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									                                              L      E       S      S       O      N          6

                                                   Printing a worksheet

                                           Suggested teaching time           40-50 minutes

Lesson objectives
To prepare a worksheet for printing, you will:

a   Check the spelling of the worksheet by using Excel’s spelling check feature.

b   View a representation of a worksheet as it would appear printed by using the Print
    Preview command.

c   Adjust margins, scaling, headers, footers, and print titles by using the Preview screen
    and the Page Setup dialog box.

d   Print a portion of a worksheet by creating and using a name for a range of cells.

  Excel 2000: Worksheets                                                                               Ashbury Training

                a           Checking spelling
            Concepts >      To check the spelling of an entire worksheet, select cell A1, and then click on the
                            Spelling button on the Standard toolbar. If you do not select cell A1, when the
                            spelling checker reaches the end of the worksheet, you will be prompted to have
                            the spelling checker continue checking from the beginning of the worksheet.

                            Any word that is not recognized by Excel’s dictionary is listed in the Spelling
& Suggest that              dialog box. Normally, Excel will suggest one or more words (replacement
students have a             spellings).
manager who wants to
present the worksheet       If you agree with Excel's suggested change, click on Change. To specify another
at an upcoming
meeting. Ask them
                            suggestion, select another item from the list; or select the text in the Change To
what they would do          text box, and enter a suggestion of your own. If "No Suggestions" is displayed in
before giving any kind      the Suggestions list box, enter a correction and click on Change, or click on
of document to              Ignore to bypass this entry.
someone else. (Check
for spelling errors.)       Buttons to change all occurrences of a word (Change All) and to ignore all
                            occurrences of a word (Ignore All) are also available. To add a word to Excel’s
                            dictionary, use the Add button.

                            In addition, you can check the spelling of a range of cells, rather than the entire
                            worksheet. Select the range that you want to check, and click on the Spelling

                            Task A-1: Checking the spelling in a worksheet
                               What you do                       Comments/Prompts

                            1. Open Short Report                 This worksheet contains a spelling error.

                                If necessary, select cell A1

                            2. Click on the Spelling button

                                                                 (On the Standard toolbar.) If necessary, use the
                                                                 More Buttons button.

By default, Excel           3. Observe the Spelling dialog
suggests possible              box
spelling alternatives. In
this task, students
select the correct
spelling and click on
Change. Mention that
the spelling checker
will sometimes flag
proper names that are
not in Excel’s                                                   The word “Division” has been incorrectly spelled
dictionary; clicking on                                          “Divison.”
Ignore bypasses such

Ashbury Training                                                               Lesson 6: Printing a worksheet

                   4. In the Suggestions list box,   To select the suggested spelling. The correct spelling
                      click on Division              is now displayed in the Change To text box.

                      Click on Change                To correct the error and continue searching for
                                                     other possible errors.

                   5. Observe the message box        Excel informs you that it has checked the spelling
                                                     for the entire sheet.
                      Click on OK

                   6. Save the file as My Short

  Excel 2000: Worksheets                                                                             Ashbury Training

                b          Using the Print Preview command
           Concepts >      Unless you specify otherwise, Excel will print the entire active area of the active
                           sheet when you choose File, Print.

                           To preview each page exactly as it will appear when it is printed, choose File,
                           Print Preview or click on the Print Preview button. When you preview a
                           printout, the printout is displayed in a Preview window. Buttons at the top of
                           the window enable you to view or magnify pages, print the document, display
                           and change the margins, or return to the worksheet.

                           Note: Before you can print or preview a printout, you need to have a printer

                           Task B-1: Examining the Short Report file by using Print Preview
                               What you do                      Comments/Prompts
In this task, students
view a small               1. On the Standard toolbar,
worksheet that is only        click on the Print Preview
one printed page. They        button
use Print Preview to
see what the default       2. Place the mouse pointer           The mouse pointer changes to a magnifying glass.
printout will look like.      over the header of the

                           3. Click the mouse button            To zoom in on the header portion of the worksheet.
                                                                The default header is the name of the sheet you are
                                                                previewing; in this case it is Sheet1.

                           4. Click the mouse button            To zoom out, so that the whole page is displayed.

                           5. Observe the status bar            The message “Preview: Page 1 of 1” is displayed.

                           6. Click on Setup...                 To access the Page Setup dialog box.

                           7. Select the Margins tab

                           8. Under Center On Page,
                              check Horizontally

                               Click on OK                      To center the worksheet horizontally on the page.

