Microsoft Office Excel Viewer Help

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Using Microsoft Office Excel Viewer, you can open, view, work with, and print a Microsoft Office Excel workbook, even if you don't have Excel installed. You can also copy data from Excel Viewer to another program. However, you cannot create a new workbook, edit data, or save a workbook in Excel Viewer.

 Note   Some Excel Viewer 2003 features are no longer supported in Excel Viewer.

In this article


About Excel Viewer Help

This article is available only when you are connected to the Internet. If you plan to work offline, you may want to print this article. Click Printer-Friendly Version, and then click Show All (top right) to expand all of the article sections. To print the article, press CTRL+P.

For technical details about Excel Viewer, click the Microsoft Office Button Button image, and then click About Microsoft Excel Viewer.

For information about Excel Viewer updates, click the Microsoft Office Button Button image, and then click Check for Updates.

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Opening a workbook

In Excel Viewer, you can open workbooks that are created in Microsoft Office Excel 2007, Microsoft Office Excel 2003, Excel for Windows (versions 95 and later), and Microsoft Excel for the Macintosh (versions 2.2 and later). You cannot open a workbook that has been saved in Hypertext Markup Language (HTML) file format or comma delimited text (CSV) file format.

If you also have Excel installed on your computer, you can open a workbook for editing in Excel after you have opened it in Excel Viewer.

In this section


Open a workbook for viewing

You can open only Excel files (.xlsx, .xlsm, .xlsb, .xltx, .xltm, .xls, .xlt, .xlm, and .xlw). Even though you can open macro-enabled files (.xlsm, .xltm, and .xlm), you will not be able to run macros. You cannot open Hypertext Markup Language (HTML) files (.mht, .mhtml, .htm, and .html), or comma delimited text (CSV) files (.csv). You can also no longer open Excel chart files (.xlc) in the current version of Excel Viewer.

  1. On the Home tab, in the File group, click Open.

Keyboard shortcut  You can also press CTRL+O.

Tip    To open a workbook that you used recently, click the Microsoft Office Button Button image, and then under Recent Documents, click the file name of the workbook that you want to open.

  1. On a computer that is running Windows Vista    
  • In the Address bar, click the drive, folder, or Internet location that contains the workbook that you want to open.

On a computer that is running Microsoft Windows XP    

  • In the Look in box, click the drive, folder, network, or Internet location that contains the workbook that you want to open.
  1. In the folder list, locate and open the folder that contains the workbook.
  2. Click the workbook, and then click Open.

 Notes 

  • 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. To start Excel Viewer and open a specific workbook, double-click that workbook.
  • When you open more than one workbook in Excel Viewer, you can switch between them. On the Home tab, in the Window group, click Switch Windows, and then click the workbook that you want to activate.
  • When you open a workbook that contains data in an Excel table that is linked to a list on a Windows SharePoint Services site, you cannot update the data on the worksheet from the data on the SharePoint site. Excel Viewer cannot refresh external data connections or PivotTables.
  • A workbook that was previously saved in Page break Preview view in Excel will open in that view and may not display the entire contents of the workbook in Excel Viewer. To switch to Normal view, click Normal Button image on the status bar.

Open a workbook for editing

  1. In Excel Viewer, open the workbook that you want to view.
  2. Click the Microsoft Office Button Button image, and then 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.) and 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.) to make sure that the digital signature is trustworthy.

  1. Click the Microsoft Office Button Button image, and then click View Signatures.

 Note   View Signatures is only available when the workbook that you open in Excel Viewer has been digitally signed.

  1. To view details about a particular certificate, in the Signatures task pane, under Valid Signatures, click the arrow next to the name of the signer, and then click Signature Details.
  2. Click View, and then do the following:
    • 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.

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Viewing a worksheet

In Excel Viewer, you can use any of the following features to view the worksheet data.

In this section


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.

To scroll Do this
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.

 Notes 

  • 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.

