What is Microsoft Excel?

Microsoft Excel is an office use application designed by Microsoft. It comes

with Office Suite with several other Microsoft applications, such as Word,
Powerpoint, Access, Outlook, and OneNote, etc. It is supported in Windows as well
as Mac operating system too.

Microsoft Excel is one of the most suitable spreadsheet programs that help us to
store and represent the data in tabular form, manage and manipulate data, create
optically logical charts, and more. Excel provides you the worksheet to create a
new document in it. You can save the Excel file with .xls extension.

How to Open Microsoft Excel?

In Windows 10 operating system, click on the Start button and search for the MS
Excel application. If it is already installed in your system, it will appear here like
this.

Double-tap on this icon to open the Excel.

When the Excel opens, an interface will appear like this. From here, you can create
a new workbook, choose a template, and access your recently edited workbooks.

Microsoft Excel Features

There are several features that are available in Excel to make our task more
manageable. Some of the main features are:

1. AutoFormat: It allows the Excel users to use predefined table formatting

options.
2. AutoSum: AutoSum feature helps us to calculate the sum of a row or column
automatically by inserting an addition formula for a range of cells.
3. List AutoFill: It automatically develops cell formatting when a new
component is added to the end of a list.
4. AutoFill: This feature allows us to quickly fill cells with a repetitive or
sequential record such as chronological dates or numbers and repeated
documents. AutoFill can also be used to copy functions. We can also alter text
and numbers with this feature.
5. AutoShapes: AutoShapes toolbar will allow us to draw some geometrical
shapes, arrows, flowchart items, stars, and more. With these shapes, we can
draw our graphs.
6. Wizard: It guides us to work effectively while we work by displaying several
helpful tips and techniques based on what we are doing. Drag and Drop feature
will help us to reposition the record and text by simply dragging the data with
the help of the mouse.
7. Charts: This feature will help you to present the data in graphical form by
using Pie, Bar, Line charts, and more.
 8. PivotTable: It flips and sums data in seconds and allows us to execute data
analysis and generating documents like periodic financial statements,
statistical documents, etc. We can also analyze complex data relationships
graphically.
9. Shortcut Menus: The shortcut menu helps users to make the work done
through shortcut commands that need a lengthy process.

Worksheets in Excel
While working with Excel, often you come across terms worksheet, Rows, Columns
and Cells. In this tutorial we will briefly understand these terms along with their
fundamentals and the operation (create, copy, paste, delete, etc) performed in them.

Worksheet

A Worksheet is a single page containing a collection of cells where the user can
store, update and manipulate the data. Worksheet is also called a spreadsheet. It is
made up of rows, columns and cells.

NOTE: An Excel workbook can contain several worksheets.

In Excel, individual data cells in a worksheet are defined and organized with the help
of the vertical column and horizontal row that are combined to form a cell reference,
unlike A1, B25, or R867.

Select a Worksheet
Whenever you open an Excel workbook, by default, Excel will take you to the
Sheet1 worksheet. As you can see in the below image, the name of the worksheet
'Sheet1' is displayed on its sheet tab at the bottom of the windowpane. Though you
can rename it anytime, we will cover the steps down in this tutorial.

Insert a Worksheet

Excel enables the user to insert multiple worksheets as per their requirement.
To insert a new worksheet in excel, click on the plus (+) symbol located at the
bottom of the windowpane. By default, the new worksheet will be named 'SheetN'
where N represents an integer number 1,2,3,4,5,6,7,...., n.

In the below example, we have added a new worksheet named Sheet2.

Output
Rename a Worksheet

To rename your worksheet with a customized and appropriate name following the
below steps.

1. Right-click on the sheet tab for which you wish to change the name.
2. The toolbar window will appear. Choose the Rename option.

3. Type your preferred name. For instance, in the below screenshot, we have
renamed 'Sheet1' to Sales 2021.

Move a Worksheet

Excel allows the user to move and locate their worksheet in any order. Click on your
worksheet sheet tab and drag it to your preferred location.

For instance, in the below example, we have dragged Sales 2021 before the 'Sheet 2'
sheet tab.
Output

Delete a Worksheet

Deleting a worksheet in excel is very simple, follow the below steps:

1. Scroll down to the bottom and right click on a sheet tab.

2. The dialog box will appear. Click on delete

3. The sheet will be immediately deleted.

Copy a Worksheet

While working many times, the Excel users require copying and pasting the data of
one worksheet to another and making some changes. Excel provides easy steps to
copy the data of one worksheet to another.

1. Right-click on the sheet tab that you want to copy.

 2. The toolbar window will appear. Click on the 'Move or Copy' option.

3. The 'Move or Copy' dialog box will be displayed. In the Before Sheet section,
select the 'move to end' option and make sure to check in the 'create a copy'.

4. Click OK. Your data will be copied to the new worksheet.

ROWS
Rows run horizontally across the worksheet ranging from 1 to 1048576. A row
is identified by the number on the left side of the row, from where the row
originates.

Insert a Row in Excel

Many Excel users often need to insert a row in the worksheet to organize or
manipulate their data.

1. Select and right-click on the cell within the row where you want to insert a
new row.

2. The dialog box will be displayed. Choose Insert.

 3. The insert dialog box will appear. Choose the 'Entire row'

4. It will insert a new row at the top of your selected cell.

Delete a Row in Excel

While working with Excel users need to delete a row in the worksheet to organize
or manipulate their data. It's a lot easier to delete a row in excel.

1. Select any cell within the row that you need to delete. Right-click on the cell.
 2. The dialog box will be displayed. Choose Delete.

3. The Delete dialog box will appear. Choose the 'entire row' option.

4. The entire row will be immediately deleted.

COLUMNS
Columns run vertically downward across the worksheet ranging from A to XFD (in
total 16384 columns). A column is identified by a column header on the top of the
column, from where the column originates.

Insert a Column in Excel

Many Excel users often need to insert a column in the worksheet to organize or
manipulate their data.

1. Select and right-click on the cell within the column where you want to insert a
new column.

2. The dialog box will be displayed. Choose Insert.

 3. The insert dialog box will appear. Choose the 'Entire column'

4. It will insert a new column at the left of your selected cell.

CELLS
Cells are small rectangular boxes in the worksheet where we enter data. A cell
is the intersection of a row and column. It is identified by row number and column
header. In Excel, each cell is identified using a set of coordinates or positions, such
as A1 (where A represents a column and 1 represents the row), B2, or M16.

You can perform several operations with cells in Excel, unlike changing the font
style, font size, background color, text alignment, format painter, wrap text, and
conditional formatting.

Excel provides the feature to select multiple cells at one time. A group of selected
cells is collectively known as cell range. With cell range instead of a single cell
address, the user refers to a cell range utilizing the cell addresses of the
selected first and last cells, separated by a colon. For instance, a cell range covering
B2, B3, B4, B5, B6, B7, B8, B9, and B10 would be addressed as B1:B10.

Cell Range: B1: B10

Now, as we have covered the basics, let's move towards the operation that could
be applied to a cell.
Select a cell

To perform any operation, i.e., to write, edit, delete, format, the user must first select
a cell. Below given are the steps to select a cell in Excel:

1. With the help of your cursor, click on any cell.

2. Your cell is now selected, and you will notice a rectangular borderaround
the same cell, and the column and the row heading will be highlighted.

