Join David Rivers for an in-depth discussion in this video Sheets vs. pages, part of Excel 2008 for Mac Essential Training.
=In this lesson we are going to break down the basic Microsoft Excel Workbook. We are going to talk about the difference between Sheets in a Workbook and Pages in a Sheet, just so you get that under your belt before we move on. So you can see, I have already opened up a Workbook here called Home_Building_Plan1. If you have got the exercise files and you want to follow along, go to the Lesson2 folder and you will find this one. When I open this one up, you can see here I have got a page that looks almost like a Word Processing document; its got a bunch of graphics and notes, it doesn't look anything like a Spreadsheet.
If you look at my Zoom level up here on the Standard toolbar, I am at a 100%. So if you are not, go ahead, click this button and select 100%. Also, down in the bottom left hand corner, if I look at my View buttons, I am currently in Page Layout View. Now, older versions of Excel, you just simply worked in what we call Normal View now, where you had a bunch of rows and columns, and if you were going to be printing out your work, then you had to put in Page Breaks, and you would see dashed lines all over the place. We still have Normal View, and if I switch over to Normal View, you can see there is kind of that dashed line in between columns G and H here representing the edge of my page, but I could work on this Spreadsheet like I did in the old days.
I am going to switch back to Page Layout View, because now that we have this view, we can actually work on our documents, we will call them that in Page Layout View, as though we were in another application like Microsoft word or something. So if you plan on printing out your work this is a great layout. Now, at a 100% here, which means I am not seeing all of the contents of my particular Sheet in this Workbook. I say Sheet because as I look down at the bottom of the screen here, I have got multiple tabs. Each one of these represents a separate Sheet in this Workbook.
If you were thinking of a document, these will kind of be like separate documents within my Workbook, because each of these Sheets may have multiple pages. You could also think of them as Chapters; however you want to think about them, Sheets and Pages work differently. So let's just move across the Sheet here. If I click on Cost Summary, I can see there is some Cost Summary information that looks almost like a table here. I have got a chart, and then I have got a graphic that's kind of getting cut off, and the rest is appearing on the next page. Now, over here down at the bottom, you can see on my Status Bar, .
Now, if I go to Product Options and Selections, this looks like it's just a one pager and everything is fitting on the page. I can scroll down, and as I do, I reach the bottom, and you can see everything fits on this single page. Down at the bottom here, past this page, I can click to add additional data or start a new page. So I am going to go over to this last one, which I can barely see. So I might want to use my navigation buttons. I have got buttons to move a Tab to the left or right at a time. I can move to the first Tab or the last Tab using these buttons as well.
So now I am at the last Tab, Contact List. If I click on that, it looks like it all fits on one page, but wait a second, we are in Normal View down here. How would this Print? Let's go over to Page Layout View, look at that. It's cut off right down the middle. So there are some adjustments we might want to make to the pages within a Sheet. Let's go back to that first Sheet. I am going to click on Inspiration here, and I am going to go up to my Zoom dropdown, and I am going to go down, way down to 50. Now, I would never be able to read the contents of my pages here, but it does give me great feel for how much content is actually overlapping into the next page.
So to fix this up, I have got a couple of options. When we are in our Page Layout View here or even Normal View, working on pages, we have over here on the right hand side in our Formatting palette a whole section devoted to Page Setup. So we are going to see some information here that's currently selected, as well as some other options we might want to consider. For example, the Orientation button Portrait is currently selected, and all that means is that my page, which is an 8.5x11 sheet of paper by default, of course I can change that if I wanted to, is much longer than it is wide.
So if I was to turn this page on its side, maybe all of this would fit. Let's try it. We will just come over here and click on the Landscape button, and sure enough, everything fits nicely on to that one page. So let's Zoom back up to 100%, and we will move on to the next Tab, Cost Summary. Now, this one we can see also overlaps on to the next page. Let's Zoom out to a single page, we can do that by choosing One Page. Now, in this case we are on the second page here and you can see it's just the edge of a graphic. If I use my scrollbar at the bottom, I can scroll over to Page1, and there is room at the bottom here, so I might not want to change this to Landscape, but choose something different like Print Scaling.
So if I choose the Fit to check box, I can choose the number of pages wide by the number of pages tall. If I want it all to fit on one page, I have 1 by 1 selected here, and I can adjust to a certain percent, or when I click the Fit to check box, this will be adjusted for me. So I give it a click, everything now fits on one page, it's adjusted to three quarters of normal size, or 75%. Look at that. Everything looks great on a single page here. I Zoom back up, click over here on the first page, Zoom back up to 100%, scroll up using my scrollbar, and that looks pretty good.
Let's move on to the next Tab. This one we saw fits perfectly, no options need to be changed here. You may notice though that in the background everything is white, just like we are working in a Word Processor. Notice here that we have also got a Sheet Section in the Page Setup Section in our Formatting palette, and Gridlines are currently not being viewed; we can always look at them by clicking the check box. Now you can actually see the column headings up here, the rows, and these are actual cells in our Spreadsheet.
So as I click on them, I see the different cell addresses. Now, if you want to see what it's going to look like when it prints, you turn the Gridlines back off, unless you want to print those Gridlines, which is another option by clicking the Print check box here for Gridlines. They will be printed, currently not viewed, but if you want to see what it's going to look like, that's it right there. So I don't want either of those selected. Another option is to View and Print Headings. Now, we will be talking about Headers and Footers and Headings and so on a little bit later on in this Title.
So we will just leave the default selected as is, and we will leave our margins as is as well. We will talk about Formatting later on as I mentioned in this Title. Let's go to the last Tab now, I am going to navigate over there, clicking the right arrow down here at the bottom left corner. I am going to click on my Contact List. We change this to Page Layout View, and sure enough, it doesn't fit nicely. If we Zoom out, I am going to go to 50%. I can see that this would fit probably if I change to Landscape. I do that, and everything is perfect.
I have still got plenty of room for more contacts as well. Let's move back to the beginning. I am going to click button that takes me to the first Tab, click on Inspiration, and of course I would want to save these changes by clicking the Save button, so everything looks great. So you should now be comfortable with the difference between Sheets in a Workbook as opposed to Pages within a Sheet. In the next chapter, we are going to look at Sheets, and all of the options you have when it comes to adjusting your Workbook to get the Sheets in your Workbook flowing the way you want.
- Customizing the user interface Using workbooks Adding and removing sheets Restricting input with validation rules Formatting workbooks Using formulas and functions Working with charts Adding, removing, and editing text Aligning and layering objects Creating PivotTable reports Sharing spreadsheets Creating custom templates
Skill Level Beginner
Q: How does one generate an average using cells in columns that are not consecutive i.e. a7,c7,e7...?
A: To get an average of non-contiguous cells, you can either select them individually, or type them in manually. Here are the steps involved:
1. Click in the cell where you want the average to appear
2. Start the function by typing: =average(
3. Now, either type the cells addresses (ie A7,C7,E7) or select each cell by clicking them while holding the Command key.
4. Close off the function with closing round bracket: ) and press Return key
You should see the answer in the cell where you entered the function. Checking the formula bar, your finished "formula" will look something like this: