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
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options to add data to cells.
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.
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Insert headers and footers in a worksheet.
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Vocabulary
automatic page break header
copy manual page break
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cut margin
fill handle Normal view
filling Office Clipboard
footer (Clipboard)
freeze panes Page Break Preview
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Vocabulary (continued)
Page Layout view
paste
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print area
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
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its original location.
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.
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The copied data is placed on the Office
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
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range, then drag them to a new location.
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
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to appear. Then, click the Insert button on the
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
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button on the Home tab.
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.
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When you freeze panes, you select which
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
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independently.
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
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formatting data in a worksheet.
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
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portrait orientation are longer than they are
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
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can also insert a manual page break to start
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
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group contains the three options shown below.
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
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not on the printed page. You can choose to
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
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printed in the bottom margin of each page.
Completed Header section
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Summary
In this lesson, you learned:
You can copy or move data to another part of the
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worksheet. You can use the Copy, Cut, and Paste
buttons, the drag-and-drop method, and the fill handle
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
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of the worksheet. To keep selected rows and columns
on the screen as the rest of the worksheet scrolls, you
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
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helpful. You can modify how a worksheet appears on
the printed page by increasing or decreasing the
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.
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Common elements include your name, the page
number, the current date, the workbook file name,
and the worksheet name.
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