Lesson 13
Organizing and Enhancing
Worksheets
Computer Literacy
BASICS: A
Comprehensive Guide
to IC3, 3rd Edition
1
Morrison / Wells
Objectives
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Lesson 13
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2
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Hide and unhide columns and rows.
Freeze and unfreeze columns and rows.
Create, rename, and delete worksheets.
Merge cells and format cell contents.
Add borders and shading to worksheet cells and
apply built-in cell styles and table Quick Styles.
Sort and filter data in a worksheet.
Objectives (continued)
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Lesson 13
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3
Change the page setup of a worksheet and add
headers and footers.
Customize the print options.
Vocabulary
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Lesson 13
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4
cell style
filter
freeze
header row
sheet tab
split
table style
Introduction
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A key feature of Microsoft Excel is the ease
with which you can organize the data in a
worksheet.
CLASSROOM ACTIVITIES
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What makes a printed spreadsheet look
professional?
What are some examples of ways you can
use formatting to emphasize data?
Managing Worksheets
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Hiding and Unhiding Worksheet Data:
A header row contains column headings or
field names in a data source, such as a table or
spreadsheet.
Two ways to prevent a header row from
scrolling out of view include:
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Changing the zoom setting
Hiding rows and columns
Managing Worksheets (continued)
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Freezing Rows and Columns:
Another way to keep rows and columns visible is to freeze
them. When you freeze columns and/or rows, you lock
them so you can keep an area visible as you scroll through
the worksheet.
You can also split the worksheet horizontally or vertically so
the panes appear side by side or one above the other.
Managing Worksheets (continued)
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9
Working with Multiple Worksheets:
When a spreadsheet grows to a large size, you can
organize related information in multiple worksheets.
When you need to add a new category to an Excel
workbook, you click the Insert Worksheet button at the
bottom of the screen, and a sheet tab appears.
CLASSROOM ACTIVITIES
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True or False? You cannot delete a
worksheet from a workbook.
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10
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Answer: False. When you no longer need a
worksheet, you can delete it from the workbook.
True or False? Excel automatically assigns a
Sheet name to a new worksheet.
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Answer: True.
Formatting Cell Contents
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11
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Formatting the contents of a cell changes the way it
appears.
When you delete the contents of a cell using the
Delete key or the Backspace key, the formats for the
cell remain in the cell.
You can clear the contents and the formats from the
cell, clear only the contents, or clear only the formats.
Formatting Cell Contents
(continued)
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12
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Merging Cells:
You can merge cells and combine several cells into a
single cell.
You can use merged cells to create a title or other
informational text.
The Merge & Center button automatically centers the text
in the merged cells.
Formatting Cell Contents
(continued)
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Lesson 13
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13
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Changing Font Styles and Sizes:
Fonts are available in a variety of styles and sizes,
and you can use multiple fonts in one document.
The font size is a measurement in points that
determines the height of the font.
Bold, italic, underline and color formats also add
emphasis to cell contents.
When you move or copy data in a cell, the formats
are also moved or copied.
Formatting Cell Contents
(continued)
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Changing Alignment and Wrapping Text in Cells:
By default, Excel aligns text at the left of the cell and
numbers at the right side of the cell.
You can also center cell contents.
You can adjust vertical alignment to top, middle, and
bottom.
Buttons for these and other settings are available in
the Alignment group on the Home tab.
Formatting Cell Contents
(continued)
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15
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Formatting Numbers and Dates:
Numbers are displayed with no formatting and are
aligned at the right side of a cell.
Dates are automatically formatted in the default
styles (such as 20-Jan-12).
Change the format of number data using the options
from the Number group on the Home tab.
Formatting Cell Contents
(continued)
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Adding Shading and Borders:
Emphasize important information in a cell, a row
of cells, or a column by applying color, shading,
or border formats.
Use the Format Painter to copy the format of a
worksheet cell without copying the contents of
the cell.
Formatting Cell Contents
(continued)
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Applying Styles:
A cell style is a set
of predefined
formats you can
apply to some of
the worksheet
data, such as a
header row or a
cell showing a
total.
Formatting Cell Contents
(continued)
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Lesson 13
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Applying Styles (cont):
A table style is a set of predefined formats that
you can apply to all worksheet data with a
single click.
When you apply a table style, the selected
cells are converted to an Excel table.
You can choose from more than 60 table
styles in the Quick Styles gallery.
CLASSROOM ACTIVITIES
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To make text span several rows or columns,
select the rows and/or columns and click the
____ button.
Answer: Merge and Center
True or False? When you move or copy all
the data in a cell, the formats are also moved
or copied.
