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Basic Excel
Handbook
Version 3.6
May 6, 2008

2. Contents
Contents ................................................................................................. 1
Part I: Background Information ..............................................3
About This Handbook .................................................................................. 4
Excel Terminology...................................................................................... 5
Excel Terminology (cont.) ............................................................................ 6
Tips and Tricks.......................................................................................... 7
Part II: Excel 101........................................................................8
Excel Window Overview ............................................................................... 9
What is a Cell? .........................................................................................10
What Is A Column and A Row? .......................................................................11
Insert a Column ........................................................................................12
Delete a Column.......................................................................................13
Insert a Row ............................................................................................15
Delete A Row...........................................................................................16
Delete Multiple Rows..................................................................................18
Move Data Using Drag & Drop. ......................................................................19
Part III: Making Your Report Beautiful...................................21
Select Fonts and Sizes ................................................................................22
Color Fonts .............................................................................................23
Shade or Put Patterns In Cell(s).....................................................................24
Print Gridlines .........................................................................................27
Create Borders.........................................................................................29
Delete a Border ........................................................................................31
Merge & Center Cells .................................................................................32
Wrap Text ..............................................................................................33
Vertical Text ...........................................................................................35
Resize Columns ........................................................................................37
Part IV: Saving Money and Working Smart .........................38
Cumulative Fall and Spring Grade Point Averages - Using the Average Function ...........39
Basic Excel Handbook • Page 1

3. Sort Alpha Data ........................................................................................43
Sort Numeric Data.....................................................................................45
Insert Date at the Top of Worksheet ...............................................................47
Insert Page Number at the Bottom Page ..........................................................51
Print the Top Row on Each Page ....................................................................55
Print the Worksheet Horizontally ...................................................................59
Print the Worksheet on One Page ..................................................................62
Preview Worksheet Without Printing...............................................................65
Basic Excel Handbook • Page 2

4. Part I:
Background
Information
Basic Excel Handbook • Page 3

5. About This Handbook
This handbook was created by Angela Bolick as reference material for
users who will view and print reports. It will be used during the
Introductory Excel class.
The handbook is divided into four sections:
•
Part I provides shortcuts and basic Excel terminology.
•
Part II describes Excel 101 tasks.
•
Part III describes how to make you excel report cosmetically
appealing.
•
Part IV has tips for working smart and saving money.
Names used in the documentation are fictitious.
Basic Excel Handbook • Page 4

6. Excel Terminology
Term
Active Cell
Description
The active cell contains the cell pointer, a dark outline around the cell.
Active Sheet Tab
The selected worksheet; the tab name of an active sheet is bold.
Auto Calculate
A feature that temporarily performs the following calculations on a range of cells without making
you write a formula: Average, Count, Count Numbers, Max, Min, or Sum.
The excel default workbook contains three worksheet tabs or sheets.
Blank Workbook
Cell Reference
Contiguous Range
The location of a cell in a worksheet identified by its column letter and row number. This is also
known as the cell’s address.
A cell is the intersection of a column and a row on a worksheet. You enter data into cells to create
a worksheet.
A block of adjacent cells in a worksheet.
Cut
The command used to remove data from a cell or range of cells and place it on the Clipboard.
Defaults
Fill
The standard settings Excel uses in its software, such as column width or number of pages in a
workbook.
A method used to move or copy the contents of a range of cells by dragging the border of a
selection from one location in a worksheet and dropping it in another location.
Dragging this handle, located in the lower-right corner of the active cell, will copy cell contents,
formatting, or a formula to adjacent cells.
A color that fills a cell, appearing behind the data.
Font
The typeface or design of the text.
Cell
Drag-and-drop
Feature
Fill Handle
Font Size
The measurement of the typeface in points (1/72 of an inch).
Font Style
A cell style, or just style, can include any formatting that can be set in the Format Cell dialog. This
includes all of the font characteristics, number formats, alignments, fills (patterns), and borders.
Excel provides some pre-defined styles for numbers in the default workbook and with the Currency,
Percent, and Comma buttons.
Footer
Repeated information that appears in the bottom margin of a page.
Format
To apply attributes to cell data to change the appearance of the worksheet.
Formula Bar
Formula
As you enter data into a cell, it simultaneously appears in the Formula bar, which is located above
the worksheet frame.
An instruction Excel uses to calculate a number.
Function Name
The name given to Excel’s predefined formulas.
Function
A predefined formula that depends on specific values to perform a specific calculation.
Gridlines
Light gray lines that mark the cell borders.
Header
Repeated information that appears in the top margin of a page.
Label Prefix
An apostrophe (‘) used to indicate that a number is really a label and not a value.
Label
Text in the first row or column of a spreadsheet that identifies the type of data contained there.
Mathematical
Operators
Name Box
Symbols used in mathematics operations: + for addition, - for subtraction, * for multiplication, and
/ for division.
The text box located to the left of the Formula bar.
Numeric Label
A number entered in the worksheet as a label, not as a value, such as the year 2008 used as a
column label.
A dialog box that includes options to control the appearance of printed output.
Page Setup
Paste
The command used to place data from the Clipboard to a location on the worksheet.
Pattern
A secondary color added to the background of a cell in a pattern.
Basic Excel Handbook • Page 5

