Microsoft Excel

2010
Intermediate

February 2011
 Microsoft Excel 2010 – Intermediate

Table of Contents

TEMPLATES .................................................................................................................... 5
USING TEMPLATES ........................................................................................... 5
CREATING EXCEL TEMPLATES .............................................................................. 6
CELL FORMATTING .................................................................................................... 10
APPLYING STYLES TO A RANGE ........................................................................... 10
CONDITIONAL FORMATTING ............................................................................... 12
CUSTOM NUMBER FORMATS .............................................................................. 14
FREEZING ROW AND COLUMN TITLES ................................................................ 16
FREEZING ROW AND COLUMN TITLES .................................................................... 16
MANIPULATING WORKSHEETS. ............................................................................ 19
COPYING OR MOVING WORKSHEETS BETWEEN WORKBOOKS ......................................... 19
SPLITTING A W INDOW ..................................................................................... 21
HIDING ROWS .............................................................................................. 23
HIDING COLUMNS .......................................................................................... 25
HIDING WORKSHEETS ..................................................................................... 27
UN-HIDING ROWS .......................................................................................... 27
UN-HIDING COLUMNS ...................................................................................... 29
UN-HIDING WORKSHEETS ................................................................................. 30
FORMULAS .................................................................................................................... 31
CREATING FORMULAS ..................................................................................... 31
THE EASY WAY TO CREATE FORMULAS .................................................................. 31
COPYING FORMULAS ...................................................................................... 32
OPERATORS ................................................................................................ 33
USING OPERATORS IN FORMULAS ........................................................................ 33
FORMULA ERROR MESSAGES ............................................................................. 34
RELATIVE CELL REFERENCING WITHIN FORMULAS ..................................................... 34
ABSOLUTE CELL REFERENCING WITHIN FORMULAS .................................................... 35
PASTE SPECIAL OPTIONS ......................................................................................... 37
USING PASTE SPECIAL TO ADD, SUBTRACT, MULTIPLY & DIVIDE. ..................................... 37
USING PASTE SPECIAL ‘VALUES’ ......................................................................... 43
USING PASTE SPECIAL TRANSPOSE OPTION ............................................................ 45
SETUP & PRINTING ISSUES...................................................................................... 46
WORKSHEET MARGINS .................................................................................... 46
WORKSHEET ORIENTATION ............................................................................... 47
HEADERS AND FOOTERS .................................................................................. 48
HEADER AND FOOTER FIELDS ............................................................................ 49
SCALING YOUR WORKSHEET TO FIT A PAGE(S) ......................................................... 50
DISPLAYING GRIDLINES WHEN PRINTING ................................................................ 53
PRINTING TITLES ON EVERY PAGE WHEN PRINTING .................................................... 54
PRINTING THE EXCEL ROW AND COLUMN HEADINGS ................................................... 57
ZOOMING THE VIEW........................................................................................ 57

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PRINTING OPTIONS ........................................................................................ 58

SETTING THE NUMBER OF COPIES TO PRINT ............................................................ 59
SELECTING A PRINTER .................................................................................... 59
SELECTING INDIVIDUAL WORKSHEETS OR THE ENTIRE WORKBOOK .................................. 60
SELECTING WHICH PAGES TO PRINT ..................................................................... 60
SINGLE OR DOUBLE SIDED PRINTING..................................................................... 61
COLLATION OPTIONS ...................................................................................... 61
PAGE ORIENTATION ....................................................................................... 62
MARGINS ................................................................................................... 62
PRINTING ................................................................................................... 63

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 Microsoft Excel 2010 – Intermediate

Templates
Using templates
• Click on the File tab and select the New command.

• A range of templates will be displayed.

• Within the Available Templates section, click on Sample templates.

• Click on the Expense Report template.

• Click on the Create button (displayed to the right). A document will be created
based on this template.

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• Experiment with creating new documents based on some of the other templates
that are available.
• Close any workbooks that you have created without saving them.

Creating Excel templates

• Open a workbook called Make a template.

NOTE: The workbook is just an ordinary workbook file, not a template. We shall
make a few changes to this workbook and then save it as a template.

