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 . 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-Lastname-Firstname.xlsx (saved in previous lesson)
Switch to 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.
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.
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.
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.
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 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.
Click on Print Preview or Print Preview and Print.
A new icon appears at the right end of the toolbar.
If necessary, click on the chart to select it.
There are resizing handles on the chart
Handles are gray dots or circles 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.
All you see is the chart stretching across the whole width of the page. None of the cells on the sheet show. How unexpected!
Printing when chart is selected: If a chart is selected, Excel will
print only the chart itself AND will make it as large as possible.
Open 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>
Open Page Setup while still in Print Preview.