7. Excel Terminology (cont.)
Term
Print Area
Description
The specified range of cells to be printed.
Print Options
Selections that control what, where, how, and how many copies of the output to print.
Print Preview
A feature used to display a document as it will appear when printed.
Print Titles
Row and column labels that are reprinted on each page of a worksheet printout.
Range
A block of cells in an Excel worksheet.
Redo
The command used to redo an action you have undone.
Relative Cell
Reference
A cell address expressed in relation to another cell in a formula. For example, rather than naming a
cell such as A3, a relative cell reference might identify a range of cells to the left of the cell
containing the formula.
Reduces or enlarges information to fit on a specified number of pages.
Scaling
Scroll
A way to view locations on the worksheet without changing the active cell.
Series
A list of sequential numbers, dates, times, or text.
Sheet Tabs
Tabs that appear at the bottom of the workbook window, that display the name of each worksheet.
Standard Column
Width
Tab Scrolling Buttons
The default number of characters that display in a column based on the default font.
Template
Undo
A workbook with certain labels, formulas, and formatting preset, saving you time in creating
commonly used forms, such as invoices or purchase orders.
The command used to reverse one or a series of edition actions.
Value
A number entered in the worksheet.
Workbook
An Excel file with one or more worksheets.
Worksheet
The work area for entering and calculating data made up of columns and rows separated by
gridlines (light gray lines). Also called a spreadsheet.
Buttons that appear just to the left of the sheet tabs, that allow you to scroll hidden tabs into view.
Basic Excel Handbook • Page 6

8. Tips and Tricks
Ctrl Home
Ctrl End
Ctrl
Ctrl
Ctrl Page Down
Ctrl Page Up
Immediately positions the cursor to the first cell of the
worksheet (cell A1).
Immediately positions the cursor to the last used cell in
the worksheet.
Press once to position cursor to extreme right of the
worksheet.
Press down arrow three (3) times to position cursor in
the last row (65536) of the worksheet.
Changes from one worksheet to another in Ascending
order (1 – 4…). Observe the sheet tabs located at the
bottom of the screen when you press Ctrl and Page
Down.
Changes from one worksheet to another in Descending
order (…4-1). Observe the sheet tabs located at the
bottom of the screen when you press Ctrl Page Up.
Moves one cell right
Moves one cell left
Moves one cell down
Moves one cell up
Page
Up
One screen up
Page
Down
One screen down
Alt +
Page
Down
One screen right
Alt +
Page
Up
One screen left
Basic Excel Handbook • Page 7