• Click on cell B1, type in your name and press the Enter key.
• We will now save this workbook as a template. Click on the File tab and select
the Save As command. This will display the Save As dialog box.

• Click on the down

arrow within the Save
as type section of the
dialog box and select
Excel Template.

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• You will notice that the 'Save in' folder, that the document will be saved in,
changes from the default (usually Documents) to the Templates folder.

• Within the File name section of the dialog box, enter a name for the template,
such as Sales this month.

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• Click on the Save button and the template will be saved to the Templates
folder.
• Close the document and close the Excel program.

• To see that the template has been properly saved to your disk, restart the Excel
program and click on the File tab and select the New button.

A range of available templates will be displayed.

• Click on the My templates button. A window will open containing the template
that you previously created.

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• Double click on the Sales this month template and a new document will be
created based on that template. If you look at the workbook’s Title bar, you can
verify that the workbook is an ordinary workbook, not a template. The file name
is that of an ordinary workbook.

NOTE: Any excel template created by you or anyone else can be saved to
another location other than the Microsoft “My Templates” location mentioned
above.
• Close the workbook, without saving your changes.

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Cell Formatting
Applying styles to a range
• Open a workbook called Automatic Formatting
• Click within the data contained on the worksheet.

• Click on the Home tab and within the Styles group click on the Format as
Table command.

Select a style from the drop down list displayed.

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• The Format As Table dialog box will be displayed.

• Click on the OK button and your table will be automatically formatted.

• Experiment with applying

different formatting styles
to your data table.
• Save your changes and
close the workbook.

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Conditional formatting
• Select the worksheet called Conditional Formatting (within the workbook
“Automatic Formatting”). This workbook contains details for sales over a 3-
month period. We wish to highlight all sales over 50 units.
• Select the range of cells to which you wish to apply conditional formatting. In this
example, the range would be C6:E13.

• Click on the Home tab and within the Styles group, click on the Conditional
Formatting button.

• From the drop-down menu displayed click on Highlight Cells Rules. From the
sub-menu displayed, click on Greater Than.

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• This will display the

Conditional Formatting
dialog box. We wish to
highlight all values over 50,
so enter the number 50 into
the dialog box.

• Click on the down arrow in the

right-hand side of the dialog box.
This will allow you to specify how
cells containing a value greater
than 50 will be formatted. In
this case select Red Text.

• Click on the OK button to

close the dialog box. You
should now see all values
above 50 displayed in red
text.

• Save your changes.

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Custom number formats

• Select the worksheet called Custom Numbers (within the workbook “Automatic
Formatting”).
• Select cells C6 and D6, which contain the annual balance information.

• Right click on the selected cells and from the pop-up menu displayed select the
Format Cells command.

• This will display the Format Cells dialog box.

• If necessary, select the Number tab.

• From the Category section of the dialog box, select

Custom.

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• Within the Type section of the dialog box, select a format code similar to that
shown below.

#,##0;[Red]-#,##0

• Within the formatting code, change the word Red to Blue.

• Click on the OK button and the negative balance for the year 2009 will be
displayed in blue.

NOTE. Normally you would use red for a negative balance, but here we are
simply illustrating a formatting feature.

• Save your changes.

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Freezing row and column titles

Freezing row and column titles
• Select the worksheet called Freezing (within the workbook “Automatic
Formatting”).

• Scroll down through the data and you will see that the title row, which contains a
description of each columns contents, scroll out of sight. This makes it difficult to
remember what the data in each column represents, if you cannot see the
column title row.

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• Make sure that you can see the title row displayed, as illustrated.

• To freeze the top row so that it remains in sight at all times, click on the View
tab and from within the Window group on the Ribbon, click on the Freeze
Panes command.

• From the drop down list displayed, click on the Freeze Top Row command.

• Scroll down through the data. As you can see the top row stays visible at all
times now.

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• To unfreeze the top row, click on the View tab and from within the Window
group on the Ribbon, click on the Unfreeze Panes command.

TIP: You can use the same technique to freeze the first column, so that when
you scroll to the right it is always visible. To do this you would select the Freeze
First Column command.

