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Excel: 2003- Step Three

The University of Akron

Table of Contents
COURSE OVERVIEW................................................................................................................................ 2
COURSE OBJECTIVES .................................................................................................................................. 2
PART A: FORMATTING THE WORKSHEET .................................................................................................... 3
Overview ............................................................................................................................................... 3
Objectives.............................................................................................................................................. 3
Process.................................................................................................................................................. 3
Formatting Numbers as Currency ..................................................................................................................... 3
Format a Percentage.......................................................................................................................................... 5
Format Dates..................................................................................................................................................... 7
Aligning Text .................................................................................................................................................... 8
Merge Cells and Center Text ............................................................................................................................ 9
Wrap Text within a Cell.................................................................................................................................. 10

PART B: UTILIZING SPECIAL EFFECTS ...................................................................................................... 11
Overview ............................................................................................................................................. 11
Objectives............................................................................................................................................ 11
Change Font and Font Size ............................................................................................................................. 12
Apply Bold and Italic Styles ........................................................................................................................... 13
Change Text Color .......................................................................................................................................... 14
Apply a Single Border..................................................................................................................................... 15
Apply Shading ................................................................................................................................................ 16
Rotate Text...................................................................................................................................................... 17
Conditional Formatting ................................................................................................................................... 18

PART C: INCORPORATING HEADERS & FOOTERS ...................................................................................... 20
Overview ............................................................................................................................................. 20
Objectives............................................................................................................................................ 20
Create a Custom Header.................................................................................................................................. 21
Create a Custom Footer................................................................................................................................... 22
Header and Footer List Box Icons................................................................................................................... 24

PART D: MANAGING THE PRINT FUNCTION .............................................................................................. 26
Overview ............................................................................................................................................. 26
Course Objectives ............................................................................................................................... 26
Preview the Worksheet ................................................................................................................................... 27
Change Page Orientation and Scaling ............................................................................................................. 28
Set Page Margins ............................................................................................................................................ 29
Adjust Centering ............................................................................................................................................. 30
Setting Print Areas .......................................................................................................................................... 31
Set and Clear a Print Area............................................................................................................................... 31
Print a Selection .............................................................................................................................................. 32
Print the Entire Workbook .............................................................................................................................. 33

APPENDIX: EXCEL COMMON TOOLS AND SHORTCUTS ............................................................. 1
STANDARD TOOLS ...................................................................................................................................... 1
FORMATTING TOOLS .................................................................................................................................. 2
NAVIGATION SHORTCUTS........................................................................................................................... 4

©2005 The University of Akron
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Learning Technologies/Software Training

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©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron.

Excel: 2003- Step Three

The University of Akron

Step 3: Creating Professional-Looking Worksheets in Excel
Course Overview
The course, Creating Professional Looking Worksheets in Excel, is the third course in a
three part series. This course is designed to show you specific techniques that will allow
you to take steps towards creating a well-designed and professional looking document.
You will learn about formatting, creating headers and footers, and printing.

Course Objectives
After this course, you should be able to:
¾ Format your Worksheet using techniques such as formatting numbers, aligning
text, and merging cells.
¾ Utilize Special Effects through the use of color, fonts, and shading.
¾ Incorporate Headers and Footers.
¾ Manage the Print Function by previewing, setting print areas, printing sheets and
workbooks.

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Learning Technologies/Software Training

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©2005 The University of Akron. These materials may not be reproduced in whole or in part without the express
written permission of The University of Akron.

Excel: 2003- Step Three

The University of Akron

Part A: Formatting the Worksheet
Overview
This lesson shows you techniques to format your worksheet. You will learn techniques
that will get you started in working towards a professional looking spreadsheet document.

Objectives
After this part of the lesson, you should be able to:
¾
¾
¾
¾
¾
¾

Format numbers as currency.
Format numbers with decimal places and commas.
Add percentage signs.
Change the date format.
Right align and center text.
Merge cells together.

Process
Formatting Numbers as Currency
Action Steps
What you do

What happens

1.

Select the cells. (Column E)

The cells highlight

2.

