Jan's Working with Numbers

Step-by-Step: Add Image

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What you will learn:

that a linked cell can have only 1 format to insert an image from a file to move and resize image to select cells underneath an image

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Start with: trips24-Firstname-Lastname.xlsx -sheets for trips (saved in previous lesson), images from the resource files

Trip Sheets

You currently have two versions of Tahiti, one with linked cells and one without. The other trip sheets have linked cells except for the titles and column labels. You need to make all trip sheet work the same way.

1. Open trips24-Firstname-Lastname.xlsx to the Agent Totals sheet.
   
2. Save As trips25-Firstname-Lastname.xlsx in the excel project4 folder of your Class disk.
   How to handle a full disk
   
3. Switch to the New Zealand sheet and copy A1:F4 which is the titles and column labels.
   
4. Switch to the sheet Tahiti-linked, click in A1 and Paste.
5. Switch to the sheet Tahiti. Right click on its tab and select Delete.
   
6. Rename the sheet Tahiti-linked to just Tahiti.
   
7. Save.
   [trips25-Firstname-Lastname.xlsx]

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Remove Trip Column Data

You are going to remove the data in the Trip column from each of the trips sheets. Each sheet is about only one trip. You will leave the cells blank instead of deleting them so there will be some room for an image.

1. Group the sheets Tahiti, New Zealand, World, and Other.
   
2. Select cells A4:A11 (this includes all the cells in column A with data on all 4 sheets).
   
3. Press DELETE. The Trip column is now blank. The formatting is still there. Check each sheet in the group.
4. Ungroup the sheets.
5. Check each sheet to be sure you have deleted the values in column A.
   
6. Save.
   [trips25-Firstname-Lastname.xlsx]
    

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Insert Image: Palm Tree

Now you have some space for an image.

1. Select sheet Tahiti.
   
2. From the ribbon tab  Insert  in the Illustrations tab group, click the button Picture.

3. In the Picture dialog, navigate to your local copy of the resource files.
   

   Where is the file:
   If you downloaded the zipped copy of all resource files the default path is -   c:\My Documents\complit101\numbers\
   

   If you are working with a local copy of the whole site, look in the folder inside those, with a path similar to:

   c:\Program Files \Jans CompLit 101\Lessons\resources\numbers resources\
   

   If you do not have a local copy at all of the resource files, you can copy the following link and paste it into the File name box:
   http://www.jegsworks.com/Lessons/resources/numbers resources/palmtree.wmf
   

4. Click on Palmtree.wmf  and then on Insert.
   The palm tree image is placed on the sheet at its original size, which is much larger than you need.
   
5. Save.
   [trips25-Firstname-Lastname.xlsx]
    

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Resize & Position Image

1. Reduce the size of the image by dragging a corner handle of the image until it is about 6 rows tall, which is the number of trips on this sheet.
   
2. Drag the image to rows 5 - 10 in column A. 
3. Widen column A to hold the whole tree.
   (AutoFit will not see the tree so that won't work.)

   The gridlines and background fill behind the palm tree show because part of the image is transparent. You can get rid of the background clutter by merging the cells under the image.

   The trick is how to get the cells selected while the image is on top of them. You could move the image while you select, but sometimes it is hard to get an image back just exactly right.

4. Try to drag to select A5:A10.
   If your palm tree is the correct size, it covers those cells. Whenever you try to drag, all you can get is the image.
5. Select cell A3. Use the arrow key to move down to cell A5, underneath the image.
   
6. Hold the SHIFT key  down and use the down arrow to move to A10.
   Now the range A5:A10 is selected.
    
7. Click on the Merge and Center button on the Home tab.
   Gridlines are gone but the background fill is the fill that was in the top left cell, A5. So it is Blue, Accent 1, Lighter 80%.
   
   

8. Open the Fill button's palette of colors on the Home tab and click on White, Background 1.

   Now you have a solid white background showing through where the image is transparent instead of the grid lines. Better!

