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In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.
When you look at a printed worksheet for the first time, it can be difficult to determine exactly what kind of data the worksheet contains, when it was last updated, and so on. You can include information, such as the file name, the date the file was printed, and a page number at the top or bottom of each printed page by creating a header or a footer. When you want to create a header or a footer, you can display the worksheet to which you want to apply the header or footer, and then click the Layout tab and then click the Header & Footer button. When you do, Excel displays the Header and Footer page of the Page Setup dialog.
I'm going to walk you through the process of creating a header. Everything I show you for creating headers you can do creating a footer. You just use, instead of the controls at the top of the dialog, you use the controls at the bottom. Excel comes with a number of headers pre-made. If you want to add one of those, you can click this list box down arrow and then select one of the pre-made headers from the list. Let's say that you want to show the worksheet name and the page number. To do that, you'll just click Sheet1, Page1. Excel displays Sheet1, Page1.
That's what will appear on the first printed page of this worksheet. If the worksheet spills over to a second printed page, then it would say Sheet1, Page2. If you want to get rid of a pre-made header, you can click this list box button again and click none. But let's say that instead of using one of the pre-made headers, you want to create a custom header. To do that, you click Customize Header and use the controls in the Header dialog to create your header for you. A header is divided into three separate sections. The Left section appears at the left side of the page, and all of the text or graphics inside of it are aligned to the left.
So if you start typing, the text appears on the left side of the box. The Center section is aligned to the center. If you start typing, all the text appears centered within that area. On the Right side, everything is aligned to the right, against the right edge. So let's say, for example, that I wanted to add something to the Right section, to appear at the top right corner of every printed page of the current worksheet. I can use the controls here in the Header dialog to add the page number, the number of printed pages, the date, the time, the file path - that is where on your computer or on your network the file is located - the name of the file, the sheet name, or you can also insert an image.
I'll show you how to do that later in the movie. Let's say that I want to create a header where I have the page number and the number of pages separated by the word 'of.' So, for example, I would have page 1 of 5. To do that, I click in the Right section and then click the Insert Page Number button, and Excel inserts the header code for the page. Type a space, type the word 'of' and then type another space. The space doesn't show, but it is there. You'll see in a second. Now I want the total number of printed pages, so I can click the Insert Number of Pages button, and Excel inserts that code.
Now that I have that in place, I'll show you what it looks like within the worksheet. So, I'll click OK, click OK again, and I'm back in my worksheet. If I want to see the headers, I can click again on the Layout tab, the Page Layout View button. When I do, Excel displays my worksheet in Page Layout View. That shows me how the page will look when it's printed. You can see here in the top right corner, in the header, I have 1 of 1. Now I'm going to switch back to the Header & Footer dialog box and Customize the Header.
If you want to delete elements of a header, you can simply highlight them and press the Delete key. Now let's say that you want to add an image, such as a company logo, to a worksheet. If you want to put the image in a header, you can click the header section where you want to add it. In this case I'll do it on the left and then click Insert Picture. In the Exercise Files folder, you can scroll down and click TwoTrees.jpg. That is the correct file. Click Insert, and Excel displays the picture.
Now let's say that there is something about the picture that you want to change; maybe you want to change the color, or you want to crop it, or whatever. If you want to edit the picture that's inside of a header without going outside of Excel, you can select it and then click Format Picture, and you can use the controls in the Format Picture dialog to work with your picture. I'll show you how to use this later on the course. But for now, we'll just leave the picture where it is. Click OK, click OK again, and we've added the image to our worksheet.
Adding headers and footers to your worksheets lets you add valuable, contextual information to your printouts and when users view your file in Page Layout View. They are especially useful when you create printouts and want to number the pages in case they somehow get out of order.
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