Right-click, then trace to and
click Format Cells.

Opens a shortcut menu, and then opens
the Format Cells dialogue box.

3.

Click the Number Page.

Opens the number page which lists
number categories

4.

Click Currency in the
Category list box.

Selects the Currency format and
displays more options on the Number
page.

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To format cells:
First, select the
cells.
Then, right-click
and choose Format
Cells.
OR
From the menu,
choose Format;
Cells.

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.Excel: 2003. icon. and the Currency Style icon . 6. Change the decimal place to “2.11 Learning Technologies/Software Training Page 4 ©2005 The University of Akron. as shown in screen shot. 2005. use the Decimal Places field on the right side of the Number page. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.03.Step Three The University of Akron What you do What happens 5. An alternative method would be to use the Increase Decimal or Decrease Decimal toolbar Changes the selected information decimal place. 7. To change the decimal place of the figure. Closes the dialog box and applies the Currency format to the selected cells.” Changes the selected information decimal place. Click the OK button. An example of formatted currency: Ver.

. as shown in screen below. toolbar 7. Opens a shortcut menu. Click on the Number Page. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. To format the number as a percentage. Change the decimal place field to zero. Click the Save icon. An example of a formatted percentage: Ver.11 Learning Technologies/Software Training Page 5 ©2005 The University of Akron.Excel: 2003. Saves the workbook. . Selects the Percentage format and displays the option for decimal places on the right side of the page. Tales you to the number Page. Default is set to 2 decimal places. select Percentage from the Category list box. Select the cells. An alternate would be to click the Percent Style icon on the Applies the new format to the cell. 2005. and then opens the Format Cells dialog box. 4. 6. Right-click. then trace to and click Format Cells. 3.03. (Column D) The cells will highlight 2. 5.Step Three The University of Akron Format a Percentage Action Steps What you do What happens 1.

These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.11 The University of Akron Learning Technologies/Software Training Page 6 ©2005 The University of Akron.Excel: 2003.03. . 2005.Step Three Ver.

5. Click the Save icon. 6. it means that the column is not wide enough to display the cells contents. Selects the Date category. One way to increase the column’s width is to place your mouse pointer in the column header on the dividing line between the columns. and then saves the workbook. and then selects the new date format. When your mouse pointer is on the dividing line.03. Closes the dialog box and applies the change to the dates in the selected cells. Opens a shortcut menu.Step Three The University of Akron Format Dates Action Steps What you do What happens 1. then trace to and click Format Cells. Right-click.11 Learning Technologies/Software Training Page 7 ©2005 The University of Akron. Reveals the worksheet. 2005. Select the cells you want to format. and then click on your choice from the Type list box. and then opens the Format Cells dialog box. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Then let go of the mouse button. 3. Click Date in the Category list box. Hold down the mouse headed arrow button and drag the dividing line to the right. Ver. . Take you to the Number page. it becomes a double. until you have the width you need. Click the OK button. 4. Increase the column’s width.Excel: 2003. (Column F) The cells will highlight 2. Click on the Number page. An example of a change in the date format: When the number sign is displayed across the cell.

center. The contents can be left aligned.Right Align.03. Select the cells you want to format. or justified. You can also center the contents of a cell across an entire range of cells. Column D. but you can change the alignment of any cell.11 Left-aligned Learning Technologies/Software Training Page 8 ©2005 The University of Akron. Per your selection. (Column A. 2. Excel will realign your selected cells. 2005. right aligned. An example of the re-aligned cells: Right-aligned Centered Ver.Step Three The University of Akron Aligning Text By default.Left) The cells will highlight. centered. Excel left-aligns text and right-aligns numbers.Excel: 2003.Center. Action Steps What you do What happens 1. In the formatting toolbar. . These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. left align. click on the icon for the type of alignment you want. Column F. or right align.

