Printing in Excel

1
Printing in Excel

• Applications of Spreadsheets

2
Printing a Worksheet with One Click

• To print the current worksheet quickly, click the
  Print button on the Standard toolbar.
• Uses the default print settings unless you have
  changed them.
• To change to Print Preview without opening the
  Print dialog box
• Click the Print Preview button on the Standard
  toolbar
• Choose File, Print Preview from the menu.
• Save a document immediately before printing and
  preview it onscreen.
• helps you understand what the output of your
  spreadsheet layout should be.

3
Preparing a Worksheet for Printing

• Excels default page setup is
• Portrait orientation
• 100 percent of normal size
• 8 ½ by 11 inch paper
• 1 inch top and bottom margins
• ¾ inch left and right margins
• Change these settings to
• Add a header or footer
• Adjust the page margins
• Turn on the printing of grid lines
• Turn on the printing of row and column headings
• Switch to landscape orientation

4
Previewing a Worksheet
Print Preview mode displays the page as it will
appear when printed. If your printer does not
support color, the page appears with shades of
gray as shown here.
Identifies that you are in Preview mode and
viewing Page 1 of 3 total pages
5
Zooming in on the Worksheet
After zooming in on an area of the worksheet, use
the horizontal and vertical scroll bars to adjust
the window .
6
The Print Dialog Box
Select a printer name from this drop-down list
box. This feature is especially useful if you are
attached to a network and can choose among a
variety of printers.
Specify how much of the selection to print
7
Previewing and Publishing to the Web
Single File Web Page is the default setting in
the Save as type drop-down list box
8
Viewing a Worksheet as a Web Page
9
Adjusting your Print Settings

• Use the Print dialog box
• File ? Print command
• CtrlF
• Use the Page Setup dialog box
• File ? Page Setup command

10
Print Dialog Box

• Select the printer you wish to use
• Access the property settings for your specific
  printer
• Choose what part of the worksheet you want to
  print (using the Print What selection)
• Selection (the range selected)
• Active Sheet(s) (default)
• Entire Workbook
• Setting the Print Area
• Can also select File ? Print area ? Set Print
  Area to specify the range or ranges to print.
• To clear the Print Area select File ? Print Area
  ? Clear Print
• Specify the number of copies

11
Page Setup Dialog Box

• You can control
• Page layout settings
• Orientation (portrait or landscape)
• Scaling (can be set to automatic)
• Paper Size
• Print Quality
• First Page Number (specify for first page
  useful if part of a larger report)

12
Adjusting Page and Margin Settings
13
Page Setup Dialog Box

• Margins
• Margins are the unprinted areas along the sides,
  top and bottom of a printed page.
• Adjust using the appropriate spinner (or enter a
  value directly)
• Can also adjust the distance of the header from
  the top of the page and the footer from the
  bottom of the page
• Must be less than the corresponding margin.
• Change the alignment of the printed page
• Default is aligned to the top left.
• Margins can also be adjusted while previewing
  your output.

14
Adjusting Page and Margin Settings
You can specify the top, left, right, and bottom
margins using the spin boxes in this area. You
can also increase or decrease the space provided
for the page header and page footer, discussed
further in the next lesson
Use these check boxes to center the worksheet
vertically and/or horizontally on the printed page
15
Previewing a Worksheet after Setting Page Options
16
Page Setup Dialog Box

• Headers and Footers
• A header is a line of information that appears at
  the top of each printed page.
• A footer is a line of information that appears at
  the bottom of each printed page.
• Can align left, center or right.
• The Page Setup dialog box gives you other options
  for headers and footers in the drop-down lists
  labeled Header and Footer.
• Predefined or custom.
• See Table 7-1 in your book (pg 129).

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Inserting Headers and Footers
Use the mouse to display the drop-down list box
and then to scroll through the options provided
The Footer drop-down list box provides some
pre-defined options
18
Custom Header Dialog Box
19
Page Setup Dialog Box Header/Footer Tab
The Header preview area displays the results of
your custom selections
The Footer preview area displays the results of
your selection from the drop-down list box
20
Displaying Headers and Footers in Print Preview
Mode
The header appears at the top of the page
The footer appears at the bottom of the page
21
Page Setup Dialog Box

• Sheet Printing Options
• Choosing the print area
• Printing row and column titles (similar to frozen
  panes)
• Choosing optional elements in the printout
• Gridlines
• Black and White
• Draft Quality
• Row and Column headings
• Comments
• Cell Error As
• Select the page printing order

22
Previewing a Selected Print Area
Only a portion of the worksheet now appears in
the Print Preview window
23
Selecting Worksheet Content to Print
Select this check box to print gridlines for your
worksheet
Select this check box to print the row and column
frame headings
24
Print Previewing with Gridlines and Row/Column
Headings
25
Page Breaks

• To insert a horizontal page-break line
• Move the cell pointer to the cell that will begin
  the new page
• Make sure the pointer is in column A
• Choose Insert ? Page Break
• To insert a vertical page-break line
• Move the cell pointer to the cell that will begin
  the new page
• Make sure the pointer is in row 1
• Choose Insert ? Page Break
• Removing Page Breaks
• Move the cell pointer to the first row beneath
  (or the first column to the right) of a manual
  page break
• Select Insert ? Remove Page Break
• To remove all manual page breaks in the
  worksheet, click the Select All button and then
  choose Insert ? Remove Page Break

26
Preventing Certain Cells from Printing

• Hide the rows or columns
• Format ? Row or Column ? Hide
• Hide the cells or ranges
• Make the text color the same color as the
  background color (may not work for all printers)
• Use a custom number format that consists of three
  semicolons ()
• Cover an area of a worksheet by covering it with
  a rectangle object
• Click the rectangle tool from the Drawing toolbar
  and rag the rectangle to the proper size. Make
  the rectangle white with no border

27
Using Print Preview

• Select File ? Print Preview
• Click the Print Preview button on the standard
  toolbar
• Click the Preview button in the Print dialog box
• Click the Print Preview button in the Page Setup
  dialog box

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Using Print Preview

• The print preview window has several buttons to
  control the process
• Next and Previous
• Zoom toggles between 2 levels of zooming
• Print
• Setup opens the Page Setup dialog box
• Margins allows dynamic adjustment of margins
• Page Break Preview allows dynamic adjustment of
  page breaks
• Close closes the preview window
• Help

29
Creating Custom Views

• Can create custom-named views of your worksheets
  that include the proper settings for each report
• Print settings
• Hidden rows and columns
• Display settings
• Select cells and ranges
• The active cell
• Window sizes and positions
• Frozen panes.
• See Chapter 3