9. Save.
   [trips25-Firstname-Lastname.xlsx]
    

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Insert Image: New Zealand and World Sheets

1. Repeat the procedure for the sheet New Zealand to insert the image  NZflag.wmf
2. Resize the image to about 3 rows tall, and position image, centering it vertically in cells A5:A9.
3. Widen column A and merge cells A5:A9.
4. Change the background fill of the merged cell to White.
5. Save.
   [trips25-Firstname-Lastname.xlsx]
   
    
6. Similarly, on the sheet World, insert image  Globe.wmf  

7. Resize image to about 4 rows high. 

8. Before positioning the globe image, resize Rows 5 and 6 to 30.00 (40 pixels) high.
   The globe would be too small if you make it fit over two rows at the default height.

   (Hint: select the rows and drag a bottom edge of a row heading. Look at the screen tip for the size.)
   

9. Select rows 5 and 6 and on the Home tab in the Alignment tab group, click the button Align Middle.
   This makes the text in these two rows align vertically to the vertical middle of the cell.
10. Position the globe image in column A.
11. Widen column A and merge cells A5 and A6.
    The background is already White this time because on this sheet A5 had a White fill.
    
12. Save.
    [trips25-Firstname-Lastname.xlsx]
    

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Format Sheet: Other

The sheet Other lists trips that were booked because of people checking into a special trip offer who decided to do something different.

1. Select sheet Other.
   You will have to use an image about general 'travel' since we don't know what these various trips are.
   
2. On the ribbon tab  Insert  in the Illustrations tab group, click on the button Clip Art.
   The Clip Art pane opens at the side of your Excel window.
   
3. In the Search box, type travel and click the Go button.
   The search results show up as thumbnails.
   The first image found should be of a globe and suitcase. If not, check the media types in the drop box in the pane and be sure that Illustrations is checked. This image is included in the images copied to your computer when you installed Office.
4. Click on the image shown in the illustration (a globe and suitcase) to insert it into your worksheet.
5. Resize the image to be about 6 rows high.
   
6. Position the image over rows 5 through 10. 
7. Resize column A to be wider than the image.
8. Select cells A5:A10 and click the Merge and Center button.
   The area behind the image is now white, because the top left cell of the selection was white when you merged.
   
9. Save.
   [trips25-Firstname-Lastname.xlsx]
    
    
    

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Add Subtitle: Trip

The images give you a big clue and the sheet tab's name tells you what each sheet is about. Still, when printed or glanced at quickly, the sheet needs to say plainly what trip is covered on that sheet.

You will add and format another subtitle.

1. Group sheets Tahiti, New Zealand, Worlds, and Other.
   All actions will apply to all grouped sheets. You must be VERY careful that the cells you have selected are the same on all sheets.
2. Select cells A3:F3, which are between the subtitle Anniversary Specials and the column labels.
3. Click on the Center and Merge button.
4. Click on cell A2  and then on the Format Painter button to pick up the formatting of the subtitle.
5. Click on cell A3 to apply the formatting to the new merged cell.
   There is no text there yet.
6. Ungroup the sheets.
   VERY important!

7. On each of the 4 trip sheets, in cell A3 type the trip for that sheet: Tahiti, New Zealand, World, or Other.

   Note: On the World sheet Excel will show an AutoComplete suggestion, World Travel Inc. because that is above the cell on the sheet and starts with the same letters. Unfortunately you must delete the tail end of that suggestion. If you press ENTER or TAB to get out of the cell, the AutoCompetion will be accepted.
   

8. Check Print Preview for all four trips sheets.
   Orientation should be Portrait.

   Make any corrections needed for the position of the image if the image hides the table border.
   (If you group the sheets, the preview will show all of them. But don't forget to ungroup! Forgetting can result in disaster!!)
   

9. Save.
   [trips25-Firstname-Lastname.xlsx]