CHAPTER 7 BASICS OF MS-EXCEL

Structure
7.1 Objectives
7.2 Introduction
7.3 Starting MS Excel
7.4 Components of the MS Excel Window
7.5 Creationof a new Workbook
7.6 Entering data in Worksheet
7.7 Formatting and styling of the data
7.8 Setting and clearing the Cell styles
7.9 Type of Data supported by Ms-Excel
7.10 Deletion of data
7.11 Cell Formats
7.12 Resizing Rows and Columns
7.13 Alignment of contents in cells
7.14 Format numeric data
7.15 Page Break
7.16 Page Setup
7.17 Print Preview
7.18 Printing of worksheet
7.19 The specifications and limitations of worksheet designed with MS Excel
7.20 Merging of Cells
7.21 Inserting a worksheet
7.22 Deleting a worksheet
7.23 Deleting cells, rows or columns
7.24 Inserting rows or coulmns
7.25 Auto fill
7.26 Naming and renaming of worksheet
7.27 Set unit of measurement for the ruler bars
7.28 Hide or display the ruler bars

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7.29 Change orientation of pages
7.30 Design header and footer of a worksheet
7.31 Set margins of the Page
7.32 Hide or display gridlines, row and column headings
7.33 Magnify or shrink worksheet to fit in the print area
7.34 Layouts of work sheet
7.35 Let us sum up

7.1 Objectives

MS Excel is an integral component of the MS Office. It is used for preparationof calculation

worksheets, conduct data analysis and present data in the form of charts. After reading this unit,
you will be able:

 to understand basic features of MS Excel,

 to feed data or modify entries in worksheet,
 to get print out of worksheet and set footer/header, and
 to know keyboard shortcuts for editing and formatting worksheet

7.2 Introduction
The MS Excel is used for designing of electronic calculation worksheets.These worksheets are
used to organize, compute, analyze and evaluate data and to do financial calculations. The
Electronic workbooks are easy to prepare, manipulate and update. Electronic spreadsheet is
better than manual spreadsheet. The amendment of electronic worksheet is convenient as you
have to write a new manual worksheet when there are too many amendments. A number of
calculations can be programmed and carried out automatically in the MS Excel. There are
specialized functions to perform financial calculations and statistical analysis. The terms
worksheet, spreadsheet and workbook are used interchangeably by different books and authors
for calculation worksheet prepared with MS-Excel. Here are some of main usage of the MS
Excel in offices:
 Create budget and financial reports,
 Create charts for visual presentation of data,
 Do statistical analysis and survey,
 Organize large volume of data and records , and
 Automatic computation of complex calculations.

Electronic worksheet is like finance ledgers, maintained manually having entries in tabular form
(rows and columns). The MS Excel workbook consists of grids of cells, arrange in tabular
formas crossing of rows and columns.Each cell is an independent unit for keeping records. Data
store in cells may be numeric, string, date or time.

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7.3 Starting MS Excel
Click on the Start button, takes pointer over Programs on the start menu, wait for next cascade
menu. Point to Microsoft Office entry of the Programs menu wait for next menu to appear,
double click on Microsoft Office Excel 2007 to start it or click on Microsoft Office Excel 2007
and press enter key.
You can also open MS Excel software by double clicking on files prepared with the MS Excel
software. The files prepared by the MS Excel can be identified by their extension i.e. xlsx
(workbook prepared with MS Excel 2007) and xls (Workbook prepared with the earlier version
of MS Excel). The first window of MS –Excel looks like as shown below in the figure 1.
Office button
Ribbon

Name box
Formula
Worksheet

Scroll Bars

Status Bar

Fig. 1
Sheet Tab Scroll Bar Sheet tab
Page Views Zoom Slider

Data in a worksheet is presented in the tabular form. The cross-section of rows and columns
forms cells. Cell is an independent unit forinputting data. Cells can contain texts, number, a
combination of text and number, date, time or mathematical formula. The headings of columns
are designated by English alphabet on the top of the first row of the worksheet. Rows of the
worksheet are designated by numbers in the left side of the first column of the worksheet. The
headings of rows and columns are displayed in sky blue colour. The first column in a worksheet
is identified as A followed by columns designated as B, C, so on up-to Z, these are followed by
columns designated as AA, AB and so on. Similarly, first row of the worksheet is identified as 1,
it is followed by rows identified as 2, 3, 4 so on. Each cell is identified and referred by the
unique address. Cells are identified uniquely by their column and row numbers. The cell address
is defined as its column label (A, B, C etc.) followed by its row label (1, 2, 3 etc.). Cell under
focus is known as active cell. An active cell is identified by its dark and bold border. For
example, the active cell in the above figure is A1. When you open a worksheet, the focus is
always on the A1 cell.When you type, while working with a worksheet, it is entered in the active
cell. You can use arrow keys or mouse pointer to take focus to cellsof your interest in the
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worksheet. Tab key can also be used to move focus horizontally one cell at a time in a row.
Scrollbarsare situated at the right and bottom corners of the worksheet windows, these allow you
to see components of the sheet, which are not displayed in worksheet window. Scrollbars‟ sliders
can be dragged to take focus to contents beyond size of window.
You can select a single cell, a row, a column, group of rows, group of columns or the entire
worksheet. To select the entire row/rows or column/columns, click on the heading of rows or
columns, to be selected. When pointer is over the heading of rows/columns, it changes to , now
click on mouse button. The selected rows or columns are highlighted and surrounded by dark
lines as shown below. You can select individual cell by clicking on the specific cell.

Select entire worksheet

Fig. 2
To select a range of cells, click on the cell situated at one of the corner of region to be selected,
now press the left mouse button and without releasing button, drag the mouse pointer in the
direction of cells to be selected, until the last cell of the range, to be selected, is covered. You can
select more than one rows or columns by drag action. The selected cells have dark borders and
displayed in different background colour. You can select the entire worksheet by clicking on the
icon ( ) at the crossing of rows and columns headings.