To Do this
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 that 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 that 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.

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.

  1. At the top of the vertical scroll bar or at the right of the horizontal scroll bar, point to the split box.

Split box

 Note   The split box is not visible if the worksheet contains frozen panes.

  1. When the pointer changes to a split pointer Horizontal split pointer (double-headed arrow) or Vertical split pointer (double-headed arrow), drag the split box to the position that you want.

 Notes 

  • To remove the split, double-click the split bar.
  • Split panes do not show when the worksheet is printed.

Minimize the Ribbon

The Ribbon, which is a component of the Microsoft Office Fluent user interface, is designed to help you quickly find the commands that you need to complete a task. There is no way to delete or replace the Ribbon with the toolbars and menus from earlier versions of Excel Viewer. However, you can minimize the Ribbon to make more space available on your screen.

  • To minimize the Ribbon, double-click the Home tab. Double-click the Home tab again to restore the Ribbon.

Keyboard shortcut  To minimize or restore the Ribbon, press CTRL+F1.

 Tip   You can still use the keyboard shortcuts while the Ribbon is minimized.

Magnify or reduce the display

  • On the status bar, drag the slider to a percentage between 10 and 400, or click the Zoom Out or Zoom In button Zoom slider until you reach the percentage of magnification that you want.

 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 (Home tab, Page Setup group, Page Setup button).

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.

Tab scrolling buttons

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Working with data

In Excel Viewer, you can use any of the following features to work with the worksheet data.

In this section


Select a cell, range, row, or column

To select Do this
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.

You can also hold down SHIFT, and then use the arrow keys to navigate to the last cell.

All cells on a worksheet

Click the Select All button, or press CTRL+A.

Select All button

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 then click the last cell that 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 that you click becomes the new selection.

 Note   To cancel a selection of cells, click any cell on the worksheet.

Find text or numbers on a worksheet

  1. Do one of the following:
    • 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.
  2. On the Home tab, in the Edit group, click Find.

Keyboard shortcut  You can also press CTRL+F.

  1. In the Find what box, type the text or number that you want to search for.
  2. By default, data will be searched row by row. To search column by column, click Options, and then click By Columns in the Search box.
  3. In the Look in box, choose the type of content that you want to search within.
  4. Click Find Next to search for the first occurrence of the text or number.

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

  1. On the Home tab, in the Edit group, click Go to.

Keyboard shortcut  You can also press CTRL+G.

  1. 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.
Click To select
Comments Cells that contain comments.
Constants 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.). The check boxes below Formulas will be available when you click Constants.
Formulas Formulas is unavailable in Excel Viewer.
Blanks Blank cells.
Current region 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.
Current array 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.
Objects Graphical objects, including chart and buttons, on the worksheet and in text boxes.
Row differences 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 that is used in the comparison for each additional row is located in the same column as the active cell.
Column differences 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 that is used in the comparison for each additional column is located in the same row as the active cell.
Precedents Precedents is unavailable in Excel Viewer.
Dependents Dependents and the options below Dependents are unavailable in Excel Viewer.
Last 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.
Conditional formats

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 selected cell.
Data validation

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 selected cell.

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 worksheet data into a workbook that is open in Excel Viewer. To edit a workbook, you must have Excel installed on your computer.

 Note   You cannot copy data on a chart sheet (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.).

  1. On the worksheet, select the data that you want to copy.
  2. On the Home tab, in the Edit group, click Copy.

Keyboard shortcut  You can also press CTRL+C.

  1. Switch to the program that you want to copy the data to, and then use that program's paste command.

 Note   If the selected copy area includes hidden cells, Excel Viewer also copies the hidden cells.

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Printing

In Excel Viewer, you can use any of the following features to print the worksheet data.

In this section


Set or remove a print area

  1. On the worksheet, select the cells that you want to print.
  2. On the Home tab, in the Page Setup group, click Print Area.
  3. Do one of the following:
    • To set the print area, click Set Print Area.
    • To clear the print area that you set, click Clear Print Area.