                           9. Click on the Close button         To close Print Preview and return to the worksheet.

                           10. Save and close the file

  Ashbury Training                                                                     Lesson 6: Printing a worksheet

                           Task B-2: Examining the Long Report file by using Print Preview
                           q Objective: To observe some of the situations that might arise when you need to
                             print large worksheets.
                              What you do                    Comments/Prompts

& It might be more         1. Open Long Report               The spelling in this file has already been checked.
common to use Print
Preview to discover that   2. Scroll through the             This worksheet contains data for January through
your printout is more         worksheet                      August, for four divisions: Australian, European,
than one page long and                                       South American, and Canadian.
might not print out
neatly. Students will      3. Press C + h                    To return to cell A1.
encounter this scenario
with the file Long         4. Click on the Print Preview

                           5. Observe the status bar         You are viewing page 1 of 4.

                           6. Press d 3 times                This worksheet has not been prepared for printing.
                                                             You will prepare it in upcoming tasks.

  Excel 2000: Worksheets                                                                          Ashbury Training

                c          Printing a large worksheet
                           Changing margins
           Concepts >      There are six default margins for a worksheet printout. The right and left
                           margins determine the amount of space at the right and left edge of the paper.
                           The top and bottom margins determine the amount of space at the top and
                           bottom of the paper.

                           The header and footer margins determine the amount of space between the
                           header or footer and the body of the worksheet printout. In the Preview window,
                           click on the Margins button to display the margins as lines on the worksheet

                           You can change the margins by entering new values in the Page Setup dialog
                           box or by clicking on the Margins button and dragging the margin lines on the
                           worksheet preview.

                           Task C-1: Changing margins
                           ü Before you begin: Long Report is displayed in Print Preview.
                              What you do                     Comments/Prompts

                           1. Return to the preview of
                              page 1

When your printout is      2. Click on Margins and observe
wider than one page,          the screen
try expanding the left
and right margins in
order to fit more on the

                                                              Margin, header, and footer markers are displayed.

                           3. Place the mouse pointer on
                              the left-margin line

  Ashbury Training                                                                     Lesson 6: Printing a worksheet

                         4. Press and hold the mouse         The status bar displays the distance in inches from
                            button                           the left side of the paper.
It is possible that
students will not be     5. Drag the left-margin line to
able to get exactly         the left until the status bar
0.50. Emphasize that        displays approximately 0.50
approximately 0.50 is
fine. Mention that
when precision is           Release the mouse button         The text shifts to the new left margin.
required, students can
use the Page Setup       6. Change the right margin to       Because another full column of information cannot
dialog box.                 approximately 0.5 inch           fit on the page, the right margin change does not
                                                             change the appearance of the preview.

                         7. Observe the status bar           The message “Preview: Page 1 of 4” indicates that
                                                             this document would still create a four-page

                         8. Click on Margins                 To remove the display of margin lines from the

                         Using headers and footers
           Concepts >    Be default, Excel uses no headers or footers. You can choose to add headers and
                         footers from a selection of predefined formats, or you can create custom headers
                         and footers.

                         To add a header or footer, choose File, Page Setup (or click on the Setup button
                         in the Preview window) and click on the Header/Footer tab. To use a predefined
                         format, select the desired format from the Header or Footer drop-down lists and
                         click on OK.

                         To create a custom header or footer, click on Custom Header or Custom Footer.
                         You can then format or edit the selected header or footer in the Header or Footer
                         dialog boxes. Buttons are provided that make creating common headers and
                         footers easier. The buttons are labeled in Figure 6-1.

                          Font     Total Pages   Time   Sheet Name

                                 Page       Date     File Name

                         Figure 6-1: The Custom Header and Custom Footer buttons.

  Excel 2000: Worksheets                                                                            Ashbury Training

                           Task C-2: Adding a header and footer
                           ü Before you begin: Long Report is displayed in Print Preview.
                              What you do                      Comments/Prompts
Define the terms
header and footer          1. Click on Setup...
before proceeding with
this task.                 2. Select the Header/Footer tab

                           3. Observe the default header       The default header is Sheet1, and the default footer
                              and footer                       contains the page number.

                           4. Click on Custom Header...
   Custom headers
and custom footers
                           5. In the Left Section box, type
                              Draft Report

                           6. Press T twice                    To move the insertion point to the Right Section box.

                           7. Click on the Date button

                                                               To add the current date to the header.

                           8. Click on OK

                           9. Under Footer, click on the
                              drop-down arrow

                              Select Page 1 of ?               You might need to scroll up to see it.

