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Microsoft Office
Excel

Microsoft Excel
Lesson 5: Viewing and Printing Workbooks

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Excel

Lesson Objectives
• create worksheet windows​ • add and preview page breaks​
• arrange worksheet windows​ • change printing margins,
• split panes​ orientation, paper size and scale​
• freeze panes​ • print column and row titles or
• zoom in and out of worksheets​ selected cell ranges​

• print and preview worksheets​ • add and modify headers and

footers​
• use different workbook views
• print selected worksheets​

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Excel

Changing Worksheet Views

Zoom Change the magnification percentage to zoom in and out (bigger and
smaller text) on the worksheet.

100% Force the zoom back to 100% immediately.

Zoom to Zoom in or out to display the entire group of selected cells on the
Selection worksheet.

New Window Open a second view of the workbook.

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Changing Worksheet Views

Arrange All Arrange all of the Excel windows on the screen in one of several layouts:
tiled, horizontal, vertical, or cascade.
Freeze Panes Lock in place the rows above and the columns to the left of a selected cell
while you scroll in the worksheet. This option is useful to keep the headings
on the screen when you are working in cells remote from those headings.
Split Split the worksheet into two or four panes based on the cursor position.

Hide Hide the active window from the screen. This is useful when you are working
with multiple windows and you want Excel to display only specific windows.
Unhide Display a dialog box listing the windows you have hidden so that you can
select individual windows and redisplay them.

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Excel

Changing Worksheet Views

View Side by Side Place two open workbooks side by side in the Excel document window.
You can place the two side by side in a vertical or horizontal position.

Synchronous Scroll through the worksheets in each pane simultaneously.

Scrolling
Reset Window Reset the displayed worksheets to equal sizes.
Position
Switch Windows Present a list of the documents currently open in Excel. You can then bring
a workbook to the front by clicking on it.

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Excel

Creating and Arranging Worksheet Windows

• Use New Window to open another view of the active workbook​, then
arrange workbook windows to view different parts of the workbook
• On the View tab, in the Window group, click New Window
– Displays a second screen with a copy of the open worksheet, such as Quarterly
Income Statement Reference:2
– You can switch between worksheets

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Excel

Creating and Arranging Worksheet Windows

• Use the Arrange All button to quickly reposition all open workbook views on
the screen at the same time
• On the View tab, in the Window group, click Arrange All
– Choose an arrangement based on what you want to see for the
number and type of worksheets open, or how you want to
manipulate the data

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Excel

Creating and Arranging Worksheet Windows

• Tiled
– Re-arrange worksheet windows on the screen so that all windows are as square
as possible and positioned next to each other

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Excel

Creating and Arranging Worksheet Windows

• Horizontal
– Re-arrange worksheet windows on the screen so that each window stretches
across the entire width of the Excel screen

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Excel

Creating and Arranging Worksheet Windows

• Vertical
– Re-arrange worksheet windows on the screen so that each window stretches
from the top to the bottom of the Excel screen

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Excel

Creating and Arranging Worksheet Windows

• Cascade
– Re-arrange worksheets so that each one is on top of the next and slightly offset
to give you a three-dimensional view of all open workbooks

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Excel

Splitting Panes
• You can view the active worksheet using two or four window panes
• Allows you to move around to see different parts of the worksheet
• On the View tab, in the Window group, click Split

Horizontal Split Bar

Vertical Split Bar

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Excel

Splitting Panes
• To remove the split bars from the screen:
– On the View tab, in the Window group, click Split; or
– Drag the vertical split bar to the far left or far right of the worksheet; or
– Drag the horizontal split bar to the top or bottom of the worksheet; or
– Double-click on either split bar

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Excel

Freezing Panes
• Allows you to lock titles on screen while scrolling to other parts of the
worksheet
• On the View tab, in the Window group, click Freeze Panes
Freeze Panes Rows above and to left of the active cell remain
in view until the feature is turned off
Freeze Top Freeze the row currently displayed at the top of
Row the worksheet window
Freeze First Freeze the column currently displayed at the far
Column left of the worksheet window

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Excel

Changing the Zoom

• Changes the display magnification on screen
• To change the zoom:
– On the View tab, in the Zoom group, click the desired zoom option; or
– On the Status bar, click Zoom Out or Zoom In, or drag the
bar in the Zoom slider; or
– On the View tab, in the Zoom group, click Zoom Level

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Excel

Printing and Previewing the Workbook

• To print or preview the workbook:
– Click File, click Print; or
– Press CTRL+P; or
• Add the Quick Print button to the
Quick Access Toolbar to print the
entire worksheet

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Excel

Changing the Workbook Views

• Select different ways to view a worksheet:
– On the View tab, in the Worksheet Views group, click a view; or

– Click the View button on the Status bar​

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Excel

Changing the Workbook Views

• Normal
– Default view
– Only the worksheet rows, columns, and headers appear
– Page break lines appear only if you activate a print-related feature

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Excel

Changing the Workbook Views

• Page Break Preview
– Display watermarks on your worksheet to identify which rows and columns will
appear on which pages; the page break lines mark the boundaries

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Excel

Changing the Workbook Views

• Page Layout
– Display the workbook as it will appear when printed​

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Excel

Changing the Workbook Views

• Custom
– You can save the current page layout settings with a name so that you can
re-activate them later
– You can switch to full screen to hide Ribbon options

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Excel

Customizing the Page Layout

• Default page layout settings:
– Top and bottom margins set to 0.75"
– Left and right margins set to 0.7"
– Orientation set to portrait (vertical)
– Paper size set to letter or A4
– Scaling set to 100% (no zoom)
– No header or footer
– No gridlines, or row and column headings

