Check the spelling of the worksheet by using Excel s spelling check feature.

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1 L E S S O N 6 Printing a worksheet Suggested teaching time minutes Lesson objectives To prepare a worksheet for printing, you will: a b c d Check the spelling of the worksheet by using Excel s spelling check feature. View a representation of a worksheet as it would appear printed by using the Print Preview command. Adjust margins, scaling, headers, footers, and print titles by using the Preview screen and the Page Setup dialog box. Print a portion of a worksheet by creating and using a name for a range of cells. 6-1

2 Excel 2000: Worksheets Ashbury Training a & Suggest that students have a manager who wants to present the worksheet at an upcoming meeting. Ask them what they would do before giving any kind of document to someone else. (Check for spelling errors.) Checking spelling To check the spelling of an entire worksheet, select cell A1, and then click on the Spelling button on the Standard toolbar. If you do not select cell A1, when the spelling checker reaches the end of the worksheet, you will be prompted to have the spelling checker continue checking from the beginning of the worksheet. Any word that is not recognized by Excel s dictionary is listed in the Spelling dialog box. Normally, Excel will suggest one or more words (replacement spellings). If you agree with Excel's suggested change, click on Change. To specify another suggestion, select another item from the list; or select the text in the Change To text box, and enter a suggestion of your own. If "No Suggestions" is displayed in the Suggestions list box, enter a correction and click on Change, or click on Ignore to bypass this entry. Buttons to change all occurrences of a word (Change All) and to ignore all occurrences of a word (Ignore All) are also available. To add a word to Excel s dictionary, use the Add button. In addition, you can check the spelling of a range of cells, rather than the entire worksheet. Select the range that you want to check, and click on the Spelling button. Task A-1: Checking the spelling in a worksheet 1. Open Short Report This worksheet contains a spelling error. If necessary, select cell A1 2. Click on the Spelling button By default, Excel suggests possible spelling alternatives. In this task, students select the correct spelling and click on Change. Mention that the spelling checker will sometimes flag proper names that are not in Excel s dictionary; clicking on Ignore bypasses such items. 3. Observe the Spelling dialog box (On the Standard toolbar.) If necessary, use the More Buttons button. The word Division has been incorrectly spelled Divison. 6-2

3 Ashbury Training Lesson 6: Printing a worksheet 4. In the Suggestions list box, click on Division Click on Change 5. Observe the message box Click on OK To select the suggested spelling. The correct spelling is now displayed in the Change To text box. To correct the error and continue searching for other possible errors. Excel informs you that it has checked the spelling for the entire sheet. 6. Save the file as My Short Report 6-3

4 Excel 2000: Worksheets Ashbury Training b Using the Print Preview command Unless you specify otherwise, Excel will print the entire active area of the active sheet when you choose File, Print. To preview each page exactly as it will appear when it is printed, choose File, Print Preview or click on the Print Preview button. When you preview a printout, the printout is displayed in a Preview window. Buttons at the top of the window enable you to view or magnify pages, print the document, display and change the margins, or return to the worksheet. Note: Before you can print or preview a printout, you need to have a printer installed. In this task, students view a small worksheet that is only one printed page. They use Print Preview to see what the default printout will look like. Task B-1: Examining the Short Report file by using Print Preview 1. On the Standard toolbar, click on the Print Preview button 2. Place the mouse pointer over the header of the preview The mouse pointer changes to a magnifying glass. 3. Click the mouse button To zoom in on the header portion of the worksheet. The default header is the name of the sheet you are previewing; in this case it is Sheet1. 4. Click the mouse button again To zoom out, so that the whole page is displayed. 5. Observe the status bar The message Preview: Page 1 of 1 is displayed. 6. Click on Setup... To access the Page Setup dialog box. 7. Select the Margins tab 8. Under Center On Page, check Horizontally Click on OK To center the worksheet horizontally on the page. 9. Click on the Close button To close Print Preview and return to the worksheet. 10. Save and close the file 6-4

5 Ashbury Training Lesson 6: Printing a worksheet Task B-2: Examining the Long Report file by using Print Preview q Objective: To observe some of the situations that might arise when you need to print large worksheets. & It might be more common to use Print Preview to discover that your printout is more than one page long and might not print out neatly. Students will encounter this scenario with the file Long Report. 1. Open Long Report The spelling in this file has already been checked. 2. Scroll through the worksheet 3. Press C + h To return to cell A1. 4. Click on the Print Preview button This worksheet contains data for January through August, for four divisions: Australian, European, South American, and Canadian. 5. Observe the status bar You are viewing page 1 of Press d 3 times This worksheet has not been prepared for printing. You will prepare it in upcoming tasks. 6-5

