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Excel Lesson 3
Organizing the Worksheet
Microsoft Office 2007:
Introductory
1
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Objectives
Excel – Lesson 3
2
Copy and move data to other cells.
Use the drag-and-drop method and Auto Fill
options to add data to cells.
Insert and delete rows, columns, and cells.
Freeze panes in a worksheet.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Objectives (continued)
Excel – Lesson 3
3
Split a worksheet window.
Check spelling in a worksheet.
Prepare a worksheet for printing.
Insert headers and footers.
Pasewark & Pasewark
Microsoft Office 2007: Introductory
Vocabulary
Excel – Lesson 3
4
Automatic page
break
Copy
Cut
Fill
Fill handle
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Footer
Freeze pane
Header
Landscape
orientation
Manual page break
Microsoft Office 2007: Introductory
Vocabulary (continued)
Excel – Lesson 3
5
Margins
Normal view
Office Clipboard
(Clipboard)
Page Break Preview
Page Layout view
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Paste
Portrait orientation
Print area
Print title
Scale
Split
Microsoft Office 2007: Introductory
Copying and Moving Cells
Excel – Lesson 3
6
Copying Cell Contents: Select the cell or range, then
use buttons in the Clipboard group on the Home tab
of the Ribbon. Click the Copy button to place the cell
contents on the Office Clipboard. A flashing border
appears around the copied selection. Pasting places
the last item from the Clipboard into the cell or range
selected in the worksheet.
Moving Cell Contents: Select the cell or range then
click the Cut button in the Clipboard group on the
Home tab of the Ribbon. The selected cell contents
are placed on the Clipboard. Next, select the cell or
upper-left cell of the range where you want to move
the cut item and click the Paste button.
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Microsoft Office 2007: Introductory
Copying and Moving Cells (continued)
Excel – Lesson 3
7
Using the Drag-and-Drop Method: Select the cell or
range. Position the pointer on the top border of the
selected cells. Drag the cells to a new location. To
copy cells, press and hold the Ctrl key to include a
plus sign above the pointer as you drag.
Using the Fill Handle: Filling copies a cell’s contents
and/or formatting into an adjacent cell or range.
Select the cell or range. The fill handle appears in the
lower-right corner of the active cell or range. When
you place the pointer over the fill handle, it changes
to a black cross. Click and drag the fill handle over
the cells you want to fill.
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Microsoft Office 2007: Introductory
Inserting and Deleting Rows, Columns,
and Cells
Excel – Lesson 3
8
Inserting Rows and Columns: To insert a row, click
the row number to select the row where you want the
new row to appear. Click the Insert button in the
Cells group on the Home tab. A blank row is added,
and the existing rows shift down. The process is the
same to insert a column. The columns shift to the
right to allow room for the new column.
Deleting Rows and Columns: To delete a row or
column follow the steps above but click the Delete
button. If you accidentally delete the wrong column
or row, you can click the Undo button on the Quick
Access Toolbar to restore the data.
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Microsoft Office 2007: Introductory
Inserting and Deleting Rows, Columns,
and Cells (continued)
Excel – Lesson 3
9
Inserting Cells: To insert a new, blank cell, select the
cell where you want to insert the new cell. Then, in
the Cells group on the Home tab, click the arrow
next to the Insert button, and then click Insert Cells.
The Insert dialog box appears.
Deleting Cells: Select the cell you want to delete.
Then, in the Cells group on the Home tab, click the
arrow next to the Delete button, and then click
Delete Cells. The Delete dialog box appears.
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Microsoft Office 2007: Introductory
Freezing Panes in a Worksheet
Excel – Lesson 3
10
You can view two parts of a worksheet at once by
freezing panes. 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.
On the View tab of the Ribbon, in the Window group,
click the Freeze Panes button, and then click Freeze
Panes. A black gridline appears between the frozen
and unfrozen panes of the worksheet.
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Microsoft Office 2007: Introductory
Splitting a Worksheet Window
Excel – Lesson 3
11
Splitting divides the worksheet window into two or
four panes that you can scroll independently. You
can split the worksheet window into horizontal
panes, vertical panes, or both.
