Navigating T hrough a W ork book

Transcription

1 Lesson 14 - Navigating Through a Workbook 175 Lesson 14 Navigating T hrough a W ork book Les s on Topics Moving Around a Workbook Using Panes Print Titles Multiple Windows of a Workbook Les s on Objectives At the end of the lesson, you will be able to: Use the Go To command and appropriate keyboard commands to move around a worksheet; Split a worksheet into two or four panes; Freeze and unfreeze panes; Print selected rows and columns on every page; Open multiple windows of the same workbook. Student Files Us ed You will use the following files from your student folder: Two Years P&L 2 Dairy 2 Monthly Sales 1 Student Files Crea ted You will not save any new files to your student folder. Copyright , Finney Learning Systems, Inc. All rights reserved.

2 176 Microsoft Excel Beginning and Beyond Moving Around a Workbook Until now, your workbooks have been small. Now is a good time to open a slightly larger workbook, navigate through it with commands new to you, and review some that you already know. Most of these commands are keyboard commands. Keep in mind that using the scroll bars to move around a workbook is often easier than using the keyboard. Remember that when you use the scroll bars, the active cell does not move. When you use the keyboard, the active cell moves along with you. 1. Open Two Years P&L 2. CTRL/HOME Using CTRL/HOME takes you to A1 in the current sheet. 1. Go to any cell other than A1. 2. Use CTRL/HOME and notice A1 become active. The Go To Command The Go To command on the Edit menu lets you go to a specific cell. 1. You are going to go to cell F7. On the Edit menu, choose Go To. The Go To dialog box appears. The insertion point in the Reference box lets you type a cell reference. 2. In the Ref er ence box, type: F7 3. Click OK. Remember that anytime you type a cell reference you can use upper or lowercase characters. Notice that the cell pointer is now in cell F7.

3 Lesson 14 - Navigating Through a Workbook 177 Tip: You can also use the GO TO key (F5) or the key board com mand CTRL/G to go to a spe cific cell. The PAGE DOWN and PAGE UP Keys These keys take you down and up one window of information. When used with the ALT key, they take you right and left one window of information. 1. Tap the PAGE DOWN key. Notice that the worksheet has scrolled one whole screen of information. Also notice that the active cell has changed. 2. Tap the PAGE UP key and watch the screen scroll up. 3. Use ALT/PAGE DOWN and watch the screen scroll right. Notice how the column headings changed. 4. Use ALT/PAGE UP and watch the screen scroll left. The END and CTRL Keys The END key works differently in Excel than in other applications. It is used in conjunction with the ARROW keys and the HOME key by itself it does nothing. When used with the ARROW keys, it takes you to the boundary of an empty cell in the direction of the key tapped. In other words, there will be an empty cell above or below the cell it goes to. 1. Go to A2. 2. Tap the END key. Notice END at the right side of the status bar. 3. Tap the DOWN ARROW key. The pointer goes to A4, which is the boundary of an empty cell. (The empty cell is above it.) 4. Use END, DOWN ARROW again. Be sure to tap the keys one at a time, not together. The pointer goes to A8, the next boundary of an empty cell. 5. Keep using END, DOWN ARROW until the pointer is on the line containing NET INCOME.

4 178 Microsoft Excel Beginning and Beyond Notice how the pointer jumps to the boundary of an empty cell each time. 6. When the pointer reaches the NET INCOME cell, use END, DOWN ARROW one more time. The pointer goes to the bottom of the worksheet row 65,536 because there is no data following NET INCOME. In the last examples, you could also have used the CTRL key rather than the END key. For example, CTRL/DOWN ARROW, CTRL/ UP ARROW, etc. are the same as END, DOWN ARROW, END/UP ARROW, etc. 1. You are going to move up the column by using CTRL/UP ARROW rather than END, UP ARROW, which does the same thing. Use CTRL/UP ARROW to return to A Use CTRL/UP ARROW again and watch the pointer go to the next boundary of an empty cell. 3. Keep using CTRL/UP ARROW until the pointer is in A1. 4. For more practice, go to B1 and practice using CTRL/DOWN ARROW and CTRL/UP ARROW in column B. You are going to use the CTRL key in conjunction with the RIGHT and LEFT ARROW keys. (Remember, you could also use END, RIGHT ARROW or END, LEFT ARROW.) 1. Use CTRL/HOME to go to A1. 2. Use CTRL/RIGHT ARROW. The pointer goes to B1, which is the next boundary of an empty cell. 3. Use CTRL/RIGHT ARROW again. The pointer goes to L1, which is the next boundary of an empty cell. 4. Use CTRL/RIGHT ARROW again.

