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

Revenue recognition: A complex effort

Implementing the new standard requires careful judgment. Learn how to make significant accounting judgments and document them and collaborate with peers for consistent application.

VIDEO

How to Excel pivot a general ledger

The general ledger is a vast historical data archive of your company's financial activities, including revenue, expenses, adjustments, and account balances. J. Carlton Collins, CPA, shows how to prepare data for, and mine data with, PivotTables.

QUIZ

News quiz: Taking an economic snapshot and looking to the future

Recent news included IRS actions that affect individuals and partnerships and a possibly influential move by a Big Four accounting firm.Take this short quiz to see how much you know about the news.