Microsoft Office Tutorials and References
In Depth Information
Hiding Worksheet Data
Hiding Worksheet Data
The Monthly Sales worksheet contains too much data to fi t into the worksheet window
without drastically reducing the zoom level, which would make the contents too small
to read easily. One way to manage the contents of a large worksheet is to selectively hide
(and later unhide) those rows and columns containing extraneous information, allowing
you to focus your attention on only a select few data points. Hiding rows, columns, and
worksheets is a good way to manage a large volume of information; but it should never
be used to hide data that is crucial to understanding a workbook. Note that hiding a row
or column does not affect the other formulas in the workbook. Formulas still show the
correct value even if they reference a cell in a hidden row or column.
Tom wants to view only the third table, which shows the difference in sales between
2011 and 2012, but not the other tables. You’ll hide the rows that contain the fi rst two
tables and then unhide those rows after Tom has looked at the third table.
To hide and unhide worksheet rows:
1. Select row through row in the Monthly Sales worksheet. 35
2. In the Cells group on the Home tab, click the Format button, point to Hide &
Unhide , and then click Hide Rows . Rows 6 to 35 are hidden, and the row
numbers in the worksheet jump from row 5 to row 36. The data in the third table
hasn’t changed even though its formulas use data from the hidden tables.
You can also hide or
unhide a row or column by
right-clicking the row or
column header and
clicking Hide or Unhide from
the shortcut menu.
3. Select row and row , which are the rows before and after the hidden rows. 36
4. In the Cells group, click the Format button, point to Hide & Unhide , and then
click Unhide Rows . The hidden rows 6 through 35 reappear.
Formatting the Worksheet for Printing
Your fi nal task is to prepare the workbook for the printer. Excel supports a wealth of print
options, including the ability to set the page orientation as well as specify whether the
page will include headers and footers. Print settings can be applied to an entire
workbook or to individual sheets. Because it is likely that other people, such as clients and
colleagues, will see the printed version of your spreadsheet, you should take as much
care in formatting the printed output as you do in formatting the contents of the
electronic fi le.
Tom wants you to print the analysis of the monthly sales fi gures. You’ll look at the
Monthly Sales worksheet in Page Layout view to see how it would currently print.
To view a worksheet in Page Layout view:
1. Click the Page Layout button
on the status bar. The worksheet switches to
Page Layout view.
2. Change the zoom level of the worksheet to 70% to view more of the page layout.
See Figure 2-37.
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