Printing allows you to get your work on paper. This is useful both for referencing and sharing your work. Data available on your worksheets can be explored and exploited in various areas including visual presentation or book review. Since printing involves different issues, it is important to know what Microsoft Excel offers.
Before printing, make sure that a printer is available for your computer. This means that, a printer could be attached to your computer or you may use a networked shared printer. Sometimes, more than one printer will be available to you.
To check whether a printer is available for your computer, on the Taskbar of:
This action would open the Printers window. If more than one printer are available, they will appear on the list. The printer with the check mark icon is your default printer; this means that whenever you send a job to the printer, if you donít change anything in the printing process, the default printer will do the job.
If no printer is attached to your computer but you still need to at least print preview your worksheet, you can install a ďfakeĒ printer on your machine. To do that, from the Printers window, double-click Add Printer and follow the instructions of the Add Printer Wizard.
To print a worksheet, you can click the Office Button, position the mouse on Print, and click Quick Print. The document would be sent directly to the print and print. This technique doesnít provide any configuration. Therefore, you should use it only when the job to be printed is not large or particularly complicated.
Print preview allows you to open a special window that would present the document as it would appear when it is printed. In Microsoft Excel, the Print Preview window is not just used to preview the printed document. There are other configurations you can perform. To access the Print Preview window, you can click the Office Button, position the mouse on Print, and click Print Preview.
In Print Preview, Microsoft Excel displays a Ribbon with only one tab:
The printing process in Microsoft Excel offers all the classic default features of any other application and other specific issues related to a spreadsheet. To control printing on your worksheet, you use the Print dialog box. To access the Print dialog box:
The Print dialog box displays some of the items you are already familiar with such as the title bar, the Context Sensitive Help, the close, the OK, and the Cancel buttons.
When a printer (at least one) is available for your computer, it is usually set as the default printer and it displays on the Printer Name combo box. If more than one printer is available, when you decide to print, click the Printer Name combo box and select the desired printer from the list.
If your worksheet is long, sometimes very long, and expand on various pages, you have the option of printing all the pages or a range of pages. This can be configured in the Print Range section of the dialog box.
You can also select some sections of the worksheet and print just that. This is configured in the Print What section. By default, Microsoft Excel prints the active worksheet, that is, the worksheet that is displaying in the background. If you decide to print everything on your workbook, you can click the Entire Workbook radio button.
For a presentation or any other purpose, if you want to print various copies of the worksheet, increase the number by using the Number Of Copies spin button.
The Properties button allows you to configure or change some of the properties related to the selected printer.
One thing you should always do is to preview your worksheet before the actual printing, this allows you to have an idea of what your worksheet would look like on a piece of paper. You can preview your job by clicking the Preview button.
When using the Print option from the Print menu of the Office Button, the document may be printed on two or more pieces of paper. Whenever a document is longer than the default 11 inches height, the printing process will segment it in sections to fit the legal height. If you donít like the way the printer sets the page limit, you can set your own and tell the printer where you want each page to start. To do that, you use the Page Break feature.
You donít have to set a page limit the traditional way which consists of using the end of a real end of a page. Microsoft Excel allows you to start a new page anywhere on the worksheet. To set your own page end, first click the row that will start the subsequent page. Then, on the Ribbon, you would click Page Layout. In the Page Setup section, click Page Break. A menu would display. On it, you can click Insert Page Break:
You should notice a line that points to the page break. The document will be divided in at least 4 sections and each section represents its own page.
After you have worked with the page break, or if you donít need the page break anymore, you can remove it. To remove a page break, on the Ribbon, click Page Layout. In the Page Setup section, click Breaks and click Remove Page Break.
Since a worksheet can grow very large and sometimes you donít need all data available, Microsoft Excel allows you to select just one portion of the worksheet and send it to the printer.
In order to print an area of the worksheet, first select that area. Then, on the Ribbon, click Page Layout. In Page Setup section, Print Area, and click Set Print Area. Even if you click somewhere else, the selected area still displays a distinguished border.
Once the desired area has been selected, you can proceed with printing.