6 Excel 2000: Worksheets Ashbury Training c Printing a large worksheet Changing margins There are six default margins for a worksheet printout. The right and left margins determine the amount of space at the right and left edge of the paper. The top and bottom margins determine the amount of space at the top and bottom of the paper. The header and footer margins determine the amount of space between the header or footer and the body of the worksheet printout. In the Preview window, click on the Margins button to display the margins as lines on the worksheet preview. You can change the margins by entering new values in the Page Setup dialog box or by clicking on the Margins button and dragging the margin lines on the worksheet preview. Task C-1: Changing margins Before you begin: Long Report is displayed in Print Preview. 1. Return to the preview of page 1 When your printout is wider than one page, try expanding the left and right margins in order to fit more on the page. 2. Click on Margins and observe the screen Margin, header, and footer markers are displayed. 3. Place the mouse pointer on the left-margin line 6-6

7 Ashbury Training Lesson 6: Printing a worksheet It is possible that students will not be able to get exactly Emphasize that approximately 0.50 is fine. Mention that when precision is required, students can use the Page Setup dialog box. 4. Press and hold the mouse button 5. Drag the left-margin line to the left until the status bar displays approximately 0.50 Release the mouse button 6. Change the right margin to approximately 0.5 inch The status bar displays the distance in inches from the left side of the paper. The text shifts to the new left margin. Because another full column of information cannot fit on the page, the right margin change does not change the appearance of the preview. 7. Observe the status bar The message Preview: Page 1 of 4 indicates that this document would still create a four-page printout. 8. Click on Margins To remove the display of margin lines from the preview. Using headers and footers Be default, Excel uses no headers or footers. You can choose to add headers and footers from a selection of predefined formats, or you can create custom headers and footers. To add a header or footer, choose File, Page Setup (or click on the Setup button in the Preview window) and click on the Header/Footer tab. To use a predefined format, select the desired format from the Header or Footer drop-down lists and click on OK. To create a custom header or footer, click on Custom Header or Custom Footer. You can then format or edit the selected header or footer in the Header or Footer dialog boxes. Buttons are provided that make creating common headers and footers easier. The buttons are labeled in Figure 6-1. Font Total Pages Time Sheet Name Page Number Date File Name Figure 6-1: The Custom Header and Custom Footer buttons. 6-7

8 Excel 2000: Worksheets Ashbury Training Define the terms header and footer before proceeding with this task. Task C-2: Adding a header and footer Before you begin: Long Report is displayed in Print Preview. 1. Click on Setup Select the Header/Footer tab 3. Observe the default header and footer The default header is Sheet1, and the default footer contains the page number. Custom headers and custom footers 4. Click on Custom Header In the Left Section box, type Draft Report 6. Press T twice To move the insertion point to the Right Section box. 7. Click on the Date button 8. Click on OK 9. Under Footer, click on the drop-down arrow To add the current date to the header. Select Page 1 of? You might need to scroll up to see it. 10. Click on OK Observe the header and footer (Click on the preview or the Zoom button.) The header includes the report name and date, and the footer includes the pagination. 11. Click on the Close button Using print titles If your printout contains multiple pages, you might want a title heading or column headings on top of each page, or row headings in the first column of each page. To create print titles: 1. Position the worksheet so that the rows or columns that contain the title(s) are displayed. 2. Choose File, Page Setup, and select the Sheet tab. 3. In the Print Titles box, enter the rows or columns that you want printed as titles (you can use the mouse to select the row or column headings on the worksheet). 4. Click on OK. 6-8

9 Ashbury Training Lesson 6: Printing a worksheet Task C-3: Using print titles q Objective: To print the text in rows 1, 2, and 3 at the top of each page. 1. Choose _File Page_Setup..._ 2. Select the Sheet tab 3. In the Print Titles section, click in the Rows To Repeat At Top text box 4. On the worksheet, select the headings for rows 1, 2, and 3 You will repeat the text in rows 1, 2, and 3 of the worksheet on the top of each page of the printout. (You might need to drag the dialog box to the right to see the row headings.) 5. In the Page Setup dialog box, click on Print Preview 6. Press d several times To see the print titles on all pages. Confining your printout to a specific number of pages Your worksheet might not print on the number of pages that you want. You can scale the printout to fit the number of pages you prefer: 1. From Print Preview, click on the Setup button, or from the worksheet, choose File, Page Setup. 2. Select the Page tab. 3. Adjust the entries in the Scaling box. Task C-4: Fitting the report to two pages Before you begin: Long Report is displayed in Print Preview. 1. Click on Setup... When changing the margins does not solve the problem with the printout width, try using the Fit To Page option. Select the Page tab, if necessary 2. Under Scaling, select Fit To Change the Fit To settings to 1 Page(s) Wide By 2 Tall 3. Click on OK To fit the width to one page. 6-9