5 Lesson 14 - Navigating Through a Workbook 179 The pointer goes to IV, which is the last column of the worksheet. This works as it did when the pointer went to row 65,536, when there was no more data on the worksheet. 5. Use CTRL/LEFT ARROW to return to L1. 6. Use it again to return to B1. 7. Use it again to return to A1. CTRL/END takes the pointer to the last cell with data in it. END, HOME does the same thing. 1. Use CTRL/END. The pointer goes to the lower right corner of the worksheet. Note: The CTRL or END key com bi na tions are of ten very use ful when work ing with large worksheets be cause you of ten want to go to an empty cell. Note: The SHIFT key can be used with any of these keys to extend a highlight. For example, If the active cell is the first cell of data (usually A1), SHIFT/CTRL/END highlights all data in a worksheet. Moving Around in a Multi-Sheet Workbook As you know, workbooks consist of sheets. You are going to learn several ways to move between sheets. You are going to move around in a workbook that has four sheets. 1. Open a fresh copy of Two Years P&L 2. Notice that the workbook has four sheet tabs. 2. Use CTRL/PAGE DOWN to go to Sheet2. Notice Sheet2. At the moment it is empty. 3. Use CTRL/PAGE DOWN. Notice Sheet3. At the moment it is empty. 4. Use CTRL/PAGE DOWN.

6 180 Microsoft Excel Beginning and Beyond Notice Sheet4. This is also empty at the moment. 5. Use CTRL/PAGE UP three times to go back to Sheet1. You can also click the sheet tab to go directly to a sheet. 1. Click the Sheet3 tab. You are on Sheet3. 2. Click the Sheet1 tab. You are back on Sheet1. By default, a new workbook has 3 sheets. 1. Open a new workbook. Notice the sheet tabs at the bottom. 2. Use CTRL/PAGE DOWN two times so the Sheet3 tab is se lected. 3. Use CTRL/PAGE DOWN and notice that nothing happens, because there are no more sheets. 4. Keep using CTRL/PAGE UP until the Sheet1 tab is se lected. Using Panes You can split a window into panes and scroll each pane separately. This way, you can look at one section of a worksheet while working on another. For example, you might want to change a value and see its effect in another part of the worksheet. 1. Open Dairy Use CTRL/HOME to make A1 the active cell. 3. You are going to split the screen into horizontal panes. On the vertical scroll bar, point to the split box, which is located directly above the up scroll arrow. Notice that the pointer turns into two horizontal lines with up and down arrows. 4. Drag down and notice the horizontal line across the screen. This is the split bar. Keep going

7 Lesson 14 - Navigating Through a Workbook 181 until the line is between rows 14 and 15 and then release. You have split the worksheet into two panes. Notice that there are two vertical scroll bars. 5. As mentioned, each pane scrolls separately. In the top pane, click the down scroll arrow. Notice that the top pane scrolls, but the bottom pane does not. 6. Scroll the bottom pane by clicking its down scroll arrow. Notice that only the bottom pane scrolls. 7. You are going to return the window to one pane by dragging the horizontal split bar off the window. Point anywhere on the split bar until the pointer once again turns into two horizontal lines with up and down arrows. 8. Drag up until the pointer is in the column headings or the Formula bar. (Do not go above the Formula bar or the split bar will return to its position in the work area.) Notice that the split bar disappears. The worksheet is no longer divided into panes. You can also split the worksheet vertically. 1. Use CTRL/HOME to go to A1, so you can see the worksheet from its beginning.

8 182 Microsoft Excel Beginning and Beyond 2. On the horizontal scroll bar (at the bottom of the window), point to the split box, which is located to the right of the right scroll arrow. Notice that the pointer turns into two vertical lines with left and right arrows. 3. Drag left until the split bar is between columns C and D. The worksheet is divided into left and right panes. Notice that there are two horizontal scroll bars. 4. Using the left and right scroll arrows, scroll each pane. Notice that the panes scroll separately. 5. Keep in mind that you are looking at two views of the same worksheet not two copies of the worksheet. Because it is one worksheet, any change made in one pane will be made in the other. Scroll each pane so that A3 is visible in both panes. 6. In one of the panes, change INCOME to REVENUE. Notice that the text in A3 was changed in both panes. 7. You are going to return the worksheet to one pane. Point anywhere on the split bar, until the pointer once again turns into two vertical lines with left and right arrows.