                           10. Click on OK

                              Observe the header and           (Click on the preview or the Zoom button.) The
                              footer                           header includes the report name and date, and the
                                                               footer includes the pagination.

                           11. Click on the Close button

                           Using print titles
          Concepts >       If your printout contains multiple pages, you might want a title heading or
                           column headings on top of each page, or row headings in the first column of each
                           page. To create print titles:

                           1. Position the worksheet so that the rows or columns that contain the title(s)
                              are displayed.
                           2. Choose File, Page Setup, and select the Sheet tab.
                           3. In the Print Titles box, enter the rows or columns that you want printed as
                              titles (you can use the mouse to select the row or column headings on the
                           4. Click on OK.

  Ashbury Training                                                                        Lesson 6: Printing a worksheet

                          Task C-3: Using print titles
                          q Objective: To print the text in rows 1, 2, and 3 at the top of each page.
                               What you do                     Comments/Prompts

                          1. Choose _File_

                          2. Select the Sheet tab

                          3. In the Print Titles section,      You will repeat the text in rows 1, 2, and 3 of the
                             click in the Rows To Repeat       worksheet on the top of each page of the printout.
                             At Top text box

                          4. On the worksheet, select          (You might need to drag the dialog box to the right
                             the headings for rows 1, 2,       to see the row headings.)
                             and 3

                          5. In the Page Setup dialog
                             box, click on Print Preview

                          6. Press d several times             To see the print titles on all pages.

                          Confining your printout to a specific number of pages
           Concepts >     Your worksheet might not print on the number of pages that you want. You can
                          scale the printout to fit the number of pages you prefer:

                          1.    From Print Preview, click on the Setup button, or from the worksheet,
                                choose File, Page Setup.
                          2.    Select the Page tab.
                          3.    Adjust the entries in the Scaling box.

                          Task C-4: Fitting the report to two pages
                          ü Before you begin: Long Report is displayed in Print Preview.
                               What you do                     Comments/Prompts

                          1. Click on Setup...

                               Select the Page tab, if
When changing the
margins does not          2. Under Scaling, select Fit To
solve the problem with
the printout width, try
using the Fit To Page          Change the Fit To settings      To fit the width to one page.
option.                        to 1 Page(s) Wide By 2 Tall

                          3. Click on OK

Excel 2000: Worksheets                                                                             Ashbury Training

                         4. Observe the status bar            The message “Preview: Page 2 of 2” indicates that
                                                              you have been successful at reducing the number of
                                                              pages in the Long Report printout. However, Excel
                                                              now puts a page break in an undesirable place.

                         5. Press u to view the contents
                            of page 1

                         6. Zoom in on the preview            Page 1 includes data for three divisions and the
                                                              heading of the fourth division, Canadian.

                         7. Click on the preview              To zoom out.

                         Inserting page breaks
         Concepts >      When a worksheet printout is too large to fit on one piece of paper, Excel inserts
                         automatic page breaks based on the paper size, margin settings, and scaling
                         options in the Page Setup dialog box. You can manually insert page breaks.

                         To adjust a page break while in Print Preview, click on the Page Break Preview
                         button, and drag the page break to the correct row.

                         To insert a page break directly in the worksheet, select the cell in column A, or
                         an entire row, that you want to print on the new page; choose Insert, Page
                         Break. A dashed line is displayed above the row of the selected cell.

                         To remove a page break, select the cell or row that was selected to create the
                         page break and choose Insert, Remove Page Break.

                         Task C-5: Inserting a page break
                         q Objective: To more evenly distribute the contents of Long Report between two
                         ü Before you begin: Long Report is displayed in Print Preview.
                            What you do                       Comments/Prompts

                         1. Click on the Page Break
                            Preview button

                         2. Observe the dialog box            You can adjust the page break’s position to place it
                                                              specifically where you want it.
                            Click on OK

                         3. Scroll to and observe the         It is represented by a bold, dashed line below the
                            page break                        column headers for the Canadian division.

                         4. Drag the page break up to         (Press and hold the mouse button.) To move the
                            between rows 35 and 36            page break to before the South American Division.

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Ashbury Training                                                            Lesson 6: Printing a worksheet

                   5. Click on the Print Preview   The Australian and European divisions are on
                      button                       page 1, and the South American and Canadian
                                                   divisions are on page 2.

                   6. Click on Normal View         To return to the worksheet.

                   7. Observe the page break       The page break is represented by a dashed line.
                      between rows 35 and 36

                   8. Save the file as My Long

                                                                                                   6 - 11
  Excel 2000: Worksheets                                                                              Ashbury Training

               d           Additional print options
                           Naming cells or ranges of cells
           Concepts >      A name can be defined to refer to a cell, a group of cells, a value, or a formula.
                           After names are defined in a workbook, you can use them to move quickly to a
                           certain area of the workbook.