11 Learning Technologies/Software Training Page 9 ©2005 The University of Akron. (A2-G2) The cells will highlight 2. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Click on the toolbar icon. 2005. 3. Click on the Merge and Center icon. . Per your selection. Per your selection.Excel: 2003. Select the cells you want to format. An example of merged cells with text centered: Ver.03. Excel will merge your selected cells. Select cells A3-G3. Note: You can unmerge cells by clicking on the Merge and Center tool again. Excel will merge your selected cells.Step Three The University of Akron Merge Cells and Center Text Action Steps What you do What happens 1. to merge the cells into one larger cell and then center the text within the larger cell. Merge and Center.

Right-click. Action Steps What you do What happens 1. select the checkbox for Wrap Text. 5.Excel: 2003. . 2005. 3. Select the cells you want to format. and your selection of cells will be using word wrap. An example of unwrapped text: Ver. Selects the Wrap Text category. Select OK Return to your spreadsheet. and then opens the Format Cells dialog box.11 An example of wrapped text: Learning Technologies/Software Training Page 10 ©2005 The University of Akron. (Column G) The cells will highlight.Step Three The University of Akron Wrap Text within a Cell The Wrap Text option specifies that text in the selected cell will break into lines within a cell. 4. then trace to and click Format Cells. Click the Alignment Page. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Opens a shortcut menu.03. 2. Under Text Control. Opens the Alignment Page list.

Objectives After this part of the lesson. Ver. borders.Excel: 2003. applying shading and rotating text.03. adding color. ¾ Rotate Text.11 Learning Technologies/Software Training Page 11 ©2005 The University of Akron. . ¾ Apply bold and italics. 2005. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. ¾ Apply colors. and shading. you should be able to: ¾ Change font type and font size.Step Three The University of Akron Part B: Utilizing Special Effects Overview This lesson focuses on options that will enhance the appearance of your worksheet by changing your text.

With the list displayed. font 20) (A3 to Tahoma. then scroll down and click Times New Roman or whichever font you want. .03.Step Three The University of Akron Change Font and Font Size Action Steps What you do 1. Scroll if needed.Excel: 2003. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. An example of a changed font: Ver. Click on the font’s name. To quickly move to a particular font within the font drop down list: Click on the drop down arrow. 2.11 Learning Technologies/Software Training Page 12 ©2005 The University of Akron. font 16) Highlights the cells. 2005. 3. and then increases the font size. and then select the size. What happens Select the cells that you want to make a font change to. Opens the Font list box. Click the Font Size downarrow on the Formatting toolbar. type the first letter of the font’s name. Opens the Font Size list box. (A2 to Tahoma. then scrolls down the list and changes the text to Times New Roman or the desired font. Click the Font down-arrow on the Formatting toolbar.

Apply italics.11 Learning Technologies/Software Training Page 13 ©2005 The University of Akron. A10 and A12. Applies bold formatting to the selected cells.Excel: 2003. (A6) Selects the cells. 2. 5. An example of Bold Formatting: Ver. Select the cell that you want to change. Click the Italics icon on the Formatting toolbar. Select the cell that you want to change. 3. 4. Click the Bold icon on the Formatting toolbar. Applies italic formatting to the selected cell. Select cells A8. 2005. This will highlight the To bold or italicize nonconnecting cells. click CTRL random cells to which you want your formatting applied. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. and click on the various desired cells to highlight them and then use the Bold or Italics icons.03.Step Three The University of Akron Apply Bold and Italic Styles Action Steps What you do What happens 1. (G6) Selects the cells. .

A3 Light Blue.Step Three The University of Akron Change Text Color Action Steps What you do 1. 2005. . 2. and changes the color of the text in the selected cells to the chosen color.11 Learning Technologies/Software Training Page 14 ©2005 The University of Akron. (A2 Dark Blue.Excel: 2003. Select the cells that you want to make a font color change to. Opens the Font Color palette. The Color Palette: Ver.03. then click the color of choice What happens Selects the cells. A6-G6 Dark Pink) Click on the Font Color icon. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.

