer Tools Design tab

Figure 7-10
Adding a header in Page
Layout view

Three header text boxes: le t , center, and right Excel inserts a sheet code

4. Click in the le t header text box and type your name.

5. In the Navigation group, click Go to Footer. Click the left footer text box.
6. In the Header & Footer group, click the Footer button arrow and then click the option
in the list that begins with “Confdential.” This ooter option combines the text
Confdential with the current date and the page number (see Figure 7-11). Return to
Normal view.

Predefned ooter text

Figure 7-11
Inserting predefned text
in a ooter

7. SAVE the workbook as 07 Messenger Header-Footer Solution and then CLOSE the fle.

PAUSE. LEAVE Excel open to use in the next exercise.

You can populate headers and ooters by selecting one or more prede ned elements in Excel, which
inserts codes into the header or ooter. When your workbook is printed, Excel replaces these codes
with the current date, current time, and so on. You can view how the headers and ooters will look
by using Print Preview in Backstage view.

Many o Excel’s prede ned headers and ooters combine one or more elements. In the previous
exercise, you inserted a combined entry by clicking it. You can then customize the appearance o
your header or ooter in Page Layout view. Within this view, once you have the header or ooter
selected, you can modi y the appearance o the text it contains using the Font group on the Home
tab. In this way, you can change options such as the ont type or size, or add special efects to your
text.
 Formatting Worksheets 107

PREPARING A DOCUMENT FOR PRINTING

When worksheet data prints on more than one page, you can use several commands to set
up your document to print in a well-organized and easy-to-read manner. Te Page Break
Preview command on the View tab controls where page breaks occur, enabling you to break
data where it is most logical. You can also change page margins, change the orientation o
the worksheet, and scale the worksheet to t more data on a single page.

Repeating Row and Column Print Titles

In worksheets that span two or more pages, you can instruct Excel to print speci c rows or
columns on each page to give your readers a better perspective o the data they are viewing.
Tey won’t have to go back to the rst page to see column or row headings or labels, which
are also re erred to as print titles. Print titles help to give your printed documents a uni orm
look rom the rst to the last page.

STEP BY STEP Repeat Row and Column Print Titles

GET READY. OPEN the workbook named 07 Messenger Print.

1. Ensure Sheet1 is active and in Normal view.
2. Click the Page Layout tab, and then in the Page Setup group, click the Print Titles
button. The Page Setup dialog box opens to the Sheet tab.
3. Type A1:I54 in the Print area text box. This is the range o all data on Sheet1 to be
printed.
4. In the Rows to repeat at top text box, type 1:4, as shown in Figure 7-12. This will repeat
the frst our rows o the worksheet, which includes column headings, on every page.

Print area text box Rows to repeat at top (also called print titles)

Figure 7-12
The Page Setup dialog box,
Sheet tab
108 Lesson 7

5. Click Print Preview. The Print Preview window appears. Click the right arrow at
the bottom o the screen to advance to the second page. The frst our rows o the
worksheet appear on the second page (see Figure 7-13). Click the left arrow to return to
the preview o page 1.

The frst our worksheet rows repeat

Figure 7-13
Print Preview shows that the
frst our worksheet rows
appear on the second page.

Navigation arrows

6. Click the Return to document button to return to the worksheet.

7. SAVE the workbook as 07 Messenger Print Solution.

PAUSE. LEAVE the workbook open to use in the next exercise.

Adding and Moving a Page Break

Te Print window in Backstage view displays a ull-page preview o a worksheet just as it will
be printed. With Print Preview, you can check the ormat and overall layout o a worksheet
be ore actually printing it. You cannot make changes to the document in Print Preview, how-
ever.

A page break is a divider that breaks a worksheet into separate pages or printing. Excel inserts
automatic vertical page breaks (shown as a broken line) based on paper size, margin settings, scal-
ing options, and the positions o any manual page breaks (shown as a solid line) that you insert.
Excel provides a Page Break Preview window in which you can quickly adjust automatic page
breaks to achieve a more desirable printed document.

STEP BY STEP Add and Move a Page Break

GET READY. USE the workbook rom the previous exercise.

1. Ensure Sheet1 is active.
2. Click the View tab, and then in the Workbook Views group, click Page Break Preview.
Scroll down to view the entire print area. Notice that a dashed blue line appears a ter
row 47 (see Figure 7-14). The dashed line is an automatic page break inserted by Excel.
 Formatting Worksheets 109

Figure 7-14
Page Break Preview showing a
horizontal page break

Dashed blue line indicates

automatic page break

3. Click and hold the horizontal automatic page break and drag it upward so it is now just
below row 46. The automatic page break is now a manual page break represented by a
solid blue line.
4. On the View tab, in the Workbook Views group, click Normal.
5. SAVE the workbook.

