EXCEL TUTORIAL: PRINTING SECTIONS OF A WORKSHEET A Tutorial by Rachael Bussert Introduction In the archives professional staff and student assistants must oftentimes access information in Excel worksheets to retrieve material for patrons. The most common worksheets that we use are those for the mine employee records for the Quincy and Calumet and Hecla Mining Companies. If a patron wants to see records for several employees it may be quicker to print the particular section of names that you need instead of writing them out by hand. In this tutorial we will cover two ways to different approaches to printing sections on a worksheet. 1. Setting the print area in a worksheet and; 2. Naming a section on a worksheet and printing your named section. Goals By the end of this tutorial professional staff and student assistants will be able to: 1. Select an area in an Excel worksheet to print; 2. Name a section in a worksheet using the Define Name button under the Name Manager; 3. And retrieve and print a named section using the Name Box. Scenario 1
Transcript
EXCEL TUTORIAL: PRINTING SECTIONS OF A WORKSHEET
A Tutorial by Rachael Bussert
Introduction
In the archives professional staff and student assistants must oftentimes access information in Excel worksheets to retrieve material for patrons. The most common worksheets that we use are those for the mine employee records for the Quincy and Calumet and Hecla Mining Companies. If a patron wants to see records for several employees it may be quicker to print the particular section of names that you need instead of writing them out by hand. In this tutorial we will cover two ways to different approaches to printing sections on a worksheet.
1. Setting the print area in a worksheet and;2. Naming a section on a worksheet and printing your named section.
Goals
By the end of this tutorial professional staff and student assistants will be able to:
1. Select an area in an Excel worksheet to print;2. Name a section in a worksheet using the Define Name button under the Name Manager;3. And retrieve and print a named section using the Name Box.
Scenario
For this exercise we will imagine that you are teaching an advanced 11 grade composition course. Parents meeting you during parent-teacher conferences usually ask to see a print out of their child’s grades. You store all of the students’ grades in an Excel worksheet named 11th Grade Advanced Composition. Figure 1 shows the general view of the worksheet with the list of students and graded assignments.
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Figure 1: Advanced Composition Grades Worksheet General View
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Setting the Print AreaThe following steps will show you how to print the grades for the student, Mindy James.
1. First, while holding down on the left mouse button drag the cursor over the area that you wish to print. In our scenario we wish to print A3 through M3.
Figure 2: Selecting the Print Area
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2. In the upper left corner of the screen select the Page Layout tab. Under the tab choose Select Print Area. Your print area is now set.
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Figure 3: Setting the Print Area
3. Now that your print area is set let’s print your selection. Go to the File tab and select Print. Your selection will be shown in the right side of the screen. In Print Selection under Print Settings choose Only Print the Current Selection and select the remaining settings to best fit your needs. For my print job I have chosen Collated, Landscape Orientation, Letter size paper, Normal Margins, and No Scaling. Hit the Print button to send your job to the printer (Shelley & Vermaat, 2011, pp. EX268-EX269).
Figure 4: Printing Your Selection
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Naming and Printing a Selected Area
The following steps will show you how to define a name for selected area on a worksheet and later print the area by selecting the name from the Name Manager.
1. First, select the cells that you wish to name by pressing on the left mouse button as you drag the curser over the cells of your choice. In Figure 5 you can see that I have selected columns G through L in rows 2 through 15 representing the grades for the second half of the year.
Figure 5: Selecting Cells to be Named
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2. The next step is to go to the Formula tab and select Define Name under the Define Name button. Figure 6 shows the location of the Define Name button under the Formula tab.
Figure 6: Using the Define Name Button
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3. Once Define Name has been selected the New Name form should pop up in the middle of your screen. Under Name in Figure 7 I have written Second_Half_Grade_Average. Hit OK once to confirm your name and return to the worksheet. The name of your section has now been added to the Name Box in the upper left side of the worksheet.
Figure 7: Changing the Name in the New Name Form
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4. Now that you have named your section you can select and print your named section by choosing it from the Name Box. Select your named area from the drop down list in the name box. Your selection will be highlighted on the worksheet. Figure 8 shows name Box in the upper left corner of the screen. In the drop down list I have chosen Second_Half_Grade_Average.
Figure 8: Selecting a Name from the Name Box
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5. Finally, to print your now selected area we will follow the same process as we did for the Setting the Print Area section. Go to the File tab and select Print. Your selection will be shown in the right side of the screen. In Print Selection under Print Settings choose Only Print the Current Selection and select the remaining settings to best fit your needs. As seen in Figure 9 I have chosen Collated, landscape Orientation, Letter size paper, Normal Margins, and No Scaling for my print job. In Figure 9 note that your selection of Second_Half Grade_Average is now visible in the right side of the screen. Hit the Print button to send your job to the printer (Shelley & Vermaat, 2011, pp. EX269-EX271).
Figure 9: Printing Your Named Area
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References
Shelly, G. B., & Vermaat, M. (2011). Microsoft Office 2010: Advanced. Boston, MA: Course Technology/Cengage Learning.
