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Excel 2013 Essential Training
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Exploring the Page Layout tab and view


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Excel 2013 Essential Training

with Dennis Taylor

Video: Exploring the Page Layout tab and view

If you're about to print a worksheet, it's best to get a Print Preview first. A couple of ways to do this. You can go to the file tab in the ribbon and choose print and you do get a preview. Recognize on the far right-side of the screen you'll see two sets of scroll bars. If you use the outer scroll bar and drag downward, recognize not only will you see the full page but the all-important indicator at the bottom of the screen is to how many pages this is likely to take up. Now if this particular worksheet has about 700 rows or so and you see that it's going to take 35 pages, that don't sound quite right, does it? If you click the Preview here and either use the mouse wheel or use the inner scroll bar there to drag downward--eventually, we'll begin to realize that in this particular set of data here that we are working with--it looks as if the first few columns are going to be printed and then some others on additional sheets.
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  1. 1m 6s
    1. Welcome
      43s
    2. Using the exercise files
      23s
  2. 29m 37s
    1. What is Excel used for?
      1m 49s
    2. Using the menu system
      4m 30s
    3. The Quick Access Toolbar
      4m 41s
    4. The structure of a worksheet or workbook
      3m 41s
    5. Using the Formula bar
      1m 43s
    6. Using the Status bar
      2m 24s
    7. Navigation and mouse pointers
      2m 20s
    8. Shortcut menus and the Mini toolbar
      3m 24s
    9. Using the built-in help
      2m 54s
    10. Creating new files
      2m 11s
  3. 24m 1s
    1. Exploring data entry and editing techniques
      4m 41s
    2. Entering data with AutoFill
      4m 6s
    3. Working with dates and times
      3m 32s
    4. Using Undo and Redo
      4m 50s
    5. Adding comments
      2m 55s
    6. Using Save or Save As
      3m 57s
  4. 30m 7s
    1. Creating simple formulas: Totals and averages
      5m 25s
    2. Copying a formula for adjacent cells
      2m 54s
    3. Calculating year-to-date profits
      3m 9s
    4. Creating a percentage-increase formula
      4m 7s
    5. Working with relative, absolute, and mixed references
      4m 7s
    6. Using SUM and AVERAGE
      3m 25s
    7. Using other common functions
      7m 0s
  5. 46m 7s
    1. Exploring font styles and effects
      4m 7s
    2. Adjusting row heights and column widths
      3m 37s
    3. Working with alignment and Wrap Text
      4m 2s
    4. Designing borders
      3m 26s
    5. Exploring numeric and special formatting
      5m 36s
    6. Formatting numbers and dates
      4m 31s
    7. Conditional formatting
      4m 21s
    8. Creating and using tables
      9m 59s
    9. Inserting shapes, arrows, and other visual features
      6m 28s
  6. 20m 40s
    1. Inserting and deleting rows and columns
      4m 52s
    2. Hiding and unhiding rows and columns
      4m 2s
    3. Moving, copying, and inserting data
      5m 42s
    4. Finding and replacing data
      6m 4s
  7. 17m 51s
    1. Exploring the Page Layout tab and view
      7m 20s
    2. Previewing page breaks
      4m 56s
    3. Working with Page Setup and printing controls
      5m 35s
  8. 30m 30s
    1. Creating charts
      4m 36s
    2. Exploring chart types
      7m 47s
    3. Formatting charts
      5m 42s
    4. Working with axes, labels, gridlines, and other chart elements
      5m 35s
    5. Creating in-cell charts with sparklines
      6m 50s
  9. 12m 49s
    1. Freezing and unfreezing panes
      2m 39s
    2. Splitting screens horizontally and vertically
      4m 48s
    3. Showing necessary information with the Outlining feature
      5m 22s
  10. 23m 0s
    1. Displaying multiple worksheets and workbooks
      4m 17s
    2. Renaming, inserting, and deleting sheets
      2m 23s
    3. Moving, copying, and grouping sheets
      3m 39s
    4. Using formulas to link worksheets and workbooks
      6m 1s
    5. Locating and maintaining links
      6m 40s
  11. 20m 25s
    1. Using IF functions and relational operators
      3m 43s
    2. Getting approximate table data with the VLOOKUP function
      7m 6s
    3. Getting exact table data with the VLOOKUP function
      4m 42s
    4. Using the COUNTIF family of functions
      4m 54s
  12. 23m 50s
    1. Unlocking cells and protecting worksheets
      7m 50s
    2. Protecting workbooks
      2m 40s
    3. Assigning passwords to workbooks
      4m 41s
    4. Sharing workbooks
      4m 7s
    5. Tracking changes
      4m 32s
  13. 28m 32s
    1. Sorting data
      6m 9s
    2. Inserting subtotals in a sorted list
      8m 25s
    3. Using filters
      6m 16s
    4. Splitting data into multiple columns
      5m 4s
    5. Removing duplicate records
      2m 38s
  14. 35m 2s
    1. Creating PivotTables
      8m 36s
    2. Manipulating PivotTable data
      9m 47s
    3. Grouping by date and time
      6m 0s
    4. Grouping by other factors
      2m 33s
    5. Using slicers to clarify and manipulate fields
      4m 7s
    6. Using PivotCharts
      3m 59s
  15. 23m 29s
    1. Using Goal Seek
      6m 8s
    2. Using Solver
      6m 34s
    3. Using Scenario Manager
      6m 11s
    4. Using Data Tables
      4m 36s
  16. 24m 31s
    1. Definition and examples
      6m 48s
    2. Creating a simple macro
      7m 0s
    3. Running a macro
      10m 43s
  17. 29s
    1. Next steps
      29s