• Save your changes

and close the
workbook.

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Manipulating Worksheets.
Copying or moving worksheets between workbooks
• Open a workbook called Between Workbooks 02. Leave this workbook open.
• Open a workbook called Between Workbooks 01.
• Click on the worksheet tab for
Sales 2009.

• Right click on the Sales 2009 tab and from the pop-up menu displayed select
the Move or Copy command.

• The Move or Copy dialog box is displayed.

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• Click on the down arrow in the To book section of the dialog box. From the
drop down list, select the workbook called Between Wordbooks 02, as
illustrated below.

• Use the Before sheet section of the

dialog box to determine where in the
second workbook the worksheet will be
copied to.

• Click on the Create a copy check box.

• Click on the OK button.

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• Switch to the second workbook and you should see a copy of the worksheet
inserted into the workbook.

TIP: Experiment with moving a worksheet between workbooks using the same
method, but this time do not click on the Create a copy check box.

• When you have finished experimenting save the changes in both your workbooks
and close all open files.

Splitting a Window
• Open a workbook called Splitting a window 01. The worksheet contains far
more data than you can see on the screen at one time.

• We can use the 'split windows' feature to allow you to view more than one part of
the data at the same time. Click on the View tab and select the Split command,
within the Window group.

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• The display will be split as illustrated.

Within the top section scroll up or down and you will see that only the data in
that section scrolls. Click within the bottom section, try scrolling up or down.
Again you will see that only the data in that particular section scrolls.

• Click on the vertical split bar and drag it to the left or right. Click within the
top-left section and scroll horizontally, i.e., left or right through the data within
the top section and look at what happens. Click within the top-right section and
examine the effect of scrolling to the left or right. You can also see a similar
effect in each of the bottom sections.

• Drag the horizontal split bar up or down the page, and examine that effect that
this has on the way you view the data.

• Double click on the vertical split bar. As you can see this removes the vertical
split bar.

• Double click on the horizontal split bar. As you can see this removes the
horizontal split bar.

TIP: To remove both split bars at the same time, you could have re-clicked on
the View tab and selected the Split command, within the Window group.

• Save any changes that you have made and close the workbook.

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Hiding rows
• Open a workbook called Hiding Rows 01. The data will look like this.

• Click on the row heading of the row that you wish to select. In this case, select
the row relating to Total Sales.

TIP. You can select multiple rows by selecting a row and while keeping the Ctrl
pressed, select other rows. When you release the Ctrl key multiple rows will
remain selected. In this case we will only select a single row.

• Right click over the selected row(s) and from a pop-up menu displayed click on
the Hide command.

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• Your workbook will now look like this. If you look carefully, you will see a line
between the row header for row 7 and row 9. This indicates a hidden row.

• Save your changes.

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Hiding columns
• Select the worksheet called Hiding Columns 01 (within the workbook “Hiding
Rows 01”). The data will look like this.

• We will hide the column displaying sales for 2009. Click on the column heading of
the column that you wish to select. In this case, select the column relating to
Sales in 2009.

TIP. You can select multiple columns by selecting a column and while keeping
the Ctrl pressed, select other columns. When you release the Ctrl key multiple
columns will remain selected. In this case we will only select a single column.

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• Right click on the selected column(s) and from the pop-up menu displayed click
on the Hide command.

• Your workbook will now look like this. If you look carefully, you will see a line
between the column header for column D and column F. This indicates a hidden
column.

• Save your changes and close the workbook.

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Hiding worksheets
• Open a workbook called Hiding Worksheets 01.
• Click on the sheet tab to select the sheet you wish to hide,
in this case Sales in 2008.

• Right click on the worksheet tab that you wish to hide and from the pop-up menu
displayed click on the Hide command.

• The Sales in 2008 tab will now be hidden.

• Save your changes.

Un-hiding rows
• Proceed through this section with the same workbook called Hiding Rows 01.
• If you look at the row header, you will see a line between rows 7 and 9. This
indicates the position of a hidden row.

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• Click on the row header for row 7 and move the mouse pointer down the page to
select rows 7 and 9.