9. Part II:
Excel 101
Basic Excel Handbook • Page 8

10. Excel Window Overview
Microsoft Excel is a spreadsheet program written and distributed by Microsoft for computers using
the Microsoft Windows operating system and for Apple Macintosh computers. It features an intuitive
interface and capable calculation and graphing tools. It is used to analyze business, personal, or
financial data and create reports in a table format consisting of rows and columns.
1. Title Bar
2. Menu Bar
3. Standard Toolbar
4. Formatting Toolbar
7. Active Cell
5. Vertical Scroll Bar
8. Sheet Tabs
6. Horizontal Scroll Bar
9. Tab Scrolling
Buttons
10. Status Bar
Item
1
2
3&4
5&6
7
8
9
10
Description
Title Bar shows the name of the application, document, group, directory or file. If more than
one window is open, the title bar for the active window (the one in which you are working) has
a color or intensity different from other title bars.
Menu Bar contains the available menus from which you can choose commands.
Standard & Formatting Toolbar provide a quick method of working with various parts of the
worksheet. Toolbars can be customized and multiple toolbars can be displayed at the same
time.
Vertical & Horizontal Scroll Bars enable you to move through a spreadsheet when the entire
spreadsheet does not fit in the window or the allotted space. Click the scroll arrows with the
mouse to move through the spreadsheet or to see one line at a time.
Active Cell has a black border that appears around it.
Sheet Tabs are located at the bottom of the Excel window and allow you to change between
worksheets.
Tab Scrolling Buttons are used to display a particular worksheet tab.
Status Bar displays page number and progress of your print job.
Basic Excel Handbook
Page 9

11. What is a Cell?
A worksheet contains rows and columns that intersect to form cells. A black border appears around
the active cell. The name box, located on the left side of the Formula bar, displays the cell
reference (also known as the address) of the active cell (its column letter and row number).
Name Box
Excel highlights its column label (above
the worksheet) and row number (to the
left of the worksheet).
Active Cell
Basic Excel Handbook • Page 10

12. What Is A Column and A Row?
A column in Excel is a vertical arrangement of data, and a row in Excel is a horizontal arrangement
of data.
There are 256 columns and 65,536 rows available in a worksheet, but you don’t need to fill the
entire worksheet in order to use it—just type data into the cells you need.
Columns have alpha names. Excel highlights
its column label (above the worksheet).
Rows have numeric names.
Excel highlights its row number
(to the left of the worksheet).
Basic Excel Handbook • Page 11

13. Insert a Column
You can insert or delete columns or rows when necessary to change the arrangement of the data on
the worksheet.
When you insert column(s) into a worksheet, existing columns shift their position to the right.
For example, if you select column C and then insert a column, the data that was in column C is
shifted to the right and becomes column D.
Follow the steps below to Insert a Column.
•
Complete Steps A-B as shown below.
A
B
Click anywhere in Column C.
From the Insert menu, choose Column.
Note the data that was in Column C is
shifted to the right and becomes
Column D.
Basic Excel Handbook • Page 12

14. Delete a Column
When you delete a column, existing columns shift their positions to close the gap. Any existing
columns you select for deletion is erased. Data in existing columns is shifted back to the left to fill
the gap left by the deleted columns.
Follow the steps below to Delete a Column.
•
Complete Steps A-B as shown below.
A
B
Click the column you wish to
delete, in this case, Column C.
From the Edit menu, choose
Delete.
Basic Excel Handbook • Page 13

15. Note Column D shifted
to the left to close the
gap.
Basic Excel Handbook • Page 14

16. Insert a Row
When you insert rows into a worksheet, existing rows shift their position down.
For example, if you select row 3 and then insert a row, the data that was in row 3 is shifted down
and becomes row 4.
Follow the steps below to Insert a Row.
•
Complete Steps A-B as shown below.
A
B
Click in Cell A3.
From the Insert
menu, choose
Rows.
Basic Excel Handbook • Page 15

