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Excel Lesson 3 Organizing the Worksheet

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Use the drag-and-drop method and Auto Fill options to add data to cells. ... Click the Copy button to place the cell contents on the Office Clipboard. ... – PowerPoint PPT presentation

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Title: Excel Lesson 3 Organizing the Worksheet


1
Excel Lesson 3Organizing the Worksheet
  • Microsoft Office 2007 Introductory

2
Objectives
  • Copy and move data to other cells.
  • Use the drag-and-drop method and Auto Fill
    options to add data to cells.
  • Insert and delete rows, columns, and cells.
  • Freeze panes in a worksheet.

3
Objectives (continued)
  • Split a worksheet window.
  • Check spelling in a worksheet.
  • Prepare a worksheet for printing.
  • Insert headers and footers.

4
Vocabulary
  • Footer
  • Freeze pane
  • Header
  • Landscape orientation
  • Manual page break
  • Automatic page break
  • Copy
  • Cut
  • Fill
  • Fill handle

5
Vocabulary (continued)
  • Paste
  • Portrait orientation
  • Print area
  • Print title
  • Scale
  • Split
  • Margins
  • Normal view
  • Office Clipboard (Clipboard)
  • Page Break Preview
  • Page Layout view

6
Copying and Moving Cells
  • Copying Cell Contents Select the cell or range,
    then use buttons in the Clipboard group on the
    Home tab of the Ribbon. Click the Copy button to
    place the cell contents on the Office Clipboard.
    A flashing border appears around the copied
    selection. Pasting places the last item from the
    Clipboard into the cell or range selected in the
    worksheet.
  • Moving Cell Contents Select the cell or range
    then click the Cut button in the Clipboard group
    on the Home tab of the Ribbon. The selected cell
    contents are placed on the Clipboard. Next,
    select the cell or upper-left cell of the range
    where you want to move the cut item and click the
    Paste button.

7
Copying and Moving Cells (continued)
  • Using the Drag-and-Drop Method Select the cell
    or range. Position the pointer on the top border
    of the selected cells. Drag the cells to a new
    location. To copy cells, press and hold the Ctrl
    key to include a plus sign above the pointer as
    you drag.
  • Using the Fill Handle Filling copies a cells
    contents and/or formatting into an adjacent cell
    or range. Select the cell or range. The fill
    handle appears in the lower-right corner of the
    active cell or range. When you place the pointer
    over the fill handle, it changes to a black
    cross. Click and drag the fill handle over the
    cells you want to fill.

8
Inserting and Deleting Rows, Columns, and Cells
  • Inserting Rows and Columns To insert a row,
    click the row number to select the row where you
    want the new row to appear. Click the Insert
    button in the Cells group on the Home tab. A
    blank row is added, and the existing rows shift
    down. The process is the same to insert a column.
    The columns shift to the right to allow room for
    the new column.
  • Deleting Rows and Columns To delete a row or
    column follow the steps above but click the
    Delete button. If you accidentally delete the
    wrong column or row, you can click the Undo
    button on the Quick Access Toolbar to restore the
    data.

9
Inserting and Deleting Rows, Columns, and Cells
(continued)
  • Inserting Cells To insert a new, blank cell,
    select the cell where you want to insert the new
    cell. Then, in the Cells group on the Home tab,
    click the arrow next to the Insert button, and
    then click Insert Cells. The Insert dialog box
    appears.
  • Deleting Cells Select the cell you want to
    delete. Then, in the Cells group on the Home tab,
    click the arrow next to the Delete button, and
    then click Delete Cells. The Delete dialog box
    appears.

10
Freezing Panes in a Worksheet
  • You can view two parts of a worksheet at once by
    freezing panes. When you freeze panes, you select
    which rows and/or columns of the worksheet remain
    visible on the screen as the rest of the
    worksheet scrolls.
  • On the View tab of the Ribbon, in the Window
    group, click the Freeze Panes button, and then
    click Freeze Panes. A black gridline appears
    between the frozen and unfrozen panes of the
    worksheet.

11
Splitting a Worksheet Window
  • Splitting divides the worksheet window into two
    or four panes that you can scroll independently.
    You can split the worksheet window into
    horizontal panes, vertical panes, or both.
  • Select a row to split the window into horizontal
    panes. Select a column to split the worksheet
    into vertical panes. Select a cell to split the
    worksheet into both horizontal and vertical
    panes. Then, on the View tab of the Ribbon, in
    the Window group, click the Split button.