                           Names can be helpful when printing different sections of a workbook. You can
                           access available names by examining the contents of the Name box, on the far
                           left end of the formula bar. To go to a named cell or range, select the name from
                           the Name list.

                           Task D-1: Using a name
                           q Objective: To use a name that has been defined already in this workbook.
                              What you do                       Comments/Prompts
Mention that names
have many uses in          1. Click on the drop-down
Excel; in this lesson,        arrow beside the Name box
students see them
used only in the
context of printing.
Point out that these                                            The names European and Print_Titles have been
names cannot contain
                                                                defined in this workbook.

                           2. Click on European                 The European Division, beginning with cell A20, is

                           Defining names
           Concepts >      To define a name, select the cell or range of cells that you want to name, click in
                           the Name box (also referred to as the reference area), and enter the name. (You
                           can also name a cell or range of cells by using the Insert, Name, Define

                           Task D-2: Defining a name for a range of cells
                           q Objective: To assign the name Canadian to the Canadian Division’s data.
                              What you do                       Comments/Prompts

                           1. Scroll until you can see
                              cell A51

                           2. Select cell A51                   This is the beginning of the Canadian Division’s

                           3. Use the scroll bars to locate     It is important not to click the mouse button; you
                              cell J63                          will be selecting A51:J63.

  6 - 12
Ashbury Training                                                                    Lesson 6: Printing a worksheet

                      4. While pressing S, click on
                         cell J63

                         Release S                        You have selected the data for the Canadian
                                                          Division, A51:J63.

                      5. Click in the Name box

                      6. Type Canadian

                         Press R                          To assign the name Canadian to the selected range.

                      7. Press C + h

                      8. Display the list of available    There are now three names: Canadian, European,
                         names in the worksheet           and Print_Titles.

                      9. Press E                          To close the drop-down list.

                      Specifying a range to print
         Concepts >   You can specify the area of the workbook that you want to print in several ways.
                      One method is to go to a named area, select that area, and then choose File,
                      Print; in the Print What box, select Selection. This method is useful if you plan
                      to print different areas of a workbook or if you want to print only what is
                      currently displayed on your screen.

                      Another option is to select an area of the workbook, and then choose File, Print
                      Area, Set Print Area. This area remains the print area until you choose File,
                      Print Area, Clear Print Area.

                      For more printing options, please refer to Excel's online Help system.

                      Task D-3: Specifying a range to print
                         What you do                      Comments/Prompts

                      1. Press 5                          The Go To dialog box is displayed.

                      2. Double-click on Canadian         To select and move to the Canadian Division data.

                      3. Choose _File_   _Print..._

                         Under Print What, select

                                                          To specify that you want to print just the area
                                                          currently selected in the worksheet.

                                                                                                           6 - 13
Excel 2000: Worksheets                                                                   Ashbury Training

                         4. Click on Preview          The Canadian Division is displayed with the print
                                                      titles that you defined in an earlier task.

                         5. Click on Close

                         6. Save and close the file

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Ashbury Training                                                                   Lesson 6: Printing a worksheet

              (    Practice Unit for Lesson 6
                   In this activity, you will preview and create print settings for a worksheet file.

                   1. Open Practice - Budget Preview.
                   2. Preview the worksheet printout.
                   3. Zoom to observe the header.
                   4. Create a custom header: in the center, type the word DRAFT; to the right,
                      insert the current date.
                   5. Adjust the margins so that the report will print centered on the page
                   6. Zoom in to observe the header.
                   7. Save the file as My Practice - Budget Preview
                   8. Close the file.

                                                                                                          6 - 15
Excel 2000: Worksheets

    )             Wrap-up for Lesson 6
                  a      Describe how to access Excel’s spelling checker feature.
                         Click on the Spelling button.

                  b      What are some advantages to using Print Preview before you send a
                         worksheet to a printer?
                         Answers might include: you can view the effects of changing margins,
                         headers, footers, and page breaks before you print your worksheet; you
                         can eliminate the need to print a worksheet several times to create a
                         satisfactory printout.

                  c      What are some features that you might use when printing your own
                         Answers might include changing margins, scaling, adding headers and
                         footers, and setting print titles.

                  d      What is a benefit of naming a range of cells?
                         When you name a range of cells, you can quickly refer to that range by
                         using its name when printing, or when moving to a specific location on
                         the worksheet.

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