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.

  1. On the Home tab, in the Page Setup group, click Page Setup.
  2. On the Page tab, under Orientation, click Portrait or Landscape.
  3. To change the scaling of the pages, under Scaling, do one of the following:
    • 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.
  4. To specify the size of the paper, click the size that you want in the Paper size box.
  5. To specify the print quality, select the quality that you want in the Print quality box.
  6. 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

  1. Select a worksheet.
  2. On the Home page, in the Page Setup group, click Page Setup.
  3. Click the Margins tab.
  4. In the Top, Bottom, Left, and Right boxes, enter the margin sizes that you want.

 Note   These settings should be larger than the minimum margins that are required by your printer.

  1. 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

  1. Click the worksheet that you want to print.
  2. On the Home tab, in the Page Setup group, click Page Setup.
  3. Click the Sheet tab.
  4. 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

  1. Click the worksheet that you want to print.
  2. On the Home tab, in the Page Setup group, click Page Setup.
  3. Click the Sheet tab.
  4. To print the gridlines, select the Gridlines check box.
  5. To print the numbered and lettered row and column labels, select the Row and column headings check box.

View page breaks

  1. On the status bar, click Page Break Preview Button image.
  2. To return to Normal view, on status bar, click Normal Button image.

 Note   Page breaks that were manually inserted appear as solid lines. Dashed lines indicate automatic page breaks. You can move page breaks but you cannot add or delete them.

Preview a page before printing

  1. On the Home tab, in the File group, click Print Preview.

Keyboard shortcut  You can also press CTRL+F2.

  1. Use the following toolbar buttons to review the page and make adjustments before printing.
Button Action
Next Page

Displays the next page to be printed. If you have multiple worksheets selected and click Next Page when the last page of a selected worksheet appears, Excel Viewer displays the first page of the next selected worksheet.

 Note   This option is unavailable when a worksheet has only one page.

Previous Page

Displays the previous page to be printed. If you have multiple worksheets selected and click Previous Page when the first page of a selected worksheet appears, Excel Viewer displays the last page of the previous selected worksheet.

 Note   This option is unavailable when a worksheet has only one page.

Zoom

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.

Print Displays the Print dialog box where you can set printing options and then print the selected worksheet.
Page Setup Displays the Page Setup dialog box where you can set options that control the appearance of printed worksheets.
Show Margins Displays or hides margin handles that you can drag to adjust page margins, header and footer margins, and column widths.
Close Print Preview Closes the print preview window and returns to the previous view of the active worksheet.

 Note    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

  1. Click the Microsoft Office Button Button image, and then click Print.
  2. 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 Table to print Excel table data. This option is available only when the worksheet contains data in Excel table format, and this data is selected to be printed.

 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

  1. To select the worksheets that you want to print, do one of the following.
To select Do this
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.
  1. On the Home tab, in the File group, click Quick Print.

 Note   Quick Print sends the worksheets to the default printer without making changes to the current print settings. If you want to specify a printer, number of copies, and other printing options before you print, click the Microsoft Office Button Button image, and then click Print.

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Excel Viewer 2003 features that are no longer supported in Excel Viewer

The following Excel Viewer 2003 features are no longer supported in the current version of Excel Viewer.

Feature Comments
Opening chart files You cannot open a file that is saved in the chart file format (.xlc).
Arranging windows The Arrange All command is no longer available. You cannot use it to view worksheets of multiple workbooks at the same time. Instead, you can arrange windows manually.
Freezing panes The Freeze Panes command is no longer available. You cannot use it to keep row and column labels or other data visible as you scroll through a worksheet.
Filtering data The AutoFilter command is no longer available. You cannot apply a filter to focus on specific data.
Resizing of rows and columns You can no longer drag the boundaries of row and column headings or double-click the boundaries to change the size of rows and columns.

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