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    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 it to be broken up into pages. There are quite a number of options.

The Appendix contains a general Pre-print checklist reference table. 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. 

Icon Step-by-Step 

Step-by-Step: Print with the Defaults

 Icon Step-by-Step

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: Icon: Class disk, trips8-Firstname-Lastname.xlsx (saved in previous lesson)

Print: Defaults

  1. Click on the tab for Sheet1 to make it the active sheet.
    If cells are selected, click on a blank cell to remove the selection.
  2. Switch  to the Review tab and click on Spell Check Button: Spell Check (Excel 2010).Message: Do you want to continue checking at the beginning of the sheet? (Excel 2010)

    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.

  3. 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.

  4. Dialog: Page Setup > Header/Footer - with header for trips8 (excel 2010)Open the Page Setup dialog:
    Page Layout tab > Page Setup dialog box launcher Button: Dialog Box Launcher Button: Dialog Launcher (Excel 2013).
    Inspect all tabs and make corrections to the settings if necessary.

    Page - Portrait, 100%, Letter size

    Margins - top and bottom 1 inch, left and right 0.75 inch, header and footer 0.5 inch

    Header - Create a Custom Header with your name and date, file name - sheet name, Excel Project 2

    Sheet - all text boxes blank.  Page order: Down then over.

  5. Click OK to close Page Setup.
  6. Page Break Preview - all on one pageOn the Status bar click on the button for
    Page Break Preview Status bar: Page Break Preview (Excel 2010).

    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. If Excel refuses to include all cells, adjust the width of your columns.

  7. Trips sheet after pre-print check (Excel 2013)Open Print Preview and check that all looks right:
    Icon: Excel 2007 Excel 2007: Office button Button: Office 2007 > Print > Print Preview

    Icon: Excel 2010 Icon: Excel 2013 Excel 2010, 2013: File tab > Print 
  8. Print Print with the default settings:.
    Button: Print - on Print Preview ribbon (Excel 2007)Icon: Excel 2007 Excel 2007: Print button on the Print Preview ribbon and then OK.

    Button: Print - Print Preview pane (Excel 2010)Icon: Excel 2010 Icon: Excel 2013 Excel 2010. 2013: Print button to the upper left of the preview and then OK.
    Only the active sheet prints.

  9. Icon: Class diskSave As  trips9-Firstname-Lastname.xlsx  to your Class disk in the excel project2 folder.

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!

  1. Quick Access Toolbar - More button (Excel 2013)Quick Access Toolbar - More button (Excel 2010)At the top of the window, click the More button Button: More (Excel 2010) Button: More (Excel 2013) at the right end of the Quick Access Toolbar.

    Button: More - list dropped > Preview & Print (Excel 2013)Button: More - list dropped > Preview & Print (Excel 2010)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 toolbar.

    The default buttons are Save, Undo, and Redo (which changes to the Repeat icon when the action can be repeated in a different spot.

  2. Click on Icon: Excel 2007 Print Preview or Icon: Excel 2010 Icon: Excel 2013 Print Preview and Print.

    Quick Access Toolbar with Print Preview & Print button (Excel 2013)Quick Access Toolbar with Print Preview & Print button (Excel 2010)A new icon appears at the right end of the toolbar.

Print: Chart Sheet

  1. Click on the tab Pie Chart - people to make it the active sheet. 
  2. If necessary, click on the chart to select it.
    There are resizing handles on the chart
    Handles are Icon: Excel 2007 Icon: Excel 2010 gray dots or Icon: Excel 2013 circles on the chart border in the corners and middle of each side.

    Pie Chart sheet is active - chart is selected Pie Chart sheet is active - chart is selected (Excel 2013)

    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.

  3. Pie Chart preview - chart was selectedOpen Print Preview with the new icon on the Quick Access Toolbar.
    All you see is the chart stretching across the whole width of the page. None of the cells on the sheet show. How unexpected!

    Icon: TipPrinting when chart is selected: If a chart is selected, Excel will print only the chart itself AND will make it as large as possible.

  4. Return to Normal view.
  5. Chart sheet - pie chart not selectedDeselect the chart by clicking on a cell outside the chart.
    No border and no handles should be showing around the chart.
    The Name Box shows the cell reference where you clicked.
  6. Pie Chart print preview of Sheet2- chart not selected, no headerOpen Print Preview.
    Now the chart is in the upper left of the page. Much smaller.

    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. <sigh> 

  7. Open Page Setup while still in Print Preview.

    Icon: Excel 2007 Excel 2007: Page Setup button on Print Preview ribbon
    Icon: Excel 2010 Icon: Excel 2013 Excel 2010, 2013: Click the link Page Setup in the lower left of the preview
    The Page Setup dialog opens.
  8. Dialog: Page Setup - showing header for Sheet2 (Excel 2010)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.
  9. Click on OK to close Page Setup.
  10. Chart sheet with headerPrint Click the Print button in the Print Preview window.
    The Print dialog opens. Use the default settings to print the active window.
  11. Click OK to print the chart sheet. 
  12. Icon: Class diskSave