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In today's
microsoft tutorial on excel 2007, we will look at the view tab.
Using this Tab, you can control the layout and view of your
Excel Workbook. This is especially important when you
are done working on a spreadsheet and are finally ready to
print it. So let us jump right into this and look at
what the view tab in Microsoft Excel 2007 has to offer.
The
View Tab split in two five Groups:
Workbook Views Group
Show/Hide roup
Zoom Group
Window Group
Macros Group
Workbook Views
Group:
Using the Workbook Views
Group of commands, you can view your Excel Workbook in
different layouts. The Normal view is the default
setting for Excel 2007. This is shown in the figure
below. We are going to be using a Customer Workbook for
today's practice. Using the Normal view you are able to
view the rows and columns as you work on your
spreadsheet.
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The second
view on the Workbook Views tab is Page Layout. I find
this particular view to be very helpful especially from a
printing point of view.
Let us see what I am
talking about. For your current Excel Workbook on
customer data, go ahead and click the Page Layout command in
the Ribbon. The effect of this action shown right below
from our computer display. Notice that now you are able
to see the header block, all the margins around the worksheet,
the vertical and horizontal rulers and the column and row
headings appear differently. If you were to print this
work sheet, this is exactly what it would look like. Very
nice!
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The next one
is the Page Break Preview. This is again beneficial if
you are trying to print an Excel sheet that spans multiple
pages. This happens to be the case in our customer data
worksheet. When I clicked on this command, my monitor
displayed the following screen picture. Notice that I
also got a dialog box letting me know that some information on
page breaks. If you look closely at the customer data,
you will see that page 1 includes five columns, then a dotted
line, and finally we can see page 4 including the Zip and
Telephone columns.
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Custom
Views the next option will let you use a
personalized view of your spreadsheet. You can even
store this view so you can possibly use it on another
workbook. The last view is Full Screen which will let
you maximize the Excel sheet on your monitor display.
Here's a screen shot of what I'm talking about. Notice
that you do not see elements like the Ribbon, Scroll Bars, and
Quick Access Toolbar etc. All you have is columns and
rows of data so you can get more real estate on the
computer.
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Show/Hide
Group :
The next set
of commands falls under Show/Hide group. These options
are all listed as check boxes which can be turned on or
off.
Let's play around with these commands
next. For this exercise I'm going to switch back to Page
Layout view first. This is what my data looks like
before I do any make any changes
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First of all
we are going to uncheck the Ruler option. This will go
ahead and remove the horizontal and vertical rulers as you can
see the effect in the following screen capture.
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Next try
unchecking the Formula Bar option. Notice that it will
remove the name box and the formula bar from your Excel
Workbook as shown in the figure below.
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In the final option
we will look at Headings check box which includes the
row and column headings. In the following computer
display, you will notice that we do not have any column and
row headings.
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Zoom Group:
The next
group we will look at is the Zoom Group. Using these
commands you can control the area of your workbook that can be
displayed on the computer monitor. The default is 100% which
is what we have in the following screen capture. Also
observe that we have switched back to the Normal view from the
Page Layout for these steps.
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When you
click on the Zoom command, you will get a new dialog box
titled Zoom. Here you can direct the magnification
level. It has a few preset options in addition to a
custom choice where you can enter your own magnification
level. For now go ahead and select 50% then click
OK.
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After you click
OK notice the effect of this action in the screen capture
below. Now you can see all the fields related to your
customer information. The size of the Headings has been
adjusted to fit the Zooming level as well. If you look
on the bottom right corner of the screen shot, you can
also see the Zooming toolbar with the same value of 50%.
This is another place where you can control the same
functionality.
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Let us go
ahead and click on 100% which is the next command in the Zoom
Group. This will convert the spreadsheet back to its
normal magnification level.
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The last
option is by far my favorite in this group. What if you
wanted to highlight certain section of your Excel Workbook? No
problem. Let us say that you wanted to see only 10
customers and the first four columns. You can select all
the cells from A1 through D11 and then click on Zoom to
Selection on the Ribbon.
The end result of this action
shown in the screen display.
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Window
Group
:
Sometimes it
is necessary to work on the same Excel sheet, however using
multiple windows. The Window Group under the View Tab in
Microsoft Excel will let you do just that. Let us take a
look at these options next. Switch back to Normal view
at 100% level and then click on New Window command on the
Ribbon.
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This will
open up a new Excel Workbook and title it Customer
Data.xlsx:2. Shown right below in the screen capture of
this step.
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Now that you
have multiple copies of the same document, you are able to see
them as the same time. Arrange All command can help you
with this task. What you click on it, you will get the
following dialog box as shown below. This is where you
can choose how you would like to see the Windows. For
now go ahead and choose Vertical and then click OK.
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The outcome
of this action shown in the following screen capture.
You now have the same Excel Workbook shown in a vertical
fashion. This arrangement will let you view different
sections of the same data at the same time, Sweet! Just
realize that when you make changes in one, it will affect the
other Excel Worksheet also.
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Moving onto
the next command Freezing Panes which I think is a lifesaver
that you are working with a complex spreadsheet. Using
this great functionality, you can freeze particular rows and
columns even as you walk around in your worksheet. Let
us see in action next.
Our customer data sheet only has row
headings. As such we do not need to worry about freezing
columns. We would like to keep the Headings as we
scrolled through my data. How can we do that? You can click
on Freeze Panes and then choose Freeze Top Row from the drop
down list.
We have included a screen shot of this
step.
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Now as you
move around in the Excel sheet, sideways or bottom, the column
headings will stay frozen in place. For example in the
following figure, we are looking at customer 46 yet we are
still able to see the first row which includes column
headings. This is Awesome!
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Let us take
a look at a few more options under the Window Group.
Using the Split command, you can essentially break your
spreadsheet into different parts. This again can be
useful when you need to look at different areas at the same
time. You can select the cell where you would like the
split to happen, for example we have chosen B32 as my Split
Point. Notice our workbook now is split into four
separate areas which we can view concurrently.
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When working
with multiple Windows, the View Side by Side command will let
you look at the data in a horizontal fashion. By default
it also enables the Synchronous Scrolling feature, as you move
up and down, the data in both windows will move in sync.
You can disable this feature if you do not want synchronous
scrolling feature.
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The final
option we will look at is how to switch windows under the
Window command. Once again if you have multiple copies
of the same worksheet, you can use this command to toggle
between windows back and forth. We have included a
screen capture on our customer data spreadsheet. Notice
that now we have a drop down which will let us switch to one
of our open windows.
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