• Right click over the selected rows and from the pop-up menu displayed click on
the Unhide command.

• The hidden row is now visible again.

• Save your changes.

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Un-hiding columns
• Proceed through this section with the same workbook called Hiding Rows 01.
• If you look at the column headers, you will see a line between column D and
column F. This indicates the position of a hidden column.

• Click on the column header

for column D and move the
mouse pointer to the right
to select columns D and F.

• Right click over the selected

columns and from the pop-
up menu displayed click on
the Unhide command.

• The hidden column is

now visible again.

• Save your changes.

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Un-hiding worksheets
• Proceed through this section with the same workbook called Hiding Rows 01.
• You can see worksheet tabs for sales in 2007 and 2009. Sales data for 2008 is
hidden.

• Right click over one of the visible worksheet tabs and from the pop-up menu
displayed click on the Unhide command. The Unhide dialog box is displayed
listing the hidden sheet(s).

• Click on the sheet you want to un-hide in the Unhide sheet list box, In this case
Sales in 2008 is selected.

• Click on the OK button and the Sales in 2008 worksheet is displayed once
more.

• Save your changes and close the workbook.

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Formulas
Creating formulas
• Open a workbook called Formulas. Click on cell E3.

In cell E3 we need to create a formula that will calculate the value of the stock
for that particular component. To do this we need to multiply the contents of cell
C3 by the content of cell D3.

• All formulas within Excel start with the 'equals' symbol.

Type in the following formula.

=C3*D3

TIP: the * symbol means 'times'.

Press the Enter key and you will see the

result of the calculation in cell E3.

• Click on cell E3 and you will see the

formula displayed in the bar above the
worksheet.

The easy way to create formulas

• Click on cell E4 and type in the equals sign.

• Click on cell C4 and you see this.

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• Type in the *
symbol, you see this.

• Click on cell D4 and

you will see this.

• Press the Enter key and you see the result of the calculation. This method may
seem more complicated at first but when you are creating complex formulas, you
will find this method is actually easier and helps to reduce errors, such as typing
incorrect cell references.

Copying formulas
• Click on cell E4.
• Move the mouse pointer to the bottom-right border of this cell and you will
notice that the mouse pointer changes to the shape of a small, solid black cross.
When you see this shape change press the mouse button and while keeping the
mouse button depressed, drag down to cell E9. Release the mouse button and
you will see the formula copied down this range. If you look at the formula in
each cell of the range the cell references are automatically adjusted to match
each row, i.e. row 8 contains the formula =C8*D8, while row 9 contains the
formula =C9*D9.

Your screen will

now look like this.

• Save your changes.

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Operators
• Operators sound complicated. In reality they are items such as:

+ (plus)
- (minus)
/ (divide)
* (multiply)

• You use operators as part of your formulas. There are other operators but these
are the commonly used ones.

Using operators in formulas

• Select the worksheet called Formula operators Freezing (within the workbook
“Formulas”).
• Click on cell C3 and enter the following which will add the number 3 and 7:

=3+7

Press the Enter key and you will see the result displayed in the cell.

• Click on cell C4 and enter the following which will subtract the number 4 from
the number 18:

=18-4

Press the Enter key and you will see the result displayed in the cell.

• Click on cell C5 and enter the following which will divide the number 20 by the
number 4:

=20/4

Press the Enter key and you will see the result displayed in the cell.

• Click on cell C6 and enter the following which will multiply the number 4 by the
number 9:

=4*9

Press the Enter key and you will see the result displayed in the cell.

• Save your changes and close the workbook.

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Formula error messages

When writing formulas it is easy to make a mistake: listed below are some common
error messages.

#######
The contents of the cell cannot be displayed correctly as the column is too narrow.

#REF!
Indicates that a cell reference is invalid. This is often displayed when you delete
cells which are involved in a formula.

#NAME?
Excel does not recognize text contained within a formula.

#DIV/0!
This indicates that you have tried to divide a number by zero (0).