Cells to select Mouse action

One cell Click on specific cell
More than one cells Drag action of the mouse
Entire column Click on the label of the specific column
Entire row Click on the label of the specific row
Entire worksheet Click on the whole sheet button ( ) situated at the
interaction of row and column labels
Select multiple rows , Select a rows, columns or cell with the help of
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 columns and cells previously mentioned step, now use arrow keys while
holding the Shift key in the direction of range to be
selected or use previously mentioned drag operation.
Table: 1

7.4 Components of the MS Excel Window

The Window of the MS excel have the following components

Office Button

The Office Button of the MS Excel has similar commands as being made available in the
MS-Word. We have discussed in detail about the commands of the Office Button menu in the
last two units. The common features of different components of the office button are not
discussed again to avoid the repetition.
Title bar
The title bar is situated at the top of the window, it shows the name of worksheet on the left side
of the Microsoft Excellabel. Both entries are written exactly at the centre of title bar. The Office
button is situated at the left most corner of the title bar. The title bar has three icons at the
rightmost corner i.e. minimize, maximize/restore and close buttons ( ). There is
Quick Access Toolbar next of the Office Button on the title bar. This toolbar consist of
commands used frequently. You can add or remove commands from the Quick Access Toolbar
by click on arrow key () next to it. The commands visible in this toolbar are listed with tick
mark. You can add/delete commands by clicking of specific command from the list.

Ribbon bar
The ribbon of MS Excel has seven tabs i.e. Home, Insert, Page Layout, Formulas, Data, Review
and View. Commands under Home, Insert and Review tabs of the MS Excel are almost similar to
corresponding tabs of the MS Word software. The entire ribbon is displayedon the screen when it
is displayed with resolution of 1024×786 pixels and MS Excel window is maximized on the
screen. When you reduce the size of the Excel window, the size of Ribbon is reduced; some of
the tabs may not be visible. Commands of the active tab of the ribbon in this situation shrink
horizontally and display as a single icon. The most frequently used commands or features are
still visible in the shrunk ribbon. You have noticed that a large part of MS-Excel window is
occupied by ribbon. You can minimise the size of ribbon by clicking on the Down Arrow icon
to the right of the Quick Access toolbar and click on Minimize the Ribbonoption, use the
shortcut Ctrl + F1, or right click in empty space of the ribbon and choosing Minimize the
Ribbon option from the pop-up menu. The Quick Access Toolbar, standard commands for
editing and formatting data and their shortcuts in all the subcomponents of the MS office are
alike so discussion about these commands is avoided in other units of the course to eliminate
repetition.

Status bar
The status bar is situated at the bottom of the excel window. This bar displays information about
the current worksheet. The leftmost part of the status bar display the processing status of the

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worksheet, whether worksheet is processing data, ready to get instruction from you or editing
data as typed by you. The right side of the status bar has icons to display the active worksheets in
different visual layouts. The MS Excel supports different display layouts to improve the visual of
the worksheet and make data entry and editing convenient. There are three icons to set the
layoutof the worksheet i.e. Normal, Page layout and Page Break Preview ( ). Zoom slider
is used to magnify or shrink the view of the worksheet over the screen, the actual size of the
worksheet remains intact.

Sheet tabs
When you open a new workbook, by default, there are three worksheets in a workbook titled as
sheet1, sheet2 and sheet3. You can add more worksheets or delete the existing one as per your
needs. Each worksheet is shown, as a tab is the status bar. You can jump across worksheets by
clicking the tabs of corresponding work sheets. If you have added large number of worksheets in
a workbook tabs for only few worksheets are visible at a time on the windows. If tab of the
worksheet, which you want to open is not visible then use the work sheet-tab scroll button
situated next to tabs of worksheet, to see tabs of other worksheets. Keep on scrolling worksheet
scroll button until tab of the worksheet of your interest is not visible, click over it, to open it.

Formula bar
There is a formula bar situated under the ribbon. The text box on the left side of formula bar
displays the address of cell, where formula will be applied. This textbox is recognized as Name
box. The text box on the right side of the Name box is used to enter and edit formulas. A
formula can have up to 8192 characters. If entire formula is not visible in formula bar then drag
lower boarder of the formula bar to increase its size.

Fig. 3
If formula bar is not visible then take the following steps to make it visible.

Click on View tab of the ribbon

Check or clear the check box of Formula bar under Show/Hide sub-group to show or hide the
formula bar.
Help button
Help button is reflected with ? symbol above icons of the ribbon, on the right side of the MS
Excel window. Click over this icon to get assistance from MS-Excel. The help can also be
invoked by pressing F1function key. The Excel provides context sensitive help. It provides help
about the current activities, under process or on the basis of position of the mouse pointer at the
time of pressing of F1 key.

7.5 Create a new Workbook

A workbook is defined as a collection of related worksheets saved together under a single name.
When you open a new workbook, by default it has three worksheets. You can add new work
sheets in your workbook as per your requirements. The maximum numbers of worksheet in a
workbook depends on memory capacity of your computer. To start a new workbook, click on

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the Office Button and select New option. Excel opens a blank sheet with mouse pointer situated
in the first cell of the first row of the worksheet. When you open a new workbook, it is assigned
a default name book1 and underlines three default worksheets, are named as sheet1, sheet 2 and
sheet 3. Consecutive new workbooks are assigned name such as book2, book3, and so on i.e. the
workbook is prefixed a number, which increase each time you create a new workbook. However,
you can rename default titles of both worksheets and workbook later.

Fig. 4
Start with a simple example, by creating a worksheet having details of quantity of stationary
items. Enter the following worksheet under the MS Excel in step-by-step manner.

Items Quantity
Pen 15
Pencil 24
Copies 13
Glue 12
Scale 5
Table: 2
Click mouse pointer on A1 cell and type “Items” this cell acts as label for the first column of the
worksheet.Use arrow key to move to B1 cell and type “Quantity” this cell also acts as label for
the second column of the table.Move to A2 cell, type “Pen” in the cell, similarly move to A3,
A4, A5, A6 and type “Pencil”, “Copies”, “Glue” and “Scale” respectively. Now take pointer to
B2, B3, B4, B5 and B6 and type 15, 24, 13, 12 and 5 respectively. You can change focus to next
row, in same column by pressing Enter key after typing data in that cell or use arrow key or
mouse pointer to change focus to next cell.
Once you finish the data entry in a workbook, you can save the workbook by clicking on the
Office Button and select Saveor Save Asoptions or use Ctrl + S shortcut. A dialogue window,
as shown in fig. 5 appears on the screen. Decide the folder to store the file under the Save in
Combo box at the top of window and then enter the name of file in File Name textbox at the
bottom of window. Click on Savecommand button. File name can have maximum 250 characters
including space, when you assign a name to workbook, its default name is removed
automatically. Click on Close button to complete the task of creation of workbook and close it.

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This way your first workbook in MS Excel is prepared. This file by default have file name
extension xlsx.

