End User Tips

Useful Tips for Programs You Use Everyday

Excel Quick Tips

Excel 2003 Excel 2007
Printing a Portion of a Spreadsheet
  • Select the range of cells you want to print.
  • Under the File menu, go to Print Area, and then click Set Print Area.
  • Print the worksheet (only items in the selected area will be printed).
  • When you save the document your print area is also saved. If this is something temporary, select Clear Print Area and the entire worksheet will print the next time.
  • Select the range of cells you want to print.
  • Under the Page Layout menu, go to the Print Area icon, then select Set Print Area.
  • Print the worksheet (only items in the selected area will be printed).
  • When you save the document your print area is also saved. If this is something temporary, select Clear Print Area and the entire worksheet will print the next time.
Printing Column Headings on Each Page
This tip will help you if you have a data in a spreadsheet that spans several pages and want to see the column headings printed on each page without inserting them manually at the top of each page.
  • On the File menu, click Page Setup, and then click the Sheet tab.
  • To print column labels on every page, under Print titles in the Rows to repeat at top box, enter the rows that contain the column labels. (For row labels, select Columns to repeat at left.)
  • Then click Print.
  • On the Page Layout Menu, click the Print Titles icon, then click the Sheet tab.
  • To print column labels on every page, under Print titles in the Rows to repeat at top box, enter the rows that contain the column labels. (For row labels, select Columns to repeat at left.)
  • Then click Print.
Changing the Default Font
  • On the Tools menu, click Options.
  • On the General tab, click a font in the Standard font box.
  • In the Size box, type or click a font size.

Note: You must restart Excel to begin using this new default font and font size. This new default will be effective for new workbooks you create – existing workbooks are not affected.

The default font and font size are Calibri 11 in Excel 2007.

  • Click the Microsoft Office Button, and then click Excel Options.
  • In the Popular category, under When creating new workbooks, do the following:
    • In the Use this font box, click the font that you want to use.
    • In the Font Size box, enter the font size that you want to use.

Note: You must restart Excel to begin using this new default font and font size. This new default will be effective for new workbooks you create – existing workbooks are not affected.


What is the Format Painter?

For those of you who do simple Word documents, you might not be a heavy Style user. Have you ever wondered what the paint brush tool was in the toolbar? If you want to reuse styles you have created in a document or proposal, the Format Painter is a great tool.

To apply a paragraph style [font style (color, bold, underline, for example), paragraph characteristics such as line spacing, alignment, bullets, indents] from one paragraph to another:

  • Put the cursor anywhere in the styled paragraph

  • Click the Format Painter (or use Ctrl + Shift + C)

  • Click in the paragraph where you want to apply the style. If you want to apply the style to multiple paragraphs, double click the Format Painter, then click in each subsequent paragraph to apply the same style.


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