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Excel

Customizing the Page Layout

• If worksheet is more than one page, the page order sequence is
top-down, and then left-to-right

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Excel

Setting Page Breaks

• Use when worksheets are too large to fit on a single sheet of paper
• Click the cell where you want to insert a page break, click the Page Layout
tab, and in the Page Setup group, click Breaks, then click Insert Page Break
– Solid lines appear in the worksheet to represent horizontal page breaks
– Dashed lines appear in the worksheet to represent vertical page breaks
• To remove a page break, select a cell with cell with a page break, click the
Page Layout tab, and in the Page Setup group, click Breaks, then click
Remove Page Break

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Excel

Adjusting Page Layout Options

• You can use settings located in three different areas to format worksheets for
printing:
– On the Page Layout tab, in the Page Setup group
– In the Page Setup dialog box
– On the Print pane in Backstage view

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Excel

Adjusting Page Layout Options

• Margins
– Margins are the amount of white space from the edge of the page
• Many printers require a minimum page margin because they are not able to
print to the edges of the paper
• A wider margin is needed if the paper is held in place by a binding
mechanism
– The Header margin sets the distance between the Header and the
top edge of the page
– The Footer margin sets the distance between the Footer and the
bottom edge of the page
– If you select Custom Margins, the Page Setup dialog box displays to show all the
Margin options available

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Excel

Adjusting Page Layout Options

• Orientation
– Portrait (vertical)
– Landscape (horizontal)

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Excel

Adjusting Page Layout Options

• Size
– Specify what size paper to use for printing
– You must choose options that are within the print capabilities
of your printer
• Remember to load the appropriate paper or select the correct tray from
which to print

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Excel

Adjusting Page Layout Options

• Width, Height, Scale
– Width and Height
• Calculate the correct scale value to fit the worksheet into the specified
number of pages vertically and horizontally
– Scale
• Magnify or shrink the size of the worksheet proportionally on the page
• Scale is the printing equivalent of the Zoom feature

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Excel

Adjusting Page Layout Options

• Gridlines or Headings
– Gridlines
• Displays lines around each cell
• By default, they are turned on for viewing and turned off for printing
– Headings
• By default, they are turned on for viewing and turned off for printing
• Headings identify columns labeled as A, B, C, …, while rows are labeled 1, 2, 3, …

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Excel

Adjusting Page Layout Options

• Using the Page Setup Dialog Box for Page Formatting
– Scaling
• Specify a percentage to magnify or shrink the size of
the worksheet proportionally, or “fit” the worksheet into
a specified number of pages
– Print quality
• Determines the density of the print characters
– First page number
• Specify a starting page number for the printed output
• Effective only if you include the page number in a header or footer

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Excel

Adding a Header or Footer

• A header is the text you want to appear at the top of every printed page
• A footer is the text you want to appear at the bottom of every printed page
• To add a header or footer:
– On the Page Layout tab, in the Page Setup
group, click Print Titles, then click
Header/Footer; or
– On the Page Layout tab, in the Page Setup
group, click the Page Setup dialog box
launcher, then click Header/Footer

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Excel

Adding a Header or Footer

• To customize a header or footer, in the Page
Setup dialog box, click Custom Header or
Custom Footer

• To use the Ribbon to add or modify a

header or footer:
– On the Insert tab, in the Text group, click Header & Footer; or
– On the View tab, in the Workbook Views group, click Page Layout, and then click
in the header or footer section of the worksheet

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Excel

Adding a Header or Footer

Page Number Displays the code &[Page] in the selected section of the header or footer. The page number will
start at 1 by default. You can change this in the Page Setup dialog box.
Number of Pages Displays the code &[Pages]. This calculates the total number of pages in the selected
worksheet(s) to be printed.
Current Date Inserts the current date (from the computer) into the report, displayed as the code &[Date].

Current Time Inserts the current time (from the computer) into the report, displayed as the code &[Time].

File Path Inserts the current path (drive and folder location) and file name into the header or footer,
displayed as the code &[Path]&[File].
File Name Inserts the name of the file into the header or footer, displayed as the code &[File].

Sheet Name Inserts the name of the tab for the current worksheet, displayed as the code &[Tab].

Picture Inserts a picture into the header or footer, displayed as the code &[Picture].

Format Picture Provides options to change the properties for the inserted picture.

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Setting Print Titles and Print Areas

• Print Titles are rows or columns (or both) that
appear on every page of a printed worksheet​
– Specify the rows and/or columns to use as
print titles on the Sheet tab of the Page Setup dialog box
• To specify a range of selected cells as a print area, on the Page Layout tab, in
the Page Setup group, click Print Area, then click Set Print Area
• To print only a selected range of cells, change the settings on the Print tab in
Backstage view from Active Sheets to Print Selection

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Excel

Printing Selected Worksheets

• Office Backstage Print Settings let you select one of three options for printing
– Print the current active worksheet(s)
– Print all worksheets in the entire workbook
– Print the currently selected range of cells in the current active worksheet
• To print more than one worksheet (but not the entire workbook) at the same
time, select the desired worksheets as a group first​, then print them
– Use CTRL to add worksheets to the group of active worksheets​
– Use SHIFT to select a range of worksheets as the active group​

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Excel

Lesson Summary
• create worksheet windows​ • add and preview page breaks​
• arrange worksheet windows​ • change printing margins,
• split panes​ orientation, paper size and scale​
• freeze panes​ • print column and row titles or
• zoom in and out of worksheets​ selected cell ranges​

• print and preview worksheets​ • add and modify headers and

footers​
• use different workbook views
• print selected worksheets​

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