.
Fig. 5
A workbook saved in MS Excel 2007 format could not be opened in the earlier version of the
MS Office. If you have to edit or view this workbook in earlier version of MS Office then take
pointer to Save As option of the Office Button, a cascade menu appears, click on Excel 97-2003
workbook option to save the workbook in a format compactable with earlier version of the MS
Excel. Once you finalize the workbook, you can save it in PDF format to display or print the
worksheet without MS Excel. The visual of a document in the PDF format is very close to its
print out look. Option for saving workbook in the PDF format is available in the Save As option
of the Office Button.

7.6 Entering data

First, take focus to cell, in which you want to enter data by clicking over that cell or by using
arrow keys to move to specific cell. Up and down keys are used to move cross rows. Left and
right keys are used to move across columns. You can use tab key to take focus to next column on
the right side in the same row. If there are contents in the active cell then its contents are
displayed in the formula bar. Whatever is typed now, it is displayed in the formula bar, and it
overwrites the existing data. You can move data from the formula bar to active cell by pressing
Enter key or by taking focus to other cell in the worksheet. When you press the Enter key, the
focus moves to cell in the next row downside but in the same column. If you do not want to
move texts typed in formula bar to active cell then press the Escape key without shifting focus to
other cell. You can edit existingentries in cells, by taking focus to specificcell. The existing entry
of the active cell appears in the formula bar. Click at specific position in the contents of the
formula bar and make changes in the text displayed in the formula bar, and press the Enter key
after making changes. The revised text from the formula bar appears in the active cell of the
worksheet as focus is moved to other cell active in the worksheet.

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 Fig. 6
You can insert multiple lines in a single cell. The positions, where you want to insert a new line
while entering data in a cell press Alt +Enter shortcut. Textstyped afterward appear in a new
line. If you need more line break then use this shortcut again, when a cells displays #####
through you have typed number or text in that cell, it indicates that display of this data requires a
wider column to display its content. Take mouse pointer to the boundary of this cell, the pointer
takes the shape of I, now drag the boundary of the cell to widen it until you see the information
typed by you in the cell.

Fig. 8
You can also change width of active cell by the following steps.
1. Click the cell for which you want to change the width
2. On the Home tab, under theCellssub group, click on Format option and get the
following dialogue box (left side) to define dimensions of the active cell.

Fig. 8
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 Click on Row Heightoption and get the dialogue box shown on the right side of fig. 8
to set the height of the focused cells.

7.7 Formatting and styling data

First, select the text to be styled either by drag action or by using Shift +  ((arrow key)
shortcut,when focus is on the top most corner of the region to be selected or by using
Shift+  (arrow key) shortcut, when focus is on the bottom most corner of the region to be
to selected. Select appropriate font size, font style and other formatting features to
improve the display of information in the highlighted area. You can also use different
colours for fonts and colour fill effect by using commands and options available under
Font subgroup of the Home Tab. These commands and options have been already
discussed in the 5th Unit. Colours of texts and background fill effect help in highlighting
cells with important characters/features in a large size worksheet. You are familiar with
different features and functions offered by the MS Word for editing and formatting texts.
These features are applicableuniversally to other components of the MS Office.

Change colour of text

Fig. 9 Fill colour in cell

with colour
7.8 Setting and clearing the Cells’ Styles

Several steps are needed to apply specific style and format to cells. You can reduce these steps
involved in setting style of cell and can perform it in one-step with the help of Cell Styles
function. You can also keep consistence in the cells style across the worksheet/workbook by
using the Cell Styles option. MS Office Excel has several pre-defined cell styles that specify
format and style of cells. These predefined cell styles can be applied to selected cells of the
worksheet. Select the cells to be styled with specific features. Click on Cell styles under the
Stylessub group of the Home tab you will get the following dialogue box.

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 Fig. 10

Click on the Cell style that you want to apply to highlighted area of the worksheet. If listed cell
styles fail to meet your requirement then click on New Cell Styleoption, you will get following
window to define a new style.

Fig. 11

Specify the name of new style, click on Format button, you will get Format Cells dialogue box.
Use different tabs of the Format Cells dialogue window to design in new style, click on OK
command button to bring focus to earlier window (Style), now again click on OK button to
finish the designing of style and apply it to selected cells.

Select the cells where you want to clear the cell styles, Click on Arrow key ()of Cell Styles
under the styles sub-group of the Home tab of ribbon and select Normal option from Good,
Bad, Normal and Neutral options under the Cell styles option. The contents of the cells do not
change with clearing of the cell styles.

7.9 Type of data supported by MS-Excel

A cell in a worksheet can have following type of data

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Numeric:Numeric data may be whole numbers, such as 3, 5, or 7,may be decimal number such
as 45.15 or it may be in scientific form such as 0.2567E+2. MS Excel displays number in
scientific notation automatically, when you enter a number too long to be viewed in a cell. You
can increase or decrease numbers of digits after decimal place by clicking on icons under
Number subgroup of the Home tab of the ribbon. First select the cells to be modified ( number
of digits after decimal place are popularly known as significant digits) and then use
icon.The numeric data is right alignedautomatically in the cell, as we do in writing numeric
figures manually.

Text:You can type string, number or combination of both as text data. Certain symbols such as
@, +, and = are treated as an integral component of formula. When you type text starting with
thesesymbols, Excel may treat that text as formula. For example when you type =MOP in a cell
and press Enter key then Excel will display this text as #name?. If your text start with these
reserved symbols then put apostrophe („) before the text so that MS Excel treats the reserved
symbol as a part of text not as the reserved symbol. If you have numeric data those are to be
treated as text,such as phone number and pin code number then useapostrophe („) before the
number. You cannot perform any calculations on numbers, which are entered as text. Text data
is automatically aligned to left in the cell as we do in writing text.

Date and Time: When you enter data reflecting date or time, Excelconverts these entries into
serial numbers and keep these serial numbers as background information. The serial numbers are
again converted into date and time formats, when you retrieve data from computer. Dates and
time are displayed in the worksheet as per the format set byyou,under the Regional settingof the
Control panel. Regional setting function of the Control Panel is explained in the 4th Unit of the
Block 01. You can still modify the display the data in a specific format; it is explained later in
the unit when Excel failed to recognize a date or time based data entered by you then it is treated
as text.

Data in Series: You can fill a range of cells either with thesame value or with a series of values
either increasing or decreasing in systematic manner, with the help of AutoFill facility of the MS
Excel.

