PM2 - Management Reporting – IT Office Tools (MS Excel)

Chapter – 5
Printing Workbooks:
Preview and Print a Workbook
Once a worksheet is created, and the computer is connected to a printer, print a copy.
Before doing this, it’s a good idea to preview how it’s going to look.

1. Click the File tab on the Ribbon and select Print. Notice that the print settings and a
preview of the document appear together.

Tip: Use the scroll bar or the page navigation controls below the preview to view other
pages in the document.

Other Ways to Preview and Print: Press <Ctrl> + <P>.

2. Specify printing options and click the Print button. The document is sent to printer.

Set Up the Page Layout:

There are two ways to specify the workbook data that is printed: setting the print area and
adjusting page breaks.

Set print area:

To print part of a worksheet, define an area so that any time the worksheet is printed, only
that cell range is printed.

1. Select the cell range to print.

2. Click the Page Layout tab on the Ribbon and click the Print Area button in the Page

Setup group.

3. Select Set Print Area from the list.

Dashed lines appear around the new print area.

Trap: When a print area is set, only the print area that is defined prints. Clear the print
area to return to the default page setup.
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Tip:
 Once a print area is set, add additional print areas. Select the additional cells, click the
Print Area button in the Page Setup group, and select Add to Print Area. The
added area also has dashed lines around it.

Clear print area:

Clear the print area and return to the default page setup.

1. Click the Page Layout tab on the Ribbon and click the Print Area button in the
Page Setup group.

A list of print area options appears.

2. Select Clear Print Area from the list.

The print area is cleared.

View page breaks:

Excel automatically breaks the page based on the margins and other page settings, but it’s
also possible adjust these page breaks or add alternative breaks to divide a worksheet into
separate pages for printing.

1. Click the View tab on the Ribbon and click the Page Break Preview button in the
Workbook Views group.

Tip: The worksheet appears in Page Break Preview view. Dashed lines indicate automatic
page breaks, while solid lines represent page breaks that have been changed or added.
Other Ways to Open Page Break Preview View: Click the Page Break Preview button
on the status bar.

Move a page break:

Move existing page breaks in Page Break Preview view.

1. Position the mouse pointer over the page break line so the cursor changes .

2. Click and drag the page break to a new location.

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The dashed line turns into a solid line, indicating the break has been changed.

Insert a page break:

Insert new vertical and horizontal page breaks in the workbook.

1. Right-click the cell below or to the right of where to insert the page break.

Tip: It can be a little confusing to figure out which cell to click to insert a certain type of
page break. See the table to the right for more information on where to click.

2. Select Insert Page Break from the contextual menu.

The break is inserted.

Other Ways to Insert a Page Break:

Click the Page Layout tab on the Ribbon and click the Breaks button in the Page Setup

group. Select Insert Page Break from the list.

Remove a page break:

1. Click and drag the page break line outside of the Page Break Preview area.

The page break is removed.

Other Ways to Remove a Page Break:

Select the cell below or to the right of where the page break will be inserted or removed.
Click the Page Layout tab on the Ribbon and click the

Breaks button in the Page Setup group. Select Remove Page Break. Select Reset All
Page Breaks to remove all page breaks.

Adjusting Page Margins and Orientation:

Margins are the empty space between the worksheet data and the left, right, top, and
bottom edges of the printed page.

Learning how to change the page orientation is also important to know. Everything Excel
prints uses one of two orientations: portrait or landscape.
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Adjust margins:
By default, the margins in Excel worksheets are 0.75 inches at the top and bottom, and
0.70 inches to the left and right.

1. Click the Page Layout tab on the Ribbon and click the Margins button in the Page
Setup group. A list of three margin options appears: Normal, Wide, or Narrow.

2. Select the margin size to use from the list.

The margins adjust to the new setting.

Tip: If the desired margin size is not one of the options on the list, select Custom
Margins to display the Margins tab of the Page Setup dialog box. Set custom margins
and even adjust the size of headers and footers.

Adjust orientation:
Portrait orientation is the default setting for printing worksheets, but using the landscape
orientation instead is also an option.

1. Click the Page Layout tab on the Ribbon and click the Orientation button in the Page
Setup group.

A list of two options appears:

• Portrait: In Portrait orientation, the paper is taller than it is wide—like a portrait painting.

• Landscape: In Landscape orientation, the paper is wider than it is tall—like a landscape

painting.

2. Select the page orientation to use.

Adding Print Titles, Gridlines, and Row and Column Headings:

Specify rows and columns to repeat on each printed page. Select whether to view or print
cell gridlines and row and column headings.
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Print row or column titles

The Print Titles command allows designating certain rows and columns to repeat on every
printed page.

1. Click the Page Layout tab on the Ribbon and click the Print Titles button in the Page
Setup group.

The Page Setup dialog box appears, displaying the Sheet tab.