03. as shown below. Click the OK button. double line border) Selects the cells. . 2. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.Step Three The University of Akron Apply a Single Border Action Steps What you do What happens 1. Outline. Reveals the Border card. Opens the Format menu. 2005. Select the cells that you want to add a border to. or Inside) and the Border section. The Border Card with the Presets. Applies the style to the border 6. 4.11 Learning Technologies/Software Training Page 15 ©2005 The University of Akron. Click the desired Border icon(s) in the Presets area (None.Excel: 2003. then trace to and click Cells. Click the Border tab. Closes the dialog box and applies a single border to the bottom of the selected cells. 3. (Under A6-G6. 5. Select the Style of Border from the Line section. Border and Style areas marked: Presets Style Border Ver. Click Format. Applies a border to the bottom of the preview image in the dialog box. and then opens the Format Cells dialog box.

or select the cells that you want to shade. Ver. (Row 7 & Column B) Moves to cell A1. 6. then selects the entire worksheet or the cells highlighted. then click the Close Window button. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Click Format. and then closes it. Opens the Format menu.) An alternative method is to press Ctrl +A. then selects cell A1. and then click the Select All button. if desired. from the left in the fifth row of the Color section. 2. Reveals the Patterns card. Selects a light yellow color and shows a Click the light yellow color preview of how the color will appear in located on the third square the worksheet. or the desired color.Excel: 2003. The Cell Shading Color Palette and Patterns: After shading is applied to the worksheet. Click the Patterns tab. 2005.03. 5. and then opens the Format Cells dialog box. 4. Click the OK button. 3. Click the Save icon. Saves the workbook. then click cell A1. the gridlines are no longer visible. . then trace to and click Cells. (It is the gray colored rectangle at the junction of the row and the column headers. Press Ctrl+Home.11 Learning Technologies/Software Training Page 16 ©2005 The University of Akron.Step Three The University of Akron Apply Shading Action Steps What you do What happens 1. Closes the dialog and applies the color to the worksheet. Select a pattern from the Pattern dropdown.

Click the Alignment tab Returns the Alignment 4. 5. Rotates the text 20 degrees. 3. Changing the alignment to center will improve the text’s appearance. the text no longer appeared above the text for which it was a header. (Cell A6. Click Format on the menu bar. Your text will not be aligned with the text below it. The text was previously right aligned. then trace to and click Cells.11 Learning Technologies/Software Training Page 17 ©2005 The University of Akron. 6. Click on the center alignment icon on the toolbar. closes the Format Cells dialog box. 2005. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. 2. When you rotated it. Opens the Format Cells dialog box. Select the cell that you want to rotate text. Selects the Degrees text box. 20 degrees) Selects the cell. Type 20 (for example) and click on OK. Ver. .03.Step Three The University of Akron Rotate Text Action Steps What you do What happens 1. Double-click in the Degrees text box. and applies the rotation to the cell.Excel: 2003.

Conditional Formatting.11 What happens Column D is highlighted. Gray shading is applied if the cell’s value is greater than 50% (.03. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.Step Three The University of Akron Conditional Formatting Using conditional formatting.50). Click on the header for Column D to select all the cells in the column. click on Format. 2. 2005. Learning Technologies/Software Training Page 18 ©2005 The University of Akron. In this lesson. . you can visually identify critical highs or lows in a report. You can specify up to three conditions that apply to the value of a cell or the formula that produces the value in that cell. Ver. Action Steps What you do 1.Excel: 2003. you apply conditional formatting to the cells in column D. From the menu. The Conditional Formatting dialog box is displayed.

cell value is greater than . It is a gray.50) are shaded in gray.Excel: 2003. 6. type .11 All the cells in column D that meet the criterion (cell value is greater than . Click on the down arrow to select a math operator. What happens Here is the Conditional Formatting dialog box with the condition and formatting defined.50 (50% expressed as a decimal equivalent). In the edit box (third box). 4. Learning Technologies/Software Training Page 19 ©2005 The University of Akron. 5. Click on the OK button in the Conditional Formatting dialog box. .03. Select the fourth color down in the far right-hand column. Click on OK. is met. In this example. select greater than.Step Three The University of Akron What you do 3. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. c.50. Ver. 2005. a. d. Click on the folder tab for Patterns. b. Click on the Format button to display the Format Cells dialog box. Follow these steps to define the formatting that you want the cells to have if the condition.

