HANDS-ON EXE HOE1 Tranng 1 Large Datasets You want to revew the large dataset you created that shows the January transactons for your busness, Spa Experts. You want to vew the data and adjust some page setup optons so that you can prnt necessary headngs on each prnted page. Sklls covered: Freeze and Unfreeze Panes Dsplay and Change Page Breaks Ttles Change the Page Order Set and Clear a Prnt Area Prnt Worksheet STEP1 FREEZE AND UNFREEZE PANES Before settng up the dataset to prnt, you want to vew the data onscreen. The dataset contans more rows than wll dsplay onscreen at the same tme. You decde to freeze the headngs to stay onscreen as you scroll through the transactons. Refer to Fgure 4.7 as you complete Step 1. I Clck to select Freeze Panes opton Normal Pagt J' - ' r/! Grdlnes W HMdmas Zoom 100% Zoom to,. Save Swtch Macros Horzontal lne ndcates ]_ above rows are frozen ) Vertcal lne ndcates columns on the left are frozen S ( Actve cell FIGURE 4.7 Freeze Panes Actvated > 2 A 3 Down Pay me Transacton 5 Number 18 2012-013 19 2012-014 20 21 22 2012-016 23 2012-017 24 2012-018 25 2012-019 26 2012-020 27 2012-021 28 2012-022 29 2012-023 30 2012-024 31 2012-025 32 2012-026 33 2012-027 34 2012-028 35 2012-029 36 2012-031 37 2012-032 38 2012-033 39 2012-034 40 2012-035 H «> N Jamjar/ Data Jan Ready D Sales Rep Frst Name F G _ H j K I M!.-. The Spa Experts IJJH.J^ BBB Monthly Transactons Sales Rep Payment Last Name Manufacturer Type Transacton Amount McGure Serenty Spas Pad n Full $ 8,490 McGure The Orgnal Hot Tub Pad n Full S 5.432 Serenty Spas Pad n Full $ 7,450 Serenty Spas Pad n Full $ 7,450 Farbanks The Ongmal Hot Tub Pad n Full S 5 432 Prescott Serenty Spas Pad n Full $ 6,780 McGure Fnance 5 7,450 McGure Pad n Full $ 8,560 McGure Fnance S 26,500 Farbanks Fnance S 5,000 Prescott Serenty Spas Fnance S 8,560 Prescott Fnance S 5,000 Serenty Spas Pad n Full S 5,400 Farbanks Serenty Spas Fnance $ 3,240 McGure Fnance $ 7,400 Fnance S 22.000 The Orgnal Hot Tub Pad n Full S 3.240 Prescott The Orgnal Hot Tub Pad n Full $ 7,690 McGure The Orgnal Hot Tub Fnance S 7,500 Farbanks Pad n Full $ 7.500 Prescott Serenty Spas Pad n Full S 4,650 McGure Serenty Spas Fnance S 6,700 ^_^_^ The Orgnal Hot Tub Fnance S 6,540 ary Totals January Range J 04 «> ; l_ IOCS - + a. Open e04hlspa and save t as e04hlspa_lastnamefrstname. [ TROUBLESHOOTING: If you make any major mstakes n ths exercse, you can close the fle, I open e04h1spa agan, and then start ths exercse over. The workbook contans three worksheets: January Data (to complete tasks n Hands-On Exercses 1, 2, and 3), January Totals (to complete tasks n Hands-On Exercse 3), and January Range (to complete tasks n Hands-On Exercse 4). b. Clck the Vew tab, clck Freeze Panes n the Wndow group, and then select Freeze Top Row. A black horzontal lne appears between rows 1 and 2. Hands-On Exercses Excel 2O1O
C. Press Page Down to scroll down through the worksheet. As rows scroll off the top of the Excel wndow, the frst row remans frozen onscreen. The ttle by tself s not helpful; you need to freeze the column headngs as well. d. Clck Freeze Panes n the Wndow group. Notce that the frst opton s now Unfreeze Panes. e. Select Unfreeze Panes. The top row s no longer frozen. f. Clck cell B6, the cell below the row and one column to the rght of what you want to freeze. Clck Freeze Panes n the Wndow group, and then select Freeze Panes. Excel dsplays a vertcal lne between columns A and B, ndcatng that column A s frozen, and a horzontal lne between rows 5 and 6, ndcatng the frst fve rows are frozen. g. Press Ctrl+G, type M40 n the Reference box of the Go To dalog box, and then clck OK to make cell M40 the actve cell. Save the workbook. Notce that rows 6 through 17 are not vsble, and columns B and C are not vsble snce they scrolled off the screen. / v TROUBLESHOOTING: Your screen may dffer from what Fgure 4.7 shows due to dfferent Wndows resoluton settngs. If necessary, contnue scrollng rght and