Relative cell referencing within formulas

• Open a workbook called Cell referencing.
• The first worksheet within the workbook lets us look at relative addressing.
• Click on cell E4. We need to insert the formula for multiplying items in column
C by the items in columns D. Type in the following formula:

=C4*D4

• Press the Enter key and you will see the result of the calculation in cell E4.
• Click on cell E4, and move the mouse pointer to the bottom-right corner of cell
E4, and when the pointer changes to the shape of a small black cross, press the
mouse button, and keep it pressed down. Drag down the page to cell E12 and
then release the mouse button.

• If you click on cell E5 you will see the following =C5*D5.

• If you click on cell E6 you will see the following =C6*D6.
• If you click on cell E7 you will see the following =C7*D7.
• If you click on cell E8 you will see the following =C8*D8.
• If you click on cell E9 you will see the following =C9*D9.
• If you click on cell E10 you will see the following =C10*D10
• If you click on cell E11 you will see the following =C11*D11.
• If you click on cell E12 you will see the following =C12*D12.

• As you can see the referencing is completely relative. This will become clearer
when you have worked through the rest of this section.

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Absolute cell referencing within formulas

• Click on the Absolute tab at the bottom of the worksheet.
• Click on cell D4. We need to enter a formula that will take the price and then
add 5% to the price to give a total value.

The 5% figure has been entered into cell C15.

• Type in the following formula into cell D4.

=C4*C15

If you do the sums, you will find that this formula displays the correct delivery
charge price in cell D4.

• Click on cell D4, and move the mouse pointer to the bottom-right corner of cell
D4, and when the pointer changes to the shape of a small black cross, press the
mouse button, and keep it pressed down. Drag down the page to cell D12 and
then release the mouse button. The data will look something like this.

As you can see something has gone very wrong, as the 5% delivery charge
appears to be 0 for most of the items.

• Click on cell D5 and you can see what the problem is. The formula contained
within this cell is:

=C5*C16

Part of the cell reference points to cell C16 (which if you check is empty). The
problem is that because of the relative nature of the formula, the component that
should always refer to the contents of the cell in C15 (i.e. the delivery charge
percentage), in fact move down as you drag down the screen to extend your
calculations.

• Select the range D4:D12 and press the Del key to delete the cell contents.

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• Click on cell D4 and we will try again. This time type in the following formula.

=C4*$C$15

The dollar signs make the reference to cell C15 absolute.

• Try extending the formula to fill the range down to D12. This time you should
find that the delivery charges are calculated correctly.

TIP: You have seen relative and absolute referencing. You can also have mixed
references, which contain an absolute and a relative reference.

• Save your changes and close the workbook.

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Paste Special Options

Using Paste Special to add, subtract, multiply & divide.
• Open a workbook called Paste Special Operations.

• Make sure that the Add worksheet tab is

selected.

• To see the effect of the add operator, first select the range C3:C5.
• Press Ctrl+C to copy the selected range to the Clipboard.
• Select the range G3:G5.
• Click on the down arrow under the Paste button located under the Home tab.
From the drop down menu displayed, click on the Paste Special command.

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• This will display the Paste Special

dialog box. Within the Operation
section of the dialog box, select Add.

• Click on the OK button.

• Press the Enter or Escape key.

The value in cell C3 (i.e. 1) is added to the original contents of cell G3

(i.e. 2). So the result displayed in cell G3 is 1+2=3.

The value in cell C4 (i.e. 2) is added to the original contents of cell G4

(i.e. 4). So the result displayed in cell G4 is 2+4=6.

The value in cell C5 (i.e. 3) is added to the original contents of cell G5

(i.e. 6). So the result displayed in cell G5 is 3+6=9.

• To see the effect of Subtract operations, click on the Subtract worksheet tab.

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• Select the range C3:C5.

• Press Ctrl+C to copy the selected range to the
Clipboard.
• Select the range G3:G5.
• Click on the down arrow under the Paste button
located under the Home tab. From the drop down
menu displayed, click on the Paste Special
command.

• This will display the Paste Special dialog box. Within the Operation section of
the dialog box, select Subtract.

• Click on the OK button.

• Press the Enter or Escape key.