¾ Create a Footer. . These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. dates. Ver. The Header and Footer list boxes each contain a list of preset text. and page numbers that you can apply to the workbook.03. You can also design a Custom Header or Custom Footer to get exactly what you want.11 Learning Technologies/Software Training Page 20 ©2005 The University of Akron. Objectives After this part of the lesson. 2005.Step Three The University of Akron Part C: Incorporating Headers & Footers Overview The Header/Footer card in the Page Setup dialog box allows you set up and preview headers and footers for the current workbook.Excel: 2003. you should be able to: ¾ Create a Header.

Click the Header/Footer tab. Click in the Center section list box.Excel: 2003. . Returns to the Page Setup dialog box. Closes the Header dialog box and displays the new header in the Page Setup dialog box. and then enters the custom header.11 Learning Technologies/Software Training Page 21 ©2005 The University of Akron.Step Three The University of Akron Create a Custom Header Action Steps What you do What happens 1. (CONFIDENTIAL) Places the insertion point in the Center section. Reveals the Header/Footer card. 2.03. 3. Trace down and select Header and Footer. Returns Page Setup dialogue box. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Opens the Header dialog box. 6. 5. 2005. 4. Click the Custom Header button. 7. Go to Create a Footer on the next page. Click the OK button in the Header dialog box. An example of a custom header in the Page Setup dialogue box: Ver. Double-click on the View option from the Menu Bar. and then type your header.

and then click the Page Number icon. Moves the insertion point to then type Page in the Right the Right section list box. Enters a space after Page. Click the Custom Footer button. Click the OK button in the Footer dialog box. in white. If you want to use the same header or footer on more than one worksheet. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. 5. then enters the text. Type your footer in the Left. open the Page Setup dialog box and setup the header or 1 To select more than one worksheet. 2. Closes the Page Setup dialog box and shows the worksheet in Print Preview. 3. and then inserts a placeholder for the page number. and section list box. If you want to add page numbers. Center.Your Name. 1 Then. To set headers and footers for the other worksheets.Step Three The University of Akron Create a Custom Footer Action Steps What you do What happens 1. Closes the Footer dialog box and displays the new footer in the Page Setup dialog box. then open the Page Setup dialog box and use the Header/Footer card to apply headers and footers. select the worksheets you want to include. RightPage Number) Enters the text.03. . 2005.Excel: 2003. but they will not appear on the other worksheets in the workbook.Class Name. Click the OK button in the Page Setup dialog box. Center. (Left. and/or the Right sections list boxes. hold down the CTRL key and click on the sheet tab for each of the sheets that you want to select. An example of the entry for a custom footer: The header and footer will now show up on any new pages that are printed from the Sheet1 worksheet. 4. first. Opens the Footer dialog box. click the sheet tab for the worksheet you want to print. Enter a space.11 Learning Technologies/Software Training Page 22 ©2005 The University of Akron. Ver. 6. The sheet tabs will appear as active.

2005.11 Learning Technologies/Software Training Page 23 ©2005 The University of Akron.03. Ver. .Excel: 2003. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.Step Three The University of Akron footer.

These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. and format picture. and then choose the font icon. Inserts the file name. Inserts the current time. .Step Three The University of Akron Header and Footer List Box Icons Excel 2002 has added 3 new icons to this list box – path and file. The following defines each of the icons available in the Header and Footer List box: ICON FUNCTION Allows you to change the Header/Footer font. You can use this in combination with the insert page number icon to add “Page 1 of 5” to the header/footer of a worksheet. Inserts the total number of pages. Inserts the path and file name.03.Excel: 2003. Select the text. Inserts the current date.11 Learning Technologies/Software Training Page 24 ©2005 The University of Akron. Ver. 2005. Inserts the page number. Inserts the sheet name. picture.

.03. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.Excel: 2003.11 Learning Technologies/Software Training Page 25 ©2005 The University of Akron. This icon will be unavailable until a picture has been added. 2005.Step Three ICON The University of Akron FUNCTION Inserts a picture. Format a picture. You must first insert the picture and then press the Format Picture icon. Ver.