17. Delete A Row?
When you delete a row, existing rows shift their positions to close the gap. Any existing rows you
select for deletion are erased. Data in existing rows is shifted up to fill the gap left by the deleted
rows.
Follow the steps below to Delete a Row.
Complete Steps A-B as shown below.
A
Click on the row you desire
to delete.
The cursor can be position anywhere on the
row you desire to delete.
B
From the Edit menu, choose
Delete.
Basic Excel Handbook • Page 16

18. Note Row 6 moved up to
Row 5.
Basic Excel Handbook • Page 17

19. Delete Multiple Rows?
Select the first line to be deleted, then press the Shift key and choose the last row to be deleted.
From the Edit menu you will choose Delete. Deleting multiple rows will save time.
Follow the step below to Delete Multiple Rows.
Complete Steps A–C as shown below.
A
B
C
Click on the first numbered row you
desire to delete.
Press the Shift key and click on the last
numbered row you wish to delete.
From the Edit menu, choose Delete.
Basic Excel Handbook • Page 18

20. Move Data Using Drag & Drop?
You can move data by the drag-and-drop feature. The drag-and-drop feature allows you to use the
mouse to copy or move a range of cells simply by dragging them. The drag-and-drop process works
like this: (1) select the range of cells to be moved, (2) click anywhere on the border surrounding the
range, (3) drag the data to a different location, (4) release the mouse button at your desired
location and the information is “dropped” there.
Follow the steps below to move data using the Drag-and-Drop Feature.
Complete Steps A-B as shown below.
A
Click and drag to
highlight the range of
cells you desire to
move.
Moving formulas may affect the formulas.
Check the formulas to be sure they are
correct.
B
You can use the sides, top
or bottom of the border to
move data.
Click anywhere on the border, and drag
to cell D18 (or desired location).
This light border is
displayed where data will
be dropped (cells D18D24).
Basic Excel Handbook • Page 19

21. After the data in cells A8-A14
is dropped in cells D18-D24,
the column needs to be resized
(see page 37).
Basic Excel Handbook • Page 20

22. Part III:
Making Your Report
Beautiful
Basic Excel Handbook • Page 21

23. Select Fonts and Sizes
A font is a set of characters with a specific design and name. The font size of a set of characters is
based on its average height in points in Excel. One point is equal to 1/72 of an inch. By default,
data appears in Arial 10-point font.
Follow the steps below to generate different Font Styles and Font Sizes.
Complete Steps A–B as shown below.
You can apply special
effects—such as bold, italics,
or underline—to any font you
select.
A
From the Formatting toolbar, click on the
drop-down arrow to the right of the Font
box to choose the Font style.
B
From the Formatting toolbar,
click on the drop down arrow
to the right of the Font size
box to choose the Font size.
The Font sizes range from size 8–72. You
can also type any size you want.
Basic Excel Handbook • Page 22

24. Color Fonts
You may want to change more than just the font style and font size: you may want to change the
font color.
Follow the step below to change the Font Color.
•
Complete Step A as shown below.
From the Formatting
toolbar, click the Font
color button and choose
your desired
color.
A
Highlight the data you
wish to color, and then
choose your desired
color.
Basic Excel Handbook • Page 23

25. Shade or Put Patterns In Cell(s)
To focus attention on particular areas of the worksheet, such as the column or row labels or
important totals, fill the cell background with color and/or a pattern.
Follow the steps below to provide Shading or Patterns in a Cell.
Complete Steps A-F. Steps A–D are shown below. Steps E–F are shown on the following pages.
Click and move
the mouse over
the cells you wish
to color.
A
B
From the Formatting toolbar,
choose Cells.
C
In the Format Cells dialog box,
click the Patterns tab, and
then choose your desired color.
You can choose from a wider
variety of color fills in the
Format Cells dialog box.
D
In the Patterns tab, click the
Pattern drop-down arrow to
access patterns.
Basic Excel Handbook • Page 24