PAUSE. LEAVE the workbook open to use in the next exercise.

Use manual page breaks to control page break locations. You can drag an automatic page break to
a new location to convert it to a manual page break.

Another way to insert a manual page break is to click a cell in the row where you want a page break
to occur, then click the Page Layout tab. In the Page Setup group, click Breaks and then Insert
Page Break. A horizontal page break appears.

Setting Margins
Margins are an efective way to manage and optimize the white space on a printed work-
sheet. Achieving balance between data and white space adds signi cantly to the readability
and appearance o a worksheet. In Excel, you can choose one o three built-in margin sets,
or you can create custom margins using the Page Setup dialog box.

STEP BY STEP Set Margins

GET READY. USE the workbook rom the previous exercise.

1. Ensure Sheet1 is active and in Normal view.
2. Click the Page Layout tab, and then in the Page Setup group, click the Margins button
arrow to open the Margins menu.
110 Lesson 7

3. At the bottom o the menu, click Custom Margins. The Page Setup dialog box opens to
the Margins tab, as shown in Figure 7-15.

Figure 7-15
The Page Setup dialog box,
Margin settings
Margins tab

Center on page options Print Preview button

4. Change the le t and right margins to 1.4. This will make the margins wider than normal.
5. Check the Center on page Horizontally check box. The content in your worksheet will
print centered between the le t and right edges o the page.
6. Click Print Preview. The page is centered horizontally, as shown in Figure 7-16.

Figure 7-16
Print Preview shows the page
centered horizontally.

Page is horizontally centered

 Formatting Worksheets 111

7. Click the Return to document button to return to the workbook.

8. SAVE the workbook.

PAUSE. LEAVE the workbook open to use in the next exercise.

Te Margins menu includes prede ned Normal, Wide, and Narrow settings. Te Normal
margin setting is the de ault or a new workbook. Narrower margins allow more area or
data when you print a workbook, where wider margins will introduce more white space. You
can also set custom margins in Excel.

When you click Custom Margins at the bottom o the Margins menu, the Page Setup dialog box
opens with the settings that have been applied to the active worksheet. You can change any o the
settings to create a custom margin setting. Header and ooter margins automatically adjust when
you change the page margins.

Worksheets that do not ll an entire page can be centered vertically and horizontally, thereby
evenly distributing the page’s white space. Use the Margins tab o the Page Setup dialog box to
set these eatures.

o quickly remove all manual page breaks rom a worksheet, on the Page Layout tab, in the Page
Setup group, click the Breaks button arrow and then select Reset All Page Breaks.

Setting a Worksheet’s Orientation

Printed worksheets are easiest to read and analyze when all o the data appears on one piece o
paper. Excel’s orientation and scaling eatures give you control over the number o printed pages
o worksheet data. You can change the orientation o a worksheet, which is the position o the
content, so that it prints either vertically or horizontally on a page. A worksheet that is printed ver-
tically uses the Portrait orientation, which is the de ault setting. A worksheet printed horizontally
uses the Landscape orientation.

STEP BY STEP Set a Worksheet’s Orientation

GET READY. USE the workbook rom the previous exercise.

1. Ensure Sheet1 is active and in Normal view.
2. On the Page Layout tab, in the Page Setup group, click Orientation and then click
Landscape.
3. Click the File tab, and then click Print. Click through the pages to see the worksheet
in Landscape orientation. I you decided to keep this orientation, you would need to
adjust page breaks to display all content properly.
4. Click the Return to document button to return to the workbook.
5. Repeat Step 2 to change the orientation back to Portrait.
6. SAVE the workbook.

PAUSE. LEAVE the workbook open to use in the next exercise.

Orientation is the way your workbook or worksheet appears on the printed page. Tere are two
settings: Portrait and Landscape. Portrait is a vertical printing o the workbook, and Landscape
is the horizontal aspect. By de ault, all workbooks and worksheets are printed in Portrait. Use the
Landscape orientation when the width o the area you want to print is greater than the height.
Data is easier to read when all the columns t on one page. Tis can o ten be accomplished by
changing a worksheet’s orientation to Landscape. When you can’t t all o the data on one printed
page by changing the orientation, you can shrink or reduce it using Excel’s scaling options, as
described in the next exercise.
112 Lesson 7

Scaling a Worksheet to Fit on a Printed Page

Scaling re ers to shrinking or stretching printed output to a percentage o its actual size. One
use or scaling is to resize a document so that it ts on a single page. Be ore attempting to change
the scaling or a worksheet’s output, the maximum width and height must be set to Automatic.

STEP BY STEP Scale a Worksheet to Fit on a Printed Page

GET READY. USE the workbook rom the previous exercise.