¾ Adjust the centering of the worksheet. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. As you make changes. you should be able to: ¾ Preview your worksheet prior to printing.03. and you can adjust margins and centering. Ver. ¾ Set a print area to print only selected information.Excel: 2003. . Course Objectives After this part of the lesson. You can choose to print an entire workbook. ¾ Print the entire workbook.Step Three The University of Akron Part D: Managing the Print Function Overview Excel provides many options that let you specify how you want your work to print. 2005. When you are ready to print. the Print dialog box will let you choose what you want to print and how many copies you want. ¾ Adjust page margins. a chart. or a selected range of cells.11 Learning Technologies/Software Training Page 26 ©2005 The University of Akron. a single worksheet. you can use Print Preview to see how your work will look when you print it. You can change page orientation and scaling.

2005. Opens the File menu. Closes Print Preview and returns to the worksheet. Click the Close button on the Print Preview toolbar.03. Changes the mouse pointer to a magnifying glass pointer. Zooms out to a full-page view. Zooms in on the worksheet. Shows the contents of the second page. then trace to and click Print Preview. 3. 5.Excel: 2003. Click File. 2. 4. 6. Click below the scroll box on the vertical scroll bar.11 Learning Technologies/Software Training Page 27 ©2005 The University of Akron. Move the mouse pointer over the page. An example of Print Preview: Ver. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.Step Three The University of Akron Preview the Worksheet Action Steps What you do What happens 1. . and then displays the worksheet in Print Preview mode. Click the worksheet again. Click the title (or anywhere) on the worksheet.

03.11 Learning Technologies/Software Training Page 28 ©2005 The University of Akron. Select the Portrait option in the Orientation section. An example of scaling: Ver.Step Three The University of Akron Change Page Orientation and Scaling Action Steps What you do What happens 1. The sheet displays. Click on the Print Preview The Print Preview view is displayed. Click the OK button. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Page Setup to return the Page Setup dialog box. Specifies that the worksheet will be sized to fit on one page. Click on the Close button or the Esc key to return to the sheet. The second worksheet in the workbook is displayed. Use the Next button on the toolbar to see page 2. Note that there are 2 pages. 7. 3. 6. Specifies that the page will be wider than it is tall. This works the same as File. 4. Click on the Sheet 2 tab. Opens the Print Preview window and shows that the worksheet now fits on one page. 2. Click on the Setup button in the toolbar. icon in the toolbar . 5. . Select the Fit to Option in the Scaling section. 2005.Excel: 2003.

in the Right text box. Reveals the Margins card. and then sets the left margin to 1 inch. . Closes the Page Setup dialog box and shows the worksheet in Print Preview mode with new margins. Click File on the menu bar. and then type 1. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. or the desired spacing. and then opens the Page Setup dialog box. Selects the text in the Right text box. 3. Click the OK button. 2. 2005.11 Learning Technologies/Software Training Page 29 ©2005 The University of Akron. Selects the text in the Left text box. Opens the File menu. then trace to and click Page Setup. then type 1. or the desire spacing. and then sets the right margin to 1 inch. Click the Margins tab.Excel: 2003. Ver. Double-click in the Left text box.Step Three The University of Akron Set Page Margins Action Steps What you do What happens 1. 5.03. Press the Tab key. 4.

Click the OK button. Opens the File menu.Excel: 2003. 2. . 4. Select the Horizontally and Vertically options in the Center on page section. Click File on the menu bar. An example after adjustment for centering: Ver. Specifies that the worksheet will be centered on the page and adjusts the preview image to show the change. and then opens the Page Setup dialog box. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Click the Margins Tab. 3. Reveals the Margin Card. 2005. Returns to Print Preview and applies the changes.Step Three The University of Akron Adjust Centering Action Steps What you do What happens 1.11 Learning Technologies/Software Training Page 30 ©2005 The University of Akron.03. then trace to and click Page Setup.