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• The value in cell C3 (i.e. 1) is subtracted from the original contents of cell G3
(i.e. 2). So the result displayed in cell G3 is 2-1=1.

The value in cell C4 (i.e. 2) is subtracted from the original contents of cell G4
(i.e. 4). So the result displayed in cell G4 is 4-2=2.

The value in cell C5 (i.e. 3) is subtracted from the original contents of cell G5
(i.e. 6). So the result displayed in cell G5 is 6-3=3.

• To see the effect of Multiply operations, click on the Multiply worksheet tab.

• Select the range C3:C5.

• Press Ctrl+C to copy the selected range to the
Clipboard.
• Select the range G3:G5.
• Click on the down arrow under the Paste button
located under the Home tab. From the drop
down menu displayed, click on the Paste
Special command.

• This will display the Paste Special dialog box. Within the Operation section of
the dialog box, select Multiply.

• Click on the OK button.

• Press the Enter or Escape key.

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• The value in cell C3 (i.e. 1) is used to multiply the original contents of cell G3
(i.e. 2). So the result displayed in cell G3 is 2*1=2.

The value in cell C4 (i.e. 2) is used to multiply the original contents of cell G4
(i.e. 4). So the result displayed in cell G4 is 4*2=8.

The value in cell C5 (i.e. 3) is used to multiply the original contents of cell G5
(i.e. 6). So the result displayed in cell G5 is 6*3=18.

• To see the effect of Divide operations, click on the Divide worksheet tab.

• Select the range C3:C5.

• Press Ctrl+C to copy the selected range to the Clipboard.
• Select the range G3:G5.

• Click on the down arrow under

the Paste button located under
the Home tab. From the drop
down menu displayed, click on
the Paste Special command.

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• This will display the Paste Special dialog box. Within the Operation section of
the dialog box, select Divide.

• Click on the OK button.

• Press the Enter or Escape key.

• The value in cell C3 (i.e. 1) is used to divide the original contents of cell G3 (i.e.
18). So the result displayed in cell G3 is 18/1=18.

The value in cell C4 (i.e. 2) is used to divide the original contents of cell G4 (i.e.
18). So the result displayed in cell G4 is 18/2=9.

The value in cell C5 (i.e. 3) is used to divide the original contents of cell G5 (i.e.
18). So the result displayed in cell G5 is 18/3=6.

• Save your changes and close the workbook.

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Using Paste Special ‘values’

• Open a workbook called Paste Special values. The worksheet contains the
following data.

• The cells in the range C7:I10 all contain functions that are used to work out the
numbers displayed.
• Select the range B7:I10.

• Press Ctrl+C to copy the selected range to the Clipboard.

• Click on cell B13.

• Click on the Edit drop down menu and select the Paste Special
command.

• Click on the down arrow under the Paste button located under
the Home tab. From the drop down menu displayed, click on the
Paste Special command.

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• This will display the Paste Special dialog box. Click on the Values button,
within the dialog box and then click on the OK button.

• You will see a copy of the selected range displayed under the original data.

• Click within any of the cells within the range C13:I16 and you will see that each
cell contains a value, not a function.

• Save your changes and close the workbook.

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Using Paste Special transpose option

• Open a workbook called Paste Special Transpose.
• Select the cell(s) containing the data you wish to copy to the Clipboard, in this
case the range A2:D6.

• Press Ctrl+C to copy the selected

range to the Clipboard.
• Select the cell you want to paste the
copied data into, in this case click on
cell A9.

• Click on the down arrow under the Paste button located under the Home tab.
From the drop down menu displayed, click on the Paste Special command.

• This will display the Paste Special dialog box.

• Select the Transpose check box and

select OK. The data is transposed.

• Save your changes and close the

workbook.

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Setup & Printing Issues

Worksheet margins
• Open a workbook called
Print setup.
• Click on the Page Layout
tab, and from within the
Page Setup group, click on
the Margins icon.
• This will display a drop down from which you can select Normal, Wide or
Narrow.

• Clicking on the Custom

Margins command displays
the Margins tab within the
Page Setup dialog box.
You can use this dialog box
to set custom top, bottom,
left and right margins.