Page setting up allows you to specially configure and control many issues related to printing. You have various options, using the Ribbon or the Page Setup dialog box:
Whenever you ask Microsoft Excel to print the contents of a worksheet, by default, it prints the document vertically, this is considered as Portrait. Some and many of the worksheets spread wider than taller. Therefore, you should check or change their page orientation before printing. That is why you have the option of choosing one of the orientation radio buttons. If the document or the section to be printed is wider than taller, you can change the Orientation to Landscape.
To specify that whether the document would print in Portrait or landscape:
By default, the printed document will adjust itself to 100% fitting a ratio of 1/1 page wide and tall. To change any of these settings:
By default, the paper size is set to the Letter paper dimension, which is 8.5 by 11 inches. If this doesnít fit your desire, you can change it:
The result of the printed-paper depends on your printer. If your printer allows more configuration, in the General tab of the Page Setup dialog box, click the Print Quality combo box and select a different setting.
The Print button would call the Print dialog that we saw earlier.
If you want to take a look at the printed result before actually printing, click the Print Preview button.
Although the Print button would call the Print dialog box, the Options button allows you to change or configure the properties of the printer.
As mentioned when dealing with the print preview, before printing, you may want to adjust the margins of the printed paper. One way to do this:
The Margins property page allows you to control all four-margin sections of a printed-paper. By setting the proper width or height, you can control how much space will be left or untouched in the Top, the Left, the Right, or the Bottom sections of the printed paper.
You can create one or two special sections for the title or the lower areas of the printed paper. These are the Header and the Footer sections.
By default, a document prints starting on the top left corner of the paper. This may look awkward if your document contains just one section or a chart. Therefore the Margins property page allows you to center the content of the worksheet horizontally and/or vertically. This is done using the Horizontally or the Vertically check boxes in the Center On Page section.
When printing a document, especially if the document contains many pages, you may want to repeatedly show a sentence or paragraph in the top and or the bottom sections of each printed page. To assist you with this, the Page Setup of Microsoft Excel is equipped with a special property page labeled Header/Footer. To access it, display the Page Setup dialog box and click Header/Footer
The Header/Footer property page of the Page Setup dialog box allows you to set and configure some of the items you would like to display in the top and bottom sections of the printed document.
To configure one of the sections, you can click either the Custom Header or the Custom Footer buttons. The Custom Header button calls the Header dialog box. The Custom Footer button would call the Footer dialog box. Both dialogs look alike:
Just remember that what you set in one will display in its corresponding section on paper.
Since most of the buttons are not very explicit, whenever you want to find what a button is used for, you can position the mouse on a button. A tooltip would appear:
You have probably realized that some of the documents we print donít include a worksheetís header columns, header rows, or gridlines. This is because in most cases they can be ignored. In some circumstances, such as when performing some presentations or illustrations, you may want to print some or everything that is part of the worksheet. Thatís what you can configure from the Sheet property page of the Page Setup dialog box. To access it:
The Print Area text box allows you to delimit a section of your worksheet for printing. To use it, click its selection button . This would shrink the Page Setup dialog, allowing you to make a selection of the area you want to print. After setting the desired area, you can click the selection button to restore the Page Setup dialog box.
Most of the time, when creating a list of items, you would set the list headers only on top of the worksheet. As you continue entering the items, the list grows. If you decide to print such a long list that spreads on various pages, after the 1st page, the subsequent pages would not display their headers. This could be confusing in some circumstances.
The Sheet property page allows you to set or select a row or range of rows that would display on top of every printed sheet. If you know the row or range of rows you want to use, you can just type it in the Rows To Repeat At Top text box, but the safest way to configure it is to click the selection button , then click any cell in the desired row or click the desired cells. In either case, the whole row or the rows will be selected.
The Columns To Repeat At Left text box is used like the previous box except that, this time, it would display a particular column on the left side of each printed sheet.
If you want to print the gridlines, in the Print section, click the Gridlines check box.
If you want to display the column and row headers on your printed paper, click the Row And Column Headings check box.
|Previous||Copyright © 2007-2008, Yevol||Next|