3. The cell will remain selectedunless and until the user points the cursor to
another cell.

Select cell range

1. Click on the first cell from which to start the selection. Hold and drag your
cursor to the last adjoining cells where you want to end the cell range.
2. Once done, release the cursor, and the desired cell range would be selected.

3. The cell will remain selectedunless and until the user points the cursor to
another cell.
Cell content

Any data you enter in your Excel worksheet is stored in a cell. Each cell can hold
various types of information, including string, numbers, formatting, formulas, and
functions.

1. String (Text)

Cells can hold string values, unlike alphabets, numbers, and dates.

2. Formatting properties

Cells also include formatting properties that improve the appearance of your cell
content. For instance, percentages can be displayed as 0.55 or 55%. You can make
the cell content in Bold, Italics, change its font color, font size, or change its
background color.

3. Formulas and functions

Cells can include predefined or customized formulas and functions that are helpful
in calculations. For example, SUM(A2:A5) will add the number stored in each cell
and give you the output.

Insert content to a cell

1. Click and select the cellwhere you want to insert the content.

2. Type in the desired data into the selected cell, then click the enter button or
move your cursor to another cell. The content will be shown in the cell and
 the formula bar.

Delete cell content

1. Click and select the cell.
 2. To delete the cell content, press the Delete or Backspace key from your
keyboard.

3. If you want to delete multiple cells, select the cell range and press the Delete
key.

Note: Delete Key can delete the content of multiple cells at once, whereas the
Backspace key only deletes the data of a single cell at a time.
Delete cell(s)

People often get confused between deleting the cell content and deleting the cell
itself, but there is a significant difference. If you delete the content, the cell will
remain, and only the content gets omitted, whereas if you delete the cell, the cells
below shift up or are shifted left and replace the deleted cell.
1. Click and select the cell(s).

2. Right-click on the cell. The dialog box will be displayed. Choose Delete.

3. The given below Delete dialog box will occur. Choose the 'entire row' option.
 4. The cell will be immediately deleted and the cells lying below will shift up.

Drag and drop cells

Instead of copying and pasting the data, you can use the drag and drop option to
move cell content from one cell to another.

1. Click and select the cell(s).

2. Point your cursor over the border of the selected cell(s) till it changes to
a black cross with four arrows.
 3. Drag your mouse cursor to the cell you prefer to paste the content. At this
point the mouse pointer will change to a dotted rectangle.

4. Release the cursor, and the content will be cut from the original cell
and pasted in the selected location.

The Worksheet Views

Excel 2016 has a variety of displaying options that change how our workbook is
showed. We can choose to view any workbook in the Normal view, Page Layout
view, or Page Break view. These views can be useful for several tasks, especially
if we're planning to print the spreadsheet.

To change the worksheet views, locate and choose the desired worksheet view
command in the bottom-right corner of the Excel window.
Zoom Control

To use a Zoom control, click and drag the slider. The number to the right of the
slider reverse the zoom percentage. It presents at the bottom right corner of the
Excel worksheet.

By default, Excel view zoom percent is 100%.

What is Text Alignment in Excel?

Text alignment is a word processing software feature that helps users to align text
within worksheet cells. It enables the composition of text documents with various
text positions or alignments on one or more cells within the Excel document. The
text alignment feature mainly places the cursor or aligns the text along the various
margins of the document.
What are the alignment options in Excel?

Horizontal Alignment

The horizontal alignment tools allow users to adjust the text alignments in a
horizontal axis, such as left, right, center, etc.

o Left: Clicking the left alignment button aligns the given or typed contents in
the left position within the selected cell (s).
o Center: Clicking the center alignment button aligns the given contents to the
center position.
o Right: Clicking the right alignment button aligns the given contents in the
right position within the selected cell (s).
o Fill: Clicking the fill option repeats the cell's contents until the cell's width is
filled.
o Justify: Clicking the justify button justifies the cell contents to the left and
right sides equally in the horizontal axis. This alignment option is useful only
when the corresponding cell (s) is formatted using the wrapped text option,
and the cell's contents are separated into multiple rows.

Vertical Alignment

The vertical alignment tools allow users to adjust the text alignments vertically, such
as the top, middle, bottom, etc.

o Top: Clicking the top alignment button aligns the recorded contents to the top
position within the selected cell (s).
o Center: Clicking the center alignment button aligns the given contents to the
center position, vertically, within the selected cell.
o Bottom: Clicking the bottom alignment button aligns the given contents to
the bottom position within the selected cell.
o Justify: Clicking the justify button justifies the cell contents vertically within
the cell. This alignment option is useful only when the corresponding cell (s)
is formatted using the wrapped text option, and the cell's contents are
separated into multiple rows.
Aligning Text in Excel

As we discussed above, Excel allows us to align text horizontally and vertically.

Similarly, we have several methods to implement the desired text alignment in Excel
cells. We can easily change the default alignment using the Ribbon Tools, Format
Cells dialog box, or keyboard shortcuts.

o Change Text Alignments from Ribbon

o Change Text Alignments from Format Cells
o Change Text Alignments using Shortcut Keys

Let us now discuss the above methods in detail:

Change Text Alignments from Ribbon

The easiest and straightforward way to access text alignment options in Excel is to
use ribbon tools. Both horizontal and vertical alignment options can be accessed by
going to the Home tab and using the alignments from the Alignment group.

By default, Excel automatically aligns entered text contents to the left position of the
cell and numbers to the right position. We can use alignment options from the
Alignment group and change them accordingly.

o We can click the tools from the vertical alignment options and pick Top Align,
Middle Align, or Bottom Align, respectively.
o We can click the tools from the horizontal alignment options and pick Left
Align, Center Align, or Right Align, respectively.
o We can click the 'More Options' button to access the Format Cells dialogue
box with the Alignment and other formatting options.
Change Text Alignments from Format Cells

The Format Cells dialogue box is another efficient way to change text alignments in
Excel cells. According to this method, we need to perform the following steps:

o First, we need to select the cells on which we want to align texts.

o Next, we need to open a Format Cells dialogue box. We can launch a
dialogue box by clicking the arrow at the bottom right corner of the Alignment
group under the Home tab.

Alternately, we can press the keyboard shortcut keys combination 'Ctrl +

1' to open the Format Cells dialogue box.
o In the Format Cells dialogue box, we must select the 'Alignment' tab and
choose the desired option from the Horizontal and Vertical drop-down lists.
The Horizontal drop-down list contains the following alignments:
 The Horizontal drop-down list contains the following alignments:

o Lastly, we must check the preview box and click the OK button to apply the
selected alignment style.

Change Text Alignments using Shortcut Keys

Excel allows users to use keyboard shortcuts for most of the Excel features or
operations. Likewise, we can also align text using the keyboard buttons without
lifting our fingers off the keyboard. The following table consists of handy keyboard
shortcuts for text alignment in Excel:

Action Shortcut Key

Top Alignment Alt + H + A + T

Middle (Center) Alignment - Vertically Alt + H + A + M

Bottom Alignment Alt + H + A+ B

Left Alignment Alt + H + A + L

 Middle (Center) Alignment - Horizontally Alt + H + A + C

Right Alignment Alt + H + A + R

Since Excel has many keyboard shortcuts, it is not easy to remember alignment
shortcut keys. However, there is a simple way to memorize all the shortcuts
displayed in the above table. The first key, 'Alt', activates quick shortcuts in Excel.
Once we activate the quick shortcuts by pressing the Alt key, Excel displays specific
keys to use the displayed options within the Excel window.