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Excel 2013 Essential Training
6h 32m Appropriate for all Jan 29, 2013

Viewers: in countries Watching now:

Whether you're a novice or an expert wanting to refresh your skillset with Microsoft Excel, this course covers all the basics you need to start entering your data and building organized workbooks. Author Dennis Taylor teaches you how to enter and organize data, perform calculations with simple functions, work with multiple worksheets, format the appearance of your data, and build charts and PivotTables. Other lessons cover the powerful IF, VLOOKUP, and COUNTIF family of functions; the Goal Seek, Solver, and other data analysis tools; and how to automate many of these tasks with macros.

Topics include:
  • What is Excel and what is it used for?
  • Using the menus
  • Working with dates and times
  • Creating simple formulas
  • Formatting fonts, row and column sizes, borders, and more
  • Inserting shapes, arrows, and other graphics
  • Adding and deleting rows and columns
  • Hiding data
  • Moving, copying, and pasting
  • Sorting and filtering data
  • Printing your worksheet
  • Securing your workbooks
  • Tracking changes
Subjects:
Business Charts + Graphs Spreadsheets Teacher Tools Education Student Tools
Software:
Excel Office Office 365
Author:
Dennis Taylor

Exploring the Page Layout tab and view

If you're about to print a worksheet, it's best to get a Print Preview first. A couple of ways to do this. You can go to the file tab in the ribbon and choose print and you do get a preview. Recognize on the far right-side of the screen you'll see two sets of scroll bars. If you use the outer scroll bar and drag downward, recognize not only will you see the full page but the all-important indicator at the bottom of the screen is to how many pages this is likely to take up. Now if this particular worksheet has about 700 rows or so and you see that it's going to take 35 pages, that don't sound quite right, does it? If you click the Preview here and either use the mouse wheel or use the inner scroll bar there to drag downward--eventually, we'll begin to realize that in this particular set of data here that we are working with--it looks as if the first few columns are going to be printed and then some others on additional sheets.

And then if we keep scrolling here we'll see how the other data eventually will be printed as well. Let's say that's not quite ideal. There certainly are some settings over in the left-hand side that might change our minds. Some of you might be familiar with the term "Portrait Orientation"--where the papers are oriented vertically-- we might change that to Landscape; will that make any difference here? Now it looks like it's taking up 49 pages. So that certainly didn't help here. Change it back to Portrait. Let's escape from here or press the left arrow at the top of the screen and go back into our standard Excel view.

Recognize that the ribbon has a page layout option with a number of choices here related to features that you will consider using before printing but also same term--but not in conflict with--but not really the same. In the status bar, we've got three buttons. Normal, the normal view that we typically use as we work with Excel. Next button, Page Layout-- our screens look different here. If we were to zoom back a little bit here, we'll see multiple pages.