Boolean or logical data: This data type is used for entering data having one of the two possible
values. The data value may be either TRUE or FALSE, in terms of numbers, 0 represents false
value and any other number represent true value. For example, gender of employers can be
defined as Boolean data i.e. male and female.

7.10 Deletion of data

To delete contents from specific cell, first take focus to the cell to be deleted than press
Backspace or Del keys. You can delete a range of cells by selecting cells and press Del key. The
selected cells can be deleted by clicking on the Delete icon under the Cells subgroup of the
Home tab. If you have deleted certain data accidentally then you can revert-backthe changes
committed accidentally, either by clicking on Undo button in the Quick Access toolbaror use
shortcuts Ctrl +Z. Changes are reverted-back one at a time in chronological order with latest
changesare reverted first.

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7.11 Cell Formats
The format feature of a cell controls the display of data in that cell. It only modifies the display
of data on monitor or printer, underlying data of the worksheet remains intact. The format option
improves the readability of the worksheet and highlights the important data in the worksheet. MS
Excelsupports the following formats to display data.

General FormatThis is the default format of cells. Excel displays text and number under
theGeneral format. This format style has no specific style.

Number Format Number can be displayed as integer, fixed decimal or punctuation formats.
You can set number of digits after decimal place. However, currency cannot be represented in
number format.

Currency Format you can add currency symbol, to improve display of money. MS Excel 2007
supports more than 250 different currency symbols and Indian Rupees (old one) is one of them.

Account format This format is used to create accounting worksheet. This format is popular
among accounting professional. Numbers with accounting format aligns decimal points of all
numbers in a column. Comma is used at predefined position in number to making it easy to read
large numbers.

Date format This format improves the display of date and time. People in different regions of
the globe have adopted different notions to display date and time. If you include * symbol before
date, then format for display are in accordance with regional setting of the operating system.

Percentage format This format displays numbers as percentage. The decimal point of the
percentage number moves two places to the right and percentage sign appears at the end of the
number

Fraction format This format displays digits after decimal place as fraction rather then digits.

Scientific format This format displays numbers as exponential notation. This format is mainly
used in engineering and scientific research.When number is too large to fit in the wide of cell,
then it is automatically displayed in scientific format.

Text format The cell with texts format will treateach data as texts even when you have typed
only number, date or time in the cell.Contents in text cell are by default left aligned. The contents
of the cell aredisplayedexactly as these are typed. You cannot perform calculation on data
entered in worksheet with text format.

Special format Certain data consist of combination of text and number in systemic manner. For
example, number plate of a car registered in Delhi may by DL 6C H 4159. Here DL, C, and H
alphabets are placed at predefined position and format. This format is used mainly to display Pin
code, phone number,Driving license number and vehicle registration number etc. You can
quickly type numbers without having to enter the punctuation characters in the data. Punctuation

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marks are automatically inserted into data after a fix length. This format is also very helpful
when you import data from other applications compactable with MS Excel

Custom format Whenpredefined formats of the MS Excel fail to meet your requirements then
you can set your own format with custom format option.

You can set the format of cells by first selecting affected cell, right click to get pop-up menu and
click on Format Cells you will get the following dialogue window. Different type of formats
supported by the MS Excel is listed under the Category list. When you move across this list, the
Sample frame displays format under the highlightedcategory and a short description about that
format is listed below the Sample frame. Select the appropriate format to get desired effect. The
last option in the list is Custom, use this option to set your own format, when predefined formats
fail to meet your requirements.

Fig. 12
7.12 Resizing Rows and Columns
The default column width is 8.43 characters, when you type on 10 points scale font size, 8 to 10
characters can be accommodated in the default column width. Characters in different font styles
occupy different amount of space so number of characters can be accommodated in default wide
may differ from one font style to another. To display more than 10 character in the field, take
mouse pointer to border of the specific row or column to be resized, the mouse pointer change to
I shape as shown in the figure 13, now drag the border to change the size of rows or columns.

Fig. 13

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Focus on cell, row or column to be resized. Click on the Format option under Cellsubgroup of
Home tab of the ribbon. Select Row Height or Column Width to resize columnsheight and
rows width. Enter the height or width in the dialogue box. You can change height or width of
several rows or columns at a time. First select rows and columns to be resized then useRow
Height and Column Width options.The height of row is automatically adjusted as per the
maximum size of fonts used in that row in any column. The height of row can accommodate the
largest size font used in any cell in that row.

Fig. 14

You can select AutoFit Column Width option so that MS Excel itself decides the width
of the column according to maximum length of number or text is fed in that column.

When you enter a long text in any cell of a column, only a part of the text is visible to you.
You have to turn on the wrapping of text feature of that cell to display the entire content
of long entries. The entered text is visible in multiple lines when wrap around feature is on
for that cell, column or row.Select the cells for which you want turn on the wrapping of
texts. On the Home tab, in the Alignment sub group, click on Wrap Text option

Wrap text

Fig. 15
If the text has any word longer than width of the cell then it is not wise to display it many
lines with wrap around feature; you can widen the column or decrease the font size to see
a long word without break. Sometime you have to increase the height of the cell to view
the entire text in multiple lines in the cell, when wrap text is on.

7.13 Alignment of contents in cells

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Text data is left aligned, date is center aligned and numeric data is right aligned by default.
However, you can specify alignment of texts, number and datebased data in cells as per
requirement of worksheet with the help of Alignment options of the Alignment sub-group of the
Hometab of the ribbon. First select cells, rows or columns to be aligned, click on one of the
following alignment options under the Home Tab.

Select cells to be realigned, right click to get the pop-up menu. Click on Format Cells option
and get the following window to define display behaviors of highlighted cells, click on
Alignment tab and select appropriate alignment optionsfrom the dialogue window.

Fig. 16

Horizontal combo box allows you to align text horizontally either of left, right or central within
the cell. Vertical combo box allows you to align text vertically either of top, central or bottom
within cells.Click on OK command button to apply the selected alignment to the highlighted
cells.

7.14 Format Numeric Data

The appearance of a number in a cell may differ as per the format set for the cell. You can
change format of the cells having numeric data by following steps:
a. Select cells to be format in specific style by dragging,
b. On the Home tab, under the Number sub-group, Click on arrow () key next to
General combo box, and select one of the predefined formats, that meet your
requirement.

Fig. 17
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 b) If format needed by you is not listed under the available in predefined formats,
click on More Number Formats and get the following window, click on Custom
option under the Category: list and set the format as per your specification

Fig. 18
c) Click on icon, show in Fig. 17 to increase or decrease number of digits
after the decimal place in the selected range.

