Excel Printing Tips

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EXCEL-2003 PRINTING TIPS
1. Start Excel.
2. Open the Excel Printing Tips file.

Print Preview

Begin by viewing the print out before any changes are made to the print settings. To view the
document as it will appear when printed:

1. From the File menu on the menu toolbar, choose Print Preview.
OR
Click on the Print Preview button on the Standard toolbar.
Now notice the dashed lines (for example, between columns G and H and between rows
46 and 47). These lines indicate the edges of pages.

2. To close the print preview window, click the Close button near the top of the screen.

Using the Page Setup Menu:
Page Tab

1. From the File menu, click Page Setup.
2. Click on the Page tab.



Changing the Page Orientation

1. Under Orientation, click the Landscape radio button to change to landscape orientation.

Reduce or Enlarge a Worksheet to Fit the Page

On the Page tab, in the Scaling area, you can choose to fit to a certain number of pages by
selecting the Fit to radio button OR you can change the size of the worksheet by entering the
percentage by which you want to reduce or enlarge the worksheet in the Adjust to box.

1. Change the Scaling area to Fit to 1 page wide.
2. Delete the number found in the pages tall box
to allow the document to automatically fit to the
number of pages needed.

Margin Tab

On the Page Setup dialog box, click on the Margins tab.

Adjusting Margins

By decreasing the margins, the printable area of the page increases. This allows more text to
fit on a page.

1. Change the Left and Right margins to .5 and the Top and Bottom
margins to .75.

Center Worksheet Data on the Printed Page



1. To center worksheet data horizontally on the page between the left and right margins, select
the Horizontally check box under Center on page.

2. To center worksheet data vertically on the page between the top
and bottom margins, select the Vertically check box under
Center on page.

3. Click the Print Preview button on the right side of the Page Setup dialog
box to see the changes we have made so far. Notice how all of the columns
are included on each page. If you look at the last page, notice how the data is vertically
centered on the page.

4. When you are finished previewing, click Close to return to the document.

5. From the File menu, click Page Setup

Header/Footer Tab: Headers and Footers are covered in the Excel Intro Part 1 class. There is
an optional review exercise on the last page of this handout.

Sheet Tab
1. Click on the Sheet tab.

Print Row and Column Titles on Every
Page

For our document, it would be useful to have
the column titles appear on each page.
Then, when looking at each page, you will be
able to identify the data in the column
without having to refer back to page one.



2. In the Print titles section of the Sheet tab, click on the collapse dialog button next to the
Rows to repeat at top box.

The Page Setup window will minimize allowing you to select the rows to be repeated.

3. Click on the row 1 label found at the left of the window. This is the row that
contains our column titles.

4. Now click on the collapse dialog button to return to the Page Setup menu.

(Note: If you have row labels you want to repeat on each page, you would follow the same procedure
using the Columns to repeat at left box.)

5. Click Print Preview to see how the row you have selected now appears on each page. Use
the Next button to see other pages.

6. Click Close when finished viewing.

7. Return to the Page Setup window. (File/Page Setup) Click on the Sheet tab.

Additional Information Regarding Other Options on the Sheet Tab
(Please ask the instructor, or refer to the on-line help if you would like more information on these settings.)

This option allows to you to print part of a sheet.
It is useful when you only want a few rows and
columns of the sheet to be printed. For example, you may wish to print only Columns A, B and
C and Rows 1 through 26.

This option allows you to print all gridlines. Gridlines are the lines around the cell
boundaries.

Prints in black and white.

Draft Quality reduces printing time. When this option is selected, Excel will
not print gridlines and most graphics.

Prints the row and column headings on each page. Row and column
headings describe the location of information on the worksheet. Row



headings are the actual row numbers to the left of the worksheet (1, 2, 3…) and column
headings are the letters that appear at the top of the columns on a worksheet (A, B, C…).

8. Click OK to close the Page Setup window.

Print Options

1. On the File menu, click Print.

2. Under Print what, select the option you want.

To use the Selection option, cells must be highlighted before accessing the Print window. This
option will only print the selected cells.

The Entire workbook option prints all of the sheets in the document.

The default option is Active sheet.
This option only prints the active
sheet, not all of the sheets in the
workbook.

From the Print window, you can
also select the number of copies
and specify which pages to print.

3. You do not need to Print in
class. Click the Cancel button.

Continue on to the optional
exercise covering headers and
footers OR close Excel. You do not
need to save your changes.



Header/Footer Tab - Optional Exercise:

Create Custom Headers and Footers
Excel Headers and Footers are covered in the Excel-Intro Part 1 class. This page contains an optional
review exercise.

1. Click File and choose Page Setup.
2. Select the Header/Footer tab.
Note: Headers and footers are also available through the View menu by choosing Header and Footer.

3. Click Custom Header.

4. Tab once to position the cursor in the center section. Type Human Resources Employee
Report here.

5. Highlight the text you just typed and click on the format text button.
6. Change the font to Arial, and the size to 12. Click OK. Click OK again.

You can see a preview of the header in the
header preview box.

Select a Built-in Header or Footer

There are many built-in headers and footers. To view these, use the drop down boxes under
Header: and Footer:.

To use a built-in footer:

1. From the drop down Footer: box, located in
the lower half of the screen, choose Page 1
of ?.

A preview of the chosen footer appears in the
footer preview box.

2. Use the Print Preview button to see the
results.
3. Click Close when finished.
4. Close the document. You do not need to save your changes.


For useful Documents
like this and
Lots of more
Educational and
Technological Stuff...

Visit...

www.thecodexpert.com


Excel Printing Tips

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