The first key combination, 'Alt + H', allows us to access the Home tab, while the
second part of keys (the remaining keys) activates the desired alignment option. For
instance, after pressing the 'Alt + H', 'Alt + T' denotes 'align top', 'Alt + B' denotes
'align bottom', 'Alt + L' denotes 'align left' and so on.

Text Alignment Examples

We can select the cells to align and use the above methods to align text within the
cells.

The example of the horizontal alignments can be seen in the following sheet:
The recorded text is shifted to left, center, and right positions in the above image.

The example of the vertical alignments can be seen in the following sheet:

The recorded text is shifted to the top, middle, and bottom positions in the above
image.

Undo the Alignments

There are two ways that we can use to undo the alignments changes within the sheet,
such as:
 o We can use the Undo feature in Excel to remove alignment changes just after
applying them. The shortcut to use Undo in Excel is Ctrl + Z.

o To remove the alignment changes later, we need to select the specific cell or
cell range and navigate to Home > Clear > ClearFormats from the Editing
group.

Important Points to Remember

o If we have a long paragraph or a long line of text in continuous cells in a

spreadsheet, we might not see the entire text at once. We can fix it and view
the entire text within the cell by clicking the Wrap Text option under the
Home tab in a group named Alignment, and it typically wraps the text without
changing the column width.
 o If we want to merge multiple cells and center texts spanning multiple rows
and columns, we need to click the Merge & Center button in a group named
Alignment under the Home tab.
o The Orientation option allows us to make text vertical, rotate text up and down
to 90 degrees and turn text to 45 degrees. This option typically rotates text to
a diagonal angle or vertical orientation.

What is the wrap text feature in Excel?

Wrap text is a built-in Excel feature that enables users to display long text strings of
an Excel cell in multiple lines without changing the width. However, we can
manually change the width of the cell if required The main reason for using the wrap
text feature is that lengthy text strings in a cell become visible even if the next
adjacent cell contains content. By default, if we enter a long text string in concurrent
adjacent cells, the content will not be displayed entirely within the cells. To view the
contents of a specific cell, we have to select the cell and read it from the formula bar.
By wrapping the text, we make the text strings visible within the width of the same
cell without allowing them to overflow onto other cells. It uses the increased cell
height to fit the content in the cell.

The following image displays how the text looks like before (1) and after (2)
wrapping

How to add/ insert Text Wrap in Excel?

Excel usually provides several ways to perform a specific task. Similarly, when
wrapping text in Excel, there are multiple options. Some options are fast, while
others are relatively slow. The following are some of the most common ways or
methods to insert text wrap in one or more desired cells:

o Wrap Text using the Ribbon

o Wrap Text using the Format Cells
o Wrap Text using the Keyboard Shortcut
o Wrap Text using the Quick Access Toolbar
o Wrap Text using the Adjustment of Row Height and Column Width
o Wrap Text using the Line Breaks

The above four methods usually wrap text automatically, while the fifth method
wraps text automatically and manually. Furthermore, the last method helps users
wrap text in desired cells manually. In the last method, we usually add line breaks at
fixed positions, which serve as an alternative to the wrap text feature.

Let us discuss each method in detail:

Method 1: Text wrapping using the Ribbon

Excel ribbon provides shortcuts for built-in commands and tools using which we can
perform almost all the tasks. Also, we can add/ remove additional tools accordingly.
The Ribbon also contains necessary options to wrap text within the desired Excel
cells in the worksheet.

Suppose we have the following example sheet where cell B2 has a lengthy sentence,
and we need to wrap the contents of this cell.

Since the text string (sentence) is going to multiple columns, it will not be entirely
displayed if other consecutive cells also have contents. The following are the steps
to wrap text in cell B2 by using the Excel ribbon:
 o First, we need to select the cell that we want to wrap. In our case, we select
cell B2.
o Next, we need to navigate the Home tab and click the 'Wrap Text' button
under the 'Alignment' section. This Wrap Text button acts as a toggle button
and can be turned on/off to wrap and unwrap the text accordingly.

o As soon as we click the Wrap Text button, the text in the selected cell is
displayed or divided across multiple lines without going to other cells.

In the above image, we can see that the column width is still the same while
the row's height is adjusted to fit the contents in the cell.

Similarly, if we have multiple cells where we need to wrap text, we must select all
those cells and click the 'Wrap Text' button once. We can select all the desired
contiguous and non-contiguous Excel cells as required.

Method 2: Text wrapping using the Format Cells

The traditional method of wrapping text in an Excel cell involves using the Format
Cells dialogue box. The Format Cells dialogue box provides a variety of multiple
number formats using which we can set preferences for cell formatting, including
wrapping text where desired.
Let us again consider the previous example with a long text in cell B2 where the text
string gets rolled on other cells like C2, D2, E3, etc. To warp text in the cell B2 using
the Format Cells, we must perform the following steps:

o First, we need to select one or more cells where we wish to wrap text. Like
the previous method, we select cell B2.
o After selecting the effective cell (or cells), we need to launch the Format Cells
dialogue box. We must press the right-click button via the mouse and click
the 'Format Cells' option.

This will open the Format Cells dialogue box, as shown below:

We can also open the Format Cells dialogue box instantly by using the
keyboard shortcut 'Ctrl + 1', where the key '1' needs to be pressed from the
keyboard area. If we press the key '1' from the numeric pad of the keyboard,
the shortcut does not work as expected.
 o We need to go to the Alignment tab in the dialogue box and select the check
box associated with the Wrap Text option under the category Text Control.
After selecting the checkbox, we must click the OK button to apply the
changes.

In the below image, we can see that the text in cell B2 is wrapped accordingly.

The above steps also work for wrapping text in multiple cells within the sheet. We
only need to select the corresponding cells before using the Format Cells dialogue
box.
Method 3: Text wrapping using the Keyboard Shortcut

Excel provides a wide range of built-in keyboard shortcuts that help perform specific
operations with ease. It has a unique shortcut key combination for almost all
common functions. If no keyboard shortcut is available for a specific task, Excel
allows users to create their own customized keyboard shortcuts. Also, if the
associated command or tool is present on the Excel ribbon, the Alt key shortcut
method works perfectly.

Unfortunately, there is no predefined keyboard shortcut key combination when we

need to use Wrap Text Tool in Excel. However, we can take advantage of the Alt
key method. According to this method, we must first press the Alt key on the
keyboard during the Excel Active Window Mode. This usually enables certain key
characters on the Ribbon, and each key character is associated with a particular tool
or command. Since we need to apply text wrap, we must press the H key and the W
key. We don't need to press the keys simultaneously. Instead, we must press each
key one by one, e.g., Alt, H, W (or we can say: Alt + H + W).

