📄 TRAINING EXERCISE FILE

Monthly Activity Report — Viewing, Printing & PDF Export Guide

0:07 — Welcome

Welcome to the Monthly Activity Report training video for the Department of Texas Marine Corps League. In this video, we’ll walk step by step through how to use your Monthly Activity Report workbook.

Before beginning, make sure you’ve watched:

• Activity Report Training – Accessing the Shared File

• Activity Report Training – Entering Data

These videos explain how to access your file and how to enter activities correctly.

0:34 — Viewing Monthly Reports

This example uses a full year of data — May 2024 through April 2025 for the Rio Grande Valley Detachment.

To view a monthly report:

1. Click the worksheet for the month you want.

2. All activities entered in the MAIN Activity list for that month will appear automatically.

3. No other month’s data should appear.

If you see incorrect or unexpected data:

• Return to the MAIN Activity list worksheet

• Check for errors in the Month or Date fields

1:21 — Monthly Reports Are Protected

Monthly report worksheets are protected. They are for viewing, printing, and PDF export ONLY.

If you find that you can edit or change anything on a monthly sheet:

• STOP immediately

• Undo any changes

• Make corrections ONLY in the MAIN Activity list

PRINTING REPORTS

1:45 — Step‑by‑Step Printing Instructions

To print a monthly report:

1. Click File → Print

2. Set Orientation to Landscape

3. Under Scaling, choose Fit all columns on one page

4. Scroll down until you reach the first page with blank cells

5. Note the last page number that contains data

6. On the right side, click the arrow next to Pages (Print total: xx)

7. Change All → Custom

8. Enter:

   Code

    

   1 - [last page number with data]
   

   Example: 1 - 2

9. The preview should now show only the selected pages

10. Click Print at the top right

11. Review the print dialog

12. Click Print again at the bottom left

Your screen may look slightly different depending on your browser or device.

SAVING REPORTS AS PDF FILES

2:51 — Saving as PDF (Excel for the Web)

Steps for Excel for the Web:

1. Click File → Export → Download as Adobe PDF

2. Set Orientation to Landscape

3. Under Scaling, choose Fit all columns on one page

4. Click the arrow next to Pages (Print total: xx)

5. Choose Custom

6. Enter:

   Code

    

   1 - [last page number with data]
   

   Example: 1 - 2

7. Click Download in the top right

8. The PDF will save to your Downloads folder

Saving as PDF (Excel for Desktop)

For Excel Desktop, refer to the INSTRUCTIONS worksheet in your workbook. It includes a full walkthrough for PDF export.

3:48 — Wrap‑Up

You now know how to:

• Set up the workbook

• Enter activity data

• View monthly reports

• Print reports

• Save reports as PDFs

With practice, this becomes quick and easy.

Make sure to watch the next tutorial on charting.

If you need help, contact the Department Senior Vice at: seniorvice@txmcl.org