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Under the Page tab, in the Orientation section, you can determine the pages’ print orientation.
In the scaling sections, you can manually change the size of your spreadsheet by reducing or increasing it. This is very practical when all the columns of your worksheet should be on one page only. You can also ask Excel to automatically find the best size to print your document on to X pages in width and Y pages in height.
At any time, you can look at the printout before printing by pressing the Print Preview button. You can also change the paper size (letter size, legal, newspaper ...) as well as the print quality.
The last option allows you to choose the page number that will begin the printout. For example, the first page of your printout could be numbered page 5 and so on. |
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Under the Margins tab, you can determine the margins, the width between the border of the page and your text, for the workbook as well as those for the header and the footer of the page.
You can also choose to center horizontally and vertically your worksheet on to the page.
You can also determine where to place the header and the footer for the worksheet you are about to print.
The outline in the middle of the window gives you an idea of the effect of these choices on the paper. |
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Under the Header/Footer tab, you can determine what will appear in the header and the footer of each of the pages of the printout.
If you don't want a header or a footer, select the first option, "none", from the list of the predetermined options |
Personalize the header and footer.
Adding a header or footer to a document can be very useful. It helps to identify the document and its content. For example, a header with the title "Monthly revenues and expenses for May 2006" says it all.
The next exercise consists in writing the name of the document, your name, as well as the date and the hour of the printout.
 Under
the Header/Footer tab, press the Custom Header button.
In the middle of the window, there is a series of buttons. These options will help you personalize the header.
The same options are available for the page footer. The section at the bottom of the window is separated into three boxes. The left box will contain the text that will be written to the left side of the page. The box in the middle will contain the text that will appear in the middle of the header and so on.
Click
in the left box.
Press
the  button
to insert the name of the workbook.
Click
in the box of the middle.
Write
your first name and name.
Click
in the box of the right-hand side.
Write: Date: and press the  and buttons.
The current date and time will appear at the time of the printout in the right side of the header.
Press
the Enter key.
You can write many rows in a header or the footer. The next part consists of adding the page number and the total of pages in your printout.
Write Page and press the  button.
Write of and press the  button.
Press
the OK button.
Press
the Preview button
Press
the zoom button to better see the header.
The result should look like this.
The last exercise demonstrated how you can use the options by adding text and/or combining them to give a better results. It is also possible to write as
many rows as you need in the header or footer.
Press
the Close button to return to the page layout options.
Click
on the worksheet tab.
In the print area box, you can determine what range of cells will be printed. Instead of printing all the contents of a worksheet, you can choose to print only a part of it.
The titles boxes are very practical in a worksheet. Often, you use the first rows and the first columns in a worksheet to write the important titles such as: Income, Charges, Gross profit etc.
These titles will not print on the second page or the following pages unless you force Excel to make it so.
The Print titles section will print the selected rows and columns on to every page. Be careful, not to put these rows and columns in the printing area. Otherwise, they are going to be printed twice on the first page of your printout.
You also have access to other options: to print the gridlines on all the pages, to print in black and white or in "draft" quality. You can also print the rows and columns headers (A, B, C, 1 , 2 , 3...) and even your comments.
The print area
Besides allowing you to print your entire spreadsheet, you can also print only a part of your worksheet. But you must determine in advance the printing area that you need. There are several ways to carry out this task.
From
the File menu, select the Print area and Define options.
Select a range of cells with the area that you need to print.
OR
From
the File menu, select the Page Setup option.
Select
the worksheet tab.
Click
in the Print area box.
Select
the range of cells that you need to print.
With the Ctrl key, you can select several ranges of cells to print at the same time. However, each range will be printed on a different page.
Printing
If you press the  button, Excel will print all the contents of the worksheet shown on the screen or
according to the options that you have chosen in the page layout. You can however control some options for printing. The next part explains
these options.
From the File menu, select the Print option.
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The window offers you several options.
In the Name box, you can choose the type of printer on which your document will be printed. If you work in an office, you may have access to more than one printer. For example, you could have access to several laser printers or even a color printer.
In the Print range section, you have the options to print your entire document or only some pages of your workbook. This is very practical when you need to reprint a few pages after a correction.
In the Print what section. Excel offers you to print the range of cells that you selected first, to print the worksheet where the cursor is located or to print all the worksheets of your workbook that contains a number, text or a formula.
In the Copies section you can choose the number of copies that Excel will print. The Collate option will print each copies one after the other instead of many copies of the same page (page 1, page 2…). Activate this option if you want to print many copies of the same document. |
Page break
The previous sections showed you how to change the presentation of the document on paper and the printing options. But what if you wanted a part of the document to be at the start of a new page? Excel can place page breaks at anywhere in a worksheet. The next part will demonstrate how to use page breaks.
Place
the cursor in the B2 cell.
From
the Insert menu, select the Page break option.
The page break will be placed above and to the left of the active cell. The dotted rows indicate the separation between pages to be printed.
To remove a page break.
Place
the cursor in the cell in the intersection of the page breaks. For the exercise,
place the cursor in the B3 cell.
From
the Insert menu, select the option Delete Page Break.
In that box, the vertical page break will be deleted but not the horizontal page break. The B3 (active) cell was only tied to the vertical page break. Any cell in the B column, apart from B2, would be able to delete the vertical page break. The B2 cell could erase both vertical and horizontal page breaks.
Place
the cursor in the B2 cell and delete the horizontal page break.
To insert only a vertical page break.
Click
on the letter of the column that you want to insert the page break. For the
exercise, select the B column.
From
the Insert menu, select the Page break option.
The page break will be placed on the left-hand side of the selected column.
Delete
the page break.
To insert a horizontal page break.
Click
on the number of the row that you want to insert the page break. For the exercise,
select row 2 by pressing on the grey box with the number 2.
From
the Insert menu, select the Page break option.
The page break will be placed above the selected row.
Delete
the page break.
Page break Preview
The preview of the page breaks option shows you what the document will look like
on paper. But before, you must prepare the worksheet by entering some numbers
and a page break.
Enter
the number 1 in the A1 cell.
Enter
the number 2 in the B2 cell.
Enter
the number 3 in the C3 cell.
Enter
the number 4 in the D4 cell.
Enter
the number 5 in the E5 cell.
Enter
the number 6 in the F6 cell.
Place
the cursor in the C3 cell.
From
the Insert menu, select the Page break option.
From
the View menu, select the Page break preview option.
Excel gives you a message that informs you, that you may move the page
breaks to a location of you,re choicebetter answer your needs.
If
you don't want to see this message anymore, click in box in the window and press
the OK button.
Excel will show you the worksheet by indicating the contents of the pages and
where the page breaks will appear. You can move the page break by placing the pointer
on them, pressing and holding the left mouse button and moving it around.
To
deactivate the option and return to the normal presentation, of the View menu, select the Normal option. |
