In this exercise you will use the Page Layout View to add and change headers and footers and to remove whitespace between pages.
1. Use workbook Chapter 5 . Click the Months worksheet.
2. Click the Page Layout view button on the Workbook’s status bar.
You should see on the status bar that we are looking at page 1 of 4.
3. Change the Zoom tool so that you can see all pages at the same time.
4. Press Ctrl + Home to go to cell A1.
Change the Header and Footers
1. Change the Zoom tool so that you can see the text Add Header above the
worksheet. Move your mouse pointer to the Add header text. The section should be selected. See Figure 5-9 .
2. Move your mouse pointer to the left of that section and the left section will be selected.
Click inside the left section. Whenever a Header or Footer section is active the Ribbon Figure 5-8. Contextual tab for headers and footers
Figure 5-9. Add a header to the workbook
The data that will print in each section of the header is separated by commas:
• The preset headers that contain no commas will display in the middle header section.
• For those that contain one comma, the text to the left of the comma will appear in the middle Header section. The text to the right of the comma will appear in the right section.
• For those that contain two commas, the text to the left of the first comma will appear in the leftmost Header section. The text to the right of the first comma will appear in the middle section. The text to the right of the second comma will appear in the right-most section.
4. Click the preset header that consists of the username, the page number, and the current date.
Figure 5-10. Select a header from one of these preset headers
5. Click inside the first header section and change the name to your full name. Use the worksheet’s vertical and horizontal scroll bars to see that the header appears at the top of each page.
6. Scroll to the bottom of page 1. You should see the text Add footer .
7. Click the words Add Footer so that you can see the three footer sections.
8. Click the Design Tab. In the Header & Footer group, click the Footer button.
Excel displays a list of preset footers. Just like with the headers the commas are
used to identify which section the text will go in.
9. Click the preset footer Page 1 of ? . The preset footer didn’t contain a comma;
therefore it displays in the middle section.
10. Click inside the middle section. The code Page &[Page] of &[Pages] used to
create the footer is displayed. We would prefer the text to appear in the right section. Press Ctrl + X to cut the text. Click inside the right section. Press Ctrl + V to paste it. Click inside the middle section. You should now see the text in the right section.
11. Click the Ribbon’s Design tab, in the Navigation group, and then click the Go to
Header button.
Print the Worksheet 1. Click the Ribbon’s File tab. Click Print in the left pane.
2. You should see the worksheet with three headers. Scroll down to the bottom of the
page if you need to, to see the footer Page 1 of 4 . Go through the other pages. The headers and footers are the same on each page.
3. Click the Print button if you want to print the report.
4. Click the Return button .
Change the Scale and Alignment of your Headers and Footers
1. Click any one of the three Header sections at the top of the page. Click the Design tab.
The Options group (Figure 5-11 ) contains options for your headers and footers:
• One option is for making one set of headers and footers for the first printed page while all of the other pages will have a different set of headers and footers.
• Another option is to have one set of headers and footers for the odd pages and another set for the even pages.
• The Scale with Document option when selected scales the size of the headers and footers so that they are proportionate to any changes you made to the print scale to fit in more or less information on your printed page.
• The Align with Page Margins when selected places the headers and footers within
3. Remove the check mark for Scale with Document . Notice how your header text increases in size.
4. Turn the Scale with Document and Align with Margins back on.
5. Select Different First Page if it isn’t already selected .
6. On the Ribbon’s Design tab in the Header & Footer group and then click the Header
button. Select Months, Confidential, Page 1.
7. Click inside the Page Header area to see the results.
8. Scroll through the pages; you will see that only the first page header has changed.
9. Click the Page Header area for page 1.
10. On the Ribbon’s Design tab in the Options group, remove the check from Different
First Page.
11. Click Different Odd & Even Pages .
12. Click the Left Header section on Page 1 and change the text to Accounting
Department.
13. Scroll down to page 2. Click inside the Page Header Section.
14. Click the Ribbon’s Design tab. In the Header & Footer group, click the Header
button. Select Page 1 of ? .
15. Click inside the Page Header area to see the results.
16. Scroll through the pages. You should see that the headers are different for odd and even pages.
Remove Whitespace Between Pages
There is a lot of whitespace between each of our pages. Removing the whitespace would make the worksheet easier to read.
1. Move your mouse pointer to the vertical blank space between pages 1 and 3 and
click. See Figure 5-12 .
2. Scroll down. You should see that all of the whitespace between the pages has been removed.
■ Note The worksheet is easier to read now, but you can’t see the headers or footers. Clicking between the pages will put the whitespace back. You can again view the headers and footers.
Turn the Show Options Off and On
1. Click the View tab. In the Show group there are check boxes for Ruler, Formula Bar,
Gridlines, and Headings. See Figure 5-13 .
2. These options only affect how the worksheet is displayed. They have no effect on how
the worksheet is printed. The ruler option is only available in Page Layout view. The Headings are the row numbers and column head letters. Remove the check mark for each one of these options. As you do so, notice its effect. Then turn them all back on.
3. Switch to Normal view by clicking the Normal View button on the status bar.
You’ve used the Page Break Preview and Page Layout views. Now, you’ll return to the Normal view to see different ways of selecting what you to want to print.
Figure 5-12. Remove whitespace between pages
Figure 5-13. The Ribbon’s Show group on the View tab
dynamically. Then print the worksheet that contains only the data you want to print in the order that you want to print it.
• Set up print areas. Print areas can be expanded as needed or can be cleared. Only the print areas will be printed unless you select the option to Ignore Print Area.
The following sections will guide you through using Print Areas and assembling a printed report in the order you want.
Creating a Print Area
You can elect to print only the portions of the spreadsheet you need by selecting one or more ranges that you want to print and then making those ranges a Print Area . Set up a Print Area if you will be frequently printing only those areas of the worksheet.
A Print Area can be set up by selecting the cells you want to print and then clicking the Print Area button located in the Page Setup group on the Page Layout tab. See Figure 5-14 . Selecting the Set Print Area creates the print area. The Add to Print Area option only appears if you have already set up a Print area .
Excel saves the selected cells as a named range automatically naming it Print Area. You can only have one Print Area but the Print Area can contain multiple ranges.
Figure 5-14. Print Area button
Adding Additional Cells to the Print Area
Additional Cells can be added to the Print Area after you have created it by selecting those cells and then clicking the Print Area button and selecting Add to Print Area .
■ Note There is one irritating problem when using multiple ranges for Print Areas and that is Excel places a page break between the ranges. This means that each addition to the Print Area will appear on a separate page.
Removing the Print Area
The Print Area can be removed by simply clicking the Print Area button and then selecting Clear Print Area . You would only use a Print Area if you were going to use it multiple times; otherwise you could select the areas you want to print and then click the Ribbon’s File tab, select Print from the left pane, click the down arrow for Print Active Sheets, and then select Print Selection. See Figure 5-15 .