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Unit 9: Viewing

9.0 Introduction
This unit explains how to make working with spreadsheets easier by altering the ‘view’ –
that is how they are displayed in Windows.

9.1 Workbook views
Types of view
There are several different modes of displaying the spreadsheet you are working on: you
can select them using the View ribbon menu:

Which View you prefer to work in is largely a matter of personal preference, but you will
work more efficiently if you choose the most appropriate view.
Normal

The ‘Normal’ View displays each worksheet as a continuous grid, larger than the window it is
displayed in, that you can scroll around:

© 2013 Excel with Business

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Unit 9: Viewing

The pages that will print stand out in white. etc. Page Layout Page Layout view goes further than Page Break Preview and shows the worksheet as it will look when printed. Areas of the spreadsheet that will not be printed are shaded dark grey. There is more on this in Unit 32: Page and Print Setup. Page 2. including showing the separate pages. For this use: Page Break Preview This View formats the spreadsheet in such a way that it is obvious how it will print out.) appear in the background in grey and in large font (they will not appear on printouts).If you have already printed from the spreadsheet. This View is a useful way of controlling the bits of a spreadsheet that stand out to other users – so for instance. and are bounded by thick blue lines. Page numbers (Page1. No ‘real’ change is being made to the spreadsheet in switching between Views – you can switch back and forth between Page Break Preview and Normal Views immediately. except when you are deciding how the spreadsheet should look printed out. This is how the sheet will be broken down if you print it as-is. This is often the most efficient View to use. © 2013 Excel with Business 2 Unit 9: Viewing . Page Break Preview allows manipulation of the printing format too. a spreadsheet that produces a report from monthly sales data can be set up using Page Break Preview so that the report stands out. or have viewed it using Page Break Preview then dotted lines (as in the screenshot above) will delineate the edges of ‘pages’. and the input data doesn’t. The thick blue page boundaries can be dragged around so that the each page contains the area you want to print. margins and any headers and footers.

The ‘frozen’ rows and columns can be ‘unfrozen’ from the same menu on the Ribbon. The boundary of the ‘fixed’ rows and columns is marked by a thin black line (replacing the usual thin grey line of cell boundaries).2 Coping with big worksheets Freeze panes This feature is accessed from the View Ribbon. A common use is in order to make sure a set of headings always stay in view when scrolling around a large table of data. It fixes the rows above. Accessed via the View Ribbon. ‘Arrange All’ will allow all the open spreadsheet windows that are not minimized to be ‘tiled’. the selected cell so they do not move with scrolling around the spreadsheet. so that they fill the screen and give you the most space to work with. or arranged in horizontal or vertical bands. This example shows the result of ‘tiling’ six windows. and columns to the left of. © 2013 Excel with Business 3 Unit 9: Viewing . Tiling/arranging windows There are several ways of arranging multiple spreadsheet windows within Excel.9.

This feature has a particular use – it enables you to monitor the effect of changes to inputs in one area of a spreadsheet on results in another (even on a different Worksheet). which tiles two windows and allows their scrolling to be synchronised: scrolling down on one of the windows automatically scrolls down on the second. Typing in one of the Windows will now cause text to appear in both. These views are particularly useful when comparing data.It is also worth mentioning the ‘View Side by Side’ feature from the above Ribbon menu. New Window This feature duplicates the window you are working on. © 2013 Excel with Business 4 Unit 9: Viewing .