[Libs-Or] Tech-Talk: EXCEL/G-Sheets – How to Create (and Print) Headers and Footers
HANNING Darci C * SLO
Darci.HANNING at slo.oregon.gov
Wed Jan 4 08:03:07 PST 2023
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Set up headers and footers for your spreadsheet
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EXCEL/G-Sheets – How to Create (and Print) Headers and Footers
Intermediate
[header and footer]
Did you know that you can include headers and footers in your Excel spreadsheets (or Google Sheets) just as you can in a Word document?
We're not talking about the first row of your spreadsheet where you may have a column title.
This can be confusing as when you're looking at your spreadsheet in the normal working view, you don't "see" info in a header and footer. It can only be seen when you: 1) go to print preview, 2) when your file is saved as a PDF, or 3) when printed.
If you only use your spreadsheet as an electronic file, headers and footers may not be needed. But if you share your spreadsheet as a PDF for others to view, or print it out, headers and footers can be used to add important info for the reader such as:
· The document name
· Organization details like the name, email, website
· Page numbers
· Copyrights or permissions
· Contact info
Header/Footer Concepts
When you're working in a spreadsheet, it often feels as if it's all one page, but when you go to print (or view as a PDF), there can actually be several. This is where a header or footer with info like page numbers or the file name helps people follow your information more effectively.
There are two concepts you'll want to know because the steps are buried a couple of layers down.
1. How to identify the spreadsheet(s) within the workbook in which you want to add a header or footer. You can set these up for one, two, or all spreadsheets within your workbook at once. Or, each sheet can have different headers and footers.
2. Where you put them within the spreadsheet – either in the Page Layout View or in the Page Setup dialog option.
Let's take a look at each of these.
Step #1: Identify the Spreadsheet(s) Within the Workbook
ADD A HEADER or Footer to ONE Sheet in the Workbook
· Open the spreadsheet to add a header/footer.
· Click on the tab at the bottom to identify the document. Example: "Sheet 1."
[Select sheet]
ADD TO MULTIPLE Sheets in the Workbook
[apply to multiple sheets]
If you want to apply the same header and/or footer to ALL spreadsheets in the workbook:
· Click on the tab at the bottom to identify the first spreadsheet you want to include.
· Hold the Control (Ctrl) key down and select each additional tab you want to add.
If you look carefully, you'll now see (at the top of the spreadsheet) the word "Group" after your spreadsheet title, showing you that the spreadsheets are ready for you to add a header/footer as a complete unit (the same for each sheet).
Step #2: Add the Header or Footer Content
OPTION 1 – Use the Page Layout View
· In the ribbon go to View and in the Workbook Views section, click on Page Layout.
[view layout]
[text area]
· Now click on the Insert tab and in the Text group (on the right), use the drop-down and click Header & Footer.
· A special toolbar will open with options. You can click in the left, center or right side of the header and type in text. Or use the toolbar options to dynamically add items like a page number, date, file name…
[add content]
· You can use the font options to re-size, color, bold, and more to customize the text.
[add content]
· To change from the Header to the Footer area, click on the Go to Footer (or Go to Header) if you're in the footer already.
· To go back to the regular working view, click out of the header/footer area, go to the View tab and in the Workbook Views section, click Normal.
· Now to see how your Header/Footer looks, go to File, Print and the preview window will show your added details.
Option 2 – Use the "Page Setup" Box
[page setup]
· In the Page Layout tab in the Page Setup section, click on the tiny arrow in the lower right of the section to get to more choices.
· Choose the Header/Footer tab.
· Select the Custom Header or Footer button to add the info for each section.
· Use the icons to add dynamic fields like page numbers, document name or date/time.
[add content]
Add a Header or Footer in Google Sheets
As with Excel, a Sheet in Google doesn't have a visible header or footer until you print or save the file as a PDF. The trick to remember is to set it up in the printer settings area. Here's how:
[add header footer]
· Go to File, then Print.
· In the right column, click the drop-down option next to Headers & Footers to see all of the options.
· You can easily use the checkbox next to the preset options (Page Numbers, Sheet name, Date…) to enable any of these. TIP: Page numbers will automatically be added in the footer, while a workbook title will be placed in the header.
· To set up your own custom text, or move any of the preset options, click Edit Custom Fields.
· Now you can edit the text boxes in the header or footer or both by clicking a box to make any changes. Use the options box to add automated info like page numbers. NOTE: You CAN'T make any formatting changes like color or bold to header/footer content.
[edit header and footer]
· When you're done, click the Confirm button to return to the Print Settings menu.
· Click Next at the top right to go to your printer options menu to Print or Save as a PDF. Or, exit out of the box to return to the sheet.
Your header or footer will save automatically and will also be applied to any future copies of your Google Sheets spreadsheet that you print.
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Communications: Successful Self
Positive and Constructive Worry
I ran across a fabulous thought in the book, "Psycho-Cybernetics" by Maxwell Maltz. It's a method for individuals to create their reality. It's in the section titled: "Positive and Constructive Worry."
"Mentally, begin to play with
the idea of complete and inevitable success."
Just think about that! "Play" ... "complete" ... inevitable."
He goes on to say, "Don't force yourself." Just treat these positive thoughts as musings, idle thoughts, and "What ifs". Don't force it, but mentally play with the idea of complete and inevitable success. What would that mean to you? How would you feel? Those are the thoughts you want running through your head.
It's like daydreaming. Do it constantly, incessantly. And instead of worrying about something, flip those thoughts, and turn them into playful ideas of complete and inevitable success. It can't hurt, and you just may be surprised by what it can do!
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Leadership & Success
Being in Egalitarian Manager Mode
As I see it, there are four types of manager modes. These different leadership approaches vary based on an individual’s belief system and decision-making preferences ... and, of course, each situation. The trick to being successful is to know when to be in each mode.
1. Autocratic. The managers make all the decisions with little or no input from their teams.
2. Democratic. Decisions are all based on a group vote.
3. Benevolent. Actions are determined based on what the manager thinks is best for the team or individual.
4. Egalitarian. Managers respect the input of every person on their team.
Let's explore the term egalitarianism a bit more. The definition of the word is equality.
An egalitarian approach to leading teams is the most productive choice and should be considered the style that is used most often because people respond so well to it ... and organizations thrive on it.
Here's a story of egalitarianism at its best in the workplace.
A CEO of a beauty products company based in Europe valued every person's contribution and wanted them to feel the same. So he talked with them, all the time.
He made it a habit to ask individual employees … as he met them in the hallway or an elevator ... "What would happen if you were not able to come to work … how would the organization suffer?"
He wanted them to realize the impact that each of them has at work. "That's easy," said one fellow proudly, "you would miss out on important information because you wouldn't receive your mail."
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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
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