Steps to wrap text in excel by using the keyboard shortcut

o Like other methods, we need to select the desired cells to be wrapped.

o After selecting the cells, we must press the shortcut keys "Alt + H + W". As
discussed above, we must press one key in a sequence.
o After the last key (W) is pressed, the Wrap Text feature comes into action and
wrap text in all the selected cells at once.

Method 4: Text wrapping using the Quick Access Toolbar

Like keyboard shortcuts, another quick way is to use the Quick Access Toolbar to
access any tool or command in Excel. But, before we can start using any specific
tool, we need to add it to the Quick Access Toolbar. Once added, we can use the
respective feature as many times as required in all excel files/ windows.
The following are the steps to add or insert the Wrap Text Tool on Excel's Quick
Access Toolbar and use it accordingly to apply text wrapping to the desired cell (s):

o First, we need to navigate the Home tab and locate the 'Wrap Text' button
under the category Alignment. We need to press the right-click mouse button
on the Wrap Text button.

o After pressing the right-click button, we will see a list of a few options. We
must click the option 'Add to Quick Access Toolbar' from the list.

This will instantly add a shortcut for the Wrap Text command on the quick
access toolbar. The shortcut will look like this:

After the 'Wrap Text' shortcut has been added, we only need to click it once
to apply text wrapping. However, we must select all the cells before clicking
on the shortcut.
Method 5: Text wrapping using the Adjustment of Row Height and Column
Width

As seen in the above methods, long text strings are wrapped in the cell by adjusting
the cell's height. Therefore, we can directly adjust the height of the specific cell
accordingly to make the cell content fit within the width. The desired cells height
can be adjusted manually as well as automatically.

To manually adjust the height of a specific cell or row, we need to click and drag the
border from the respective row header. If we manually adjust the height, it will
become difficult when we need to do this for multiple cells.

Using automatic row height adjustment will reduce our workload, and we can easily
adjust the height of multiple cells or rows at once. To auto-adjust the height, we can
perform the following steps:

o First, we have to select all the desired cells to wrap.

o Next, we need to navigate to the Home tab and select the Format option under
the category Cells, as shown below:

o After that, we have to select AutoFit Row Height option from the list. If we
don't have very long text strings, we can also try adjusting the cell's width by
clicking the Autofit Column Width option.
 It will automatically wrap the text in all the selected cells by adjusting the
height and width we selected.

Method 6: Text wrapping using the Line Breaks

We can break any long text string into multiple parts to fit in a specific cell width
using line breaks. We can manually choose the point where we want the text to start
in a new line within the cell. To put a breakpoint in text strings in the desired cell,
we should follow below steps:

o First, we must double-click on the cell where we need to insert a line break.
This will open Cell Edit mode. Alternately, we can also select the cell and
press the F2 function key on the keyboard.
o Once the cursor starts blinking within the selected cell, we must move and
place the cursor to the specific point of the text string where we wish to break
a line. It is better to click at the desired point using the mouse while in the cell
edit mode. The formula bar also allows editing the cell contents.
 o After placing the cursor at the desired point within the text string, we must
click the Alt key and the Enter key simultaneously, i.e., 'Alt + Enter'.

How to remove/ delete Text Wrap in Excel?

When we need to remove text wrap from a cell, we must follow the same steps we
used while inserting text wrap. This means we can click on the Wrap Text button
from Ribbon to insert text wrapping and remove inserted text wrapping. Similarly,
we can also use the keyboard shortcut 'Alt + H + W' to insert/undo text wrapping.
We must ensure that the desired Excel cell (s) is selected before undoing the text
wrapping.

Important Points to Remember

o We can quickly select contiguous and non-contiguous cells when wrapping

text in multiple Excel cells as desired. We only need to click on the first and
last cells of the specific range while holding down the Shift key on the
keyboard for selecting contiguous cells. For non-contiguous cells, we need to
click on each respective cell in the sheet while holding down the Ctrl key.
o Some specific spelling or words may break across two lines when wrapping
text in an Excel cell. It typically happens when the corresponding cells contain
lengthy words. In such cases, we must adjust the width of the column by
dragging the column header's left-right lines.
Sorting in MS Excel
Sorting data in MS Excel rearranges the rows based on the contents of a particular
column. You may want to sort a table to put names in alphabetical order. Or, maybe
you want to sort data by Amount from smallest to largest or largest to smallest.
To Sort the data follow the steps mentioned below.
 Select the Column by which you want to sort data.
 Choose Data Tab » Sort Below dialog appears.

 If you want to sort data based on a selected column, Choose Continue with
the selection or if you want sorting based on other columns, choose Expand
Selection.
 You can Sort based on the below Conditions.
o Values – Alphabetically or numerically.
o Cell Color − Based on Color of Cell.
o Font Color − Based on Font color.
o Cell Icon − Based on Cell Icon.
  Clicking Ok will sort the data.

Sorting option is also available from the Home Tab. Choose Home Tab » Sort &
Filter. You can see the same dialog to sort records.
AUTO SUM
If you need to sum a column or row of numbers, let Excel do the math for you.
Select a cell next to the numbers you want to sum, click AutoSum on
the Home tab, press Enter, and you’re done.

When you click AutoSum, Excel automatically enters a formula (that uses
the SUM function) to sum the numbers.

Here’s an example. To add the January numbers in this Entertainment budget,

select cell B7, the cell immediately below the column of numbers. Then
click AutoSum. A formula appears in cell B7, and Excel highlights the cells
you’re totaling. Press Enter to display the result (95.94) in cell B7. You can also
see the formula in the formula bar at the top of the Excel window.
Notes:

 To sum a column of numbers, select the cell immediately below the last
number in the column. To sum a row of numbers, select the cell immediately
to the right.
 AutoSum is in two locations: Home > AutoSum, and Formulas > AutoSum.
 Once you create a formula, you can copy it to other cells instead of typing it
over and over. For example, if you copy the formula in cell B7 to cell C7, the
formula in C7 automatically adjusts to the new location, and calculates the
numbers in C3:C6.
 You can also use AutoSum on more than one cell at a time. For example, you
could highlight both cell B7 and C7, click AutoSum, and total both columns at
the same time.
 You can also sum numbers by creating a simple formula.

Using functions

Functions are predefined formulas that perform calculations by using specific

values, called arguments, in a particular order, or structure. Functions can be used
to perform simple or complex calculations. You can find all of Excel's functions on
the Formulas tab on the Ribbon:

 Excel function syntax

The following example of the ROUND function rounding off a number in cell
A10 illustrates a function's syntax.
1. Structure. The structure of a function begins with an equal sign (=),
followed by the function name, an opening parenthesis, the arguments for the
function separated by commas, and a closing parenthesis.

2. Function name. For a list of available functions, click a cell and

press SHIFT+F3, which will launch the Insert Function dialog.

3. Arguments. Arguments can be numbers, text, logical values such

as TRUE or FALSE, arrays, error values such as #N/A, or cell references. The
argument you designate must produce a valid value for that argument.
Arguments can also be constants, formulas, or other functions.
 4. Argument tooltip. A tooltip with the syntax and arguments appears as you
type the function. For example, type =ROUND( and the tooltip appears.
Tooltips appear only for built-in functions.

