MULTIPLE PANES, AND FREEZE WINDOWS
EXERCISE 5-5: CREATING, SHOWING AND DELETING CUSTOM VIEWS
In this exercise you will create three views, display the views, and then delete them.
Create Views
1. Open workbook Chapter 5 if it isn’t already open. Click the Custom tab.
2. Drag across column heads D, E, F, and G to select them. Right-click the selected
text and select Hide.
3. Click the Ribbon’s View tab. In the Workbook Views group click the Custom Views
button.
4. Click the Add button in the Custom Views window.
Enter Original View for the name of the custom view as shown in Figure 5-30 .
Click the OK button.
5. Drag across column heads C and H to select them. Right-click the selected text and
select Unhide.
6. Drag across row heads 15 to 20 to select them. Right-click the selected text and
select Hide.
7. Click the Ribbon’s View tab. In the Workbook Views group, click the Custom Views
button.
8. Click the Add button in the Custom Views window.
9. Enter Hidden Rows for the name of the custom view. Click the OK button.
10. On the Ribbon’s Page Layout tab, in the Page Setup group, click the Orientation
button then select Landscape.
11. Select the range A1:K6. Click the Ribbon’s Page Layout tab; in the Page Setup
group, click the Print Area button. Select Set Print Area. In the Sheet Options group, Figure 5-30. Add View window
14. In the Custom Views window click the Add button. Enter Print Change for the Name in the Add View window. Click the OK button.
Show a View
1. Click the Custom Views button. Click Original View and then click the Show button.
See Figure 5-31 (columns D through G are hidden).
2. Click the Custom Views button. Click Hidden Rows and then click the Show button.
Rows 15 through 20 are hidden.
3. Click the Custom Views button. Click Print Change and then click the Show button.
Click the Ribbon’s File tab. Click Print in the left pane.
You can see that only what you selected for the print area is going to print and it is in landscape mode. Click the Return button.
Delet e a View
1. In the Workbook Views group click the Custom Views button.
2. Select a View and then click the Delete button. You will be asked to confirm the
deletion. Click Yes.
3. Repeat steps 1 and 2 for the other two views.
Figure 5-31. Custom Views window
This section showed you how to create your own custom views so that the same worksheet can be viewed in different ways. Each custom view is assigned its own name. All the custom views for the workbook are stored within the workbook. If you didn’t use custom views, you would have to save different versions of the workbook to get the same result.
Summary
Excel can display a spreadsheet in one of three different views. Normal view is the view you will use most of the time. Page Break view is useful for adjusting page breaks. Page Layout view provides a quick way to add, edit, and delete headers and footers.
Custom views allow you or other users to switch back and forth between different views of the same spreadsheet. An example would be you create one view to show all of your data, a second view to show certain columns, and a third view to print a portion of a worksheet.
You have split worksheets into multiple panes and then scrolled through the individual panes. You’ve practiced making the worksheet look the way you want it to and used many of the buttons you can see when you open Excel. Next, you will be learning about the “Backstage” which includes more options for saving the workbook in different formats and how to keep track of information about when the workbook was created and why. You’ll also practice how to share workbooks via e-mail. Other features and tabs discussed next include how to keep track of your recent work and how to use the navigation pane.
The File tab, unlike the other tabs, doesn’t bring up a series of groups with buttons on them; rather, it brings up what is called the Backstage. This area is called the Backstage because the options on the Backstage are things that are handled behind the scenes from the workbook such as handling files, printing, sharing and exporting workbooks, account information, and selecting the options that change how Excel works. It also displays information about the workbook.
After reading and working through this chapter you should be able to
• Save a workbook in different formats
• Add and edit information about a file and its properties
• Use various options to print the workbook the way you want it to appear
• Send a workbook as an e-mail attachment
• Search for a template that meets your needs
• Open a workbook by browsing for it or by using the Recent list
• Specify the number of workbooks that appear in the Recent list
• Keep workbooks on the Recent list
• Place recently opened workbooks in the Navigation pane
• Set Excel Options
Backstage Overview
Figure 6-1 shows the Backstage. Clicking a group item in the Navigation pane such as Info, New, Open, etc., displays information and options for that grouping in the area to the right. We will cover most of the groups in the Navigation pane.
The list that follows shows some of the things that you can do from Backstage:
• Save files in many different formats
• Change printer settings
• Protect the workbook
• Save the workbook to OneDrive
• Give others rights to your workbook
• E-mail the workbook in various formats
• Add and remove personal information from the workbook
• Check the accessibility of your workbook for those with disabilities
• Check for compatibility with previous Excel versions
• Update Excel
• Change information on your Microsoft Account
• Specify the number of workbooks that appear in the Recent list
• Pin workbooks to the backstage pane
• Recover unsaved workbooks
Table 6-1 lists some of the groups from the Navigation pane and describes them.
Table 6-1. Backstage Navigation Groups and Their Descriptions Group Description
Info Displays information about the currently opened workbook.
New Creates a new blank workbook or creates a workbook from a template.
Open Opens an existing Excel workbook.
Save Saves updates to the currently open workbook. Doesn’t change the name of the existing workbook.
Save As Saves a workbook that hasn’t been previously saved. It can also be used to create a second copy of the currently open workbook and assign it a different name.
Print Prints options for printing the workbook.
Share Provides options for sharing your workbook with others.
Close Closes the workbook.
Account Provides your Microsoft Office Account Information.
Options Shows options you can set to change how Excel works.
Info Group–Viewing, Adding, and Editing Information About the Workbook
The Info group is displayed by default in the Backstage when you click the File tab. See Figure 6-1 .
