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Creating multiple custom worksheet views

From: Excel 2010 Essential Training

Video: Creating multiple custom worksheet views

When you frequently have to get around to different areas of a large worksheet, all the shortcuts in the world still might not be easy enough or fast enough. So Excel has a really great feature called views, and you can define different areas of the sheet, even different zoom amounts as named views and then quickly hop from one view to another and thereby hop from one part of the worksheet to another. So let's take a look at how we do that. Let's click on the View tab, and over here click Custom Views, and this brings up the Custom Views dialog box.

Creating multiple custom worksheet views

When you frequently have to get around to different areas of a large worksheet, all the shortcuts in the world still might not be easy enough or fast enough. So Excel has a really great feature called views, and you can define different areas of the sheet, even different zoom amounts as named views and then quickly hop from one view to another and thereby hop from one part of the worksheet to another. So let's take a look at how we do that. Let's click on the View tab, and over here click Custom Views, and this brings up the Custom Views dialog box.

My advice is before scrolling and zooming and whatnot, you should create a custom view that is the normal view of the worksheet. That is right now we are scrolled all the way to the top. We scroll to the left. You can see down here we are at 100%. So click Add, and we will give the view a name of Normal. Here you could call it Default whatever you like. Click OK. Now go back to Custom Views, you see the there it is. I will just close out. Let's scroll down to the very bottom. And now let's go to Custom Views, click Add, and let's call this Bottom.

And some people like to even put in the zoom amount. I will just leave that blank here. Click OK. Now let's scroll little bit to the right and zoom in. I will just hold the Ctrl key down and roll the mouse-wheel away from me, or you could use the Zoom slider here. So we are zoomed in to the lower right corner. So click Custom Views, click Add, and let's call this Bottom right - zoomed, click OK. I will just zoom back out, and use this Minus sign here to zoom back out to 100%, and let's scroll to the top.

Let's say we want to a custom view that shows us the top of the second section, which is over here. So click Custom Views, Add, I want to call this Top of 2nd section, click OK. Now let's say we want to zoom out on the entire first section. So scroll up, and whichever we want use the control and roll the wheel on the mouse. We use this little minus button. So we zoom out so we can see the entire first section, and click Custom Views, Add and call this Entire 1st section, and I will just press Enter instead of clicking OK.

Well, now let's go and use these views. Click Custom Views and let's say here is Normal. I will double-click Normal. So here is the worksheet as we first opened it. Go back to Custom Views, Top of 2nd section. Go back to Custom Views, Entire 1st section. So you see this is a very nice simple way of getting around a large worksheet. But wait, there is more. Excel will let us have only one print area at a time. If you create a print area and you had an old print area, it still wipes out the old print area and gives you a new print area.

Well, using Custom Views, we can sort of fudge it so we can have multiple print areas in the same worksheet. This is not kind of a standard way of doing it, but I think you'll like this. Let's select these cells over here. The first names and last names and departments. Let's say Executive, Finance, and Graphics. Maybe we just want to print out this area. Now before we create a Custom View, let's go to our Print Preview. You could press Ctrl+P or click the File tab and go to Print. Now by default, this is going to print the active sheets, but click this dropdown and choose Print Selection and you see we have just that selection.

Now you are getting an idea where I'm after. So just press the Escape key, leave this area selected and still onto the View tab, create Custom Views, click Add, and let's call this first 3 depts, Click OK. Maybe let's scroll down here and let's say we wanted maybe the entire second section, but maybe only up to Column D let's say. So let's take from the first person to Column D and scroll down to the bottom.

Okay, and let's create a Custom View for that. Click up here, click Add, and we will say second section through Column D. Click OK. Let's do one more. Scroll up to the top and let's say we wanted maybe just the Executive department. So select with print titles, and those four rows, Custom View, Add, and we'll call it executives. Click OK.

So now go to Custom Views, and double-click executives. Now you see we have that selection. Custom Views saves a selection. So now when we go to Print, either Ctrl+ P or click the File tab, and we choose Print Selection, we have that view. Let's press Escape. Let's go back to Custom Views. Let's choose a different one. Let's choose first 3 departments. Double-click and we have that selection. Now we go to File > Print, and Print Selection, we have that. I am going to press Escape. Let's choose the third one we did, second section through Column D. Double-click.

We have that selection here, I will press Ctrl+P, and now when we Print Selection, we just have that. So if you know some of the tricks here, you can squeeze out a little bit more from Excel than you might think.

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This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 127103 viewers

Bob Flisser
Author

 
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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