Information which consists of numbers but never included in any calculation such as
telephone number, pin code number, vehicle registration number and driving license number
can be easily managed in text format rather in number format. For example, you can easily
segregate country and state code from the phone number, when it is displaced as (091)-011-
2245789683.

7.15 Page Break

To insert a page break within a worksheet, select cell/row, where you want to insert page break,
then click on Break command under Pages Setup subgroup of the Page Layouttab of the
ribbon. The page break is reflected with dotted line, when worksheet under the Normal layout
mode. The page break is displayed with blue line when worksheet is displayed in the Page Break
Preview mode. Options to change the display mode of worksheet are available on the right side
of the status bar near to zoom slide bar. These options are also available underWorkbook Views
subgroup of the View tab of the ribbon.

Fig. 19

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7.16 Page Setup

The page setup option set the dimension of paper for printing it.Clicking on Page Layout tab of
the ribbon, click on dialogue box launcher at the lower end of thePage Setup subgroup; you
will get the following dialogue window.

Fig. 20

The Page tab of the Page Setup dialogue window sets the orientation of page either in Portrait or
in Landscapedirection. You can scale the area of worksheet. The level of scaling of printing
decidesextent of zooming of display in printing. Set the zooming level under Adjust to: spin box
of the Scaling frame.Set the dimension of page from Paper Size: combo Box and decide the
quality of printing from the Print quality: combo box. Printouts with high DPI (Dot per Inch)
have better quality display, however your printer should also support printing at that DPI. If
printing area in a worksheet goes beyond boundaries of the page then either set the scaling
manually for the worksheet by adjusting the scaling in percentage in Adjust to: spin box or MS
Excel can automatically set the scaling, when you select the Fit to: option defines values for
Page (s) width by__ tall spin box parameters. You can print the entire worksheet on specific
number of pages wide. For example, worksheet can be printed on one page by setting these
options as Fit to1 page(s) wide 1 tall. Clicking on the Margin tab of the Page setup window
results in the following Window.

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 Fig. 21

Options in the dialogue window allow you to set the margins of the page. MS Excel allows you
to set left, right, bottom and top margins. You can also set the height of header and footer areas.
Horizontal and Vertical check boxes under Center on Pageframe allow you to centralize the
layout of worksheet on paper horizontally and vertically respectively, when printed. The clicking
on the Header/Footer tab of the Page setup window results in the following dialogue window.

Fig. 22

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Header/Footer tab gives you options to set the header, which is displayed on the top of every
page and thefooter, which is displayed on the bottom of every page, when worksheet is printed.
There are predefined text, which can be embedded as header or footer. Some parts of this text
may be static across pages such as name of author or company name; other part of the header
may be dynamic changing from one page to another such as page number and date and time of
printing of document etc. Popular predefined text streams used as header or footer are available
in the combo boxes under Header:and Footer:labels in the above window. If predefined texts do
not meet your requirement for header or footer then click on Custom Header or Custom Footer
commandsof the above window to customized header and footer areas for your worksheet. You
will get the following dialogue box on selection of Custom Header command. Similar kind of
dialogue window will be obtained on clicking on Customer Header command button.

Fig. 23
These are three text boxes as shown in fig. 24 to align text on the left, centre or right sections of
the header of the worksheet. There are icons in window in fig. 23 to improve the style of text by
setting font size and style of the text. These options are already taught for MS-Word. You can
insert page number on each page along with total number of pages in the worksheet as “Page 7 of
15”. You can display information about date, time, file name and/or path of folder, where file is
stored in the header or footer area of page. There are icons in Fig. 23 to insert these information
in header/footer areas. Click on Left, Centre or Right sections in the above window to define
specific section of header area of the page and insert information in these sections by clicking on
appropriate icons. Click on OK Button to finalize the designing of header areas. Clicking on the
Sheet tab of the Page Setup window results in the following window.

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 Fig. 25

The Sheet tab has an option to define area for printing; you can specify range of cells to be
printed. Click on rectangle box ( ) right to text box of the Print area: label and select the
appropriate range for printing area by drag action or you can manually type the printing rangeas
“Address of starting cell: Address of the end cell”. Both the address are separated by „:‟ for
example A2:D5 entry in the Print area: text box will print cells in a rectangular area, with A2
cell at one end of rectangle and D5 cell at the other and of the rectangle, diagonal to A2 cell. If
you want cells to be separated with solid lines click on the check box of Gridlines under the
Print frame of page setup window. If your worksheet spreads on several pages and there are
certain rows or columns in the worksheet, display labels which are to repeated on each page then
you can specify range of cells to be repeated on each page under Rows to repeat at top:or
Columns to repeat at left:dialogue boxes. You can specify both rows and columns at a time in a
worksheet to be repeated on each page at the timeof printing.You must have notice; worksheet
prepared manually repeats columns headings on each page of inventory registers. The impacts of
various options of Page setup window are visible only when you take printout of the worksheet
or view the print-preview of the worksheet.

7.17 Print Preview

The Print Preview display mode allows you to view the layout of the worksheet, when it is
printed. The display of worksheet under the print preview mode is placed under the What You
See is What You Get (WYSIWYG) category. Thus, the print preview of worksheet is very close
to its display,when printed. The option for print preview is available in Print submenu of the
Office button menu. Pointthe mouse pointer to Print submenu and wait for next cascade
submenu to pop-up. Select Print Preview command, to preview worksheet. The preview is
displayed in a separate window, commands displaced in the ribbon, while worksheet is in the
print preview mode is shown below. This tab is recognized as the Print Preview tab.

21
 Fig. 26

The impact of the various options of the Page setup dialogue box as defined in the last section is
visible only under the print preview mode or printed worksheet. Click on the Next Page
orPrevious Pagesbuttons at display other than current pages of the worksheet and click the
Zoom icon to increase or decrease the view size of worksheet.The zooming effect on the
worksheet takes place only onits displayon screen, there is no change in the size of worksheet,
when it is printed on paper. If you want to change dimension of paper and other printing features
then click on Page setup option. Options of the Page setup command are already discussed in
the last section. Click on Close Print Previewto returnthe worksheet back to normal position.

