Excel Lesson 3

Organizing the Worksheet

Microsoft Office 2010

Introductory

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 Objectives

⚫ Copy and move data in a worksheet.

⚫ Use the drag-and-drop method and Auto Fill
options to add data to cells.
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⚫ Insert and delete rows, columns, and cells.

⚫ Freeze panes in a worksheet.
⚫ Split a worksheet window.

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 Objectives (continued)

⚫ Check spelling in a worksheet.

⚫ Prepare a worksheet for printing.
⚫ Insert headers and footers in a worksheet.
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 Vocabulary

⚫ automatic page break ⚫ header

⚫ copy ⚫ manual page break
⚫ cut ⚫ margin
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⚫ fill handle ⚫ Normal view

⚫ filling ⚫ Office Clipboard
⚫ footer (Clipboard)
⚫ freeze panes ⚫ Page Break Preview

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 Vocabulary (continued)

⚫ Page Layout view

⚫ paste
⚫ print area
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⚫ print titles
⚫ scale
⚫ split

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 Copying and Moving Cells

⚫ Copying duplicates the cell or range in

another location, while also leaving the cell in
its original location.
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⚫ Cutting removes a cell or range from its

original location in the worksheet.
⚫ Pasting places the cell or range in another
location.

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 Copying and Moving Cells
(continued)

⚫ To copy a cell or range, use buttons in the

Clipboard group on the Home tab.
⚫ The copied data is placed on the Office
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Clipboard. The Office Clipboard (or

Clipboard) is a temporary storage area for
up to 24 selections you copy or cut.
⚫ To move a cell or range, you use the Cut
button, followed by the Paste button.
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 Copying and Moving Cells
(continued)

⚫ Range copied to the Clipboard

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 Copying and Moving Cells
(continued)

⚫ You can quickly move or copy data using the

drag-and-drop method. First, select the cell
or range, then drag them to a new location.
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⚫ To copy cells, press and hold the Ctrl key.

⚫ Filling copies a cell’s contents and/or
formatting into an adjacent cell or range.
⚫ You can use the fill handle to help with
copying cells and also to continue a series of
text items, numbers, or dates.
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 Inserting and Deleting Rows,
Columns, and Cells

⚫ To insert a row, click the row heading to

select the row where you want the new row
to appear. Then, click the Insert button on the
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Home tab.
⚫ To insert a column, click the column heading
to select the column where you want the new
column to appear. Then, click the Insert
button.

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 Inserting and Deleting Rows,
Columns, and Cells (continued)

⚫ To delete a row or column, click the appropriate

row or column heading and then click the Delete
button on the Home tab.
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⚫ Use the buttons in the Cells group on the Home

tab to insert and delete cells.

Insert dialog box

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 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
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rows and/or columns of the worksheet

remain visible on the screen as the rest of
the worksheet scrolls.

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 Splitting a Worksheet Window

⚫ Splitting divides the worksheet window into

two or four panes that you can scroll
independently.
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⚫ This enables you to see different parts of a

worksheet at the same time.

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 Splitting a Worksheet Window
(continued)

⚫ Worksheet window split into horizontal panes

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 Checking Spelling in a Worksheet

⚫ To find and correct spelling errors, use the

Spelling command on the Review tab.
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 Preparing a Worksheet for Printing

⚫ So far, you have worked in Normal view,

which is the best view for entering and
formatting data in a worksheet.
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⚫ Page Layout view shows how the worksheet

will appear on paper, which is helpful when
you prepare a worksheet for printing.
⚫ The margin is the blank space around the
top, bottom, left, and right sides of a page.
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 Preparing a Worksheet for Printing
(continued)

⚫ Margins menu
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 Preparing a Worksheet for Printing
(continued)

⚫ By default, Excel is set to print pages in

portrait orientation. Worksheets printed in
portrait orientation are longer than they are
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wide. In contrast, worksheets printed in

landscape orientation are wider than they are
long.
⚫ The print area consists of the cells and
ranges designated for printing.

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 Preparing a Worksheet for Printing
(continued)

⚫ Excel inserts an automatic page break

whenever it runs out of room on a page. You
can also insert a manual page break to start
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a new page.
⚫ The simplest way to adjust page breaks is in
Page Break Preview. On the status bar,
click the Page Break Preview button to
switch to this view.

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 Preparing a Worksheet for Printing
(continued)

⚫ Scaling resizes a worksheet to print on a

specific number of pages. The Scale to Fit
group contains the three options shown below.
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Scale to Fit group on the Page Layout tab

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 Preparing a Worksheet for Printing
(continued)

⚫ By default, gridlines, row numbers, and

column letters appear in the worksheet but
not on the printed page. You can choose to
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show or hide gridlines and headings in a

worksheet or on the printed page.
⚫ Print titles are designated rows and/or
columns in a worksheet that are printed on
each page.

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 Inserting Headers and Footers

⚫ A header is text that is printed in the top

margin of each page. A footer is text that is
printed in the bottom margin of each page.
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Completed Header section

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 Summary

In this lesson, you learned:

⚫ You can copy or move data to another part of the
worksheet. You can use the Copy, Cut, and Paste
buttons, the drag-and-drop method, and the fill handle
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to copy and move data in a worksheet. These tools

save time by eliminating the need to retype data.
⚫ 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 unnecessary data. You can also insert or
delete specific cells within a worksheet.
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 Summary (continued)

⚫ 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 selected rows and columns
on the screen as the rest of the worksheet scrolls, you
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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.
⚫ You can check a worksheet for possible misspellings
and correct them using the Spelling dialog box.
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 Summary (continued)

⚫ 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
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margins, changing the page orientation, designating

a print area, inserting page breaks, scaling, showing
or hiding gridlines and headings, and specifying print
titles.

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 Summary (continued)

⚫ 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,
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and the worksheet name.

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