Zoom

Zoom the view in or out on your worksheet depending on whether you need to see details close up or
look at the big picture.

Here’s how to zoom to a selection.

1. Highlight the cells to view.

2. Select the VIEW tab from the Ribbon.
3. Select ZOOM TO SELECTION.

4. The view fills the screen with the selected cells.

Here is the ZOOM dialog box.

1. Select the VIEW tab from the Ribbon.

2. Select ZOOM.
3. Select the desired view.

4. Select OK.

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Experiment with the Zoom slider shortcut at the bottom right of the window.

Change Workbook Views

The default view for working in Excel is the normal view, so that you can easily enter data.

Here’s how to change the document view.

1. Select the VIEW tab from the Ribbon.

2. Choose one of the following views:

a. Select NORMAL to focus on entering data.
b. Select PAGE BREAK PREVIEW to view the where the page breaks will appear when the file
is printed.
c. Select PRINT PREVIEW to view how the will look printed or to work with the headers and
footers.

Change Window Views

You can simplify working with multiple Excel files by using the Switch Windows tool.

Here’s how to switch from one open workbook to another.

1. Select the View tab on the Ribbon.

2. SelectSwitch Windows.
3. Select the workbook you want to view from the list.

Modify Document Properties

You can view and edit workbook properties such as Title, Author and Keywords.

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Here’s how to edit the file properties of an Excel workbook.

1. Select the File tab from the Ribbon to open the Backstage View.
1. In the Backstage view, select the Info tab (if it isn’t already showing)
2. In the Properties section on the right side of the screen, you can change the Title, Tags, and
Categories, add an author, or click Show All Properties to change other properties.

Show or Hide Formulas

You can control how you view formulas and values in your workbook.

Here’s how to show or hide formulas.

1. Select the FORMULAS tab from the Ribbon.

2. Select SHOW FORMULAS.

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Configure Worksheets and Workbooks for Distribution

Print
The print command gets your worksheet from the computer to paper.

Here’s how to modify print settings and print all or part of the document.

1. Select the FILE menu from the Ribbon.

2. Select the PRINT tab from the left tabs.

3. Select the PRINTER from the drop down list if there is more than one option.
4. Adjust the Settings and Scaling, if desired.
5. Select PRINT.
Discuss the print settings.

• PRINT ACTIVE SHEETS – prints the worksheet you are currently viewing

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 • PRINT ENTIRE WORKBOOK– prints all worksheets in the workbook
• PRINT SELECTION – prints only the cells you currently have selected

Discuss the print scaling settings.

• No Scaling – Print sheets at their actual size

• Fit Sheet on One Page – Shrinks the printout so that it fits on one page
• Fit All Columns on One Page – Shrinks the printout so that it is one page wide
• Fit All Rows on One Page – Shrinks the printout so that it is one page high
• Custom Scaling Options – Opens the Page Setup dialog box to set custom scaling options

Set a Print Area

A print area is a designated range of cells that can be printed without printing the whole worksheet. This
defined area is saved with the workbook, so that it can be reused later.

Here’s how to set a print area.

1. Select the cells to include in the print area.

2. Select the Page Layout tab on the Ribbon.
3. Select PrintArea.

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 4. Select Set Print Area.

Save in Another File Format

The Save As command allows you to save in a different format, as well as in a different location.

Here’s how to save a workbook in another file format.

1. Select the FILE menu from the Ribbon.

2. Select SAVE AS from the left tabs.

3. Select the format from the drop down list.

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 4. Select SAVE.

Repeat Columns or Rows Across Multiple Pages

You can have row and column headings repeat across multiple pages for print outs.

Here’s how to create print titles.

1. Select the Page Layout tab on the Ribbon.

2. Select Print Titles.
3. Select the Rows to Repeat at Top field.

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 4. Point to the left of the row you want to use as a Print Title. The cursor changes to an arrow.
Select the row. The reference is added to the Rows to repeat at top field.

