A better solution: custom-print views in Excel.

When a reader asked how to create a group of custom views of a spreadsheet (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.

Key to Instructions

To help readers follow the instructions in this article, we use two different typefaces:

* Boldface type is used to identify the names of icons, agendas and URLs.

* Sans serif type shows commands and instructions users should type into the computer and the names of files.

Boldface type is indicated with #.

Sans serif is indicated with **.

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STANLEY ZAROWIN, a former JofA senior editor, is now a contributing editor to the magazine. His e-mail address is [e-mail].