down untl you see * columns and rows scrollng offscreen whle column A and the frst fve rows reman onscreen. STEP 2 DISPLAY AND CHANGE PAGE BREAKS You plan to prnt the dataset so that you and your busness partner Ryan can dscuss the transactons n your weekly meetng. You know that large datasets do not ft on one prnted page, so you want to see where the automatc page breaks wll be. Refer to Fgure 4.8 as you complete Step 2. Dashed lne ndcates automatc page break [ Watermarks ndcate page numbers [ Sold lne ndcates I manual page break FIGURE 4.8 Page Breaks a. Press Ctrl+Home to jump to cell B6, the frst cell n the unfrozen area. Clck the Vew tab f necessary, and then clck Page Break Prevew n the Workbook Vews group or on the status bar.. [ TROUBLESHOOTING: If the Welcome to Page Break Prevew message box opens nstructng I you how to adjust page breaks, clck OK. CHAPTER 4 Datasets and Tables
b. Drag the Zoom slder to the left untl the zoom s 50%. Excel dsplays blue dashed lnes to ndcate the page breaks. The horzontal page break s between rows 51 and 52. You want to make sure all transactons for a partcular day do not span between prnted pages, so you need to move the page break up to keep all 1/21/2012 transactons together. C. Clck cell A51, the cell to start the top of the second page. d. Clck the Page Layout tab, clck Breaks n the Page Setup group, and then select Insert Page Break. Save the workbook. You nserted a page break between rows 50 and 51 so that the 1/21/2012 transactons wll be on one page. / x TROUBLESHOOTING: If Excel dsplays a sold lne between columns and removes the automatc vertcal page break, you selected the wrong cell before nsertng a page break. Excel nserts page breaks above and to the left of the actve cell. If the page breaks are n the wrong place, clck Undo on the Quck Access Toolbar and complete steps c and d agan..sng the Ponter to Move Page Bre Instead of clckng Breaks n the Page Setup group, you can use the mouse ponter to adjust a page break. Poston the ponter on the page break lne to see the two-headed arrow. Drag the page break lne to move t where you want the page break to occur. STEP 3 SET AND CLEAR A PRINT AREA You want to focus on the frst fve days of transactons. To avod prntng more data than you need, you can set the prnt area to only that data. Refer to Fgure 4.9 as you complete Step 3. Monthly Transactons n Payment Requrement Whte/blue background wth yellow border ndcates prnt area Gray background ndcates non-prntng area FIGURE 4.9 Prnt Area Set > Transacto Number 2012-001 2012-002 2012-003 2012-004 2012-005 2012-006 2012-007 2012-008 2012-009 2012-010 2012-011 2012-012 2012-013 2012-014 2012-016 2012-017 2012-018 -019 20 1 Date 1'1/2012 1/4,7012 1/4(2012 1'4/2012 ' :,. ' - Oteta Pay JDff? The Ongmal Hot Tub Fnance The Orgnal Hot Tub Fnance Fnance Fnance Serenty Spas Fnance Fnance The Orgnal Hot Tub Fnance Sff«f% Spas Pad n Fj l The Ongmal'Hst Tub Pad n Full Pert-3-S la>f \Jt ' fnance ^ ^ Fnance Pad n Full Serenty Spas Pad n Fu The Ongmal Hot Tub Pad n Full Serenty Spas Pad n Full Serenty Spas Pad n Fu The Orgnal Hot Tub Pad n Full Serenty Spas Pad n Full Fnance Serenty Spas Transacton Promo) Standa d a. Change the zoom back to 100%. Scroll up to see the frst row of January data. Select the range D5:I25, the range of data for the frst fve days of the month. Hands-On Exercses Excel 2O1O
