Excel Printing Guide PDF

B. Printing Workbooks 5. Viewing and Printing Workbooks S20 Theory 1. Understanding Printing Spreadsheets S20 2 1. Introduction Printing spreadsheets is not as simple as printing documents created in Word. ○ Spreadsheets can contain a nu...

B. Printing Workbooks 5. Viewing and Printing Workbooks S20 Theory 1. Understanding Printing Spreadsheets S20 2 1. Introduction Printing spreadsheets is not as simple as printing documents created in Word. ○ Spreadsheets can contain a number of columns and rows that may not fit on a standard piece of paper. Excel provides tools to allow you to… ○ preview your spreadsheet before it is printed, ○ add headers and footers to the page, and ○ ensure your column or row labels are reprinted on each page. S20 3 2. Print Preview To preview a print job click on the File tab and choose Print. You will see the Print window which includes a preview of your spreadsheet. S20 4 3. Print Options Print more than one copy. Select a printer. Select what to print. Change the page orientation, paper size, and setting margins. Set the scaling method (print the worksheet to fit on one page or set custom scaling). S20 5 4. Page Setup You can access this box by clicking on the Page Setup link on the Print page. ○ You can also click on the Page Layout tab and click on the Page Setup dialog box launcher. Using the Page Setup dialog box you can manage… ○ the orientation, ○ print columns and rows, or ○ add headers and footers S20 6 Theory 2. Page Setup: Page Tab S20 7 2. Page Tab Orientation: Portrait (vertical) or Landscape (horizontal). Size: Specify what size paper to use for printing. Scaling: ○ Specify a percentage to magnify or shrink the size of the worksheet proportionally, or ○ “Fit” the worksheet into a specified number of pages. S20 8 Theory 3. Page Setup: Margins Tab S20 9 1. Margins Tab Margins are the amount of white space from the edge of the page. ○ The Header/Footer Margin sets the distance between the header/footer and the top/bottom edge of the page. S20 10 Theory 4. Page Setup: Header/Footer Tab S20 11 1. Headers and Footers Excel enables you to add headers and footers to your worksheets. You access this feature through the Header/Footer tab in the Page Setup dialog box. S20 12 2. Standard Headers and Footers To enter a standard Header or Footer, choose one from the drop- down box. S20 13 3. Custom Headers and Footers (1/2) 1. Click on the Header & Footer button on the Text group. ○ You will see the Page Layout View, and the cursor will be positioned in the header area in the center. 2. Type the header text and format as required. S20 14 3. Custom Headers and Footers (2/2) 3. Click on the Go To Footer button to move to the footer area. 4. Type in the footer text or add one of Excel’s footer elements as shown on the Header & Footer Elements group. S20 15 Theory 5. Page Setup: Sheet Tab S20 16 1. Print Area Sometimes you might find that you need to print a small part of your Excel spreadsheet. To set a print area: a. Select the cells that you want to include in your print area. b. Click Pint Area. S20 17 2. Print Titles If you want to print a sheet that will have many printed pages, you can set options to print the sheet's headings on every page. Print Titles are rows or columns (or both) that appear on every page of a printed worksheet​. To set titles: a. Select the corresponding text box (rows or columns). b. Select the desire rows or columns in the worksheet. S20 18 Theory 6. Page Breaks S20 19 1. Introduction Page breaks are dividers that break a worksheet into separate pages for printing. Excel inserts automatic page breaks based on the paper size, margin settings and scale options. ○ Dashes lines represent page breaks Excel automatically added. However, you can adjust the page breaks in a worksheet inserting new page breaks. ○ Solid lines represent page brakes that were added manually. S20 20 2. Inserting Page Breaks 1. Do one of the following: ◌ To insert a vertical page break, select the row below where you want to insert the page break. ◌ To insert a horizontal page break, select the column to the right of where you want to insert the page break. 2. On the Page Layout tab, in the Page Setup group, click Breaks. 3. Click Insert Break. S20 21 3. Removing Page Breaks 1. Select a cell with a page break. 2. In the Page Layout tab, click Breaks, and then click Remove Page Break. S20 22 Theory 7. Printing Formulas S20 23 1. Introduction By default, formula results are shown in worksheet cells, while formulas are visible in the formula bar only… ○ so that they won’t appear when you print. Showing formulas in the cells makes it easy to find cells that contain formulas, or to check for errors. S20 24 2. Display Formulas Instead of the Values 1. Open your spreadsheet. ○ Make sure you have saved your spreadsheet before switching to showing formulas. 2. Click Show Formulas on the Formula tab. ○ The formulas will now be displayed instead of the values. 3. Print a copy of your spreadsheet showing the formulas. S20 25 Practice A24. Printing S20 26 A24. Printing (1/4) 1. Download and open the file attached to A24. Printing. 2. Create a header with the text “2020 Report”. 3. Create a footer with your name in the center. 4. Format the header and footer applying bold and increasing the font size. 5. Print preview the worksheet to notice the required adjustments. S20 27 A24. Printing (2/4) 6. Close the Print Preview page. 7. Change the margins to 1 inch per side. 8. Set the Print Area to A1:H55. 9. Print preview the worksheet again. 10. Close the Print Preview page. S20 28 A24. Printing (3/4) 11. Scale the worksheet to Fit To 1 page wide by 2 tall. 12. Set the rows 1:3 as titles, to repeat the rows 1:3 at the top of each printed page. 13. Insert a page break above the row 30. 14. Print preview the worksheet. 15. Close the Print Preview page. S20 29 A24. Printing (4/4) 16. Display the formulas in the worksheet. ○ Don’t worry for the formatting of your worksheet. 17. Save and submit your workbook: A24. Printing. S20 30