Enjoy Microsoft Excel 2007 for Novice Users Author: Christine Kent Web address Blog address address

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2 Enjoy Microsoft Excel 2007 for Novice Users Copyright Christine Kent, September 2008 Author: Christine Kent Web address Blog address address ISBN Books in the Enjoy series Enjoy Microsoft Word 2007 (ISBN ) Enjoy Upgrading to Microsoft Word 2007 (ISBN ) Enjoy Microsoft Excel 2007 (ISBN ) Enjoy Internet Marketing (ISBN ) Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Christine Kent. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. The information contained herein was correct at the time of preparation.

3 Microsoft Office Themes 7: Format spreadsheet Microsoft Office Themes Office 2007 has an extremely useful new feature that means that anyone can produce nicely formatted spreadsheets in as little time as it takes to enter the data. Themes is a brand new feature in Office 2007 and once you know how to use them and they are very easy to use you will impress everyone with your document layout and presentation skills. Themes let you apply a complete, coordinated package of fonts, colours, and styles with a single click. They are collections of colours and fonts that work well together. In addition, for those of you who are going to be using a range of Microsoft 2007 products, the same Themes are used across all of them Word, Excel, and PowerPoint so you can produce lots of different documents and lots of different types of documents, all with the same look and feel if you want. In previous exercises, you have applied colours and fonts to your text manually, but there is an easier way, with Themes. Looking at Themes Exercise 32 Cruise around themes 1 Open your first budget spreadsheet the one that is not formatted, and use Save As to save it to another new name. 2 Look at the picture above. Click the Page Layout tab on the Ribbon. A range of formatting options displays on that tab. 3 Click on Themes in the Themes group. Enjoy Microsoft Excel 2007 Christine Kent Page 87

4 Microsoft Office Themes 4 The Built-In box displays. Now run your cursor over each box in turn and watch your spreadsheet. For example, if you place your cursor over the Office box, and look at your spreadsheet, you will see that some colours, fonts and font sizes change. Do this with all the boxes and watch the changes. When you have checked them all out, click your cursor on one you like the best. Your spreadsheet now has different colours and fonts from those of the original template you selected. Changing theme colours Exercise 33 Change theme colours, keep theme fonts 1 But what do you do if you like the general look of a theme perhaps the fonts, but not the colour? Click the little coloured box. 2 A Built-In box displays with lots of sets of colours. Run your cursor over each row of colours in turn and watch your spreadsheet. When you have checked them all out, click your cursor on one you like. Your spreadsheet now has different colours but keeps the same fonts. Page 88 Christine Kent Enjoy Microsoft Excel 2007

5 Microsoft Office Themes Changing theme fonts A font is a type face. You may be familiar with the standard fonts Times New Roman and Arial. Cambria and Calibri are two new fonts released with Office Microsoft has defined them as the default fonts, and they will appear everywhere in your Excel templates. However, there are many other fonts to choose from when you are creating a document. Exercise 34 Change theme fonts, keep theme colours 1 So, what do you do if you like the general look this time, you like the colour, but not the fonts? On the Page Layout tab, Themes group, click the little A.. 2 A different Built-In box displays with sets of fonts. Now run your cursor over each row of fonts in turn and watch your spreadsheet. When you have checked them all out, click your cursor on one you particularly like. Your spreadsheet now has different fonts but keeps the same colours. Format your spreadsheet Exercise 35 Format your spreadsheet 1 Take some time now to play with Themes, Colours and Fonts, and cell formatting until you have a spreadsheet you like the look of. 2 You can go back over the instructions in Exercise 27 Change font, font size and font colour in headings, page 76, and, if you have selected a different theme, you will have a different range of Theme Colours to select from. Enjoy Microsoft Excel 2007 Christine Kent Page 89