■ Note If you start a new workbook and click the File tab without having made an entry into a cell, then your Backstage will display with the Open group selected. Excel assumes that since there are no entries you want to open a workbook.
The Info group displays information about the currently open workbook and handles information
Properties Pane
When you look at a file in Windows Explorer you can see the file’s name, its date, and size, but often this isn’t enough information. Additional information about the file can be entered or viewed in the Properties pane, located to the right of the Info pane. At the bottom of the Properties pane you can click Show All Properties if not all of the properties are currently showing. You can click Show Fewer Properties if all properties are currently showing.
You can enter or edit the properties directly on this window. You can enter such things as the title, tags, categories, Company, and Manager.
Clicking the down arrow next to Properties in the Properties pane brings up the Advanced Properties button shown in Figure 6-2 . Clicking the Advanced Properties button displays the Properties dialog box as shown in Figure 6-3 .
Figure 6-1. Backstage when accessed from a workbook with data in it
Some of the information you enter in the properties dialog box can be viewed in the Properties pane. It is also displayed at the bottom of the Save As window as shown in Figure 6-4 . The information you enter here is useful as documentation and can help you search for the workbook.
Figure 6-2. Advanced Properties button
Figure 6-3. Workbook Properties dialog box
window. Select the Details tab to see the information you entered. See Figure 6-5 .
Figure 6-5. Workbook information for the Workbook named Oct_Week1_ Income
Protect Workbook Options
In the Info pane, clicking the Protect Workbook button brings up a menu of options for different ways of protecting your workbook. See Figure 6-6 . We will cover Mark as Final, Encrypt with Password, and Protect Workbook Structure. These aren’t the only options for protecting your workbook. We look at other ways to protect your workbook later in this chapter.
Figure 6-6. Options for protecting a workbook
Mark as Final
Selecting Mark as Final will make your workbook read only. You won’t be able to make any changes to any worksheet and you won’t be able to create any new worksheets. Clicking the Mark as Final button will bring up the message box shown in Figure 6-7 .
Clicking the OK button brings up the message window shown in Figure 6-8 .
Figure 6-8. Message informing that editing is complete and this is the final version
The workbook opens with a Marked as Final icon on the status bar and a message above the worksheet indicating that the author has marked the workbook as final to discourage editing. See Figure 6-9 . If you or anyone you give this workbook to decides that a change is necessary, it can be done by clicking the Edit Anyway button. Clicking this button allows you to make any changes or additions to any worksheet in the workbook.
Figure 6-9. Workbook that has been Marked as Final
Encrypt with Password
Selecting this option requires you to enter a password and then verify it. It uses 128-bit advanced encryption to make your file more secure. You will need to use this password the next time you open the file.
■ Note Microsoft does not provide a way to recover passwords created in Microsoft Office.
Protect Workbook Structure
This option prevents users from adding or deleting worksheets; hiding and unhiding worksheets; and moving, copying, or renaming worksheets. You can add a password to this option if you desire. See Figure 6-10 .
Figure 6-10. Structure protection selected to prevent user from making changes
Figure 6-11. Message notifying user that the structure has been locked and a password is required to open the workbook
If password protection has been applied to the workbook and if protection for workbook structure has been applied, the Protect Workbook area would notify you of this. See Figure 6-11 .
Check for Issues
Just to the right of the Check for Issues button is the Inspect Workbook area. The Inspect Workbook shows
The Check for Issues button has options for checking if the workbook contains personal information, checking if the workbook can be easily read by users with disabilities, and checking for compatibility with previous Excel versions. See Figure 6-13 . We will cover the Inspect Document and Check Compatibility.
Figure 6-12. Inspect Workbook shows items that have not been resolved
Figure 6-13. Check for Issues options
Inspect Document
The Document Inspector helps you find personal and hidden information that you may want to remove before sharing this document with anybody else. If you run Inspect Document before you have saved your Excel workbook, you will get the warning message in Figure 6-14 that you should click Yes to save the file now, otherwise you might lose some of your data.
If you have already saved the file or you have responded to the message in Figure 6-14 , then the Document Inspector dialog box displays. See Figure 6-15 . Check each check box in the Document Inspector that you want to check.
Figure 6-15. Select items you want inspected
Figure 6-14. Message informing user to click the Yes button to save the file
Figure 6-16. Excel reports on personal or hidden data it has found for the options you selected
Figure 6-17. Compatibility Checker
Check Compatibility
Excel 2016 has capabilities that previous versions did not. If you want to share a 2016 workbook with someone else who doesn’t have 2016 you will want to run the Compatibility Checker. The Compatibility Checker gives a report on what functionality may be lost and how many times that functionality occurs in the workbook. See Figure 6-17 . If you save a workbook in the Excel 97-2003 format the Compatibility Checker will run automatically. Workbooks in the 97-2003 format have a file extension of .xls . Workbooks starting with version 2007 have an extension of .xlsx .
Figure 6-18. Select which Excel versions to test for
Select the check box for Check compatibility when saving this workbook to have Excel check for compatibility each time you save this workbook.
New Group—Creating a New Workbook
You can create a new workbook by clicking New in the Navigation pane of Backstage or by pressing Ctrl + N while not in Backstage. Selecting New from the Navigation pane allows you to create a new blank document from scratch, but if the project you are going to create is similar to one of the vast number of pre-built templates , you might want to consider using one of them instead (see Figure 6-19 ). As the saying goes, “No sense in reinventing the wheel.”
Figure 6-19. Search for a template or select one
Figure 6-20. Available templates for selected category on left; additional categories on right side