26. E
Choose your desired Pattern.
F
Click OK.
Basic Excel Handbook • Page 25

27. Note the filled cells, and the
Fill Color button has the
corresponding selected color.
Cells with shading and a pattern.
From the Formatting toolbar you can also
add color to a cell using the Fill Color
button.
Basic Excel Handbook • Page 26

28. Print Gridlines
Gridlines mark the cell borders. The Sheet tab of the Page Setup dialog box provides an option for
printing gridlines with your data. You can also print your worksheet in black and white (even if it
includes color fills or graphics).
Follow the steps below to print Gridlines.
•
Complete Steps A-D. Step A is shown below. Steps B–D are as shown on the following pages.
A
From the File menu, choose
Page Setup.
Basic Excel Handbook • Page 27

29. B
From the Page Setup dialog
box, click the Sheet tab.
C
In the Print options click
Gridlines.
D
Click OK.
The next time you print the gridlines
will appear.
Basic Excel Handbook • Page 28

30. Create Borders
By default, Excel applies a ½-pt. black solid line border around all table cells. Use the Borders
toolbar button to change the borders of table cells. You can select borders before you draw new
cells or apply them to selected cells.
Follow the steps below to Apply a Border.
Complete Steps A-F. Steps A–B are shown below. Steps C–F are shown on the following pages.
From the Formatting toolbar,
click the Borders button dropdown arrow to access the
Draw Borders toolbar.
A
Click the Draw Borders
toolbar.
B
The Draw Borders toolbar displays after
Step B.
Basic Excel Handbook • Page 29

31. Click the Font drop-down arrow to
display the different styles and
thicknesses of lines.
C
D
Choose the line style you desire.
Click on the Erase button and the Line
Color button to turn on and off (like you
would a light switch).
E
From the Borders’ toolbar, click
the Erase button, then click the
line(s) you wish to delete.
F
From the Borders’ toolbar, click
the Line Color button, then choose
the colors(s) you desire.
Basic Excel Handbook • Page 30

32. Delete a Border
The Draw Borders toolbar also contains the erase borders button. There are times you will want to
change the border styles or completely delete a border.
Follow the steps below to Delete a Border.
•
Complete Steps A–C as shown below.
A
Highlight the table of cells that
have a border.
In the Formatting
toolbar, click the
Borders’ drop-down
arrow.
C
B
Choose the of the Erase option.
Basic Excel Handbook • Page 31

33. Merge & Center Cells
The Merge and Center button is used to center information across a select range of cells. Typically,
the Merge and Center button is used to center the title on a worksheet.
Follow the steps below to Merge and Center Cells.
Complete Steps A-B as shown below.
A
B
Drag across the cell with
entry and adjacent cells
to select them.
From the Formatting toolbar, click
the Merge & Center button.
To unmerge the cells (and create
separate cells again), click the Merge &
Center button on the Formatting toolbar
to turn it off.
Data is centered within the selected range. You can also left-or
right-align data within the merged cell by clicking the Align Left or
Align Right buttons on the Formatting toolbar.
Basic Excel Handbook • Page 32

34. Wrap Text
If you want text to appear on multiple lines in a cell, you can format the cell so that text wraps
automatically or you can enter a manual line break.
Follow the steps below to Text Wrap.
Complete Steps A-E. Steps A–B are shown below. Steps C–E are shown on the following pages.
A
Select text to appear on
multiple lines in a cell.
B
From the Format menu, choose Cells.
Basic Excel Handbook • Page 33

35. In the Format Cells dialog box,
click the Alignment tab.
C
D
Under the Text control, click
Wrap text.
Click OK.
E
Note the result of
Wrap text.
Basic Excel Handbook • Page 34

