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Protect, Save, and Print
After you complete the work of entering,formatting, analyzing, and charting your data,you can share it with others. Sharing datausually means either saving it and sharing thefile, or saving it and sharing a printout. Thetips in this chapter make it easier to shareyour work with others.
You can protect your worksheet so otherscan view and print it but cannot make changesto it. You can also save your workbook asa template. By saving your workbook as atemplate, you eliminate the chore of re-creating a special-purpose worksheet eachtime you need to use it. In addition, you cansave documents in many formats; in thischapter, you review a few document formatsand the advantages of each are explained.
The printing tips in this chapter focus onprinting multiple-page worksheets and multiple-sheet workbooks. You find out how to selectnoncontiguous cell ranges and print them andhow to repeat row and column labels acrossseveral pages.
The two key printing tools are the Page Setupdialog box and the Print Preview window.Familiarize yourself with the many choicesthey offer.
Chapter 9 carries forward the themesintroduced in this chapter. There you learnmore about exchanging data between Exceland other applications.
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Protect Your Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Save a Workbook as a Template . . . . . . . . . . . . . . . . . . . 182
Choose a Format When Saving a Workbook. . . . . . . . . . 184
Print Multiple Areas of a Workbook . . . . . . . . . . . . . . . . 186
Print Multiple Worksheets from a Workbook . . . . . . . . . 188
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1 Click and drag to select the cellsyou want to remain unlockedor whose formulas you wantto hide.
2 Click the Home tab.
3 Click Format in the Cells group.
A menu appears.
4 Click Format Cells.
PROTECTyour worksheet
If you share your worksheets with others, you canprotect them so others can view and print them, butcannot make changes to them. Even if you do notshare your worksheets, you may want to lock certainareas so you do not inadvertently make changes.Locking your worksheet enables users to make certaintypes of changes while disallowing others. Forexample, you can allow users to make changes toformats; insert or delete columns, rows, or hyperlinks;sort; filter; use PivotTables; and/or edit objects orscenarios.
By default, when you lock a worksheet, Excel locksevery cell in the worksheet, and the formulas arevisible to anyone who uses the worksheet. You canspecify the cells that remain unlocked, and you canhide formulas.
To protect your worksheet, enter a password in the Protect Sheet dialog box. Keep a list of your worksheet passwords in a safe place because aworksheet password cannot be recovered. If you loseor forget your password, you can no longer accessthe locked areas of your worksheet.
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l The Format Cells dialog boxappears.
5 Click the Protection tab.
l By default, Locked is selected.
Selecting Locked enables youto lock the selected cells, anddeselecting Locked enablesyou to leave the selected cellsunlocked.
l By default, Hidden is deselected;select it if you want to hide yourformulas.
6 Click OK.
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7 Click Format in theCells group.
A menu appears.
8 Click Protect Sheet.
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l The Protect Sheet dialog box appears.
9 Enter a password, if you wish to password-protect your worksheet.
0 Click to select the options you want to allowthe users to perform ( changes to ).
! Click OK.
l The Confirm Password dialog box appears.
@ Reenter your password.
# Click OK.
Excel locks the cells in your worksheet andhides the formulas in the selected cells.
l Users receive a message if they attempt tochange data.
181Chapter 8: Protect, Save, and Print
Did You Know?You can protect a workbook from unwanted changes.Click the Review tab, click Protect Workbook in theChanges group, and then click Protect Structure andWindows. The Protect Structure and Windows dialogbox appears. Select Structure ( changes to ) toprotect your workbook from the moving, addition, anddeletion of worksheets. Select Windows ( changesto ) to protect your workbook from changes in thesize and position of windows. Optionally, require apassword to remove these protections.
Did You Know?If you click the Review tab and then click Allow Usersto Edit Ranges in the Changes group, the AllowUsers to Edit Ranges dialog box appears. Use thisdialog box to specify the ranges users can modify.Click the New button and complete the fields in theNew Range dialog box. You can password-protecteach range you allow.
