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In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.
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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