7.18 Printing of worksheet

Click on Print icon under Print submenu of the Office button menu. You will get the
following window

Fig. 27
When more than one printer is attached to your computer, specify name of printer in the Printer
sub frame of the window. Default printer is automatically selected if you do not specify name of
printer. You can set properties of printer by click on Properties command button.
Optionsdisplayed on clicking on Properties command button, depends on printer opted by you
for printing. You should go through the manual of printer attached with your computer to know
more about these options. Specify the range of pages to be printed under Print range frame. You
can print all the pages by selecting All option or the current page (having focus) by typing
specifying Current Page option or specific pages of the worksheet by typing page numbers in
Pages: textbox. You can specify a series of page numbers separated by commas in the Pages:
textbox. Suppose you are interested in printing page numbers 4, 7 and 9 of the worksheet than
type „4, 7, 9‟ in the Pages: textbox. If you want to take printout of all pages within specific range
than use „–„ symbol separating lower and upper limits of pages range to be printed. For

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example, if you are interested in taking printout of 4, 7, 11,12,13,14, 15, 21 and 23 pages then
type this „4, 7, 11-15, 21 and 23‟ in Pages: text box. Enter number of copies that need to be
printed in Number of copies: spin box. Check the Collate box if you are printing more than one
copy and wants that of all pages of one setof the worksheet should be printed together.
Otherwise, when this box is clear, all copies of each pageof the worksheet is printed together,
however order of pages will be maintained in both the cases.Suppose you want to take 10 copies
of a worksheet then first page is printed ten times, next page is printed ten times and so on until
the last page of the worksheet. When collate checkbox is clear.You can make printing economic
by printing more than one sheet on single paper by specifying number of sheet to be printed in
each page in Pages per sheets spin box under Zoom frame, at the bottom corner of the window
show in fig. 27. You may face difficulty in reading, when you print more than one sheet on a
single page, once you click on OK command to print the worksheet.

7.19 The specification and limitation of worksheet designed with MS Excel

Maximum number of rows and columns 1,048,576 rows and 16,384 columns in a
in Worksheet

Column width 255 characters

Row height 409 points (72 points = 1 Inch)

Number of Pages 1,026 horizontally and vertically

Total number of characters that a cell 32,767 characters

can contain

Characters in a header or footer 255

Number of sheets in a workbook Limited by available memory in computer (default

is 3 sheets)

Calculation specifications and limits:

Feature Maximum limit

Number precision 15 digits

Largest number can to be typed into a cell 9.99999999999999E+307

Largest positive number allowed 1.79769313486231E+308

Smallest negative number allowed -2.2251E-308

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Smallest positive number allowed 2.229E-308

Largest negative number allowed -1E-307

Length of formula contents 8,192 characters

Earliest date allowed for calculation January 1, 1900 (January 1, 1904, if 1904
date system is used)

Latest date allowed for calculation December 31, 9999

Largest period of time can be specified 9999:59:59

Number of Users can open and share a shared 256

workbook at the same time

7.20 Merging of Cells

You can merge cells, rows or columns in a worksheet and form a single cell. Select the cells,
rows, or columns to be merged. Click on Home tab, click on merge icon ( ) under the
Alignment subgroup. You can also merge cells by selecting cells to be merged then right click to
get popup menu, click on Format Cells option, you will get following window

Fig. 28
Click on the Alignment tab and then click on the check box of the Merge Cells optionto merge
the selected cells. If there is data in cells to be merged then data of the first cell of the merged
range will be remain there after merging. The data of the rest of cells get lost, so first transfer
important information from cells to be merged to new destination to avoid loss of data and then
merged cells.

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7.21 Inserting a worksheet
Click on Arrow key () of Insert option of the Cells subgroup of the Home tab, Select Insert
Sheet option to insert new worksheet. When you insert a new worksheet, it always gets inserted
on the left side of the current worksheet. You can also insert new worksheet by right clickingon
the worksheet tab at the bottom end of window, at position new worksheet is to be insereted.
Click on Insert option from the pop up menu to insert a new worksheet. The shortcut key for
inserting a workheet is Shift + F11 key. You can use this shortcut at any time, a new worksheet
is needed. The new worksheet is inserted on the rightside of the current worksheet.

7.22 Delete a worksheet

Right click on the worksheet tab of the worksheet to be delated, clickon Delete option from the
pop-up menu. Worksheet on the right side of the deleted wroksheet get the focus.

7.23 Deleting cells, rows or columns

Slecet rows ,columns and cells,which you want to delete and then get pop-up menu by right
click, slecet Delete option from the pop-up menu to delete the selected areas.

Fig. 29
When you delete rows ,thenexisting rows situated below the delete rows move up. Similarly
when you delete columns, than existing columns situated on the right side of the deleted
columns take the position of the deleted column. When you delete specific cells then the
following dialogue box appear on the screen to decide,how to move the remianing of the cells,
you can move remaining of the cells situated on right side and below the deleted cell in left or
up direction. Select one the option from the window shown in fig. 30 and click on OK command
button for the completion of deletion acts.

Fig. 31
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7.24 Inserting rows or coulmns
Take pointer to cell, row or column where you want to insert cells, rows or coulmns. Select
specific number of rows, columns and cell to be inserted into worksheet by dragging mouse
pointer over exisiting entires and then right click to get pou-up menu. Select Insert option from
the pop-up menu. If you have selected specific number of rows before clicking on Insert option
then specific number of new rows get inserted above the selectedrows and existing rows below
the selected rows go further down to make space for new rows. Similarly, existing columns right
to sleceted columns move further right to make space for newely inseterted columns. When you
have selected specific cells before selecting Insert option then you will get the following
dialogue window to decide displacement of existing columns, rows or cell after inserting specific
number of cells.

Fig. 31
The window reflects that you can insert entire blank row, columns, individual cell either on left
or side of the foced cells. Select on the option of the above window and click on OK button to
inserest rows/columns/cells in the worksheet. You can also use Insert option from the Cells
subgroup of the Home tab to insert rows, columns and cells in a worksheet.

7.25 Auto fill

MS Excel can insert a series of numbers automatically in worksheet. A series may consist of
same numberrepetitively or numbers in increasing or decreasing in systamatic manner. All serise
shownbelow are generated automaticallyin a worksheet by the MS Excel.

Fig. 32
26
First fill two or three enteries of the series manually and then select these entries. Once you point
to the bottom right corner of the selected cell, the pointer changes to a Plus sign. Now, Drag the
pointer to any number of cells, you wish to fill by series as per number pattern feed by you
manually in first two/three entires. You get a new series of numbers in the selected cells as you
release button of mouse. This function of Excel is known as autofill.