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1 Open the workbook you want touse as a template.
Templates can consist of actualdata, column labels, and emptycells with specific numberformats such as percentage.
2 Click the Office button.
A menu appears.
3 Click Save As.
4 Click Other Formats.
Save a workbook as
A TEMPLATETemplates are special-purpose workbooks you use tocreate new worksheets. They can contain formats,styles, and specific content such as images, columnheads, and date ranges you want to reuse in otherworksheets. Templates save you the work of re-creating workbooks for recurring purposes such asfilling out invoices and preparing monthly reports.
When you work with a template, you edit a copy, notthe original, so you retain the original template foruse in structuring other worksheets. Excel 2007worksheets ordinarily have an .xlsx file extension.
Saving an Excel worksheet as a template creates afile with an .xltx extension.
Your custom template includes all the changes youhave made to your workbook, including formats,formulas, and such changes as opening multiplewindows or deleting tabs. Saving formulas withyour template causes your worksheet to calculateautomatically. Saving formats saves you from havingto re-create them.
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The Save As dialog box appears.
5 Type a name for your template.
6 Click here and select ExcelTemplate (*.xltx).
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l The Save In folderchanges to Templates.
7 Click Save.
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l Excel creates the template.
183Chapter 8: Protect, Save, and Print
Did You Know?To use a template you have created, click the Officebutton and then click New. The New Workbook dialogbox appears. Click My Templates. The New dialog boxappears. Click the template you want to open andthen click OK. Excel opens your template. When yousave your modified file, save it as a regular file with an.xlsx extension so you do not overwrite your template.
Did You Know?Excel comes with ready-made templates that servebasic business purposes such as invoicing. To openand use one of these templates, click the Officebutton and then click New. The New Workbookdialog box appears. Click Installed Templates. Clickthe template you want to open and then click Create.
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1 Click the Office button.
A menu appears.
2 Click Save As.
3 Click Other Formats.
CHOOSE A FORMATwhen saving a workbook
After you create an Excel 2007 worksheet, you maywant to share it with others. The file format youchoose when you save your file can aid you. Thedefault format for Office 2007 is Excel Workbook(.xlsx). This file format is new to Office 2007. Itcreates smaller files that are easily accessible inother software programs because the files arein XML format, which is a data-exchange standard.
Previous versions of Excel did not use XML as thedefault format. These files have an .xls extension. Ifyou want to share your documents with people who
use Excel 97-2003, you can save your file as anExcel 97-2003 workbook (.xls). Features that are notsupported in earlier versions of Excel are lost whenyou save your file as an Excel 97-2003 workbook.
You can also save your worksheet in other fileformats, including several text-based formats suchas Text (Tab delimited), Text (Macintosh), and CSV(comma delimited). These formats save theworksheet as text that can be read into otherapplications.
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The Save As dialog box appears.
4 Click here and select the folder inwhich you want to save your file.
5 Type a file name.
6 Click here and select a file type.
7 Click Save.
You may be warned aboutincompatibilities.
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Excel saves yourworksheet in theformat you specify.
l This example showsthe worksheet saved inOffice 2003.
This example shows the file saved in CSVformat.
185Chapter 8: Protect, Save, and Print
Did You Know?If you want to see the XML layout for an Excel 2007file, change the file extension on the file to .zip andthen double-click the file. The file opens and severalfolders and files appear. Double-click the files to openand view them.
Did You Know?If you have a computer with Excel 97-2003 installed,you can go to the Office Update Web site anddownload the 2007 Microsoft Office systemCompatibility Pack for Excel. Once you install theCompatibility Pack, you can open Excel 2007 files inExcel 97-2003. Excel features and formatting maynot display in the earlier version, but they are stillavailable when you open the file again in Excel 2007.
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1 Press and hold the Ctrl key asyou click and drag to select eacharea you want to print.
2 Click the Page Layout tab.
3 Click Print Area.
4 Click Set Print Area.
5 Click Print Titles.
PRINT MULTIPLE AREAS of a workbook
You can print noncontiguous areas of your worksheet,thereby limiting your printing to the information thatis of relevance. This feature involves little more thanselecting the cells you want to print.