1. Ensure Sheet1 is active and in Normal view.
2. On the Page Layout tab, in the Page Setup group, click Orientation and veri y that
Portrait is selected.
3. In the Scale to Fit group, click the Height arrow and then select 1 page. The scale o the
worksheet is reduced so that all rows ft on the same page.
4. Click the File tab, and then click Print. Notice that all rows appear on the page and that
the content is smaller than it was previously, as shown in Figure 7-17. When output is
reduced, it shrinks the height and width proportionally.

Figure 7-17
Viewing the worksheet a ter
scaling it to ft on one page

Content is compressed to ft on a single page

5. SAVE the workbook and then CLOSE the fle.

CLOSE Excel.

Te most common reason or scaling a worksheet is to shrink it so that you can print it on one
page. You can also enlarge the sheet so that data appears bigger and lls up more o the printed
page. When the Width and Height boxes are set to Automatic, you can click the arrows in the
Scale box to increase or decrease scaling o the printout. Each time you click the arrow, the scaling
changes by 5%.

Take Note Te Width and Height settings must be set to Automatic i you want to speci y a scale, such
as 75%.
 Formatting Worksheets 113

Knowledge Assessment

Multiple Choice
Select the best response for the following statements.
1.  Which o the ollowing statements describes how to increase or decrease a column’s
width?
a. Right-click anywhere in the column and select Format Cells.
b. Use the Page Setup dialog box.
c. Drag the boundary next to the column heading.
d. Select a Width setting in the Scale to Fit group on the Page Layout tab.
2. Which o the ollowing dialog boxes is used to transpose rows and columns?
a. Page Setup
b. Paste Special
c. Column Width
d. Row Height
3. In which o the ollowing locations are check boxes that you can select to view or print
gridlines?
a. In Print Preview
b. On the Home tab, in the Cells group
c. On the Page Layout tab, in the Sheet Options group
d. On the Page Layout tab, in the Page Setup group
4. Which o the ollowing statements describes how to unhide a hidden row or column?
a. Select a range o cells in the row or column, right-click, and select Unhide.
b. Use the Page Setup dialog box.
c. Remove all page breaks.
d. Select the rows/columns be ore and a ter the hidden rows/columns and then right-
click and select Unhide.

Fill in the Blank

Complete the following sentences by writing the correct word or words in the blanks provided.
boundary 1. The __________ is the line between rows or columns.
header 2. A(n) __________ is a line o text that appears at the top o each page o a printed
worksheet.
row height 3. __________ is the top-to-bottom measurement o a row, measured in points.
column heading 4. The identi ying letter at the top o a column is called the __________.
5. __________ re ers to shrinking or stretching printed output to a percentage o its actual
scaling size.
theme 6. A(n) __________ is a predefned set o colors, onts, and e ects that can be applied to an
entire workbook.
114 Lesson 7

Projects

Project 7-1: Working with Rows and Columns

In this project, you will use the workbook or the School o Fine Arts to practice working with
rows and columns.

GET READY. LAUNCH Excel i it is not already running.

1. OPEN 07 Fine Art rom the data fles or this lesson.
2. Click the column D heading to select the entire column.
3. On the Home tab, in the Cells group, click the Format button arrow, point to Hide &
Unhide, and then select Hide Columns. Column D is now hidden.
4. Click the column B heading to select the entire column.
5. On the Home tab, in the Cells group, click the Format button arrow and then select
Column Width. In the Column Width dialog box, type 11 in the Column width text box
and then click OK.
6. Double-click the double boundary between column headings C and E. Column D
appears.
7. Click the row 11 heading, right-click, and select Insert.
8. Enter the ollowing in the blank row:
First Last Discipline Enrollment Date GPA
Bruce Keever Sculpture 10/15/2017 =SUM(3.4+3.5+3.7)/3
9. SAVE the workbook as 07 Fine Art Solution.

LEAVE the workbook open or the next project.

Project 7-2: Transposing Data and Adjusting Column Widths

In this project, you will add a new worksheet to the School o Fine Arts workbook to practice
transposing data and automatically resizing all columns.

GET READY. LAUNCH Excel i it is not already running.

1. OPEN 07 Fine Art Solution i it’s not already open.
2. Click the plus (+) sign to the right o Sheet1 to create a new, blank worksheet in the
workbook.
3. Click Sheet1, select A2:E15, and then press Ctrl+C to copy the content to the Clipboard.
4. Click Sheet2, and then click cell A1.
5. On the Home tab, in the Clipboard group, click the Paste button arrow and then select
Paste Special. The Paste Special dialog box opens.
6. Check the Transpose check box and then click OK.
7. In Sheet2, select all content.
8. On the Home tab, in the Cells group, click the Format button arrow, and then select
AutoFit Column Width.
9. Click Sheet1.
10. SAVE the workbook to your Excel Lesson 7 older as 07 Fine Art Transpose Solution
and CLOSE the fle.

CLOSE Excel.