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Switch Worksheet Views

Learning Outcomes

· Change worksheet views
· Create a header/footer
· Select a range
You can change your view of the worksheet window at any time, using either the View tab on the Ribbon or the View buttons on the status bar. Changing your view does not affect the contents of a worksheet; it just makes it easier for you to focus on different tasks, such as entering content or preparing a worksheet for printing. The View tab includes a variety of viewing options, such as View buttons, zoom controls, and the ability to show or hide worksheet elements such as gridlines. The status bar offers fewer View options but can be more convenient to use.  You want to make some final adjustments to your worksheet, including adding a header so the document looks more polished.


Quick Tip

Although a worksheet can contain more than a million rows and thousands of columns, the current document contains only as many pages as necessary for the current project.
1. 1

Click the View tab on the Ribbon, then click the Page Layout button in the Workbook Views group

The view switches from the default view, Normal, to Page Layout view. 
Normal view
 shows the worksheet without including certain details like headers and footers, or tools like rulers and a page number indicator; it’s great for creating and editing a worksheet, but may not be detailed enough when you want to put the finishing touches on a document. 
Page Layout view
 provides a more accurate view of how a worksheet will look when printed, as shown in 
Figure 1-14
. The margins of the page are displayed, along with a text box for the header. A footer text box appears at the bottom of the page, but your screen may not be large enough to view it without scrolling. Above and to the left of the page are rulers. Part of an additional page appears to the right of this page, but it is dimmed, indicating that it does not contain any data. A page number indicator on the status bar tells you the current page and the total number of pages in this worksheet.

Figure 1-14Page Layout View

2. 2

Move the pointer  over the header without clicking

The header is made up of three text boxes: left, center, and right. Each text box is outlined in green as you pass over it with the pointer.

Quick Tip

You can change header and footer information using the Header & Footer Tools Design tab that opens on the Ribbon when a header or footer is active. For example, you can insert the date by clicking the Current Date button in the Header & Footer Elements group, or insert the time by clicking the Current Time button.
3. 3

Click the left header text box, type Reason2Go, click the center header text box, type Project Leader Payroll Calculator, click the right header text box, then type Week 35

The new text appears in the text boxes, as shown in 
Figure 1-15
. You can also press the [Tab] key to advance from one header box to the next.

Figure 1-15Header Text Entered

4. 4

Select the range A1:G2, then press [Delete]

The duplicate information you just entered in the header is deleted from cells in the worksheet.
5. 5

Click the View tab if necessary, click the Ruler check box in the Show group, then click the Gridlines check box in the Show group

The rulers and the gridlines are hidden. By default, gridlines in a worksheet do not print, so hiding them gives you a more accurate image of your final document.
6. 6

Click the Page Break Preview button  on the status bar

Your view changes to Page Break Preview, which displays a reduced view of each page of your worksheet, along with page break indicators that you can drag to include more or less information on a page.
7. 7

Drag the pointer  from the bottom page break indicator to the bottom of row 20

Figure 1-16
. When you’re working on a large worksheet with multiple pages, sometimes you need to adjust where pages break; in this worksheet, however, the information all fits comfortably on one page.

Figure 1-16Page Break Preview

Quick Tip

Once you view a worksheet in Page Break Preview, the page break indicators appear as dotted lines after you switch back to Normal view or Page Layout view.
8. 8

Click the Page Layout button in the Workbook Views group, click the Ruler check box in the Show group, then click the Gridlines check box in the Show group

The rulers and gridlines are no longer hidden. You can show or hide View tab items in any view.
9. 9

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