Middlebury

Microsoft Excel Basic Usage

Saving Microsoft Excel 2007 Files in Compatibility Mode

Files created as Office 2007 files cannot be opened or read by the earlier versions of Microsoft Office so prevalent at Middlebury College. Please save all Office 2007 files in an earlier format to facilitate access by your faculty, staff and student colleagues.

Some new features in Office 2007 programs become unavailable (grayed out on the menus) once documents are saved in an earlier version. All the basic features required for normal functionality will still be available.

When you are ready to save your workbook for compatibility, do the following:

  1. Click on the Office icon (Office button.PNG) in the upper-left corner of your Excel workbook, point to Save As and then click on Excel 97-2003 Workbook. The Save As dialog box opens.
  2. In the File name field type a name for your file. The .xls extension is automatically appended.
  3. Click [[Image:Save_button.PNG. Your workbook title bar will change to indicate your document is in compatibility mode (filename

.xls [Compatibility Mode] – Microsoft Excel where filename is the name you gave to the file).


Set Excel Default to Automatically Save in Compatibility Mode

To guarantee that all your workbooks are saved in Compatibility Mode, do the following:

  1. Click on the Office icon (Office button.PNG) and select Excel Options from the drop-down menu. The dialogue box changes.
  2. Click Save.
  3. From the Save files in this format drop-down list select Excel 97-2003 Workbook.
  4. Click [[Image:OK_button.PNG. Every document you create after this will be in Compatibility Mode unless you deliberately change the file type.

Keeping Header Information Visible In Excel

If you want the information in your headers visible when the spreadsheet is viewed online or in print form, follow the steps below.

Creating Stationary Headers

A stationary header is configured using the Freeze Pane feature.
1. Select the row below the column headings on your spreadsheet.
2. From the Window menu, select Freeze Panes.
Note that you can also freeze columns or a combination of both, if you desire.

Creating Repeating Printed Headers

The repeating printed header is a feature of the Page Setup feature.
1. From the File menu, select Page Setup.
2. Click the Sheet tab.
3. In the Rows to repeat at top field, indicate the rows you want to repeat. Some examples are:
• $1 for the first row only.
• $1:$3 for the first three rows.
4. Click OK

Line Breaks Within A Cell In Excel

Normally, when you press ENTER while in an Excel spreadsheet, your cursor is moved to the next cell down the current column. You can insert a Line Break into an Excel worksheet cell using the following methods.

On A Windows Computer

With your cursor in the place you want a line break, press ALT + ENTER  to insert a line break within the cell.
• The Wrap Text property of the cell is automatically set.
• The row height is increased to make room for the extra line of text.

On A Macintosh Computer

With your cursor in the place you want a line break, press CTRL + OPTION + RETURN to insert a line break within the cell.
• The Wrap Text property of the cell is automatically set.
• The row height is increased to make room for the extra line of text.

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