TIP: You can also use this dialog

box to set Header and Footer
values, as well as options to
centre the table on the page
vertically and / or horizontally.

Experiment with setting margins.

TIP: Be sure not to make the

margin size to small or you may
have problems printing the
worksheet.

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Worksheet orientation
• Click on the Page Layout tab, and from within the Page Setup group, click on
the Orientation icon.

• You can select either

Portrait or Landscape
orientation, as illustrated.

• Try setting the orientation to Landscape. To see the effect in Print Preview
mode, press the Ctrl+F2 keyboard shortcut.

• To return to the normal

view, click on the Home
tab.

• Before continuing reset the orientation back to Portrait.

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Headers and footers

• Click on the Insert tab and
from within the Text group,
click on the Header & Footer
icon.

• You will see the Header area displayed at the top of the worksheet, as
illustrated.

• Type in the text for your header, such as Stock Levels for January.
• If you scroll down the page you will see the message 'Click to add footer'
displayed at the bottom of the worksheet.

• Click within the footer area and type in your name. As example is illustrated
below.
To modify a header or footer at any time just click over an existing header or
footer and edit as required.

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Header and footer fields

• When you are inserting or editing a footer or header, you will notice that you
see the Header and Footer Tools Ribbon. Within this Ribbon is the Header &
Footer Elements group, as illustrated below.

• You can use the icons in this section in insert an Excel field, such as the Page
Number. The great thing about fields is that they automatically update when
required. For instance if you insert a Page Number field, then as you add more
pages, the page number displayed on each page will increment.
• Another very useful field is the File Name field. This displays the file name of
the document in your header or footer, when you print, and is very useful when
you have printed out a copy of a worksheet and then several months later are
trying to remember the file name you used to save the worksheet as.

NOTE: When you insert a field, such as the File Name field, you may see the
field code rather than the actual file name. When you print the worksheet
however, this code is replaced by the actual file name.

• The File Path will display the file name and also the path to the folder in which
the file is stored.

• Experiment with inserting different fields into your header or footer.

Make sure that you have experimented with all of the following field types:

Page
numbering:

Date:

Time:

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File name:

Worksheet
name:

NOTE: To remove a header or footer field, select the field and press the Del
key.

Scaling your worksheet to fit a page(s)

• Click on the File Tab and then click on the arrow next to the Print side tab.
Click on the down arrow next to the Scaling section.

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 Microsoft Excel 2010 – Intermediate

• The list displayed allows you to select print scaling options, such as Fit Sheet
on One Page.

• You can see that when this option is selected the sheet does, as expected, fit
onto one page.

• You can also customize how many pages you would want the data to fit on. To
do this click on the Custom Scaling Options button.

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• This will display the Page Setup dialog box, which you can use to customize
scaling of the printing.

• Save your changes.

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 Microsoft Excel 2010 – Intermediate

Displaying gridlines when printing

• To see how the worksheet will look when printed, view the worksheet in Print
Preview view. To do this press Ctrl+F2. As you can see the worksheet will
print without displaying gridlines.

• Click on the Page Layout tab. Within the Sheet Options group, click on the
Print check box under the Gridlines heading, as illustrated.

• View the worksheet in Print Preview view by pressing Ctrl+F2. As you can
see the worksheet will now print displaying gridlines.

• Before continuing, re-click on the Print Gridlines check box so that the
worksheet will print without displaying gridlines.

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Printing titles on every page when printing

• View the worksheet in Print Preview view by pressing Ctrl+F2. As you can
see the top row, containing the column titles is displayed on the first page.

• Click on the Next Page arrow button, displayed at the bottom-centre of the
page to view the second page.

• As you can see the columns are displayed without a top row explaining what
each column relates to.

• We need to fix this as it would be very inconvenient to print out a long report
and always have to refer to the first page to know what each column relates to.

• Click on the Page Layout tab. Within the Page Setup group, click on the Print
Titles icon, as illustrated.

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 Microsoft Excel 2010 – Intermediate

• This will display the Page Setup dialog box.