10 Excel 2000: Worksheets Ashbury Training 4. Observe the status bar The message Preview: Page 2 of 2 indicates that you have been successful at reducing the number of pages in the Long Report printout. However, Excel now puts a page break in an undesirable place. 5. Press u to view the contents of page 1 6. Zoom in on the preview Page 1 includes data for three divisions and the heading of the fourth division, Canadian. 7. Click on the preview To zoom out. Inserting page breaks When a worksheet printout is too large to fit on one piece of paper, Excel inserts automatic page breaks based on the paper size, margin settings, and scaling options in the Page Setup dialog box. You can manually insert page breaks. To adjust a page break while in Print Preview, click on the Page Break Preview button, and drag the page break to the correct row. To insert a page break directly in the worksheet, select the cell in column A, or an entire row, that you want to print on the new page; choose Insert, Page Break. A dashed line is displayed above the row of the selected cell. To remove a page break, select the cell or row that was selected to create the page break and choose Insert, Remove Page Break. Task C-5: Inserting a page break q Objective: To more evenly distribute the contents of Long Report between two pages. Before you begin: Long Report is displayed in Print Preview. 1. Click on the Page Break Preview button 2. Observe the dialog box Click on OK 3. Scroll to and observe the page break 4. Drag the page break up to between rows 35 and 36 You can adjust the page break s position to place it specifically where you want it. It is represented by a bold, dashed line below the column headers for the Canadian division. (Press and hold the mouse button.) To move the page break to before the South American Division. 6-10

11 Ashbury Training Lesson 6: Printing a worksheet 5. Click on the Print Preview button The Australian and European divisions are on page 1, and the South American and Canadian divisions are on page Click on Normal View To return to the worksheet. 7. Observe the page break between rows 35 and 36 The page break is represented by a dashed line. 8. Save the file as My Long Report 6-11

12 Excel 2000: Worksheets Ashbury Training d Additional print options Naming cells or ranges of cells A name can be defined to refer to a cell, a group of cells, a value, or a formula. After names are defined in a workbook, you can use them to move quickly to a certain area of the workbook. Names can be helpful when printing different sections of a workbook. You can access available names by examining the contents of the Name box, on the far left end of the formula bar. To go to a named cell or range, select the name from the Name list. Mention that names have many uses in Excel; in this lesson, students see them used only in the context of printing. Point out that these names cannot contain Task D-1: Using a name q Objective: To use a name that has been defined already in this workbook. 1. Click on the drop-down arrow beside the Name box The names European and Print_Titles have been defined in this workbook. 2. Click on European The European Division, beginning with cell A20, is highlighted. Defining names To define a name, select the cell or range of cells that you want to name, click in the Name box (also referred to as the reference area), and enter the name. (You can also name a cell or range of cells by using the Insert, Name, Define command.) Task D-2: Defining a name for a range of cells q Objective: To assign the name Canadian to the Canadian Division s data. 1. Scroll until you can see cell A51 2. Select cell A51 This is the beginning of the Canadian Division s data. 3. Use the scroll bars to locate cell J63 It is important not to click the mouse button; you will be selecting A51:J

13 Ashbury Training Lesson 6: Printing a worksheet 4. While pressing S, click on cell J63 Release S You have selected the data for the Canadian Division, A51:J Click in the Name box 6. Type Canadian Press R To assign the name Canadian to the selected range. 7. Press C + h 8. Display the list of available names in the worksheet There are now three names: Canadian, European, and Print_Titles. 9. Press E To close the drop-down list. Specifying a range to print You can specify the area of the workbook that you want to print in several ways. One method is to go to a named area, select that area, and then choose File, Print; in the Print What box, select Selection. This method is useful if you plan to print different areas of a workbook or if you want to print only what is currently displayed on your screen. Another option is to select an area of the workbook, and then choose File, Print Area, Set Print Area. This area remains the print area until you choose File, Print Area, Clear Print Area. For more printing options, please refer to Excel's online Help system. Task D-3: Specifying a range to print 1. Press 5 The Go To dialog box is displayed. 2. Double-click on Canadian To select and move to the Canadian Division data. 3. Choose _File Print..._ Under Print What, select Selection To specify that you want to print just the area currently selected in the worksheet. 6-13

14 Excel 2000: Worksheets Ashbury Training 4. Click on Preview The Canadian Division is displayed with the print titles that you defined in an earlier task. 5. Click on Close 6. Save and close the file 6-14

15 Ashbury Training Lesson 6: Printing a worksheet ( Practice Unit for Lesson 6 In this activity, you will preview and create print settings for a worksheet file. 1. Open Practice - Budget Preview. 2. Preview the worksheet printout. 3. Zoom to observe the header. 4. Create a custom header: in the center, type the word DRAFT; to the right, insert the current date. 5. Adjust the margins so that the report will print centered on the page horizontally. 6. Zoom in to observe the header. 7. Save the file as My Practice - Budget Preview 8. Close the file. 6-15

16 Excel 2000: Worksheets ) Wrap-up for Lesson 6 a Describe how to access Excel s spelling checker feature. Click on the Spelling button. b What are some advantages to using Print Preview before you send a worksheet to a printer? Answers might include: you can view the effects of changing margins, headers, footers, and page breaks before you print your worksheet; you can eliminate the need to print a worksheet several times to create a satisfactory printout. c What are some features that you might use when printing your own worksheets? Answers might include changing margins, scaling, adding headers and footers, and setting print titles. d What is a benefit of naming a range of cells? When you name a range of cells, you can quickly refer to that range by using its name when printing, or when moving to a specific location on the worksheet. 6-16

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