There are many reasons why you may want to printnoncontiguous areas of your worksheet. For example,if you have sales data for several products, each in acolumn, you can select and print only the columnsthat are of interest to you. You select noncontiguousareas of the worksheet by pressing and holding the
Ctrl key as you click and drag. After you select areas,you set them as the print area.
When printing noncontiguous areas of your worksheet,you may have column headings or row labels youwant to print with each selection. You can specify therows you want to repeat at the top or the columns youwant to repeat down the side of every page you print.
When you print a worksheet with multiple selectedareas, each area prints on its own page.
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l The Page Setup dialog boxappears.
6 Click the Sheet tab.
l The areas you selected in Step 1are shown here.
7 Click and drag the columns orrows you want to repeat or typethe range.
8 Click Print Preview.
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l The Print Previewwindow shows thefirst page of theprintout containingan area you selectedin Step 1.
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9 Click Next Page and Previous Page toview subsequent and previous pages.
l The Print Preview window shows the nextpage of the printout containing an areayou selected in Step 1.
0 Click Print when you are satisfied with thelayout.
Excel prints the selected areas.
187Chapter 8: Protect, Save, and Print
Delete It!To clear the print area, click Page Layout and thenclick Print Area. A menu appears. Click Clear PrintArea. Print Areas stay in effect until you clear them.You can add to the print area by selecting a rangeand clicking Page Layout, Print Area, and then Add toPrint Area.
Did You Know?To open the Page Setup dialog box, click thelauncher in the Page Setup group. You can use theHeader/Footer tab in the dialog box to add pagenumbers as well as both a header and a footer. ClickCustom Header or Custom Footer to create dates andpage numbers on each page, or even add an imageto the header or footer.
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1 Press and hold the Ctrl key.
2 Click the individual tabs youwant to print.
You can click Chart tabs, Sheettabs, and tabs you haverenamed.
3 Release the Ctrl key.
The selected tabs appear white.
PRINT MULTIPLE WORKSHEETS from a workbook
By default, Excel prints either the entire activeworksheet or a selected print area within the activeworksheet. However, you can select several worksheetsand print them all at the same time. You may want touse this option if you have a workbook with data orcharts on several separate sheets.
To select two or more adjacent sheets for printing,press and hold the Shift key and click the tab for eachsheet you want to print. To select several nonadjacentworksheets, press and hold the Ctrl key and click the
tab for each sheet you want to print. To print everyworksheet in the workbook, right-click any tab. Amenu appears. Click Select All Sheets.
Selecting multiple tabs groups the sheets. While thesheets are grouped, any data you type into any sheetor any changes you make to the structure of sheetsare also typed into or changed in all the other sheetsin the group. To ungroup sheets, click any unselectedsheet. If no unselected sheet is visible, right-clickany sheet. A menu appears. Click Ungroup Sheets.
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4 Click the Page Layout tab.
5 Click the Page Setup grouplauncher.
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l The Page Setup dialogbox appears.
6 Click Print Preview.
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l Each worksheet appears on its own page.The first worksheet you selected in Step 2appears first.
l Click Previous Page and Next Page toreview the selected sheets.
7 Click Print when you are ready to print.
Excel prints the selected worksheets.
189Chapter 8: Protect, Save, and Print
Did You Know?You can print row numbers and column letters onevery page. Click the Launcher in the Page Setupgroup on the Page Layout tab to open the PageSetup dialog box. On the Sheet tab, click Row andColumn Headings ( changes to ) before printingyour worksheet. To print comments, select an optionin the Comments field. You can print commentsadjacent to their cells or gather them at the end ofthe report.
Did You Know?To print several workbooks at the same time, clickthe Office button and then click Open. In the Opendialog box, press and hold the Ctrl key and click theworkbooks you want to print. Click the Tools drop-down menu in the lower-right corner and then clickPrint.
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