7.26 Naming and renaming of worksheet

When you open a new workbook, it has three worksheets namely as Sheet1, Sheet2 and
Sheet3by default. When you add a new worksheet, MS Excellassigns names to newly added
worksheets in sequential manneri.e., Sheet4, Sheet5 etc. You can rename the default names of
the worksheets. The name of the worksheet should reveal about information stored in that
worksheets. Right click on the worksheet tab, which you want to rename, select Rename option
from the pop-up menu. The focus move to name of the worksheet in the worksheet tabs area,
now you can type new name for the worksheet. You can also rename a worksheet by double
cliking its tab. You can also differnciate worksheets by assigning different backgroumd colours
to worksheet tabs. Right click on the worksheet tab and point to Tab Colour to assign a colour
as background to worksheet tab.
The data can be copied, deleted or moved to other cells within the same or other worksheets or
other workbooks. When you make a copy or cut data from a worksheet, it gets stored in the
clipboard. Different applications can use this data from the clipboard. First, select the specific
numbers of cells rows/columns, which are to be copied or movedto new position. Use shortcuts
Ctrl + C to copy and Ctrl+Xto cut the selected cells , now take pointer to a position where you
want to pastethis data, either use shortcut Ctrl+V orpop-up menu for this purpose. Select the
desired number of cells to be moved or copied, right click to get popup menu, select Copy or
Cut commands from the pop-up menu. Take pointer at the location contents to be copied/moved,
now right click and select Paste option.
First, estimate the space need to accommodate moved/copied cells at position specified by you.
Ensure this area should be blank otherwise copy or move command will overwrite the existing
data within range of cells be occupied pasted cells.

7.27 Set unit of measurement for the ruler bars

The Page Layout view displays the precise layout of the worksheet when printed on paper. MS
Excel provides horizontal and vertical ruler bars in this layout at the top and left side of
worksheet window, so that you can take precise measurements of rows, columns and margins of
pages. It also helps in placing objects such as pictures and chart at appropriate position on the
worksheet.You can change the measurement units of the ruler bar.
1. Display the worksheet in the Page Layout view for that, click on Viewribbon and click on
Page Layouticon ( ) under the Workbook Views sub-group. The icons to set display
modesarealso available on the status bar. The page layout mode is indicated with
symbol and normal display mode is reflected with this symbol on the status bar. The
normal display mode makes data entry and editing easy.

27
 Fig. 33

2. Click the Office Button , and then click onExcel Options at the bottom of office
button menu. You will get the following window on the screen.

Fig 34
3. Click onAdvancedoption in the left pane, under Display subgroup in the right pane select
unit for the ruler bar from Ruler units: list. The scale can be set to millimeters,
centimeters or inches. Click on OK Command button to apply change in scale of ruler
bars.

Fig. 35
28
7.28 Hide or display the ruler bars
Ruler bars are visible only when you display worksheet in the Page Layout view therefore
first display the worksheet in the Page Layout view. If ruler bars are not visible under the
page layout mode, then click on the View tab of the ribbon, under the Show/Hide group to
display the rulers. You can hide the ruler bars, clear the check box of Ruler option.

Fig. 36

7.29 Change orientation of pages

1. Click on Page Layout tab of the ribbon, click on Orientation icon under the Page Setup
sub group and then select either of Portrait or Landscape option.

Fig. 37

The portrait layout is the default orientation, where height of the printout on each page is more
than its width. When the width of the printouton each page is more than itsheight, this layout
mode is identified as the landscape mode

7.30 Design headers and footers of a worksheet

Header and footer areas of a worksheet are similar to header and footer areas of letter pad and
correspondence stationary of the office. Name, address and log of companyare printed at the
top on each correspondence leaflet of the company. Header area is at the top of each
page.Similarly, thefooter is added at the end of each page. You can add text, symbols and
predefined functions in the header and footer area of the worksheet only once; it is
automatically added on every new page during the printing. You can display header and
footer on each page of worksheet on monitor, when worksheet is displayed in the print
preview mode. Follow this procedure to add footer and header a worksheet.
 First, display the worksheet in the page layout mode.
 To add a header or footer to a worksheet, click on Insert tab of the ribbon, click on
Header & Footer ( ) icon under the Text sub-menu. You will get the following
ribbon having commands and tools to design header and footer.

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 Fig. 38
Click inside header area at the top or footer area at the bottom area of worksheets to
define header/footer of the worksheet. Type text, insert symbols, logo and other
specification as displaced fig. 38. Some of functions displayed in Fig. 38 are context
sensitive such as data, time, path of the folder where file is stored, page number etc.
Thecontext sensitive contents in the header, change with change of context.First,
take cursor to the position where context sensitive contentsare to be added and then
insert these contents by clicking on the corresponding icons from the Header and
Footer Elements under the Header & Footer tools tab of the ribbon. Each icon
under the Header and Footer Elements is labeled to explain its purpose. The labels
of the icons are self-explained. Type text and add other information from header and
footer elements shown in fig 38 in the header and footer areas of worksheet and click
outside these areas to make permanent changes in header and footer areas of the
worksheet. You can have different header/footer on odd and even pages of the
worksheet. Click and mark the checkbox of the Different Odd & Even Pages
options under the Options subgroup of header and footer tools tab of the ribbon.
Similarly, you can have separate header/footer for first page and rest of the pages of
worksheet. You can do so by marking the checkbox of the Different First Page
option under the option subgroup.
You can also add page number in header or footer area of the worksheet. On every
new page,this number increase by one. Click at header or footer area where page
number is desired, click on Page Number icon ( ) under the Header & Footer
Elements subgroup of the Header & Footer Tools. The page number is added as
“&[Page]” in the header, while worksheet is displayed under the normal display
mode. This entry changes to page number, once you close the header/footer design
by clicking outside the header/footer areas and display worksheet in print preview or
page layout display modes. Click on Office Button, take pointer to Printer and then
click on Print preview icon from the cascade menu to get the print preview of the
worksheet. You can insert total number of pages in the worksheet in the header and
footer area by clicking on Number of Pages icon ( ) of the Header & Footer
Elements subgroup of the Header & Footer Tools. Reserved words are used to
informed specific information and instruction to computer.
The ampersand (&) is a reserved word under the MS Excel, therefore, to include a
single ampersand (&) within header or footer, use two consecutive ampersands. For
example, to include "Ram & Shyam Cloths Merchant" in a header, type it as “Ram &&
Shyam Cloths Merchant”.