Note: You don't need to type functions in all caps, like =ROUND, as Excel
will automatically capitalize the function name for you once you press enter. If
you misspell a function name, like =SUME(A1:A10) instead of
=SUM(A1:A10), then Excel will return a #NAME? error.

 Entering Excel functions

When you create a formula that contains a function, you can use the Insert
Function dialog box to help you enter worksheet functions. Once you select a
function from the Insert Function dialog Excel will launch a function wizard,
which displays the name of the function, each of its arguments, a description of
the function and each argument, the current result of the function, and the
current result of the entire formula.

To make it easier to create and edit formulas and minimize typing and syntax
errors, use Formula AutoComplete. After you type an = (equal sign) and
beginning letters of a function, Excel displays a dynamic drop-down list of
valid functions, arguments, and names that match those letters. You can then
select one from the drop-down list and Excel will enter it for you.
Use cell references in a formula

When you create a simple formula or a formula by that uses a function, you can
refer to data in worksheet cells by including cell references in the formula
arguments. For example, when you enter or select the cell reference A2, the
formula uses the value of that cell to calculate the result. You can also reference a
range of cells.

For more information about cell references, see Create or change a cell reference.
For more information about formulas in general, see Overview of formulas.

1. Click the cell in which you want to enter the formula.

2. In the formula bar , type = (equal sign).
3. Do one of the following, select the cell that contains the value you want or type
its cell reference.

You can refer to a single cell, a range of cells, a location in another worksheet,
or a location in another workbook.

When selecting a range of cells, you can drag the border of the cell selection to
move the selection, or drag the corner of the border to expand the selection.
 1. The first cell reference is B3, the color is blue, and the cell range has a blue
border with square corners.

2. The second cell reference is C3, the color is green, and the cell range has a
green border with square corners.

Note: If there is no square corner on a color-coded border, the reference is to a

named range.

4. Press Enter.

GENERATING GRAPHS
Steps

1
Open Microsoft Excel. Its app icon resembles a green box with a white "X" on it.

2
Click Blank workbook. It's a white box in the upper-left side of the window.

3
Consider the type of graph you want to make. There are three basic types of
graph that you can create in Excel, each of which works best for certain types of
data:[1]
 Bar - Displays one or more sets of data using vertical bars. Best for listing
differences in data over time or comparing two similar sets of data.
 Line - Displays one or more sets of data using horizontal lines. Best for
showing growth or decline in data over time.
 Pie - Displays one set of data as fractions of a whole. Best for showing a
visual distribution of data.

4
Add your graph's headers. The headers, which determine the labels for
individual sections of data, should go in the top row of the spreadsheet, starting
with cell B1 and moving right from there.
 For example, to create a set of data called "Number of Lights" and another
set called "Power Bill", you would type N umbe r o f Lights into
cell B1 and Power Bill into C1
 Always leave cell A1 blank.

5
Add your graph's labels. The labels that separate rows of data go in the A column
(starting in cell A2). Things like time (e.g., "Day 1", "Day 2", etc.) are usually used
as labels.
 For example, if you're comparing your budget with your friend's budget in
a bar graph, you might label each column by week or month.
 You should add a label for each row of data.

6
Enter your graph's data. Starting in the cell immediately below your first header
and immediately to the right of your first label (most likely B2), enter the numbers
that you want to use for your graph.
 You can press the Tab ↹ key once you're done typing in one cell to enter

the data and jump one cell to the right if you're filling in multiple cells in a
row.

7
Select your data. Click and drag your mouse from the top-left corner of the data
group (e.g., cell A1) to the bottom-right corner, making sure to select the headers
and labels as well.

8
Click the Insert tab. It's near the top of the Excel window. Doing so will open a
toolbar below the Insert tab.

9
Select a graph type. In the "Charts" section of the Insert toolbar, click the visual
representation of the type of graph that you want to use. A drop-down menu with
different options will appear.
 A bar graph resembles a series of vertical bars.
 A line graph resembles two or more squiggly lines.
 A pie graph resembles a sectioned-off circle.

10
Select a graph format. In your selected graph's drop-down menu, click a version
of the graph (e.g., 3D) that you want to use in your Excel document. The graph
will be created in your document.
 You can also hover over a format to see a preview of what it will look like
when using your data.

11
Add a title to the graph. Double-click the "Chart Title" text at the top of the chart,
then delete the "Chart Title" text, replace it with your own, and click a blank space
on the graph.
 On a Mac, you'll instead click the Design tab, click Add Chart Element,
select Chart Title, click a location, and type in the graph's title.[2]

12
Save your document. To do so:
 Windows - Click File, click Save As, double-click This PC, click a save
location on the left side of the window, type the document's name into the
"File name" text box, and click Save.
 Mac - Click File, click Save As..., enter the document's name in the "Save
As" field, select a save location by clicking the "Where" box and clicking
a folder, and click Save.
Use Word to create a chart from existing Excel data

You don't need Microsoft Excel to chart data in an existing Excel file; you can
simply import that data and chart it entirely in Microsoft Word. Follow these steps:

1. Put your cursor where you want your chart to appear in your Word
document.
 2. Go to Insert | Picture | Chart.
3. In the Graph's Standard Toolbar, click the Import File button.
4. Navigate to the folder that contains the Excel file you want to import, and
double-click the file's icon.
5. Click the worksheet you want to import in the Select Sheet From Workbook
list box.
6. Click the range option and enter the cell range of the data you want to
chart.(For example, if the data you want to chart is located in cells A3
through D7 of the Excel worksheet, enter A3:D7.)
7. Click OK.

The specified data will be plotted in the chart. You can now make any format
changes to the chart using Word's Graph Standard toolbar.

Hyperlink
A hyperlink is a word, phrase, or image that you can click on to jump to a new
document, or a new section within the document, or to a webpage, etc.
Hyperlinks are found in nearly all Web pages, and these links allow the users to
click their way from the current page to a new page. Most of the time text
hyperlinks are often blue and underlined, but it is not all the time or a necessary
condition. When you move the cursor over a hyperlink(text or image), the arrow
should change to a small hand pointing at the link and when you click it, a new
page is opened or a new place in the current page will open.
MS-Word also provides this feature to add a hyperlink to the document. With the
help of this, you can connect your document to another document or also can add
webpages link as per your choice. This tool is very useful, and it is easy to use.
Creating a Hyperlink with the help of text
As mentioned before hyperlinks can be created with MS Word, and we will learn
this through a step-by-step process with help of images and instructions.
Steps to follow:
Step 1: First open MS-Word on your PC.
Step 2: Now, Open the document or create a new one in which you want to
perform this operation.
Step 3: Select a text(a text or phrase) for creating a hyperlink. (Here
“Geeksforgeeks” is Selected)
Step 4: Now, go to the Insert tab.

Step 5: Now, In the insert tab go to the “Links” Section and in Link Section,
click on the “Hyperlink” option.

Step 6: As you click on the Hyperlink option a new tab will open named “Insert
hyperlink“. (as shown in the below image.)
Step 7: Now, In this tab, there is an address bar. In this address bar, you have to
add the link of webpage or address to new file anything you want. (Here we will
add the address of the webpage of geeksforgeeks site link which is
“https://www.geeksforgeeks.org/”)
Step 8: After entering the address click ok.
Step 9: Hyperlink is added to the selected text successfully.

