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After you create a spreadsheet, you can print it out for others to see. When printing spreadsheets, you need to take special care how your spreadsheet appears on a page because a large spreadsheet will likely get printed on two or more sheets of paper. This can cause problems if an entire spreadsheet prints on a one page but a single row of numbers appears on a second page, which can make reading and understanding your spreadsheet data confusing. When printing spreadsheets, take time to align your data so that it prints correctly on every page.
Using Page Layout view
Excel can display your spreadsheets in two ways: Normal view and Page Layout view. Normal view is the default appearance, which simply fills your screen with rows and columns so you can see as much of your spreadsheet as possible. Page Layout view displays your spreadsheet exactly as it will appear if you print it. Not only can you see where your page breaks occur, but you can also add any headers to the top of your spreadsheet as well. To switch back and forth from Normal view to Page Layout view, follow these steps:
1. Click the View tab.
2. Click the Normal or Page Layout View icon in the Workbook Views group.
You can also click the Normal or Page Layout View icons in the bottom-right corner of the Excel window.
Adding a header (or footer)
Headers and footers are useful when printing out your spreadsheet. A header may explain the information in the spreadsheet, such as 2007 Tax Return Information, and a footer may display page numbers. To create a header or footer, follow these steps:
1. Click the Insert tab.
2. Click the Header & Footer icon in the Text group. Excel displays the Design contextual tools tab and creates a text box for your header and footer.
3. Type your header text in the header text box.
4. Click the Go To Footer icon in the Navigation group. Excel displays your footer text box.
5. Type your footer text in the footer text box.
Printing gridlines
Gridlines help you understand how your numbers, labels, and formulas are aligned with one another. If you need to print a large spreadsheet, you may want to print gridlines to make it easier to understand. To print gridlines and/or row and column headings, follow these steps:
1. Click the Page Layout tab.
2. (Optional) Select the Print check box under the Gridlines category.
3. (Optional) Select the Print check box under the Heading category.
Defining a print area
Sometimes you may not want to print your entire spreadsheet but just a certain part of it, called the print area. To define the print area, follow these steps:
1. Select the cells that you want to print.
2. Click the Page Layout tab.
3. Click the Print Area icon in the Page Setup group
4. Choose Set Print Area. Excel displays a dotted line around your print area.
5. Click the Office Button and then click the right-pointing arrow that appears to the right of Print. A print menu appears.
6. Choose Quick Print (to print) or Print Preview (to see what your
spreadsheet will look like before you print it). After you define a print area, you can see which cells are part of your print area by clicking the downward-pointing arrow of the Name box and choosing Print_Area. After you define a print area, you can always add to it by following these steps:
1. Select the cells adjacent to the print area.
2. Click the Page Layout tab.
3. Click the Print Area icon in the Page Setup group. A pull-down menu appears.
4. Choose Add to Print Area. Excel displays a dotted line around your newly defined print area. After you define the print area, you can always remove it by following these steps:
1. Click the Page Layout tab.
2. Click Print Area. A pull-down menu appears.
3. Choose Clear Print Area.
Inserting (and removing) page breaks
One problem with large spreadsheets is that when you print them out, parts may get cut off when printed on separate pages. To correct this problem, you can tell Excel exactly where page breaks should occur. To insert page breaks, follow these steps:
1. Move the cursor in the cell to define where the vertical and horizontal page breaks will appear.
2. Click the Page Layout tab.
3. Click the Breaks icon in the Page Setup group. A pull-down menu appears.
4. Choose Insert Page Break. Excel inserts a horizontal page directly above the cell you selected in Step 1 and a vertical page break to the left of that cell, too. To remove a page break, follow these steps:
1. Choose one of the following:
• To remove a horizontal page break: Click in any cell that appears directly below that horizontal page break.
• To remove a vertical page break: Click in any cell that appears directly to the right of that horizontal page break.
• To remove both a vertical and horizontal page break: Click in the cell that appears to the right of the vertical page break and directly underneath the horizontal page break.
2. Click the Page Layout tab.
3. Click the Breaks icon in the Page Setup group. A pull-down menu appears.
4. Choose Remove Page Break. Excel removes your chosen page break.
Printing row and column headings
If you have a large spreadsheet that fills two or more pages, Excel may print your spreadsheet data on separate pages. Although the first page may print your labels to identify what each row and column may represent, any additional pages that Excel prints won’t bear those same identifying labels. As a result, you may wind up printing rows and columns of numbers without any labels that identify what those numbers mean. To fix this problem, you can define labels to print on every page by following these steps:
1. Click the Page Layout tab.
2. Click the Print Titles icon in the Page Setup group.
3. Click the Collapse/Expand button that appears to the far right of the
Rows to Repeat at Top text box. The Page Setup dialog box shrinks.
4. Click in the row that contains the labels you want to print at the top of every page.
5. Click the Collapse/Expand button again. The Page Setup dialog box reappears.
6. Click the Collapse/Expand button that appears to the far right of the
Columns to Repeat at Left text box. The Page Setup dialog box shrinks.
7. Click in the column that contains the labels you want to print on the left of every page.
8. Click the Collapse/Expand button again. The Page Setup dialog box reappears.
9. Click OK.
Defining printing margins
To help you squeeze or expand your spreadsheet to fill a printed page, you can define different margins for each printed page. To define margins, follow these steps:
1. Click the Page Layout tab.
2. Click the Margins icon in the Page Setup group. A pull-down menu appears.
3. Choose a page margin style you want to use. If you choose Custom Margins in Step 3, you can define your own margins for a printed page.
Defining paper orientation and size
Paper orientation can be either landscape (the paper width is greater than its height) or portrait mode (the paper width is less than its height). Paper size defines the physical dimensions of the page. To change the paper orientation and size, follow these steps:
1. Click the Page Layout tab.
2. Click the Orientation icon in the Page Setup group.
3. Choose Portrait or Landscape.
4. Click the Size icon in the Page Setup group. A pull-down menu appears.
5. Click a paper size.
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