A Better Solution: Custom-print Views In Excel

BY STANLEY ZAROWIN

When a reader asked how to create a group of custom views of a spreadsheet ( Technology Q&A , JofA , Jul.04, page 96), I suggested he give each section of the worksheet a unique name, which can be recalled by selecting it from the Name Box drop-down list. But Joey Brannon, CPA, of Bradenton, Florida, reminded me of a better solution.

By using Custom Views ( View , Custom Views ) you can create many custom snapshots and also temporarily customize a section of a spreadsheet, give that view a name, show or print it and then return the format to its original state.

For example, start with this section of a spreadsheet:

First I want to show and print the results of all four quarters and the fiscal year; then I want to show and print only the third and fourth quarters and the fiscal year. Begin by highlighting the section that displays all four quarters and click on View , Custom Views , evoking this screen:

Click on Add , and in the space below Views type a name for it: Full year .

Now hide the first- and second-quarter results (using Data, Group and Outline, Hide Detail ) and highlight the newly formatted image. Again click on View , Custom Views and Add . Give it a name: 3rd & 4th Q, as shown below.

Continue to add views until you’ve covered all the possible presentation scenarios you require.

Recalling a custom view is a few mouse clicks away. Each time you want to display or print one of the scenarios, bring up Custom Views and click on its name.

SPONSORED REPORT

CPEOs provide peace of mind around payroll services

The creation of these new IRS-certified service providers for small businesses clarifies some issues around traditional professional employer organizations.

QUIZ

8 sentences to help you master subject-verb agreement

When professionals prepare written material for readers inside their organization or outside, they should make sure that no errors distract from the message they need to convey. Take this short quiz for practice in subject-verb agreement.