Jan's Working with Numbers
Excel Basics: Finish: Print - Defaults
Getting your spreadsheet onto paper is more complex than printing letters and reports. A single
worksheet can be of any size from 1 cell to over 16 million cells. You must decide how you want itto be broken up into pages. There are quite a number of
The Appendix contains a general Pre-print
checklist . Not all items in this list will be important for every sheet you
print, of course. The bigger the sheet, the more complex the printing.
Step-by-Step: Print with the Defaults
|What you will learn:
|| to check sheet for printing
to print with defaults
to use Page Break Preview and Print Preview
to add a button to the Quick Access Toolbar
to print chart
Start with: , trips8-Firstname-Lastname.xlsx (saved in previous lesson)
- Click on the tab for Sheet1 to make it the active sheet.
If cells are selected, click on a cell to remove the selection.
the Review tab and click on Spell Check .
Excel checks spelling down the document from the current cell. If the current
cell is not A1, you will see a message asking if you want to continue checking
spelling from the beginning of the document. Usually you would want Excel to
check the whole document.
- Click Yes.
Many of the names in the Customer column will be unknown to Excel's dictionary. Look carefully to see if you've typed the name in correctly. Do not add these names to the dictionary.
- Open the Page Setup dialog, Page
Layout tab > Page Setup dialog box launcher .
Make corrections if necessary to the settings on all the tabs.
Page - Portrait, 100%, Letter size
Margins - top and bottom 1 inch, left and right 0.75 inch, header and footer
Header - Create a Custom Header with your name & date, file name - sheet name, Excel Project 2
Sheet - all text boxes blank. Page order: Down then over.
- Click OK to close Page Setup.
the Status bar click on the button for
Page Break Preview .
The whole sheet fits neatly on one page.
If the wide blue line
leaves some cells with data outside, drag the lines to include the cells.
- Open Print Preview and check that all looks right.
Excel 2007: Office button > Print > Print Preview
Excel 2010: File tab > Print
- Print with the default settings.
Excel 2007: Print button on the Print Preview ribbon and then OK.
Excel 2010: Print button to the upper left of the preview and then OK.
Only the active sheet prints.
As trips9-Firstname-Lastname.xlsx to
your Class disk in the excel project2 folder.
How to handle a full disk
Add Button to Quick Access Toolbar
Are you tired of needing multiple clicks to get to Print Preview.
You can add a button to the Quick Access Toolbar to go straight to it!
At the top of the window, click the More button at the right end of the Quick Access Toolbar.
A list of buttons that are often added to the toolbar appears.
A check mark by a name means that button is already on the
The default buttons are Save, Undo, and Redo (which
changes to the Repeat icon when the action can be repeated in a
- Click on Print Preview or Print Preview and Print.
A new icon appears at the right
end of the toolbar.
Print: Chart Sheet
- Click on the tab Pie Chart
- people to make it the active sheet.
- If necessary, click on the chart to select it.
There are resizing
handles on the chart (gray dots on the chart border in the corners and middle
of each side. .
The Name Box shows "Chart 1". If you created the
chart more than once, the number after 'Chart' will be larger than 1 even if you
deleted those other versions of the chart.
- Open Print Preview with the new icon on the Quick Access Toolbar.
The chart takes up the whole piece of paper. How
When you open Print Preview with the chart selected, Excel will
print only the chart itself.
- Close Print Preview.
- Deselect the chart by clicking on a cell outside the chart.
No border and no
handles should be showing around the
The Name Box shows the cell reference where you clicked.
Open Print Preview.
Now the chart is in the upper left of the page. Much
But, there is no header showing! You must set the header separately for each sheet in a
workbook or else group the sheets and then set the header.
- Open Page Setup while still in Print Preview.
Excel 2007: Page Setup button on Print Preview
Excel 2010: link Page Setup to the lower left of the preview
The Page Setup dialog opens.
- Click on the Header/Footer tab and create a custom header with your name, two spaces, the date in the Left section, File name - Sheet name in the Center section, and Excel Project
2 in the Right section.
- Click on OK to close Page Setup.
- Click the Print button in the Print Preview window.
The Print dialog opens. Use the default settings to print the active window.
- Click OK to print the chart sheet.