• If necessary move dialog box so that you can see the title row within the
worksheet.

TIP: To move a dialog box, click on the Title Bar at the top of the dialog box
and while pressing the mouse button, drag with the mouse. When you release
the mouse button the dialog box will have moved.

• Click in the Rows to repeat at top box, within the dialog box.

• Click within the top row on the worksheet and your dialog box will look like this.

• Click on the OK button to close

the dialog box.

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• Press Ctrl+F2 to see the worksheet in Print Preview view. As you would
expect the title row is displayed across the top of the data.

• Click on the Next Page arrow button, displayed at the bottom-centre of the
page to view the second page.

• You can see the second page also displays a title row at the top of the data.

TIP: You can use the same technique the repeat both rows and columns on
every page.

• Press Esc to exit from Print Preview view.

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 Microsoft Excel 2010 – Intermediate

Printing the Excel row and column headings

• Click on the Page Layout tab. Within the Sheet Options group, click on the
Print check box under the Headings, as illustrated.

• Press Ctrl+F2 to view the worksheet in Print Preview view. As you can see
the row and column heading are displayed, and would print like this.

• Press Esc to exit from Print Preview view.

Zooming the view

• Open a worksheet called Zoom. This workbook contains text of various sizes,
and may be unreadable at the normal viewing zoom level. You can use the
Zoom control to magnify the display of data on the screen (or to reduce the size
of data of the screen). You can see the Zoom slider control displayed at the
bottom-right of your screen.

• Click on the Plus or Minus button, or drag the

slider using the mouse to adjust the zoon levels.

• If you click on the Zoom value (100% in the example

show above), you will display the Zoom dialog box.
You can use this to set exact zoom levels.

• Before continuing set the Zoom level back to 100%

and close the workbook.

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Printing options
• Open a worksheet called Printing options.

• To print the entire worksheet, click on the File Tab and then click on the Print
side tab.

TIP: The keyboard shortcut to display the Print options is Ctrl+P.

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 Microsoft Excel 2010 – Intermediate

Setting the number of copies to print

• Within the Copies section of the printer options, type in the number of copies
required.

Selecting a printer
• Within the Printer section of the printer options, click on the down arrow next
to the selected printer.

• From the drop down list displayed

select another printer.

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Selecting individual worksheets or the entire workbook

• Within the Settings section of the printer options, click on the down arrow
next to the Print Active Sheets option.

• This will display options allowing you to print the active sheet, the entire
workbook, or just a selected area of a worksheet.

Selecting which pages to print

• Within the Pages section of the printer options, enter your starting and finishing
pages to be printed.

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 Microsoft Excel 2010 – Intermediate

Single or double sided printing

• Within the Pages section of the printer options, click on the down arrow next
to the Print One Sided option.

• Select the required option from the list.

Collation options
• Within the Collated section of the printer options, click on the down arrow
next to the section.

• Select the required option.

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Page orientation
• Within the Printer section of the printer options, click on the down arrow next
to the Printer Orientation section.

• Select the required option.

Margins
• Within the Printer section of the printer options, click on the down arrow next
to the margins section.

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 Microsoft Excel 2010 – Intermediate

• Select the required margin sizes.

• If you wish to set custom sized margins, click on the Custom Margins option.
This will display the Margins tab within the Page Setup dialog box.

• You can enter custom sized margins as required.

Printing
• To print a document using the settings you have selected click on the Print
button.

• Close any open documents, saving any changes that you have made and close
the Excel program.

Page 63 of 64 Software Training & Support

 Class registration and schedule:
http://helpdesk.dcccd.edu
or

www.dcccd.edu
Employees > Training and Development > Software Training and Support

Dallas TeleCollege at the R. Jan LeCroy Center for Educational Telecommunications

District Software Training & Support
9596 Walnut St. Dallas, TX 75243

STAFF Helpdesk Phone: 972-669-6477

STUDENT Helpdesk Phone: 972-669-6402
Email: softwaresupport@dcccd.edu
Support Web Site: http://helpdesk.dcccd.edu
Training Web Site: http://employeetraining.dcccd.edu/