36. Vertical Text
Many times the label at the top of a column is much wider than the data stored in it. You can use the
Wrap text option (Format menu > Cells command > Alignment tab) to make a multiple-word label
narrower, but sometimes that's not enough. Vertical text is an option, but it can be difficult to read
and takes a lot of vertical space. You may want to try using rotated text and cell borders instead, as
shown in the following picture.
Follow the steps below to create Vertical Text.
Complete Steps A–E. Steps A–B are shown below. Steps C–E are shown on the following pages.
Highlight text.
A
B
From the Format menu, choose
Cells.
Basic Excel Handbook • Page 35

37. C
In the Format Cells dialog
box, click the Alignment
tab.
D
E
Under Orientation,
choose the degree of
orientation.
Click OK.
Basic Excel Handbook • Page 36

38. Resize Columns
There are two ways to resize a column. To resize or change the width of a column, you can use the
Mouse or the Menu. On a worksheet, you can specify a column width of 0 (zero) to 255. This value
represents the number of characters that can be displayed in a cell that is formatted with the
standard font.
The standard font is the default text font for worksheets. The standard font determines the default
font for the Normal cell style. If the column width is set to 0, the column is hidden.
Follow the step below to Resize Columns Using the Mouse.
•
Complete Step A as shown below.
A
Position the cursor on the line
that separates Column A from
Column B, and then double
click.
You can also click and drag with the
mouse to customize the size of the
column.
Note the cell A1 cannot accommodate
the large of alpha data, and there is a
need to resize the cell.
The display in Cells A2 and A3 indicate there is more
numeric data than the cell can accommodate and the
cells should be resized.
Note the display after the
column width has been
resized.
Basic Excel Handbook • Page 37

39. Part IV:
Saving Money and
Working Smart
Basic Excel Handbook • Page 38

40. Cumulative Fall and Spring Grade Point
Averages – Using the Average Function
A formula is a worksheet instruction that performs a calculation. The Average Function is used to find
the Fall and Spring grade point averages. The Average Function adds the grades in the Fall or Spring
grading period and divides by the number of grading periods.
Follow the steps below to find the Cumulative Fall and Spring Grade Point Averages.
Complete Steps A–I. Steps A–D are shown below. Steps E–J are shown on the following pages.
B
Click the Function (fx) button.
Click in the cell where the
Average formula will display. In
this example Cell G1.
A
C
Select the Average function
from the Insert Function dialog
box.
D
Click OK.
Basic Excel Handbook • Page 39

41. F
Click and drag to
highlight the cells that
need to be averaged. In
this example click on
Cells D1 – F1.
E
Note the Average formula displays in
both Cell G1 and the Functions
Arguments Average Number1.
Click on the blue
Function Arguments
title bar and drag the
Function Arguments
dialog box down so that
you can access the data
that needs to be
averaged.
The colon (:) represents through.
For example D1:F1 means Cells D1
through F1 are highlighted.
G
Click OK or press Enter.
Basic Excel Handbook • Page 40

42. Important: It is important that the formula is always placed in the FIRST ROW in order to copy the
formula to all the cells in the desired column. Do not be alarmed that Cell G1 appears to have an error
message, #DIV/0!, displayed. This message occurs because the Header Rows that contain both alpha
and numeric information have been averaged.
H
I
Highlight Column G by
clicking on G.
Click EDIT > FILL > DOWN to
copy the Average formula to
all the cells in Column G.
Do not be alarmed that Cell G1
appears to have an error message
(#DIV/0!) displayed. This message
occurs because the Header Rows that
contain both alpha and numeric
information have been averaged.
Basic Excel Handbook • Page 41

43. J
Delete the #DIV/0! message in Cell G1
and type in the appropriate Header Row
title. For example “Fall Cumulative
GPAs.”
Note that all of the formulas have
been successfully copied to all of the
cells in Column G.
Basic Excel Handbook • Page 42

