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With Microsoft Office Excel Viewer 2003, you can open, view, and print an Excel workbook, even if you don't have Excel installed. You can also copy data from Excel Viewer to another program. However, you cannot edit data, save a workbook, or create a new workbook in Excel Viewer.
About Excel Viewer Help
Excel Viewer 2003 Help is available only when you are connected to the Internet. If you want to print this page, click Show All (above right) to expand all the sections, and then press CTRL+P.
For technical details about Excel Viewer, click About Microsoft Office Excel Viewer on the Help menu.
For information about Excel Viewer updates, click Check for Updates on the Help menu.
Opening a workbook
Open a workbook for viewing
You can open files that were created in Microsoft Excel for Windows® (versions 95 and later, including Office Excel 2003) and Microsoft Excel for the Macintosh® (versions 2.2 and later). You cannot open HTML files.
- On the File menu, click Open.
Tip To open a workbook that you used recently, click its file name at the bottom of the File menu.
- In the Look in box, click the drive, folder, network, or Internet location that contains the workbook that you want to open.
- In the folder list, locate and open the folder that contains the workbook.
- Click the workbook, and then click Open.
- Excel Viewer can open only Excel files (.xls, .xlt, .xlc, .xlm, and .xlw).
- In Excel Viewer, you can open a workbook that is restricted with Information Rights Management (IRM) as long as you have permission to view that workbook. You can also print or copy content from a restricted workbook if you have been given specific print and copy permissions.
- When you start Excel Viewer from the Start menu or by clicking its desktop icon, the Open dialog box is displayed automatically. To start Excel Viewer and open a specific workbook, double-click that workbook.
- When you open more than one workbook at a time, you can switch between them by clicking the workbook you want to activate on the Window menu.
- When you open a workbook that contains list data that is linked to a list on a Microsoft Windows® SharePoint® Services site, you cannot synchronize the data on the worksheet with the data on the SharePoint site. Excel Viewer cannot refresh external data connections.
- A workbook that was previously saved in Page break preview mode in Excel will open in that mode and may not display the entire contents of the workbook in Excel Viewer. To switch to Normal view, click Normal on the View menu.
Open a workbook for editing
If you also have Excel 2000 or later installed on your computer when you open a workbook in Excel Viewer, the Open for Editing command will be available on the Excel Viewer File menu.
- In Excel Viewer, open the workbook that you want to view.
- On the File menu, click Open for Editing.
The workbook in Excel Viewer closes and then opens in Excel so that you can edit it.
Verify the certificate of a digitally signed workbook
When you open a workbook that is digitally signed for security purposes, you may want to review the details of the digital certificate (digital certificate: Attachment for a file, macro project, or e-mail message that vouches for authenticity, provides secure encryption, or supplies a verifiable signature. To digitally sign macro projects, you must install a digital certificate.) to verify the authenticity of the digital signature (digital signature: An electronic, encryption-based, secure stamp of authentication on a macro or document. This signature confirms that the macro or document originated from the signer and has not been altered.).
- On the View menu, click Show Signatures.
- To view details about a particular certificate, select the name of the signer, and then click View Certificate.
- To determine whether you trust the digital certificate source, look at the Issued to and Issued by fields.
- To determine whether the certificate is current, look at the Valid from field.
Viewing a worksheet
Scroll through a worksheet
To move between cells on a worksheet, click any cell or use the arrow keys. When you move to a cell, it becomes the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.).
To see a different area of the worksheet, use the scroll bars, as described in the following table.
|One row up or down
||Click the arrows in the vertical scroll bar.
|One column left or right
||Click the arrows in the horizontal scroll bar.
|One window up or down
||Click above or below the scroll box in the vertical scroll bar.
|One window left or right
||Click to the left or right of the scroll box in the horizontal scroll bar.
|A large distance
||Drag the scroll box. On a very large worksheet, hold down SHIFT while dragging.
- You can also right-click a scroll bar and select a scrolling option.
- The size of the scroll box indicates the proportional amount of the used worksheet area that is visible in the window. The position of the scroll box indicates the relative location of the visible area within the worksheet.
Scroll and zoom with the mouse
You can move around on the worksheet and zoom in and out by using a Microsoft IntelliMouse® pointing device.
|Scroll up or down a few rows at a time
||Rotate the wheel forward or back.
|Pan through a worksheet
||Hold down the wheel button, and drag the pointer away from the origin mark in the direction you want to scroll. To speed up scrolling, drag away from the origin mark; to slow down scrolling, drag toward the origin mark.
|Pan through a worksheet automatically
||Click the wheel button, and then move the mouse in the direction you want to scroll. To speed up scrolling, drag away from the origin mark; to slow down scrolling, drag toward the origin mark. To stop automatic scrolling, click any mouse button.
|Zoom in or out
||Hold down CTRL, and then rotate the IntelliMouse wheel forward or back.