In the Print titles area, there are two text boxes: “Rows to repeat at top” and “Columns to
repeat at left.” Use the cell reference buttons next to the text boxes to select the ranges
that contain the labels to repeat on every page.

2. Click the Rows to repeat at top or Columns to repeat at left cell reference
button.

The dialog box minimizes.

3. Select the rows or columns to appear on every printed page and click the cell reference
button.

Click OK.

Now when printing, the rows and/or columns selected will appear on every page.

View or print gridlines and headings:

Choose whether to view or print the worksheet cell gridlines or the column and row
headings.

1. Click the Page Layout tab on the Ribbon.

The Sheet Options group has commands for working with the gridlines and headings in a
workbook.

• Gridlines: The gridlines that appear in the spreadsheet to delineate each cell by default.
Select the Print option to print the gridlines with the data.
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• Headings: The column and row headings (A, B, C… and 1, 2, 3…) appear by default in the
spreadsheet to help identify cells. Select the Print option so these headings are printed
with the data.

2. Select the options to use in the Sheet Options group.

Other Ways to Print Gridlines or Headings: Click the Page Layout tab on the
Ribbon and click the Dialog Box Launcher in the Sheet Options group. Select the
option to use in the Print area. Select a different printed page order (“Down, then over” or
“Over, then down”)

Adjusting Paper Size and Print Scale:

To print a worksheet on paper that isn’t Letter size, select a different paper
size in Excel.
Tip:

 It’s also possible to adjust the scale of the printed worksheet so that the printed data
stretches or shrinks to fit the number of pages specified.

Adjust paper size:

Print Excel worksheets on many different sizes of paper.

1. Click the Page Layout tab on the Ribbon and click the Size button in the Page Setup
group.

2. Select the paper size to use from the list.

The worksheet layout updates to the new paper size.

Scale to Fit:
Tell Excel how many pages wide or tall the data needs to be to fit when printed.

1. Click the Page Layout tab on the Ribbon.

The Scale to Fit group has three options to choose from to adjust the worksheet’s scale for
printing:
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• Width: Select the maximum width—in number of pages—the printed data will occupy.

• Height: Select the maximum height—in number of pages—the printed data will occupy.

• Scale: Enter a percentage or use the arrow buttons to stretch or shrink the printed
output to a percentage of its actual size.

2. Select from the available options to adjust the scale as necessary.

Other Ways to Scale to Fit:

Click the Dialog Box Launcher in the Scale to Fit group to display the Page tab in the

Page Setup dialog box. Select the options to use in the Scaling area.

Printing a Selection, Multiple Worksheets, and Workbooks:

Excel offers several ways to print: selected data, multiple worksheets, or an entire
workbook can be printed.

Print selected data:

Selecting data and then printing it allows complete control over what is printed.

1. Select the data to print.

2. Click the File tab and select Print.

3. Click the Print Active Sheets list arrow button and then select Print Selection from
the list.

4. Click the Print button.

Print multiple worksheets:

Print several worksheets at once.

1. Select multiple sheet tabs.

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Tip: To select adjacent tabs, press and hold the <Shift> key and select the first and last
worksheet tabs to select. Or, to select non-adjacent tabs, press and hold the <Ctrl> key
and click the desired tabs.

2. Click the File tab and select Print.

3. Click the Print button.

Print a single workbook:

Printing a workbook prints all the worksheets in the workbook.

1. Open the workbook to print.

2. Click the File tab and select Print.

3. Click the Print Active Sheets button and select Print Entire Workbook from the
list.

Click the Print button.

Configure Headers and Footers:

Use a header to include the same information at the top of every printed page or a footer
to include information at the bottom of every page. Enter custom headers or footers,
insert built-in ones, or insert specific elements such as pictures or page numbers.

Create a basic header or footer:

1. Click the Page Layout tab on the Ribbon and click the dialog box in the Page Setup
group.

2. Select the Header/Footer tab and format the header or footer.

The header and footer areas are split into three sections—left, right, and center. Click
Custom Header or Custom Footer to select these and other features, then click
OK.
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3. Click OK.

4. Click the View tab and click Page Layout in the Workbook Views group. The header
and footer are now visible and can be edited.

5. Enter header text, and then click away from the header area.

When finished working with the header and footer, return to Normal view.

Other Ways to Create a Header or Footer: Click the View tab on the Ribbon and
click the
Page Layout View: button in the Workbook Views group. Click in the header or footer
area.

Use Auto Headers & Footers:

Instead of entering new header or footer text or fields, use built-in options that are already
available.

1. Click the Insert tab on the Ribbon.

2. In the Text group, click Header & Footer.

Now an auto header or footer can be added by using options available on the Design

tab.

3. Select either the Header or Footer buttons in the Header & Footer group.

A list of many different types of page numbers, titles, dates, and file paths that can be
added appears.