44. Sort Alpha Data
Rows can be sorted according to the data in any column. For example, in a table of names and
addresses, rows can be sorted alphabetically by name or by city. Excel rearranges the rows in the
table but does not rearrange the columns. You can sort text in Ascending order (A-Z) or Descending
order (Z-A).
Follow the steps below to Sort Alpha Data.
•
Complete Steps A–D. A–C are shown below. Step D is shown on the following page.
A
From the Data menu,
choose Sort.
Click Continue with
the current
selection.
B
C
Click Sort.
Basic Excel Handbook • Page 43

45. Column A is the column you wish
to sort by.
D
Click OK.
The column will sort according to
the first name that appears in the
cell.
Basic Excel Handbook • Page 44

46. Sort Numeric Data
You can sort numeric data in Ascending order (1-100…) or Descending order (…100-1).
Follow the steps below to Sort Numeric Data.
•
Complete Steps A-D. Steps A–C are shown below. Step D is shown on the following page.
A
From the Data menu
item, choose Sort.
B
Click Continue with the
current selection.
C
Click Sort.
Basic Excel Handbook • Page 45

47. Column C, the column you wish to
sort by, is displayed here.
D
Click OK.
The Numeric Sort is
completed, and Column C
displays the numeric data in
Ascending order.
Basic Excel Handbook • Page 46

48. Insert Date at the Top of Worksheet
When you want to repeat the same information at the top of each page, create a header. You can
select a pre-designed header from those listed, or create customized ones. A customized header is
separated into three sections: Left (text is left aligned), Center (text is center aligned), and Right
(text is right aligned).
Flip open a novel and look at the facing pages. Most likely, at the top of one page you'll see the
author's name and at the top of the other page you'll see the book title. At the bottom will be
consecutive page numbers. These details are in the document's headers and footers.
Headers and footers in Excel have many benefits, one of the major ones being automatic
renumbering of pages if you add or delete content in your document.
Follow the steps below to create a Header.
•
Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.
A
From the File menu, choose
Page Setup.
Basic Excel Handbook • Page 47

49. B
From the Page Setup dialog
box, click the Header/Footer
tab.
C
In the Header/Footer tab, click
Custom Header.
Basic Excel Handbook • Page 48

50. In the Custom Header dialog
box, choose the Left section
and click the Date button.
D
You also have the option to
position the date at the Center
section or Right section.
In the Header/Footer tab, the
Header displays the date.
E
Click Print Preview.
Basic Excel Handbook • Page 49

51. F
Print Preview displays the
header on the worksheet.
Click Print.
Note all the options in Print
Preview: Zoom, Print, Setup,
Margins, Page Break Preview,
Close and Help.
Basic Excel Handbook • Page 50

52. Insert Page Number at the Bottom Page
When you want to repeat the same information at the bottom of each page, create a footer. You
can select a pre-designed header from those listed or create customized ones. A customized header
is separated into three sections: Left (text is left aligned), Center (text is center aligned), and Right
(text is right aligned).
Follow the steps below to create a Footer.
•
Complete Steps A–H. Step A is shown below. Steps B–H are shown on the following pages.
A
From the File
menu, choose Page
Setup.
Basic Excel Handbook • Page 51

53. B
In the Page Setup dialog box,
click the Header/Footer tab.
C
Click the Custom
Footer button.
D
Click OK.
Basic Excel Handbook • Page 52

54. In the Footer dialog box,
click in the Left section
and choose the Page
button.
E
You can choose other buttons
(date, time, file path, filename, or
tab name), or to locate the data in
the Center section or Right
section.
F
G
Click OK.
Click Print Preview.
In the Header/Footer
tab of the Page Setup
dialog box, the Footer
displays the Footer page
number (1).
Basic Excel Handbook • Page 53

55. H
Click Print.
Note all the options in Print
Preview: Zoom, Print, Setup,
Margins, Page Break Preview,
Close and Help.
Print Preview displays the Footer page
number at the bottom of this page.
Basic Excel Handbook • Page 54