Keep row and column labels visible as you scroll
To keep row and column labels or other data visible as you scroll through a worksheet, you can lock them by freezing the top and left panes. Data in the frozen panes doesn't scroll and remains visible as you move through the rest of the worksheet.
- Do one of the following:
On the Window menu, click Freeze Panes.
- To lock rows, select the row below the row (or rows) that you want frozen.
- To lock columns, select the column to the right of the column (or columns) that you want frozen.
- To lock both rows and columns, click the cell below and to the right of the areas that you want frozen.
- A check mark appears next to Freeze Panes on the Window menu to indicate that panes are frozen. To unlock rows and columns, click Freeze Panes again.
- Frozen panes do not show when the worksheet is printed. To repeat row or column titles on each page of a printed worksheet, click Page Setup on the File menu. On the Sheet tab, click in the Rows to repeat at top or Columns to repeat at left box, and then select the rows or columns on the worksheet that you want to use for the print titles.
View different parts of a worksheet at the same time
To view and scroll independently in different parts of a worksheet, you can split a worksheet horizontally and vertically into separate panes.
- At the top of the vertical scroll bar or at the right of the horizontal scroll bar, point to the split box.
Note The split box is not visible if the worksheet contains frozen panes.
- When the pointer changes to a split pointer or , drag the split box to the position that you want.
- To remove the split, double-click the split bar.
- Split panes do not show when the worksheet is printed.
View worksheets of multiple workbooks at the same time
- Open the workbooks that contain the worksheets you want to view.
- On the Window menu, click Arrange.
- Under Arrange, click Tiled, Horizontal, Vertical, or Cascade.
- If the active workbook contains multiple windows that you want to arrange, select the Windows of active workbook check box.
Tip To restore a workbook window to full size, click Maximize at the upper-right corner of the workbook window.
Magnify or reduce the display
- On the View menu, click Zoom.
- Under Magnification, click the percentage that you want, or enter a number from 10 to 400 in the Custom box.
- To enlarge the selected area to fit the window, click Fit selection.
Note Changing the magnification does not affect printing. Worksheets are printed at 100 percent (normal size) unless you change the scaling on the Page tab of the Page Setup dialog box (File menu, Page Setup command).
Display or hide the status bar
- On the View menu, click Status Bar.
Note A check mark next to Status Bar on the View menu indicates that the status bar is displayed.
Switch to another worksheet
Do one of the following:
- If the worksheet tab that you want to switch to is visible, click that tab.
- If you don't see the worksheet tab, click the tab scrolling buttons until the tab is displayed, and then click the tab.
Working with data
Select a cell, range, row, or column
|A single cell
||Click the cell, or press the arrow keys to move to the cell.
|A range of cells
||Click the first cell of the range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.), and then drag to the last cell.
|All cells on a worksheet
Click the Select All button, or press CTRL+A.
|Nonadjacent cells or cell ranges
||Select the first cell or range of cells, hold down CTRL, and then select the other cells or ranges.
|A large range of cells
||Click the first cell in the range, hold down SHIFT, and then click the last cell in the range. You can scroll to make the last cell visible.
|An entire row
||Click the row heading.
|An entire column
||Click the column heading.
|Adjacent rows or columns
||Drag across the row headings or column headings. Or, select the first row or column heading, hold down SHIFT, and then select the last row or column heading.
|Nonadjacent rows or columns
||Select the first row or column heading, hold down CTRL, and then select the other row or column headings.
|The first or last cell in a row or column
||Select a cell in the row or column, and then press CTRL+ an arrow key (RIGHT or LEFT for rows, UP or DOWN for columns).
|The first or last cell on a worksheet or Excel list
Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.
Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains data or formatting.
|More or fewer cells than the active selection
||Hold down SHIFT and click the last cell you want to include in the new selection. The rectangular range between the active cell (active cell: The selected cell in which data is entered when you begin typing. Only one cell is active at a time. The active cell is bounded by a heavy border.) and the cell you click becomes the new selection.
Note To cancel a selection of cells, click any cell on the worksheet.
Change column width or row height
To change the column width for:
- One column Drag the boundary on the right side of the column heading until the column is the width that you want.
- Multiple columns Select the columns that you want to change, and then drag the right boundary of any selected column heading.