30
7.31 Set margins of the Page
1. View the worksheet in the Page Layout mode
2. Under the Page Layout tab of the ribbon, click on arrow () bellow the Margins icon (
), of the Page Setup sub-group, and then select one of the predefined margins layouts
i.e., Normal, Narrow, or Wide. If these predefined marginslayoutdoes not meet your
requirement, you can customize margin by clicking on the Custom margins option from
the list.

Fig. 39
When you click on the Custom Margins, you will get the following window.Labels and
information sought from the users inside the dialoguewindow are self-explained. Set top,
bottom, left and right margins and height of header and footer for the worksheet as you
set for a document in the MS Word.

Fig. 40

31
Margin can also be set with drag operation of mouse
 First display the worksheet in Page Layout mode, to change the top or bottom
margins, take pointer close to top or bottom border of writing area of the worksheet
over the ruler bar,when pointer changes to a two-headed arrow( ), drag the margin
(border of writing area)to get appropriate height for the header and footer areas.
 To change the right or left margin, take pointer close to left or right marginsof the
worksheet, the pointer changes to two-headed arrow horizontal line ( ); drag the
margin to resize the margins.

7.32 Hide or display gridlines, row headings, and column headings

Gridlines feature of worksheet is used to make crossing of rows and columns visibleas the solid
lines. Columns are labeledon the top by alphabets of English language and rows are labeled on
the left side by integer numbers. Labels of rows and columns are displayed in sky blue colour.
Gridlines, headings of rows and column are visible on screen, by default, in a worksheet, but
heading of rows and columns are not visible in the print outs of worksheet. You can control their
visibility(show or hide) over the monitor and in printouts.
On the Page Layout tab, under the Sheet Options subgroup, there are options to hide or
display gridlines and headlines of rows and columns. To hide the gridlines, clear the check
box of Gridlines under the Sheet Options subgroup of the Page Layout tab, the gridline can
be made visible on screen and printout by clicking on this check box again. To hide the
heading of rows and columns in a worksheet on screen, clear the checkbox of the View of
Headings. To print headings of rows and columns of a worksheet, select the Print check box
of Headings.

Fig. 41

7.33 Magnify or shrink worksheet to fit in the print area

1. Display the worksheet in Page Layout view.
2. On the Page Layout tab, under the Scale to Fitsubgroup, do one of the following:
 To shrink the width of the worksheet to fit inspecific numberof pages, you can
specify number of pages in the Width:combo box.
 To shrink the height of the printed worksheet to fit in specific number of pages, you
can specify number of pages in the Height:combo box.

32
3. To stretch or shrink the printed area of the worksheet to a specific percentage of its actual
size, specify the percentage to zoom the worksheet in the Scale:spin box under the Scale
to fit subgroup. To stretch or shrink worksheet to a specific percentage of its actual size,
the Width and Heightentries in this sub group must be set to Automatic. The aspect ratio
(ratio of height and width) does not change with zooming of worksheet with scale option.

Fig. 42

7.34 Layouts of work sheet

Thevarious layouts supported by MS Excel are displayed under WorkbookViews subgroup
under the View tab of the ribbon. The Page Layout View of the worksheet displays the preview
of its print form. The preview of worksheet is very helpful to have a last look of the worksheet
before printing.It minimizes the wastage of the papers. Reading of worksheet is convenient under
the page layout mode. Display of worksheet in this mode is convenient to read. The Normal
layout modedisplay worksheet and continuous sheet.Editing is very convenient under the Normal
layout mode. The Page Break Preview mode displays page breaks with bold blue line. You can
quickly adjust the page breaks by dragging page break blue bold line under this mode.
Click on the View tab on the ribbon than select appropriate layout icons from various
optionsavailable under theWorkbook Views sub-group. The display of worksheet under the
Page Layout mode is displayed on the left side of the figure 43. The display of same worksheet
under the Normal Layout is displayed on the right side of the figure 43. The page layout mode
displays space reserved for margins, header and footer however, these attributes are missing
when worksheet is displayed under the normal or the page break preview layouts. The page
break is represented by a thin dotted line on the worksheet under the normal layout mode,
whereas individual pages of worksheet are shown separately, under the Page Layout mode. The
display of worksheet under this mode looks alike its print layout. You can insert page break at
appropriate place in worksheet by displaying it worksheet in Page Break Preview mode, right
clicking at the position, a page break is needed. Click on Insert Page Break option from the
pop-up menu to insert the page break.

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 Page Layout Normal Layout
Fig. 43

The Popular shortcuts of the MS Excel are follows:

Action shortcuts
Open a file Ctrl + O
Create New file Ctrl + N
Save Ctrl + S
Print Ctrl + P
Find Ctrl + F
Replace Ctrl + H
Move to top of worksheet (cell A1) Ctrl + Home
Move to end of worksheet (last cell with data) Ctrl + End
Move to first column of the active row Home
Move to the last column of worksheet Ctrl + left arrow
Move to next worksheet Ctrl + Page Down or
Ctrl + Page Up
Insert auto Sum in sheet Alt + =
Insert current date in sheet Ctrl + ;
Insert current time in sheet Ctrl + :
Help F1
Go to F5
Spell checking F7
Save As F12
Select cells left to current cell Shift + left arrow
34
Select cells right to current cell Shift + right arrow
Select column of active cell Ctrl + Spacebar
Select row of active cell Shift + Spacebar
Select entire worksheet Ctrl + A
Text Style
Bold Ctrl + B
Italics Ctrl + I
Underline Ctrl + U
Cut Ctrl + X
Copy Ctrl + C
Paste Ctrl + V
Undo Ctrl + Z
Redo Ctrl +Y
Edit active cell F2
Format as currency with 2 decimal places Shift + Ctrl +$
Format as percent with no Decimal places Shift +Ctrl +%
Format cells dialog box for active cell Ctrl + 1
Create a table Ctrl + L

7.35 Let us sum up

In this unit, you have acquired skills to start MS Excel and design worksheets. You have learnt
about various data formats supported by the MS Excel. You can set the dimension of page to
print worksheet. You can design header and footer areas of worksheet to give it a professional
look. You have learnt about various display modes supported by the MS-Excel. The page layout
mode displays the print preview of worksheet. The Normal display mode displays worksheet as
continuous sheet. Editing of worksheet is convenient under the Normal display mode and reading
is convenient under the page layout display mode. The Page Break Preview mode displays page
breakswith in bold blue line. You can quickly adjust the page breaks by dragging page break
lines under page break preview mode gain mastery in skills taught in this unit.

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