12
Checking Spelling in a Worksheet
  • To help track down and correct spelling errors in
    a worksheet, you can use the Spelling command,
    which checks the spelling in the entire active
    worksheet against the dictionary that comes with
    Microsoft Office.
  • To check the spelling in a worksheet, click the
    Review tab on the Ribbon, and then, in the
    Proofing group, click the Spelling button to
    access the Spelling dialog box.

13
Preparing a Worksheet for Printing
  • Page Layout view is helpful when you prepare a
    worksheet for printing.
  • Setting Margins Margins are blank spaces around
    the top, bottom, and sides of a page. To change
    the margins of a worksheet, click the Page Layout
    tab on the Ribbon, and then, in the Page Setup
    group, click the Margins button.
  • Changing the Page Orientation Worksheets printed
    in portrait orientation are longer than they are
    wide. Worksheets printed in landscape orientation
    are wider than they are long. You can change the
    orientation of the worksheet by clicking the Page
    Layout tab on the Ribbon, and then, in the Page
    Setup group, clicking the Orientation button.

14
Preparing a Worksheet for Printing (continued)
  • Setting the Print Area When you print a
    worksheet, Excel assumes you want to print the
    entire worksheet. To print a portion of the
    worksheet, you need to set the print area. Select
    the range, and click the Page Layout tab on the
    Ribbon. In the Page Setup group, click the Print
    Area button, and then click Set Print Area.
  • Inserting, Adjusting, and Deleting Page Breaks
    Excel inserts automatic page breaks when it runs
    out of room on a page. To insert a manual page
    break, select the row below where you want to
    insert a page break, or the column to the left of
    where you want to insert a page break. Click the
    Breaks button in the Page Setup group on the Page
    Layout tab, and then click Insert Page Break. The
    simplest way to adjust page breaks in a worksheet
    is in Page Break Preview.

15
Preparing a Worksheet for Printing (continued)
  • Scaling Scaling enables you to resize a
    worksheet to print on a specific number of pages.
    The Scale to Fit group on the Page Layout tab
    contains options for resizing a worksheet.
  • Choosing Sheet Options By default, gridlines,
    row numbers, and column letters appear in the
    worksheet, but not on the printed. You can choose
    to show or hide gridlines and headings in a
    worksheet, as well as on the printed page. The
    Sheet Options group contains check boxes for
    viewing and printing gridlines and headings.
  • Specifying Print Titles Print titles are
    designated rows and/or columns in a worksheet
    that print on each page. Specified rows print at
    the top of each page. Specified columns print on
    the left of each page. To set print titles, click
    the Page Layout tab on the Ribbon, and then, in
    the Page Setup group, click the Print Titles
    button.

16
Inserting Headers and Footers
  • A header is text that prints in the top margin of
    each page. A footer is text that prints in the
    bottom margin of each page.
  • To create a header or footer for a printed
    worksheet, click the Insert tab on the Ribbon,
    and then in the Text group, click the Header
    Footer button.
  • The worksheet switches to Page Layout view, and
    the Header Footer Tools appear on the Ribbon
    with one contextual tabthe Design tab.

17
Summary
  • Worksheet data can be moved or copied to another
    part of the worksheet. You can use the Copy, Cut,
    and Paste buttons, the drag-and-drop method, and
    the fill handle to copy and move data in a
    worksheet.
  • As you build a worksheet, you may need to insert
    a row or column to enter more data, or delete a
    row or column of unneeded data. You can also
    insert or delete specific cells within a
    worksheet.
  • When a worksheet becomes large, the column or row
    labels can scroll out of view as you work on
    other parts of the worksheet. To keep select rows
    and columns on the screen as the rest of the
    worksheet scrolls, you can freeze panes.
  • Splitting a large worksheet enables you to view
    and work in different parts of a worksheet at
    once, in two or four panes that you can scroll
    independently.

18
Summary (continued)
  • You can check a worksheet for possible
    misspellings and correct them using the Spelling
    dialog box.
  • When you are ready to print a worksheet,
    switching from Normal view to Page Layout view
    can be helpful. You can modify how a worksheet
    appears on the printed page by increasing or
    decreasing the margins, changing the page
    orientation, designating a print area, inserting
    page breaks, scaling, showing or hiding gridlines
    and headings, and specifying print titles.
  • Headers and footers are useful for adding
    identifying text at the top and bottom of the
    printed page. Common elements include your name,
    the page number, the current date, the workbook
    file name, and the worksheet name.
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