Excel Level Three. You can also go the Format, Column, Width menu to enter the new width of the column.

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1 Introduction Excel Level Three This workshop shows you how to change column and rows, insert and delete columns and rows, how and what to print, and setting up to print your documents. Contents Introduction Contents Changing Column Width Changing Row Height Inserting Rows, Columns, and Cells Deleting Rows, Columns, and Cells Using AutoFormat Previewing Print Jobs Printing a Worksheet Setting up the Page Setting Margins Setting Headers and Footers Adding Titles Changing Column Width Drag the edge of the column to a different position. To do this, go just to the right of the column you want to change at the top of the screen in the column headings part until you get a vertical line with arrows on either side and then click and drag to the right or left to change the width of the column. To expand the width of the column to the size of the longest entry in the column, go to the right of the column and double click in-between it and the next column. This will automatically expand that column to the width it needs to be to display all information, even if the entries are not currently displayed on the screen. You can also go the Format, Column, Width menu to enter the new width of the column. Changing Row Heights This works much the same as changing column widths only you are using the row headings to the left of the page. You can also go to Format, Row, Height menu. Inserting Rows, Columns, or Cells To insert rows, choose the Insert, Rows menu. You can also select a row and right click on the row right after you want to add a row and then select Insert. This will add a row right before the row you have selected. To insert columns, choose the Insert, Columns menu. You can also select a column and right click on the column to the right of where you want to add a column, right click and then select Insert. If you enter data in the wrong cells on a worksheet and want to move that data, you can insert cells. You can either move the data or insert new rows and columns to accommodate this data. When inserting cells, you will get a couple of different options to choose from: Page 1

2 Excel Level Three Shift cells right inserts blank cells and shifts existing data to the right. Shift cells down inserts a blank cell and shifts existing data down. Entire Row inserts a new row at this location. Entire Column inserts a new column at this location. Deleting Rows, Columns, or Cells When rows and columns are deleted, all information including formulas are deleted so it is extremely important to really think about deleting an entire row or column. Select the row or column you want to delete and go to the Edit, Delete menu. You could also select the row or column and right click and select Delete. When selecting cells to delete rather than an entire row or column, the Delete menu will appear and you must decide whether to shift cells or not. Page 2

3 Excel Level Three Using AutoFormat AutoFormat contains formats that allow you to quickly apply the change to the appearance of selected cells. There are many preset AutoFormats in Excel. You must make your selection first and then go to Format, AutoFormat. Previewing Print Jobs It is a good idea to preview any print job before you actually print it. This gives you an idea if the output is really what you want. This will show you margins, page size, etc. Notice the menus change across the top of the screen. The menus allow you to change items within the Print, Preview menu and apply it to the document before you print the page. Next previews the next page, Previous previews the previous page, Zoom increases or decreases the section of the page. Print will open the Print Dialog box. Setup takes you into the Page Setup dialog box. Page 3

4 Excel Level Three Margins allow you to change the Page Margins. Page Break Preview will show you where the page breaks will be in your document. Close closes the preview window and takes you back to your original document. To access the Print Preview go to File, Print Preview. Setting Page Breaks After previewing your document, you might determine that are more logical places to break to the next page. To do so, select the row below where you want the break to occur and choose Insert, Page Break or in the case of a vertical page break, select the column to the left of where you want the page break to be and choose Insert, Page Break. You also have the option of removing page breaks by selecting where the page break is and choosing Insert, Remove Page Break. Printing a Worksheet You can print your document in several different ways to save time and paper. To print the whole document, go to File, Print, and hit OK. You can also print just parts of your document by making your selection, go to File, Print, and click on the Selection option. Setting up the Page Page Setup allows you to decide the layout of the page, set page margins, headers and footers, and a couple of other layout options. Orientation is whether the document prints horizontally (landscape) or vertically (portrait). Scaling allows you to adjust the document to fit the desired page. Paper Size allows you to select which paper size you want the document to print on. Print Quality sets the resolution of printing by dots per inch. First Page Number sets the starting page number to where you specify. Options specify the page source, for instance, which paper tray in a multi-tray printer. Page 4

5 Setting Margins Excel Level Three Go to File, Page Setup, and click on the Margins tab. This allows you to set the margins on the page. You can also center the document on the page horizontally or vertically. Headers and Footers Many times documents contain text that should be repeated at the top and bottom of every page. Date, time, company name, copyright notices are to name just a few. The top of the page is referred to as the header and the bottom referred to as the footer. This menu can be found by going to View, Header and Footer. There are also several default header and footer entries that can be done such as date and time. Page 5

6 Adding Titles Excel Level Three You can add a title to the first column or row if there is information that needs to be used on each page of a multipage document. That way, persons won t have to keep referring back to the first page to figure out what the data in each column or row represents. Do this by going to File, Page Setup, and click on the Sheet tab. Page 6

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