What are the margin options available in Excel?

Unlike Word, Excel has only two sets of built-in margin styles in addition to the
default or normal style. Thus, we can select these existing margins with just a few
clicks. Before we move on to the process of adjusting the margin, let us learn about
the margin options available in Excel. They are as follows:

Normal: The normal margin setup is the default margin that Excel follows for each
Excel sheet and its pages. It uses the standard top, bottom, left, and right margins of
3/4 inch, where 1/4 inch separates the header and footer from the top and bottom
margins, respectively. Despite the default margin, Excel allows us to choose from
two other margin settings, namely Wide and Narrow.

Wide: The Wide margin settings that Excel applies to selected sheet uses the
standard top, bottom, left, and right margins of 1- inch, where 1/2 inch separates the
header and footer from the top and bottom margins, respectively.

Narrow: The Narrow margin settings that Excel applies to the selected sheet uses
the standard top and bottom margins of 3/4 inch, left and right margins of 1/4 inch,
where 0.3 inch separates the header and footer from the top and bottom margins,
respectively.
Custom: We can use our custom margins if we don't like the default margins and
other built-in sets of margins. Using Custom Margins in Excel, we can specify
desired margins for headers and footers and center the content of our sheets vertically
and horizontally. Custom margin adjustments help us to improve the appearance of
the worksheet to our liking.

Tip: When we want to print the contents of an Excel document on a full page,
covering the maximum space on the page, we should use Narrow margins.
Alternatively, we can use custom margins and reduce the margins to our liking and
achieve the maximum possible number of rows and columns on a printed page.

Adjusting Margins in Excel

Excel has many built-in features, and we can access most of the features using
different methods. Similarly, we can adjust margins in Excel by using the following
two methods:

Method 1: Using the File Menu (or tab)

The simple method to adjust margins in an Excel document is to use File Menu
commands. Specifically, we need to follow the steps given below:

o First, we need to select the specific sheet to adjust margins.

 o Next, we need to go to the File tab and click the Print option from the list.

o Excel displays various printing options in the next window, such as choosing
the number of copies to the print, default printer, page orientation, scaling,
margins, etc. We have to click on the Margins option to access available
margins in Excel.

In the above image, we can see three predefined margins as discussed above,
i.e., Normal, Wide, and Narrow. We can click on the desired margin, which will be
instantly applied to the current sheet or printing area.

In addition to this, we can also choose 'Custom Margins' from the list to launch a
custom margin dialogue box and adjust margins accordingly.
Method 2: Using the Page Layout tab

Another common method to access features to adjust Excel margins is to use the
Page Layout tab on the ribbon. We can perform the following steps to set margins
using the Page Layout tab:

o First, we need to select the specific sheet to which we wish to adjust margins.
We can select a single sheet or multiple sheets simultaneously as per our
needs. Likewise, we can select multiple adjacent or non-adjacent sheets
holding down the Ctrl
o Once all the desired sheets are selected to apply specific margins, we need to
go to the Page Layout tab and click the Margins tool under the Page Setup

o In the next window, Excel displays all the existing margin options. We can
click on any predefined margins, such as Normal, Wide, or Narrow. The
selected margin will be immediately applied for all the selected sheets within
the active workbook.
 o

In the above image, we can select the 'Custom Margins' to set margin size as per our
liking.

Steps to use Custom Margins in Excel

As discussed above, Custom Margins enables users to adjust margins as per their
preference. This option potentially expands the customization options for margin.
We can enter the desired margin in the box provided for each side and a separate
area for the header and footer using a custom margin. Additionally, we can center
the pages vertically and horizontally as we wish.

We can use any of the following methods to adjust custom margins in Excel:

Method 1: Using the Page Setup Dialogue Box

We need to perform the following steps to adjust margins using the Page Setup
dialogue box:

o First, we need to select the sheet to apply custom margins.

o Next, we need to go to the Page Layout tab and click the drop-down icon
associated with the Margin command in the Page Setup group.
o In the next window, we must click the 'Custom Margins' option.
o
We can also click on the More button (arrow icon) from the bottom right
corner of the section Page Setup.

After that, we can select the 'Margins' tab.

o We need to enter desired margins in the Left, Right, Top, and Bottom boxes
from the Margins tab in the Page Setup dialogue box. Also, we can click on
up and down arrows (spin buttons) given next to the boxes for changing the
margins in small values.
 At the bottom of the Page Setup window, we can select the checkboxes under
the 'Center on Page option' and align data to a center position between the
applied margin settings, vertically and horizontally.
o Lastly, we can click the Print Preview button in the Page Setup dialogue box
to ensure that margins are set correctly. Once all the margin preferences are
configured accordingly, we must click the OK button to apply the settings.

Method 2: Using the Print Preview Tool (File Tab)

Using the margin tool from the Print Preview screen enables us to adjust margins of
the active Excel document in a freestyle. This means that we can drag the margins
using the mouse and drop them anywhere to apply the margin settings. In this way,
we can quickly and effectively adjust margins in Excel.

We need to perform the following steps to adjust margins using the Print Preview
Tool:

o First, we need to select the specific sheet to which we will apply desired
custom margins.
o Next, we need to go to File > Print.

o In the next window, Excel displays a Print Preview of the active document.
We must click the 'Show Margins' icon or tool from the bottom right corner
 of the Print Preview, as shown below:

o After clicking the 'Show Margins' button, Excel displays margin markers. We
can click, hold and drag the margin marker of any side using the mouse
button and release the mouse button to redraw new margin settings.
Additionally, we can also adjust the column width using the same method.

After adjusting the margins in the Print Preview panel, we can click
 the Print button to get the document printed on paper with the applied
margins.

Important Points to Remember

o It is important to note that Excel for the web does not offer the feature to adjust
page margins. However, it has some Page Setup options under the Page
Layout tab. We can download the specific Excel file from Excel for the web,
open it in Excel for Desktop and adjust margins as per our choice.
o Excel enables us to adjust margins for multiple worksheets simultaneously.
o If we have previously used custom margins in Excel, the same settings will be
displayed under Margins drop-down list as the Last Custom Setting
o It is recommended to keep the header and footer settings smaller than the top
and bottom margin settings and greater than or equal to the used minimum
printer margin.

When we adjust margins in Excel for any specific worksheet, the margins settings
are stored in that sheet only, and it does not change the default margins in other
sheets or for new workbooks.
Creating a Hyperlink with the help of an Image
As mentioned before, hyperlinks can be created with an image along with text,
and we will learn this through a step-by-step process with help of images and
instructions.
Steps to follow:
Step 1: First open MS-Word on your PC.
Step 2: Now, Open the document or create new one in which you want to
perform this operation.

Step 3: Select an image for creating hyperlink. (Here Geeksforgeeks icon image
is Selected)
Step 4: Now, go to the “Insert tab”.

Step 5: Now, In the insert tab go to the “Links” Section and in Link Section,
click on the “Hyperlink” option.
Step 6: As you click on the Hyperlink option a new tab will open named “Insert
hyperlink“.(as shown in the below image.)