Ver. Opens the File menu. Click cell A1.11 Learning Technologies/Software Training Page 31 ©2005 The University of Akron. Click on the File option from the menu bar. opens the Print Area submenu. then trace to and click Print Preview. Opens the File menu. and then clears the print area. then opens Print Preview and shows the print area.Step Three The University of Akron Setting Print Areas Set and Clear a Print Area Action Steps What you do What happens 1. Opens the File menu. 6. Click cell A1. opens the Print Area submenu. 2. trace to Print Area. 3. Selects the cell. and then sets the area that you want to print. 2005. then trace to and click Set Print Area.Excel: 2003. Click File. 4. Selects the cells. 5. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. then trace to and click Clear Print Area. Closes Print Preview and returns to the worksheet. Click File. and then scroll down and over to cover the area that you want in the printing area. . trace to Print Area. Click the Close button.03.

Specifies that only the currently selected cells will print. and then zooms in on the selection that will be printed. 5.Names) Selects the range of cells that you want to print.03. and then click the shaded area of the page. Click the Preview button. Closes Print Preview and returns to the worksheet. 2005. Opens Print Preview. Choose the Selection option in the Print what section. Zooms out.Excel: 2003. (Column A. Click the Close button.Step Three The University of Akron Print a Selection Action Steps What you do What happens 1. 3. Click the page again. 2. click the OK button instead of the Preview button in the Print dialog box. An example of selected text: Ver. Opens the File menu. 6. then trace to and select Print. Click File. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron.11 Learning Technologies/Software Training Page 32 ©2005 The University of Akron. . 4. To print the selection. and then opens the Print dialog box. Click cells that you want to print.

6. Select the Entire workbook option in the Print what section. then click the Close Window button. Click the Save button.03. 7. 2.Step Three The University of Akron Print the Entire Workbook Action Steps What you do What happens 1. Click any visible cell. and then opens the Print dialog box. 4. Shows the Sheet2 worksheet. and then press Ctrl + Home.Excel: 2003. These materials may not be reproduced in whole or in part without the express written permission of The University of Akron. Click the Preview button. Saves the workbook. Click the worksheet again. Deselects the chart. then closes Print Preview and returns to the Sheet2 worksheet. . 2005. then zooms in. Opens the File menu. Ver. then trace to and click Print. 5.11 Learning Technologies/Software Training To print the entire workbook. Click the Setup button. specifies that gridlines will print. and then click the text at the top of the worksheet. and then click the OK button. Specifies that the entire workbook will be printed. 3. Opens the Page Setup dialog box. select the Gridlines option. Shows the Sheet1 worksheet in Print Preview. Click File. Zooms out to a full-page view. 8. and on the Sheet tab. Page 33 ©2005 The University of Akron. then closes the dialog box and shows Sheet2 in Print Preview with gridlines. and then moves to cell A1. and then click the Close button. and then closes the workbook. Click the Next button. click the OK button in the Print dialog box.

or another Web page. . Press [CTRL+C].11 Information Technology Services Press [CTRL+V]. Paste: Use the Paste button to place a copy of the object currently stored on the Clipboard into the workbook. Format Painter: Use the Format Painter button to copy the formatting of the selected object and apply the same formatting to other objects. Open: Use the Open button to open an existing workbook on your computer or network. Press [F1]. 2005. Copy: Use the Copy button to place a copy of a selected object on the Clipboard for later use. Press [F11]. Insert Hyperlink: Use the Insert Hyperlink button to insert or edit a hyperlink that jumps to another document. Print Preview: Use the Print Preview button to activate Print Preview mode. Paste Function: Use the Paste Function button to open the Paste Function dialog box to begin creating a function. New: Use the New button to open a new. Press [CTRL+O]. which lets you see how your worksheet or print area will look on the printed page.Excel Common Tools The University of Akron Appendix: Excel Common Tools And Shortcuts Standard Tools Button Description Alternate Method AutoSum: Use the AutoSum button to insert a function that totals a proposed range. Press [CTRL+X]. Office Assistant: Use the Office Assistant button to open or activate the Office Assistant to get help or tips as you work with Excel. Press [ALT+=]. Cut: Use the Cut button to remove the selected object and place it on the Clipboard for later use. Drawing: Use the Drawing button to toggle between showing and hiding the Drawing toolbar.03. Any current workbooks will remain open in the background. Chart Wizard: Use the Chart Wizard button to create or modify a chart. Page 1 Ver. Press [CTRL+N]. another application’s file. blank workbook.