9 Lesson 14 - Navigating Through a Workbook Drag either left or right as far as you can go. When you release, the vertical split bar will disappear. The worksheet is again in one pane. Note: If you have dif fi culty, make sure the pointer is in the row head ing or the ver ti cal scroll bar. You can use the horizontal and vertical split bars to split the worksheet into four panes. 1. On the vertical scroll bar at the right, point to the horizontal split box and drag between rows 14 and On the horizontal scroll bar below, point to the vertical split box and drag between columns C and D. Notice the four panes. Once they are on the screen, you can reposition the horizontal and vertical split bars by dragging them. 1. Position the pointer anywhere on the vertical split bar and move either left or right. Notice how the bar snaps to the gridlines, as long as the pointer remains inside the worksheet. If the pointer is on the scroll bar or the headings, the bar does not snap. 2. Position the pointer anywhere on the horizontal split bar and move either up or down. Notice how the bar snaps to the gridlines. 3. You can move both bars at the same time. Point to the intersection of the lines.

10 184 Microsoft Excel Beginning and Beyond Notice how the pointer turns into a four-headed arrow. 4. Drag diagonally in any direction and watch how both bars move. 5. In addition to dragging the bars off the screen, you can double-click the split boxes (or bars) to remove them. Double-click both split bars to remove them. 6. If you double-click a split box when its bar is not on the screen, the split bar will reappear above or to the left of the active cell (depending on which split box you double-click). If the active cell is in row 1 or column A, the split bars go to the center of the work area. Position the active cell anywhere except in row 1 or column A. 7. Double-click both split boxes. Notice that the bars reappear above and to the left of the active cell. Note: An other way to put split bars onto the screen is to use the Split com mand on the Win dow menu. Hor i zon tal and ver ti cal split bars ap pear above and to the left of the ac tive cell, re spec tively. This com mand changes to Re move Split when the ac tive worksheet is split. Freezing Panes Freezing panes is slightly different than splitting panes. When you freeze panes, only one of the panes can be scrolled. In the current worksheet, you might want to freeze the months in row 1 and the text in column A, so that they will always be in view as you scroll through the remaining part of the worksheet. 1. Dairy 2 should be open. 2. To indicate the rows and columns that you want frozen, position the active cell below and to the right of the rows and columns to be frozen. For this example, you are going to freeze the first two rows, as well as the first column. The cell you need to go to is B3. Go to B3. Rows above this position and columns to the left of it will be frozen.

11 Lesson 14 - Navigating Through a Workbook On the Window menu, choose Freeze Panes. The panes are frozen. A thin single line now separates them. Notice that there is only one vertical and horizontal scroll bar, because the top and left panes cannot be scrolled. 4. Click the down scroll arrow. Notice that the text at the top stays on the screen, so you can always refer to the months of each column. 5. Click the right scroll arrow. Notice that the text on the left remains on the screen, so you can always refer to it. 6. The Home position has moved from A1 to B3. Click in any cell other than B3. 7. Use CTRL/HOME. Notice that the pointer goes to B3 rather than A1. 8. You are going to remove the frozen panes. Click the Window menu. Freeze Panes has changed to Unfreeze Panes. 9. Choose Un freeze Panes. Notice that the panes have been removed. You can freeze one pane and not the other by using the split boxes (rather than the active cell) to indicate their borders. 1. Point to the split box on the vertical scroll bar and drag between rows 2 and 3.

