Views of an Excel spreadsheet


Whether you are creating an Excel spreadsheet or working on an existing one, it is at times beneficial to view it from another point of view. To that end, Excel provides you with three basic excel spreadsheet Views: Normal view is the most convenient view for entering and working with data, formulas, etc.; Page layout view helps you verify the table layout; and the Page break preview helps you visualize and define page breaks.This learning module “Views of an Excel spreadsheet” will show you how to switch from one view to another and how to make settings that modify the views.


Views of an Excel spreadsheet: HOW DOES IT WORK?

The fastest way to change to another view is by clicking one of the buttons on the Status bar at the bottom edge of the Excel window. These buttons allow you to switch to the Normal, Page Layout or Page break views.

The Normal view is the view in which you will usually enter and work with data:


To view an excel spreadsheet as it would appear if printed on paper, click the Page Layout button. You can also use this view to add or view the printed document’s header and/or footer:


Click the Page Break Preview button to see exactly where a new page will begin in your printed document. If you want to adjust the page break manually, you can click on a blue (page break) line and use your mouse to drag it to a new position.


You can also use the buttons on the View tab to switch between views:


The Normal, Page Layout and Page Break Preview buttons call up the same views as those you set in the Status bar.

Click the Custom Views button to define your own view. First you should set up a view that you think may be useful to you in the future, including printer settings and hidden rows and/or columns. When you are ready to record the view, click Custom Views in the Workbook Views group. In the Custom Views dialog box that appears, click Add… .

Now you can specify a name for your new view. If you want your Custom view to retain your printer settings an/or your hidden rows, column and filter settings, activate the relevant checkbox. When you are satisfied with your settings, close the dialog box by clicking OK.

The view that you save in this way, can be applied in the future by clicking the Custom Views button.

Click the Full Screen button to cause your excel spreadsheet to display over the full extent of your screen.

On the View tab, in the Show group, you will find options to modify a view. All you have to do is activate or deactivate the relevant checkboxes.


The Ruler can only be displayed in the Page layout view and the Page break preview. If you’ve set one of these views, you can activate or deactivate the Ruler.

You can also hide or unhide the Formula bar.

While Gridlines do not print, they can help you to stay oriented on your worksheet. If you do not need them, however, you can hide them.

Headings refers to column letters and row numbers. Although these are very important for knowing where your data is located, especially when using cell references, you can nonetheless hide them if you you decide you do not need them.


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