- All columns on the worksheet Click the Select All button, and then drag the right boundary of any column heading.
Tip To make the column width fit the contents, double-click the right boundary of the column heading.
To change the row height for:
- One row Drag the bottom boundary of the row heading until the row is the height that you want.
- Multiple rows Select the rows that you want to change, and then drag the bottom boundary of any selected row heading.
- All rows on the worksheet Click the Select All button, and then drag the bottom boundary of any row heading.
Tip To make the row height fit the contents, double-click the bottom boundary of the row heading.
Find text or numbers on a worksheet
- Do one of the following:
On the Edit menu, click Find.
In the Find what box, type the text or number that you want to search for.
By default, data will be searched row by row. To search column by column, click By Columns in the Search box.
In the Look in box, choose the type of content that you want to search within.
Click Find Next to search for the first occurrence of the text or number.
- To search for text or numbers within a range of cells, select that range of cells.
- To search for text or numbers on the entire worksheet, click any cell.
You can continue to click Find Next until all occurrences have been found.
Note To cancel a search in progress, press ESC.
Find and select specific cells on a worksheet
- On the Edit menu, click Go to.
- Do one of the following:
To find and select unnamed cell references or ranges, type the cell reference in the Reference box.
- To quickly locate and select all cells that contain specific data or only cells that meet specific criteria, click Special, and then click one of the following options.
||Cells that contain comments.
||Cells that contain constants (constant: A value that is not calculated and, therefore, does not change. For example, the number 210, and the text "Quarterly Earnings" are constants. An expression, or a value resulting from an expression, is not a constant.).
Cells that contain formulas (formula: A sequence of values, cell references, names, functions, or operators in a cell that together produce a new value. A formula always begins with an equal sign (=).).
Note The check boxes below Formulas define the type of formula you want to select.
||The current region (current region: The block of filled-in cells that includes the currently selected cell or cells. The region extends in all directions to the first empty row or column.), such as an entire list.
||An entire array (array: Used to build single formulas that produce multiple results or that operate on a group of arguments that are arranged in rows and columns. An array range shares a common formula; an array constant is a group of constants used as an argument.) if the active cell is contained in an array.
||Graphic objects, including chart and buttons, on the worksheet and in text boxes.
||All cells that differ from the active cell in a selected row. If more than one row is selected, the comparison is done for each individual row of that selection, and the cell used in the comparison for each additional row is located in the same column as the active cell.
||All cells that differ from the active cell in a selected column. If more than one column is selected, the comparison is done for each individual column of that selection, and the cell used in the comparison for each additional column is located in the same row as the active cell.
Cells that are referenced by the formula in the active cell.
- Click Direct only to find only cells that are directly referenced by formulas.
- Click All levels to find all cells that are directly or indirectly referenced by the cells in the selection.
Cells with formulas that refer to the active cell.
- Click Direct only to find only cells with formulas that refer directly to the active cell.
- Click All levels to find all cells that directly or indirectly refer to the active cell.
||The last cell on the worksheet that contains data or formatting.
|Visible cells only
||Only cells that are visible in a range that crosses hidden rows or columns.
Only cells that have conditional formats applied.
- Click All to find all cells that have conditional formats applied.
- Click Same to find cells that have the same conditional formats as the currently selected cell.
Only cells that have data validation rules applied.
- Click All to find all cells that have data validation applied.
- Click Same to find cells that have the same data validation as the currently selected cell.
Apply a filter to worksheet data
You can apply filters to only one list on a worksheet at a time.
- Click a cell in the list that you want to filter.
- On the View menu, click AutoFilter.
- To display only the rows that contain a specific value, click the arrow in the column that contains the data you want to filter, and then click the value.
- To apply an additional condition based on a value in another column, repeat step 3 in the other column.
- When you apply a filter to a column, the only filters available for other columns are the values that are visible in the filtered list.
- You cannot change the sort order of items in a filtered list, or display the top or bottom values. Sort Ascending, Sort Descending, and (Top 10...) are always unavailable.
- Because Excel Viewer does not recalculate values, subtotals are not updated when a list is filtered. Charts that are based on this data will not be updated either.
Copy worksheet data to another program
You can copy worksheet data in Excel Viewer and then paste it into another program. However, you cannot paste it into a workbook that is open in Excel Viewer. To edit a workbook, you must have Excel installed on your computer.
- On the worksheet, select the data that you want to copy.
- On the Edit menu, click Copy.
- Switch to the program you want to copy the data to, and then use that program's paste command.
Note Excel Viewer copies entire cells, including comments and formulas with their resulting values. If the selected copy area includes hidden cells, Excel Viewer also copies the hidden cells.