12 186 Microsoft Excel Beginning and Beyond 2. The horizontal split bar that is on the screen will change to a thin black line when you choose the Freeze Panes command. On the Window menu, choose Freeze Panes. Notice the thin black line. 3. Click the down scroll arrow and watch the information in the bottom pane move. 4. You are going to remove the frozen pane. Click the Window menu. Remove Split is on the menu with Unfreeze Panes. Unfreeze Panes will only unfreeze the pane. Remove Split will unfreeze the pane and remove the split. 5. Choose Re move Split. The frozen pane has been removed. 6. You are going to freeze column A. On the horizontal scroll bar, point to the split box and drag the split bar between columns A and B. 7. On the Window menu, choose Freeze Panes. Notice the single line between columns A and B. 8. Click the right scroll arrow and notice how column A remains in view. 9. On the Window menu, choose Re move Split. The frozen pane has been removed. 10. Close Dairy 2 with out sav ing changes. Print Titles When you are printing a worksheet, you cannot print frozen panes. You can, however, indicate rows and columns as print titles. These titles will be printed at the top and left of each page. You are going to open a workbook consisting of four pages, and use two rows and a column as print titles. 1. Open Monthly Sales On the File menu, choose Page Setup.

13 Lesson 14 - Navigating Through a Workbook Click the Sheet tab. Notice the options in the Print titles box. 4. You are going to use rows 3 and 4 as titles. Click an insertion point in the Rows to re peat at top text box. 5. On the worksheet (with the dialog box still open), drag through any two cells of rows 3 and 4. (You may need to move the Page Setup dialog box.) Notice $3:$4 in the text box. You can ignore the dollar signs for now. They indicate absolute cell references covered in the next lesson. Tip: If you want to see the en tire worksheet while the Page Setup di a log box is dis played, click one of the Col lapse di a log but tons at the end of the text boxes. The di a log box is tem po rarily re moved and the text box is placed at the top of the win dow. To re store the di a log box, se lect a cell or range, or click the Col lapse di a log button again. 6. You are going to use column A as a title. Click an insertion point in the Col umns to re peat at left text box. 7. Click anywhere in column A. Notice $A:$A in the text box. 8. Verify that Down, then over is se lected in the Page or der box. 9. Click the Print Preview button on the Page Setup dialog box. The first page appears. 10. Click the Next button at the left of the toolbar. Notice that rows 3 and 4 are at the top of the next page. (If necessary, use the Magnifier or the Zoom button to see this.)

14 188 Microsoft Excel Beginning and Beyond 11. Click the Next button. Notice that column A is at the left of the page along with rows 3 and 4 at the top. 12. Click the Next button. 13. Click Close. Notice that rows 3 and 4 and column A are on the page. 14. Close the workbook. There is no need to save changes. It will not be used again. Note: Print ti tles can start from any where. How ever, if you were to in di cate rows as print ti tles, rows 1-29 would not have the ti tles, but all rows af ter 35 would. Multiple Windows of a Workbook Excel allows you to have several windows of the same workbook open. This is convenient if you want one part of the document displayed while you are working on other parts, or if you need to view several sheets of a workbook simultaneously. 1. If necessary, open Dairy 2 again. It should be maximized. 2. The New Window command on the Window menu lets you open a second window of the active document. Do not confuse this with the New command on the File menu, which opens a completely new window that is not associated with any other document. On the Window menu, choose New Win dow. On the Title bar, notice Dairy 2:2 (or Dairy 2.xls:2 depending on how your system is configured). 3. Click the Window menu.

15 Lesson 14 - Navigating Through a Workbook 189 Notice Dairy 2:1 and Dairy 2:2. Keep in mind that these are two windows of the same document. If you make a change in one, it will be made in the other. Also notice their buttons on the Taskbar. 4. You are going to arrange the windows horizontally. On the Window menu, choose Ar range. The Arrange Windows dialog box appears. 5. Click the Win dows of ac tive work book check box to se lect it. 6. In the Ar range group, choose Hor i zon tal. 7. Click OK. Notice the two tiled windows. 8. You can scroll the windows independently. Click the right scroll arrow of the active window. 9. Click the down scroll arrow of the active window. Notice that as you scroll the text in one window, the other window does not move. Also notice that the window that is not active does not have scroll bars. 10. As mentioned earlier, if you make a change in one window, the change is also recorded in the other window, because you are still working in one document. Use CTRL/HOME to go to A1 in the active window. 11. Type your first name and tap the ENTER key. Notice that your name appears in both windows. 12. When you close either window by clicking the Close box, the other window of Dairy 2 will still be open. If you choose Close on the File menu (which is part of the application window), both windows are closed. Click the Close box of the active window. Notice that only one window of Dairy 2 is open. 13. Click the Close box of the other window. End of Lesson 14