Step 7: Now, In this tab there is an address bar. In this address bar you have to
add the link of webpage or address to new file or anything you want. (Here we
will add the address of the webpage of geeksforgeeks site link which is
“https://www.geeksforgeeks.org/”)
Step 8: After entering the address click ok.
Step 9: Hyperlink is added to the selected text successfully.
 So, In these ways we can add links to the text and images and create hyperlinks.
To set up the page, follow the below steps in Excel.

1. First, go to the “Page Layout” tab and click on the small arrow mark under
the “Page Setup” group.

2. Once you click on a small arrow mark, it will open up the below dialog box.
3. In the below window, in”Fit to:” write 1 page.

4. Click on “Print Preview” in the same window to see the same preview.
5. Now, we can see the print preview.

It looks on one page but is not able to read properly. Change the orientation from
“Portrait” to “Landscape” in the same print preview window.
Now, our print preview looks like this.
How to Change the Default Page Setup in Excel?

Below are the steps to change the default page setup in Excel.

Step #1 – Setup Print Area

The first thing we need to do while printing is to set the print area. For example,
look at the below data in a worksheet.

First, select the print area; data range from A1:N32. After selecting the data
range, go to PAGE LAYOUT >>> Print Area >>> Set Print Area.
It will set up the print area.

The shortcut key to set up the print area is ALT + P + R + S.

Step #2 – Page Break View

Once the print area is set up, we cannot simply print the data because the data is
not in order. For example, we must press Ctrl + P to see the Print preview.
As we can see in the above image, data is not coming in order from column A to
column L. Instead, it is coming on one page, and the remaining portion is coming
on other pages.

So, if we print like this, we cannot read the report properly.

To check which data is coming in the first sheet and which is coming in the second
sheet, go to the VIEW tab and click on “Page Break Preview.”
In the above image, we can see the “Page Break Preview.” The blue line (next to
column L) is the indication that column A to column L belongs to Page 1.

The remaining columns, M and N, will come in the next pages.

Print Rows and Column Headings Along with the Data

Not only can we print the data, but we can also print excel rows and
columns headings. Numbers represent row headings, and alphabets represent
column headings.
We need to make some settings for printing these rows and column headers
along with the data.
Go to the “PAGE LAYOUT” tab and click on the small arrow mark under the
“Page Setup” group in Excel.

Once you click on the small arrow mark, it will open up the below dialog box.

In the above window, click on the “Sheet” tab. Under this tab, we have several
options. First, check the “Row and column headings” box, then click on “Print
Preview” to see the view.
As shown in the below image, we can see row and column headings.
Print Data Headers in all the Pages

Once the data is extended to multiple sheets, we do not get data headers on all the
pages. It makes the report reading very difficult. So, in these numerous printing
sheets, we need to change the settings to “Repeat the rows.”

In the “Page Setup” Excel window, go to the “Sheet” tab. This tab has an option
called “Rows to repeat at top.”

In this option, a cursor inside the box chooses the data header row to repeat the
headers in all the print pages. Click on “OK.” It will repeat the row at the top in all
the sheets.

Preview the worksheet

1. Click the worksheet or select the worksheets that you want to preview.
2. Click File > Print > Print Preview.

Keyboard shortcut Press Ctrl+P.

Set printing options

Do one or more of the following:

1. Click the worksheet or select the worksheets that you want to preview.
2. Click File > Print.
3. To change the printer, click the drop-down box under Printer, and select the
printer that you want.
4. To make page setup changes, including changing page orientation, paper size,
and page margins, click Properties.

Print all or part of the worksheet

1. To print the active sheet or sheets, or the whole workbook, in the Print dialog
box, select from Selection, Active Sheet(s), Entire workbook, or Table.
2. Click Print.

How to print in Excel?

It is quite easy to print one or more worksheets in Excel. Let us first understand the
steps to print the worksheet in Excel, and then we will discuss more details on each
essential feature of printing. The following steps must be performed to print any
Excel worksheet:

Play Videox
o First, we need to open a specific Excel file and select the worksheet from the
Sheet tab.

o Next, we need to go to the File tab and click the Print option from the list.

o After clicking the Print option, we can choose desired printing preferences
(such as the number of copies, printer, orientation, etc.) and finalize the
printing process by clicking the Print It looks like this:
Quick Print: Adding a Print button on Quick Access Toolbar

We can use the Quick Print option if we don't want to change default printer settings
but print a copy instantly. There are two following ways to use this option:

o We can use the keyboard shortcut Ctrl + P and press the Enter key. We don't
need to use a mouse this way.
o We can use the Print shortcut or button from the Quick Access Toolbar
(QAT). However, the shortcut must be added to QAT before using it.

Adding a Print tool on QAT

We can perform the following steps to add a quick print shortcut button on the quick
access toolbar:

o First, we need to click on the Customize Quick Access Toolbar button

(drop-down arrow) from the top of the Excel window.
 o Next, we need to click on the 'Print Preview and Print' option from the list
to activate this tool on the quick access toolbar.

o After adding the shortcut, we can click on the shortcut to quickly print the
worksheet in Excel.

The Print button on the quick access toolbar is useful to print in Excel frequently.
We only need to add the Print Tool shortcut on the Quick Access Toolbar once, and
it will be available for all Excel workbooks, whether existing or new.

Print Preview in Excel

After giving the print command in Excel, it displays the Print Preview window to
see various print settings and a preview pane. It is always recommended to check
the preview pane before finalizing the print to ensure that it looks similar to the way
we want it on paper. This can help us save paper, inks, and time.
The print preview pane displays the virtual copy of the print to help us understand
how the worksheet contents will look on paper. Additionally, we can adjust certain
settings directly from the Print Preview window.

Unfortunately, the Excel Print Preview pane does not provide a zoom-in and zoom-
out button. However, we can use the common shortcut Ctrl + mouse scroll wheel to
adjust the zoomings to some extent. To remove the zooming and go back to the
normal view, we can click on the 'Zoom to Page' button from the bottom right
corner of the print preview pane. In addition, we can use the previous and next
buttons to check the print preview in multiple print pages.

Choosing Printing Options: What to print?

When we need to adjust settings to choose which data and objects need to be printed
from the worksheet, we must click the drop-down arrow next to 'Print Active Sheets'
text under the Settings option:
Let us understand each option present in the above image:

Print Entire worksheet(s)

When we want to print the entire worksheet in the view area (active sheet from the
Sheet tab), we must click the 'Print Active Sheets' option.

If we want to print specific worksheets (or multiple worksheets) from the

workbook, we must select all the desired sheets with the mouse while holding
the Ctrl key. After selecting the effective sheets, we must click the 'Print Active
Sheets' option.

Print Selection/ Range

When we want to print the specific area (a cell or range of cells) of the worksheet,
we need to select/ highlight the particular area and click the 'Print Selection' option.
We can also select the no-adjacent cells to print. To select non-adjacent cells or
ranges, we can press and hold the Ctrl key while selecting the desired cells.

Print Entire Workbook

When we need to print all the worksheets present in a workbook, we must click the
'Print Entire Workbook' option.

Print Excel table

When we want to print an Excel table from the worksheet, we need to click or
highlight any cell of the table and click the 'Print Selected Table' option. The option
'Print Selected Table' will only appear after selecting the table or part of the table on
the worksheet.