b. Clck the Page Layout tab, f necessary, clck Prnt Area n the Page Setup group, and then select Set Prnt Area. Excel dsplays the prnt area wth a sold yellow border. The rest of the worksheet dsplays wth a gray background, as shown n Fgure 4.9. C. Clck the Page Setup Dalog Box Launcher n the Page Setup group. Use the dalog box to create a footer wth your name on the left sde, the sheet name code n the center, and the fle name code on the rght sde. d. Clck the Fle tab, and then clck Prnt to verfy that only the prnt area wll prnt. Clck the Fle tab to close the Backstage vew. e. Clck Prnt Area n the Page Setup group, and then select Clear Prnt Area. Save the workbook. STEP 4 PRINT WORKSHEET TITLES When you looked at the entre dataset n Page Break Prevew, you notced t would prnt on four pages. Only the frst page wll prnt both row and column headngs. Page 2 wll prnt the remanng row headngs, Page 3 wll prnt the remanng column headngs, and Page 4 wll not prnt ether headng. You want to make sure the column and row headngs prnt on all pages. To do ths, you wll prnt ttles. Refer to Fgure 4.10 as you complete Step 4. ysave f Repeated row V fcj Save As ^ "n Info Re""1 Ull"1 Copes 1 Prlnter Q^J HP Color LaserJet CP3525 PCL... -3* Ready Tll-U M :-z* ->; -:-: m PtJWflt ; :; 2 m*«surdard awaol manet PreotBfl I PMIMFHI Satan Asa,000,500 JM 11.500.too S1O ton :>: ( Repeated columns V. New J Optons m e* '-> ' Only prnt the actve sheets Pages * to * Collated OH^ U3 U3 1 Portrat Orentaton» ;; -:E ->; ;* :-:- ~T :::: :: " PranoBa 1 "H Shears ẓ JW.000 D Letter 8.5" xr Normal Margns. :: Left; 0.7" Rght 0.7",., PQ No Scalng T Fourth page V FIGURE 4.10 Prnt Ttles > I J5Sl Prnt sheet, at ther actual sze Page Setup «4 SKI of 4 *.««. jxunon 0011 ^_.3OT»eFKmnt a y JH a. Clck Prnt Ttles n the Page Setup group. The Page Setup dalog box opens, dsplayng the Sheet tab. b. Clck the Rows to repeat at top collapse button to collapse the dalog box. C. Clck the row 5 headng, and then clck the expand button to expand the Page Setup dalog box agan. You selected the ffth row, whch contans the headngs that dentfy content n the columns. d. Clck n the Columns to repeat at left box, type A:B, and then clck Prnt Prevew. You should verfy the page breaks and ttles n Prnt Prevew. CHAPTER 4 Datasets and Tables
e. Clck Next Page at the bottom of the Backstage vew. Look at the second page to see the column headngs for the last 11 days of transactons. Clck Next Page twce to see the thrd and fourth pages. Fgure 4.10 shows a prevew of the fourth page. The ffth row the descrptve column headngs appears at the top of the page, and the frst two columns of row headngs (Transacton Number and Date) appear on all pages now. f. Clck the Page Layout tab to close the Backstage vew. Save the workbook. STEPS CHANGE THE PAGE ORDER Although all four pages wll prnt wth ttles, you want to prnt all columns for the frst half of the monthly transactons rather than prntng the frst few columns of all transactons and then prntng the last columns for all transactons. Refer to Fgure 4.11 as you complete Step 5. [ Page 2 nstead of page 3 now FIGURE 4.11 Dfferent Page Order > 2012-001 2012-002 2012-003 2012-004 2012-005 2012-006 2012-007 2012-008 2012-009 2012-010 2012-011 2012-012 2012-013 2012-014 2012-016 2012-017 2012-018 2012-019 2012-020 2012-021 2012-022 MH MAP KRM MAP KRM CHeta Jeanne Jeanne MAT* " -,, MAP < < > M January Data January Totals January Range McGure McGure Farbanks Prescott McGur Farban McGu McGur Irtgerso* Farban McGur McGure McGure Farbanks JcGure McGure McGure Farbanks Prescott The Orgnal Hot Tub (Fnance The Orgnal Hot Tub [Fnance I Fnance j Fnance Serenty Spas Fnance [Fnance The Orgnal Hot Tub (Fnance Serenty Spas I Pad n Full The Orgnal Hot Tub [Pad n Full (Fnance 'Fnance Pad n Full Serenty Spas I Pad n Full The Orgnal Hot Tub 'Pad n Full Serenty Spas I Pad n Full Serenty Spas [Pad n Full The Orgnal Hot Tub Pad n Full Serenty Spas I Pad n Full (Fnance IPad n Full (Fnance I Fnance Serenty Spas 'Fnance ~ a. Clck the Page Layout tab, f necessary, and then clck the Page Setup Dalog Box Launcher n the Page Setup group. b. Clck the Sheet tab n the Page Setup dalog box. C. Clck Over, then down. The prevew shows that the pages prnt left to rght and then back down left to rght, n a Z manner. d. Clck OK. Notce the Page 2 watermark appears on the rght sde of Page 1 rather than below t. e. Save the workbook. Keep the workbook onscreen f you plan to contnue wth Hands-On Exercse 2. If not, close the workbook and ext Excel. Hands-On Exercses Excel 2O1O