6 3 When you have your spreadsheet looking the way you want, you can save it again, but be sure you do not overwrite your unformatted spreadsheet. You should have saved it to a new version number in Exercise 32 Cruise around themes, page 87. Your spreadsheet is saved, but remains open on your screen. Have you ever been passed a printed document for which you want to find the original softcopy, and not known where to start? The best way to make sure you can always identify a printed document is to give it a header and a footer. A header is a set of text or graphical elements that appears at the top of every page of a document, like the heading at the top of this document. A footer is a set of text or graphical elements that appears at the bottom of every page of a document, like the footer that includes the page number at the bottom of this document. Often, your organisation logo and other factors that identify your organisation, go into your header and footer. Once you start formatting a header or footer, you will see an example of a Contextual tab, the Header and Footer tools, Design tab. This is a tab that only appears on the ribbon when you are working specifically in that area. Exercise 36 Insert a header in your spreadsheet For these exercises, make sure you are in Page Layout view (see Manage Excel 7: Explore Workbook Views group, page 60). 1 Click the Insert tab and identify the Text group. Click Header & Footer in the Text group. The Header & Footer Tools, Design tab displays. Page 90 Christine Kent Enjoy Microsoft Excel 2007

7 You are taken to the header area for your spreadsheet where you will see a box with your insertion point in it. 2 Click to the left of the box. A new box displays on the left third of the header. Click on the centre of your header again. The box displays on the centre third of your header. Click on the right of your header. The box displays on the right third of your header. You have these three areas to insert information that you want to appear on every page of your spreadsheet. 3 Click on the centre of your header and type My Budget. 4 Click on the right of your header and type the date or date range for your budget, eg June Dec Click back into your spreadsheet anywhere to get out of your header and see how it is looking. Exercise 37 Insert a footer in your spreadsheet 1 From the Insert tab, click Header & Footer in the Text group. 2 From the Header & Footer Tools, Design tab, Navigation group, click Go to Footer. Your insertion point is now located in the bottom area of your page. This is also arranged in three areas. 3 Click through the left, centre and right areas of your footer. This time we are going to insert some fields that will insert information automatically for you using the Header & Footer Elements group. Enjoy Microsoft Excel 2007 Christine Kent Page 91

8 4 Click the left area or your footer. Click File Path in the Header & Footer Elements group. You will see the code &[Path]&[File] inserted in your footer. This is telling Excel to find the location and name of your spreadsheet and insert it in this position. 5 Click the centre area or your footer so that your cursor moves out of the left area. You will see &[Path]&[File] in the left area change to your location and file name. 6 In the centre area: Click Current Date in the Header & Footer Elements group. Click Current Time. You will see the code &[Date]&[Time] inserted in your footer. This is telling Excel to find the current date and time and insert it in this position. 7 Click the right area or your footer. When you have exited the centre area in your footer, you will see that &[Date]&[Time] has changed to your date and time. 8 Type Page followed by a space. Click Page Number in the Header & Footer Elements group. Press the space bar, type of, press the space bar again. Click Number of Pages. You will see the code &[Page] of &[Pages] inserted in your footer. This is telling Excel to find the current page number and the total number of pages and insert in this position. When you exit your footer, it will look like this. 9 Click back into your spreadsheet anywhere to get back out of your footer and see how it is looking. Page 92 Christine Kent Enjoy Microsoft Excel 2007

9 Exercise 38 Edit header and footer entries There is an easy way to move between your worksheet and your header or footer. 1 To open the header, run your cursor over the header area so that one of the three boxes is highlighted in blue. Click in that box. You can now edit the header text in that box or complete any other header/footer commands. 2 Place your cursor back in your text. Click anywhere. Your header is now closed and you are back in your text. 3 To open the footer, run your cursor over the footer area so that one of the three boxes is highlighted in blue. Click in that box. You can now edit the footer text in that box or complete any other header/footer commands. 4 Place your cursor back in your text. Click anywhere. Your footer is now closed and you are back in your text. 5 Now experiment for yourself and put anything that you like in the three header and three footer areas. 6 Save your spreadsheet. Enjoy Microsoft Excel 2007 Christine Kent Page 93