Printing the same range in multiple sheets

When we have a workbook containing several similarly structured worksheets, such

as a sales report or invoice, we may need to print the same specific range from each
worksheet. Excel enables us to print the same desired range from all the worksheets
in the same workbook. We need to follow the below steps:

o First, we have to select the first sheet and select or highlight the specific range
of cells required to print.
o After selecting the desired range in the first sheet, we need to hold down
the Ctrl key and select other non-adjacent sheets from the Sheets If we want
to print the same range from all adjacent sheets, we can select the first and last
sheet while holding the Shift key.
 o After selecting the sheets, we must use the quick print shortcut Ctrl + P and
click on the 'Print Selection' option. Lastly, we must click on the Print tile (or
press the Enter key).

We should check the number of pages to be printed in preview mode to make

sure all ranges will print. If we have selected one range per worksheet, the
number of pages must equal the number of sheets selected. If two or more
ranges are selected from multiple worksheets, each range will be printed on
individual pages.

Adjusting Print Properties

When we give print command to excel worksheet, Excel displays various settings
which we can adjust to make excel worksheet look good on paper. The following
are some essential settings or properties to ensure that our worksheets look the way
we want them on paper:

Multiple Copies

When we need to print multiple copies of a worksheet, we can use the up-and-down
arrows to increase or decrease the number of copies to be printed. If there are
multiple pages in a single copy, we can keep them collated or uncollated.
For instance, if we print 5 copies, the Collated option helps us print the entire first
copy, the entire second copy, etc. Besides, the Uncollated option will print 5 copies
of page 1, 5 copies of page 2, and so on.

Orientation

Excel allows us to choose the orientation of the printout between portrait and
landscape. Portrait orientation displays more rows but fewer columns on paper,
while landscape orientation does the opposite. Landscape orientation displays more
columns but fewer rows on paper.

We can choose the desired orientation of the printout under the Settings option, as
shown below:
Page Margins

Excel enables us to adjust the page margins in various ways. We can either select
any default margins, such as normal, wide, and narrow, or adjust them as desired
using the drag-drop method via the mouse.

To choose a predefined margin style, we need to click on the drop-down arrow icon
next to Margins and choose the desired margin setup.
To manually adjust the margins, we need to click on the 'Show Margins' icon from
the bottom right corner of the print preview window. This will enable lines to margin
with markers. We can then drag-drop the lines accordingly using the mouse to adjust
the page margins manually.
Pages

If we have multiple pages in our worksheet and we need to print a specific range in
a sequence, we can specify the pages to print. We have to enter the range of pages
from the starting page to the last page, and all the pages of the given range will be
printed. Moreover, when we need to print a specific worksheet page, we can enter
the page number in the first box and give the print command.
Scaling

Excel usually prints worksheets as per their actual sizes. This means that the more
data we have in the worksheet, the more pages it will take for printouts. However,
we can print an Excel worksheet on a single page by adjusting the Scaling settings.
The scaling options can be accessed from the bottom of the print preferences/
settings from the Print Preview Pane.

The Scaling options are as follows:

o No Scaling: This option helps remove scaling.

o Fit Sheet on One Page: This option shrinks the worksheet contents to fit on
one page.
o Fit All Columns on One Page: This option prints all columns on one page
while rows can be split across multiple pages.
o Fit All Rows on One Page: This option prints all rows on one page while
columns can be split across several pages.
We must be careful while printing worksheet data on a single page as huge data can
be shrunk to become unreadable. Excel does not give any error even if the data is
unreadable.

Printer

Before finalizing the printout, we must ensure that the correct printer is selected as
the default. To choose a printer, we need to click the drop-down arrow icon under
Printer, as shown below:

If no printer is connected to the computer, Excel allows us to save a worksheet to a

file, such as PDF, XPS, etc. The file is saved with the worksheet data and can be
printed later when the printer is available on the computer.

Printing a worksheet to file: Saving for future use

Printing to file is one of the essential features of Excel. It helps us create a PDF copy
of the Worksheet, Selected Range, or entire Workbook. However, it is rarely used
or underestimated by many. But, it can be very helpful sometimes. We can save the
output to a PDF file instead of sending it to be printed by the printer. That way, we
don't have to modify the settings whenever we want to print it on paper. We need to
open the PDF version and give the print command to the printer. In addition, it allows
us to easily share the non-editable copy of the worksheet with others as it is not easy
to edit the PDF version of the worksheet.
We can perform the following steps to print a worksheet to a file (PDF):

o We need to select the specific range or worksheet to print. We should go to

the Page Layout tab and adjust the print settings like margins, scaling,
orientation, etc.

o Next, we should use the quick print shortcut Ctrl + P. In the next window, we
need to click on the drop-down list under Printer, as shown below:
 o We have to select the 'Print to File' option from the list and hit the Print This
will launch Save As dialogue box in File Explorer.

o We can enter the desired name using File Explorer to save the file. Also, we
can choose the location to save the file containing the worksheet contents.

Inserting Page Breaks to Worksheet

When we need to print large spreadsheets, we can control the way the contents of a
worksheet are divided (or printed) across different pages. For this, we need to insert
page breaks in certain areas. We must perform the following steps to insert page
breaks in Excel:

o First, we must select the specific row or column to move to a new printed
page.
o Next, we need to go to the Page Layout tab, click the drop-down icon
under Breaks, and choose the 'Insert Page Break' option from the Page Setup
group.

o As soon as we click the 'Insert Page Break' option, the same is instantly
inserted into a selected area. To check page breaks on the spreadsheet, we
need to go to the View tab and choose 'Page Break Preview'.
 The image above displays page breaks in blue lines, including page numbers
that separate the sheet's contents. We can also change the position of a specific
page break by dragging the blue lines using the mouse.

To remove page breaks, we can go to Page Layout > Breaks > Remove Page
Breaks after selecting the same cell that we selected while applying page breaks.

Printing Formulae

If we have multiple formulas within the worksheet that we want to print instead of
their calculated values, we need to enable the 'Show Formula' option in an Excel
worksheet. To enable the formula, we must go to the Formulas tab and click the
'Show Formulas' tool from the Formula Auditing group.
After that, we can print the worksheet as usual.

Printing Worksheet Chart

When we only need to print a specific chart from the Excel worksheet, we need to
select the particular chart and press the quick print shortcut key Ctrl + P. After that,
we need to choose the 'Print Selected Chart' option under Settings from the Print
Preview window. If the preview looks good in the Print Preview pane, we can
finalize the printout by clicking the Print button. We can change other print settings
as usual.

It is not allowed to change the scaling of the chart from the Print Preview pane. So,
we need to resize the chart from the sheet window and make it bigger to fit the whole
page.

Printing worksheet with Gridlines

By default, the gridlines are not printed when we print anything in Excel. However,
we can choose whether to include gridlines and heading to print. We need to go to
the Page Layout tab and select/deselect the checkboxes before the Print option
under Gridlines from the Sheet Options group.

After selecting the checkbox for the Gridlines Print option, the gridlines will be
printed along with the worksheet contents.

Likewise, we can tick/ untick the checkbox for Headings to include or remove them
to a printed copy of the worksheet.