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    Excel Basics: Finish: Print Options

The default print settings do not always give you the result you want. Happily you have many ways to adjust what will print and on how many pages.

You can choose what cells to print, to repeat the title rows on all pages, to print grid lines, to print row and column headings, to squeeze all onto a particular number of pages, to break pages at particular spots. Choice, choices, choices


Icon Step-by-Step 

Step-by-Step: Print Options

 Icon Step-by-Step

What you will learn: to print grid lines and headings
to center sheet on page
to change page breaks
to print titles
to print selection
to show formulas
to print on one page

Start with: Icon: Class disk, trips9-Lastname-Firstname.xlsx (saved in previous lesson)

Print: Grid lines, Headings, Centered

  1. Make Sheet1 active, if necessary, by clicking on its tab.
  2. Open Page Setup and make some choices.
    Page Layout tab > Page Setup dialog box launcher
  3. Dialog: Page Setup > Sheet tab > Print = grid lines, row and column headings (Excel 2010)On the Sheet tab, in the Print section, check Grid lines and Row and column headings.
  4. Dialog: Page Setup > Margins > Center on page both horizontally and verticallyOn the Margins tab, in the Center on page section check both Horizontally and Vertically.

    Trips9-Lastname-Firstname.xlsx Sheet 1 - preview with sheet centered horizontally and vertically

  5. Click OK to close the dialog.
  6. Open Print Preview and check the new layout.
  7. Print Print.

Print: Break Pages, Print Titles

  1. From the View ribbon tab, click on the Page Break Preview button.
  2. Click on the row heading for Row 26, the blank row between the two tables.
    The row is selected.
  3. Right Click Menu: Insert Page Break (Excel 2010)Right click on the selection.
    The context menu appears.
  4. Click on Insert Page Break .

    Page Break Preview of sheet 1 with new page break (Excel 2010)A new blue line appears at the top edge of Row 26. The sheet is now divided into two parts, which will print separately. Note the gray 'Page 1' and 'Page 2' in the center of each part. That text will not print.

  5. Dialog: Page Setup - Sheet tab with rows 1 and 2 printing as titlesOpen Page Setup again to the Sheet tab.
  6. In the Print Titles box, type in  $1:$2  so that the first two rows will print on all pages.

    Alternate Method: Click in the box and then drag on the spreadsheet to select these rows.

  7. Click on the Print Preview button Text Button: Print Preview (Excel 2010) in this dialog.

    How does Print Preview show you that two pages will print?

    • Icon: Excel 2007 Excel 2007: Next Page button on the ribbon.
    • The Status bar shows 1 of 2.
    • The scrollbar length shows there must be another page.

    Print Preview shows in 3 ways that there are multiple pages (Excel 2007)Print Preview in Excel 2010 has 2 ways to show that there are mulitple pages

  8. Trips8-Lastname-Firstname.xlsx Sheet 1 printing as two pages with gridlines, headings, and repeated titlesUse the method of your choice to show the preview of the second page.

    Rows 1 and 2 (the titles) show above what was after the page break. Neat!

  9. Print Print.

Print: Selection

  1. In Normal view select cells A1:E10.
    This is the information about just the Tahiti trips.
  2. Open Page Setup to the Margins tab.
    Uncheck the two boxes for Center on page.
  3. Click on the Sheet tab.
    the two boxes for Grid lines and Row and column headings.
  4. Click on OK to close Page Setup.
  5. Open Print Preview.
  6. Edit options:
    Dialog: Print > Selection (Excel 2007)Icon: Excel 2007 Excel 2007: Click the Print button on the ribbon to open the Print dialog. Click on Selection in the dialog.
    Menu: Settings in Print Preview (Excel 2010)Icon: Excel 2010 Icon: Excel 2013 Icon: Excel 2016 Excel 2010, 2013, 2016: Under Settings, drop the list and change Print Active Sheets to Print Selection.

  7. Selection printed Print Print.
    You do not need to save again unless you want to save the Page Setup settings.

Show Formulas and Print on One Page

Sometimes you want to see those formulas on paper. It can be easier to track down a strange error this way. You make the formulas show with a key combo but you must look at the Print Preview carefully to see what orientation or other features might need to be changed.

  1. In Normal view, hold the CTRL key down and press the ` key, which is usually to the left of the number 1 on an English keyboard. This is the grave accent.
    The columns expand to show their full contents, including formulas.

    CTRL + ` shows the formulas.

  2. On the Page Layout tab open Page Setup with the dialog box launcher. 
  3. On the Page tab, select Landscape orientation and Fit to 1 page wide by 1 page tall.
  4. If necesssary, on the Margins tab, clear the check boxes for Horizontal and Vertical centering.
  5. If necesssary, on the Sheet tab clear the check boxes.
  6. Click the Print Preview button in the dialog.
    Verify that all is correct.
  7. Change the print choice to:

    Icon: Excel 2007 Excel 2007: Active sheet(s)
    Icon: Excel 2010 Icon: Excel 2013 Icon: Excel 2016 Excel 2010, 2013, 2016: Print Active Sheet
  8. Print Print.
  9. Close the workbook without saving these printing changes.

    Trips9 showing formulas