The page on the left as we scroll down a little bit is page one. Keep scrolling here, Page two. But the pages on the right, pages 18, 19. Now if you're working with your data at this point, of course, this is likely to look quite a bit different and recognize also that Excel is trying to use all the data in the worksheet unless we indicate otherwise. So a couple of choices here we might want to consider. First of all, in this page layout view let me zoom again by dragging the zoom slider bar and focus on just the upper portion here.

Notice where it says "Click to Add Header". A design tab is activated, Header and Footer Tools. So we might want to add the current date here. If you click this option Current Date, that's some kind of a strange indicator, but it will print the date. If we want to preview that, just click in a cell below. We see what will pan out. That's the date of this recording. So we'll click back up here. What if we want the time here as well? We might just click here and add a space and then click the icon for "Current Time". So we'll see both of those and over to the left here we might want to put in the name of the company or maybe the number of pages.

So there it says, Page Number--that little indicator. How's this looking now? Click below it. One out there for the page number. We'll see the date and time here. We might want to have the word "page" there. So click in front of that little ampersand there-- that ampersand symbol. Type in the word "page" followed by space if we want that. So we've got some control here over our header and footer. Now if we click back into the worksheet portion of this in the preview and then go back to the Page Layout tab, there are some other options here.

Now we can't go through all of these, but from time to time we might want to go back to our print preview. We don't necessarily need to click on the File tab. Here are couples of other options. In the Quick Access Toolbar, you could add a button that gives you print preview. The rightmost arrow, it's a drop arrow, click it and choose Print Preview and Print. So now if we want to Print Preview, click that button. We are back here again. Let's take a look at this. Is it looking any better? Well, we changed our titles there at the top. It's looking better that way.

We can scroll up and down. How do we move away from here? Escape. So we've got the Print Preview button. There is also a keystroke shortcut, Ctrl+F2. It is important to get that preview from time to time as you're setting up printing and Escape again. Now another option here. Once again using the zoom slider bar to move back a little bit. We still haven't quite dealt with the issue of what's showing in our potential print out here. Some options outside of print features might simply be if we don't want certain columns to be printed, we could hide them.

The idea might be we're trying to bring these columns onto the same sheet, but here's a completely different approach. Let's go back to our normal view and suppose we're saying, "You know, the data to the right, that's useful, I might want to print that separately". Maybe all we really want to print is the data from these cells over and downward. A quick way to select this data ahead of time is drag across these headings and holding down the Shift key just double- click the bottom edge of a cell here. Now we can certainly drag across the data.

What we are about to say is "This is all we want to print". So there's an option of the Page Layout tab called "Print Area". Select an area on the sheet you'd like to print. Well, we've already selected it. Click this--"set print area". Now let's take a look at our preview. There's our button up there or Ctrl+F2. We see the preview. Use the outer scroll bar on the right to scroll downward. We're at 34 pages maybe. We're still not there yet. So possibly we will reconsider landscape orientation here.

Instead of 34 pages it's down to 24 pages. Click here. Maybe scroll up and down again. Is that acceptable? Well, it might be. Recognize again that you're the one making the final call on how this is going to appear. Maybe that's pretty acceptable. One thing that you might not care for though is this. On Page one we do see the heading, Page two, Page three, we don't see that. Do we always know what column we're looking at? So let's escape here and once again go back into the worksheet environment.

We don't necessarily need to have the page layout view in the lower right-hand corner activated. It doesn't hurt, but it's not necessary at this point. But the option we want to focus on is on the Page Layout tab and it's called "Print Titles". Choose rows and columns you'd like to repeat on each printed page. Click there and what is the row we want to see repeated at the top? Click here and we can simply select row one. In some cases rows one and two depending upon the worksheet.

That looks good enough. From here, we could just jump in to Print Preview. Let's take a look--Print Preview. Now we're back here and what happens if we click and start to scroll? Now we're on page four, page three. All of these have that heading in place. Now we haven't covered all printing features, but let's say in this case it looks pretty reasonable. We could then print. So escaping again, using a combination possibly of Page Layout View in status bar and also some of the features available on the Page Layout tab we can prepare our worksheet for printing.

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