56. Print the Top Row on Each Page
It is important to have the labels for the worksheet to carry over to other worksheets so that the
data makes sense.
Follow the steps below to Print To the Top Row on Each Page.
•
Complete Steps A–F. Step A is shown below. Steps B–F are shown on the following pages.
A
From the File menu,
choose Page Setup.
Basic Excel Handbook • Page 55

57. B
In Print titles, click Rows to
repeat at top.
D
In the Page Setup dialog box,
click the Sheet tab.
C
Click the row you choose to
print on the top of each page
and press the Enter key.
Note the Page Setup – Rows to repeat at top toolbar
displays after clicking the row to appear at the top of
each page.
Basic Excel Handbook • Page 56

58. E
F
Click OK.
From the File
menu, click
Print Preview.
Basic Excel Handbook • Page 57

59. Page 1
Page 2
The Print Preview displays the Column
Headings on all pages after completing Steps
A–F.
The Print Preview displays the Column
Headings on all pages after completing Steps
A–F.
Basic Excel Handbook • Page 58

60. Print the Worksheet Horizontally
The worksheet has a default Portrait (vertical) orientation. To print the worksheet horizontally,
you will select the Landscape Orientation.
Follow the steps below to Print the Worksheet Horizontally.
•
Complete Steps A–E. Step A is shown below. Steps B–E are shown on the following pages.
A
From the File menu, choose
Page Setup.
Basic Excel Handbook • Page 59

61. B
From the PageSetup dialog
box, click Page tab.
C
In the Page tab, click the
Landscape Orientation.
D
In the Page tab, click Print
Preview.
Basic Excel Handbook • Page 60

62. In the Print Preview, you have the following options: see the next page
of the worksheet (Next), enlarge the view of the worksheet (Zoom),
Print, access Page Setup (Setup), change margins (Margins), adjust
where the page breaks are by clicking and dragging with your mouse
(Page Break Preview), Close, or Help.
E
Portrait
Orientation
(vertical) printout.
Click Print.
Landscape
Orientation
(horizontal)
printout.
Basic Excel Handbook • Page 61

63. Print the Worksheet on One Page
Overview: To scale data, reduce or enlarge information, use the Adjust to % normal size option on
the Page Setup dialog box from the Page Setup or Print Preview commands on the File menu. Use
the Fit to pages option to compress worksheet data to fill a specific number of pages.
Follow the steps below to Reduce Data To One Page.
•
Complete Steps A–E. Step A is shown below. Steps B–E are on the following pages.
A
From the File menu, choose
Page Setup.
Basic Excel Handbook • Page 62

64. B
In the Page Setup dialog box,
click the Page tab.
You may also want to change the page
Orientation from Portrait (vertical) to
Landscape (horizontal).
C
In the Scaling option, Adjust to
50%, rather than the default
100% normal size setting.
50
D
Click Print Preview.
Basic Excel Handbook • Page 63

65. Before scaling the data, only Columns A-G
would fit on a page.
After reducing the data, there are more
columns included on the worksheet
printout (Columns A-N)
E
Click Print.
Basic Excel Handbook • Page 64

66. Preview Worksheet Without Printing
Why use Print Preview before printing my worksheet? Print Preview permits you to view the output
before you print, and the use of this feature will save ink and paper.
Follow the step below to Preview You Worksheet(s).
•
Complete Step A as shown below.
A
In the Formatting toolbar,
click the Print Preview
button.
Basic Excel • Page 65

67. In the Print Preview, you have the following options: see the next
page of the worksheet (Next), enlarge the view of the worksheet
(Zoom), Print, access Page Setup (Setup), change margins (Margins),
adjust where the page breaks are by clicking and dragging with your
mouse (Page Break Preview), Close, or Help.
Basic Excel • Page 66