Set or remove a print area
- On the worksheet, select the cells that you want to print.
- On the File menu, click Set Print Area.
- To clear the print area that you set, click Clear Print Area on the File menu.
Change page orientation, scaling, and paper size
If your work doesn't fit exactly on the number of printed pages that you want, you can adjust (or scale) your worksheet to fit on more or fewer pages than it would at normal size. You can also specify that you want to print your work on a certain number of pages and choose a different paper size.
- On the File menu, click Page Setup, and then click the Page tab.
- Under Orientation, click Portrait or Landscape.
- To change the scaling of the pages, under Scaling, do one of the following:
To specify the size of the paper, click the size that you want in the Paper size box.
- To reduce or enlarge the worksheet by a certain amount, type a percentage size in the Adjust to box.
- To reduce or enlarge the worksheet to fit on a specific number of pages, click Fit to, and then type the number of pages on which you want to print the worksheet.
Note If you want to specify a starting page number other than 1, you can type the number that you want in the First page number box.
Set page margins and center data on every page
- Select a worksheet.
- On the File menu, click Page Setup, and then click the Margins tab.
- In the Top, Bottom, Left, and Right boxes, enter the margin size that you want.
Note These settings should be larger than the minimum margins required by your printer.
- Under Center on page, do either or both of the following:
- Select the Horizontally check box if you want to center the worksheet data between the left and right margins.
- Select the Vertically check box if you want to center the worksheet data between the top and bottom margins.
Print certain rows or columns on every page
- Click the worksheet that you want to print.
- On the File menu, click Page Setup, and then click the Sheet tab.
- Under Print titles, click in the Rows to repeat at top or Columns to repeat at left box, and then select the rows or columns that you want to appear on every printed page.
Include gridlines or row and column labels on every printed page
- Click the worksheet that you want to print.
- On the File menu, click Page Setup, and then click the Sheet tab.
- To print the gridlines, select the Gridlines check box.
- To print the numbered and lettered row and column labels, select the Row and column headings check box.
View page breaks
- On the View menu, click Page Break Preview.
- To return to Normal view, on the View menu, click Normal.
Note Page breaks that were manually inserted appear as solid lines. Dashed lines indicate automatic page breaks. You cannot add, delete, or move page breaks. However, you may be able to change the location of automatic page breaks by changing column widths and row heights.
Preview a page before printing
- On the File menu, click Print Preview.
- Use the following toolbar buttons to review the page and make adjustments before printing.
||Displays the next page to be printed. If you have multiple worksheets selected and click Next when the last page of a selected worksheet appears, Excel Viewer displays the first page of the next selected worksheet.
||Displays the previous page to be printed. If you have multiple worksheets selected and click Previous when the first page of a selected worksheet appears, Excel Viewer displays the last page of the previous selected worksheet.
Switches between a full-page view of a worksheet and a magnified view. The Zoom feature does not affect printing size. You can also switch between a full-page view and a magnified view of a worksheet by clicking any area of the worksheet.
Depending on the resolution of your monitor, you may not see certain graphics, such as thin borders, in full-page view.
||Lets you set printing options and then prints the selected worksheet.
||Lets you set options that control the appearance of printed worksheets.
||Displays or hides margin handles that you can drag to adjust page margins, header and footer margins, and column widths.
||Closes the print preview window and returns to the previous view of the active worksheet.
- To preview a specific range of pages, click Print on the File menu. Under Print range, click Page(s), specify the pages to print in the From and To boxes, and then click Preview.
- The way that pages appear in the preview window depends upon the available fonts, the available colors, and the resolution of the printer.
Print the active worksheet, a selected range, or an entire workbook
- On the File menu, click Print.
- Under Print what, click one of the following options:
- Click Selection to print a selected range.
- Click Active sheet(s) to print the active worksheet or all selected worksheets.
- Click Entire workbook to print all worksheets.
- Click List to print Excel list data. This option is available only when the worksheet contains data in Excel list format.
Note If the worksheet has a defined print area, Excel Viewer prints only the print area. If you select a range of cells to print and then click Selection, Excel Viewer prints the selection and ignores any print area that is defined for the worksheet.
Print several worksheets at once
- To select the worksheets that you want to print, do one of the following.
|Two or more adjacent sheets
||Click the tab for the first worksheet, hold down SHIFT, and then click the tab for the last worksheet.
|Two or more nonadjacent sheets
||Click the tab for the first worksheet, hold down CTRL, and then click the tabs for the other worksheets.
- On the File menu, click Print.