5. Select the Columns to repeat at left field.

6. Point to the top of the column you want to use as a Print Title. The cursor changes to an arrow.
Select the column. The reference is added to the Columns to repeat at left field.
7. Select OK.

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Inspect a Workbook for Hidden Properties and Personal Information
When preparing a workbook to share with others, you may want to remove certain types of information
or objects.

Here’s how to inspect a workbook for hidden properties and personal information.

1. Make sure you’ve saved the workbook.

2. Select the FILE menu from the Ribbon.
3. The INFO area should open. If not, select the INFO tab from the left tabs.
4. Select CHECKFORISSUES.

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 5. Select INSPECTDOCUMENT.

6. Check the boxes for the items you want to check.

7. Review the inspection results.

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Inspect a Workbook for Accessibility Issues
Make your workbook optimized for users with certain types of disabilities. For example, blind readers
may have your file read by a screen reader, and images explained with alternate text.

Here’s how to inspect a workbook for accessibility issues.

1. Select the FILE menu from the Ribbon.

2. The Info area should open. If not, select the INFO tab from the left tabs.
3. Select CHECKFORISSUES.

4. Select CHECK ACCESSIBILITY.

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 5. The Inspection Results are shown in a pane on the right side of the window.

Inspect a Workbook for Compatibility Issues

Older versions of Excel don’t have all of the same functionality, so some items in your workbook may
not work properly. You can check for these issues before sharing.

Here’s how to inspect a workbook for compatibility issues.

1. Select the FILE menu from the Ribbon.

2. The Info area should open. If not, select the INFO tab from the left tabs.
3. Select CHECKFORISSUES.

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 4. Select CHECKCOMPATIBILITY.

The results of the check are displayed.

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 Like tourists huffing and puffing to reach the peak
we forget the view on the way up.

Friedrich Nietzsche

Manage Data Cells and Ranges

Now let’s get more detailed by working with the data on your worksheets. This module introduces you
to the tools you need to insert, format, summarize and organize your data.

Insert Data in Cells and Ranges

Replace Data
You can save lots of time by learning to replace data properly in Excel.

Here’s how to edit data using the Formula bar.

1. Highlight the cell that needs to be updated.

2. Place your cursor in the Formula bar.

3. Edit the cell contents.

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 4. Press Enter.

Excel updates the cell with your changes and moves to the next cell.

Cut, Copy and Paste Data

You can easily reuse information in Excel use the cut, copy and paste features.

Here’s how to copy and paste a cell’s contents. Use the following procedure.

1. Select the cell with the contents you want to copy. You can highlight multiple cells at once.
2. Select COPY from the HOME tab on the Ribbon.You can also select the cell(s) and use the
keyboard shortcut: CTRL + C.

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Excel highlights the cell whose contents you are copying with a blinking dotted line. This will remain
highlighted until you finish pasting, in case you want to paste the cell contents more than once.

3. Select the cell where you want to copy the contents.

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 4. Select Paste or use the keyboard shortcut: CTRL + V.

5. You can repeat the paste as many times as desired.

Paste Data Using Paste Options

Excel provides a number of shortcuts to help you reuse more than just your data.

Here’s how to paste using options.

1. Copy the cell(s).

2. Right-click in the cell where you want to paste to display the context menu.

3. When you hover over one of the Paste Options, the rest of the context menu dims.

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 4. Select the option to paste.

Fill Cells using Autofill

Autofill can help you quickly create a list.

Here’s how to create a list using AutoFill. Use the following procedure. This example creates new
columns in the Budget worksheet to cover the second six months.

1. Create a new column heading with the text “July” in cell J4.
2. Select that cell to make it active. Excel displays a handle around the cell.

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 3. Drag the handle across the columns. Excel displays a screen tip showing what AutoFill will place
in those cells.

4. Release the mouse button at the end of the range.

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