Select a row to split the window into horizontal
panes. Select a column to split the worksheet into
vertical panes. Select a cell to split the worksheet
into both horizontal and vertical panes. Then, on the
View tab of the Ribbon, in the Window group, click
the Split button.
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Microsoft Office 2007: Introductory
Checking Spelling in a Worksheet
Excel – Lesson 3
12
To help track down and correct spelling errors in a
worksheet, you can use the Spelling command,
which checks the spelling in the entire active
worksheet against the dictionary that comes with
Microsoft Office.
To check the spelling in a worksheet, click the
Review tab on the Ribbon, and then, in the Proofing
group, click the Spelling button to access the
Spelling dialog box.
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Microsoft Office 2007: Introductory
Preparing a Worksheet for Printing
Excel – Lesson 3
13
Page Layout view is helpful when you prepare a worksheet for
printing.
Setting Margins: Margins are blank spaces around the top,
bottom, and sides of a page. To change the margins of a
worksheet, click the Page Layout tab on the Ribbon, and then,
in the Page Setup group, click the Margins button.
Changing the Page Orientation: Worksheets printed in portrait
orientation are longer than they are wide. Worksheets printed in
landscape orientation are wider than they are long. You can
change the orientation of the worksheet by clicking the Page
Layout tab on the Ribbon, and then, in the Page Setup group,
clicking the Orientation button.
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Microsoft Office 2007: Introductory
Preparing a Worksheet for Printing
(continued)
Excel – Lesson 3
14
Setting the Print Area: When you print a worksheet, Excel
assumes you want to print the entire worksheet. To print a
portion of the worksheet, you need to set the print area. Select
the range, and click the Page Layout tab on the Ribbon. In the
Page Setup group, click the Print Area button, and then click
Set Print Area.
Inserting, Adjusting, and Deleting Page Breaks: Excel inserts
automatic page breaks when it runs out of room on a page. To
insert a manual page break, select the row below where you
want to insert a page break, or the column to the left of where
you want to insert a page break. Click the Breaks button in the
Page Setup group on the Page Layout tab, and then click Insert
Page Break. The simplest way to adjust page breaks in a
worksheet is in Page Break Preview.
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Microsoft Office 2007: Introductory
Preparing a Worksheet for Printing
(continued)
Excel – Lesson 3
15
Scaling: Scaling enables you to resize a worksheet to print on a
specific number of pages. The Scale to Fit group on the Page
Layout tab contains options for resizing a worksheet.
Choosing Sheet Options: By default, gridlines, row numbers,
and column letters appear in the worksheet, but not on the
printed. You can choose to show or hide gridlines and headings
in a worksheet, as well as on the printed page. The Sheet
Options group contains check boxes for viewing and printing
gridlines and headings.
Specifying Print Titles: Print titles are designated rows and/or
columns in a worksheet that print on each page. Specified rows
print at the top of each page. Specified columns print on the left
of each page. To set print titles, click the Page Layout tab on
the Ribbon, and then, in the Page Setup group, click the Print
Titles button.
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Microsoft Office 2007: Introductory
Inserting Headers and Footers
Excel – Lesson 3
16
A header is text that prints in the top margin of each
page. A footer is text that prints in the bottom margin
of each page.
To create a header or footer for a printed worksheet,
click the Insert tab on the Ribbon, and then in the
Text group, click the Header & Footer button.
The worksheet switches to Page Layout view, and
the Header & Footer Tools appear on the Ribbon
with one contextual tab—the Design tab.
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Microsoft Office 2007: Introductory
Summary
Excel – Lesson 3
17
Worksheet data can be moved or copied to another part of the
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.
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 unneeded data.
You can also insert or delete specific cells within a worksheet.
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 select 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.
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Microsoft Office 2007: Introductory
Summary (continued)
Excel – Lesson 3
18
You can check a worksheet for possible misspellings and correct
them using the Spelling dialog box.
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 margins, changing the page orientation,
designating a print area, inserting page breaks, scaling, showing
or hiding gridlines and headings, and specifying print titles.
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, and the worksheet name.
Pasewark & Pasewark
Microsoft Office 2007: Introductory