Answer: True.
CLASSROOM ACTIVITIES
(continued)
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Which button allows you to align text on an
angle?
Answer: Orientation.
Which feature can you use to copy formats to
other cells?
Answer: Format Painter.
Sorting and Filtering Data
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To sort worksheet data, you must indicate the
column on which you want to base the sort.
You can base the sort on data in as many as
three different columns.
Sorting and Filtering Data
(continued)
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In addition to sorting data, you can filter
worksheet data.
When you filter data, you screen data that
matches specified criteria. The data that does
not meet the criteria are hidden, and only the
data that meets the criteria will show.
CLASSROOM ACTIVITIES
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You can base a sort on how many different
columns?
Answer: Three.
True or False? When you filter data, the data
that does not meet the criteria is hidden.
Answer: True.
Formatting the Page Layout
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Changing the Page Setup:
Page Break Preview view will show exactly
how the worksheet will print.
Excel determines where to break a page and
begin a new one.
You can create your own page break by
dragging the page break to a new location.
Formatting the Page Layout
(continued)
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Changing the Page Setup (cont):
Sometimes changing the page orientation will fit all the
worksheet data on one page.
Another option for fitting the worksheet on one page is
to use the Fit to command.
Formatting the Page Layout
(continued)
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Adding a Header and a Footer:
Headers are printed in the top margin of every page;
footers are printed in the bottom margin.
You can choose from built-in headers or footers which
are constructed using fields to insert dates, times, and
page numbers automatically, or you can create
headers and footers manually by inserting these fields
yourself.
CLASSROOM ACTIVITIES
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1) Which view shows exactly how the
worksheet will print?
Answer: Page Break Preview.
2) ____ can be used to insert dates, times,
filenames, the file path, and page numbers
automatically in headers or footers.
Answer: Fields
Customizing Print Options
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If you don’t want to print the entire worksheet, you can
identify a range that you want to print before you
choose the print command.
You can print the row and/or column headings on
every page.
Change print settings on the Page Layout tab.
CLASSROOM ACTIVITIES
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True or False? Gridlines appear on the
screen in a worksheet, but they cannot be
printed.
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Answer: False. You select the option to print
gridlines in the Sheet Options group on the Page
Layout tab.
True or False? When you create a print
area, the print setting is saved with the
workbook.
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Answer: True.
Lesson 13
Summary
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In this lesson, you learned:
 To keep the header row in view when navigating
through a large worksheet, you can change the zoom
setting. If that doesn’t work because the worksheet is
too large, you can hide some of the rows and columns
so you can focus on a particular range of data, or you
can freeze some rows and columns.
 You can delete or add one or several worksheets to a
workbook, and you can rename each worksheet.
Summary (continued)
Lesson 13
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31
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There are many options available for formatting cell
contents, including merging cells, changing font styles
and sizes, changing the alignment within the cells, and
applying number and date formats.
To enhance the appearance and highlight data within
the worksheet, you can add borders and shading to
cells. There are also many predefined styles available
that you can quickly apply to give the worksheet a
professional look and make reading the data easier.
Summary (continued)
Lesson 13
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To organize worksheet data numerically or
alphabetically, you can sort the data based on a single
column, or you can sort the data based on multiple
criteria. To screen data that meets certain criteria, you
can filter the data.
You can change the page orientation or use the Fit to
feature to fit all the data on one page.
Headers and footers can be added to worksheets to
provide information such as the source and date of the
data.
Summary (continued)
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You can control the print output by inserting page
breaks manually or creating a print area for the
worksheet. With the default settings, the gridlines
and row and column headings appear on screen
in worksheets but they do not appear when the
worksheets are printed. You can change the
settings to hide these elements on the screen
and/or include them in printed worksheets.
Summary (continued)
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Before you print, you can preview the
worksheet to see what it will look like when it
is printed. You can choose to print the active
worksheet only, or you can choose to print all
worksheets in the workbook.
KEY TERMS
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Cell style: A set of predefined formats you
can apply to some of the worksheet data.
Filter: To screen data that matches specified
criteria.
Freeze: Locking columns and/or rows so you
can keep an area visible as you scroll
through the worksheet.
KEY TERMS (continued)
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Header row: A row that contains column
headings or field names in the data source.
Sheet tab: A tab at the bottom of the screen
that provides quick and easy access to the
worksheet.
KEY TERMS (continued)
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Split: Divide the worksheet horizontally so
the panes appear on the screen one above
the other, or to divide the worksheet vertically
so the two panes appear side by side on the
screen.
Table style: A set of predefined formats that
you can apply to all the worksheet data with
a single click.