Excel Intro:

Title: Jan's Illustrated Computer Literacy 101
Did you want Working with Numbers: 2007,2010,2013,2016  or españolIcon: Change web

There are several different ways of viewing an Excel worksheets. Each helps you work in different situations. Three are found on the View menu. (Logical, huh!) Two are on the Window menu and one more on the File menu. In addition Zoom works in all the views to enlarge or reduce what you see on your screen.

View Choices

  • Normal view Normal - the default view, which shows gridlines and headings for columns and rows.

  • Page Break Preview Page Break Preview - a reduced view of the sheet with blue lines marking where breaks will occur and what will actually print if you print the sheet. Gridlines and headings are still shown. Unlike word processors, Excel will let you block out part of a sheet so that it won't print.

  • Full Screen Full Screen - hides everything on the screen but the sheet itself. No toolbars or menu.

  • Print Preview Print Preview - shows how sheet will look on paper. Available on the File menu and as toolbar button.

  • Split - divides the screen into four panes, so you can view different parts of a large sheet at the same time. Found on the Window menu. Or, you can create just two panes by dragging the Split box on a scrollbar.

  • Freeze Panes - fixes part of the sheet in place while allowing the rest of the sheet to scroll. This lets you keep the column and row headings in view.

Where you are:
JegsWorks > Lessons > Numbers

Before you start...

Project 1: Excel Intro
    InterfaceTo subtopics
    Select & Navigate To subtopics
     footprintSelect Cell
     footprintSelect Range
     footprintSelect Row/Column
     footprintSelect Sheet
           Methods Popup Table
           Shortcut keys Popup Table
    Common TasksTo subtopics
    ExercisesTo subtopics

Project 2: Excel BasicsTo subtopics

Project 3: Format & ArrangeTo subtopics

Project 4: Groups & FormulasTo subtopics

Project 5: DesignTo subtopics


Icon Step-by-Step

Step-by-Step: Views

 Icon Step-by-Step

What you will learn:

to switch to a different view
to keep part of a sheet from printing
to toggle Full Screen on and off
to split the view into 4 parts
to split the view into 2 parts
to freeze panes to keep column and row titles in view

Start with: Icon: Excel with budget.xls open (Excel open to budget.xls from resources)

View: Normal

  1. If necessary, select  View  |  Normal  from the menu.

    Normal view The Normal View displays the document with the grid lines in gray. This is the default view. In Normal you may see a dotted line between rows or columns to show where page breaks fall. Such a line is hard to see and only show after you have looked at the Print Preview.

    Normal view of budget.xls

View: Page Break PreviewPage Break Preview

  1. Select from the menu  View  |  Page Break Preview .

    Page Break Preview  New for Excel 97 The Page Break Preview displays wide blue lines around the parts of the worksheet that will print on the same page. 

    Page 1 label in Page Break PreviewPages are labeled with large gray numbers (that won't print) in the center of each page area so you can see what order the sections of the worksheet will print. For large sheets with many rows and columns, it can get confusing as to what parts will print with what. 

  2. Page Break Preview - Page 2Drag the bottom blue line up underneath Row 42- Wages. Now the last 3 rows won't print.  

    The Print Area (the part that will actually print) shows cells with a white background. Areas that will not print have a dark gray background. You can also set the Print Area using the menu  File  |  Print Area .

    While viewing the Page Break Preview, you can edit the cells, move the blue boundaries, and resize columns and rows to make the results clearer. For example, in budget.xls you might want to drag the blue borders and insert new ones to so that the columns for each quarter would print on a separate page.

  3. Switch back to Normal view using the View menu.

View: Full Screen

  1. Full Scren viewFull Screen Choose from the menu  View  |  Full Screen  

    Full Screen shows more of the sheet by hiding the toolbars, scrollbars, and other window parts. The Menu bar is still there as well as the Windows taskbar.

    Full Screen button
  2. Click the Close Full Screen button, which will be floating or else docked at one of the screen edges. You return to your previous view, which was the Normal view if you are following the directions closely.

View: Print Preview

Print Preview - Page 1
  1. Click on Print Preview the Print Preview button on the toolbar.

    This view shows the pages as they will be printed. Notice that the rows aren't showing that had gray background in the Page Break Preview.

    Print Preview - page 2
  2. Click on the Next button to see the second page that will be printed. The Next button turns gray and the Previous button turns dark.
  3. Try out the some of the buttons but do not Print. The total number of pages is on the status bar with the current page number.
    • Zoom - toggles between a full page view and a 100% view.
    • Margins - toggles margin lines on and off. You can drag the lines to adjust margins.
    • Setup - opens the Page Setup dialog, which is also on the File menu. Excel has a more flexible shrink feature on the Page tab of the Page Setup dialog.
    • View button - will show either Normal View or Page Break Preview, the one you were not in last.
    • Close - does not close the documents but instead closes the preview. You return to the view you just left.
    • Unlike Word, there is no ruler and no Shrink to Fit button.
  4. Close this view by clicking the Close button on the bar.

View: Split

  1. Split viewFrom the menu select  Window  |  Split .
    A Split View of 4 panes is created. You can drag the bars to resize the panes.
  2. Remove the splits with the menu command  Window  |  Remove splits .Split boxes on scrollbars
  3. Drag the Split boxes on the vertical and horizontal scroll bars to create other split views. (Watch out! There is similar box at the end of the sheet tabs which resizes the space for tabs.)

    New scrollbars appear for each split. Such splits are useful when you need to see widely separated sections of the sheet at the same time. A selected cell or range will show as selected in any pane in which it is visible.

  4. Use each scrollbar to see which panes scroll with which scrollbars.
  5. Remove the splits by dragging the split boxes back to their original positions, or use the  Remove Split  command on the Window menu.

View: Frozen panes

Frozen panes do not scroll while the rest of the sheet does. This effect is used primarily to hold labels for the rows or columns in place while you scroll to the part of the sheet you are interested in. Without the labels it can be hard to tell what you are looking at.

  1. Select row 5. Then select  Window  |  Freeze Panes . The rows above your selected row are frozen. A dark line will appear at the edge of the frozen pane.

    First 4 rows frozen

  2. Scroll up and down. The top four rows of the sheet stay put!
  3. Unfreeze the pane with  Window  |  Unfreeze panes .
  4. Select Column B and then  Window  |   Freeze Panes . The columns to the left of your selected column are frozen.
  5. Scroll left and right. The first column remains in place.
  6. Unfreeze the pane.
  7. Select cell B5 and the  Window  |   Freeze Panes . The rows above and the column to the left are frozen.
  8. Scroll up and down and also left and right. The top and left of the sheet remain in place so you can see the labels. Very useful on large sheets.
  9. Unfreeze the panes.