Alternate Method Align Right: Use the Align Right button to align the cell contents at the right edge of the selected cells. Border: Use the Border button to apply the current border to the selected object. Undo: Use the Undo button to reverse an action that Press [CTRL+Z]. Spelling: Use the Spelling button to check the spelling of the worksheet. Use the down-arrow to open a list of actions that can be undone simultaneously.03. Formatting Tools Button Description Align Left: Use the Align Left button to align the cell contents at the left edge of the selected cells. . Zoom: Use the Zoom list box to change how large or small the worksheet appears on the screen. Center: Use the Center button to center the cell contents in the selected cell. Use the down-arrow to open a list of preset options. Sort Ascending: Use the Sort Ascending button to sort the selected rows in ascending order. Sort Descending: Use the Sort Descending button to sort the selected rows in descending order. Use the down-arrow to open a list of actions that can be restored simultaneously. Save: Use the Save button to save the current workbook. you have just performed.11 Information Technology Services Press [CTRL+B]. Press [F7]. Press [F4]. 2005. Press [CTRL+S]. Page 2 Ver. Redo: Use the Redo button to restore an action that you have just undone. Use the down-arrow to select a different border style to apply to the selected object. Bold: Use the Bold button to apply bold formatting to the contents of the selected cells.Excel Common Tools The University of Akron Print: Use the Print button to print one copy of the current worksheet or print area using the default print settings.

Decrease Decimal: Use the Decrease Decimal button to remove one decimal place from the contents of the selected cells. Press [CTRL+SHIFT+$]. Press [CTRL+ SHIFT+F]. 2005. Decrease Indent: Use the Decrease Indent button to decrease the indent of the contents of the selected cell one character width. Increase Indent: Use the Increase Indent button to indent the contents of the selected cells one character width. Use the downarrow to open a list of installed fonts.03. . then press [ALT+DOWN] to open the font size list.11 Information Technology Services Press [CTRL+I]. Press [CTRL+ SHIFT+P]. Increase Decimal: Use the Increase Decimal button to add one decimal place to the contents of the selected cells.Excel Common Tools The University of Akron Comma Style: Use the Comma Style button to apply a comma format to the contents of the selected cells. Font Size List Box: Use the Font Size list box to apply a font size to the contents of the selected cells. Use the down-arrow to open a list of preset sizes or type the size you want. and then press [ALT+DOWN] to open the font list. Fill Color: Use the Fill Color button to apply the current color to the selected cells. Use the down-arrow to select a different color to apply to the selected text. Use the downarrow to select a different color to apply to the selected cells. Currency Style: Use the Currency Style button to apply a currency format to the contents of the selected cells. Font Color: Use the Font Color button to apply the current color to the contents of the selected cells. Font List Box: Use the Font list box to apply an installed font to the contents of the selected cells. Page 3 Ver. Italic: Use the Italic button to apply italic formatting to the contents of the selected cells.

Press [PAGE UP]. Press [PAGE DOWN]. Move one screen up. Move to the end of the worksheet. Press [CTRL] + one of the arrow keys. Press [CTRL+RIGHT]. Move one screen down. Percent Style: Use the Percent Style button to apply a percent format to the contents of the selected cells. 2005.Excel Common Tools The University of Akron Merge And Center: Use the Merge and Center button to merge the selected cells and center the contents in the new cell. Press [CTRL+U]. Press [CTRL+END].03. Underline: Use the Underline button to apply underline formatting to the contents of the selected cells. Page 4 Ver. Press [CTRL+SHIFT+%]. Move one cell in a given direction. Press [HOME]. Move to the edge of the current data region. Move to the end of a row. Press one of the arrow keys. Navigation Shortcuts Objective Go to cell A1. . Move to the beginning of a row.11 Information Technology Services How To Get There Press [CTRL+HOME].