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Formatting A Worksheet For Printing

This document provides instructions for formatting a workbook for printing, including defining the print area, inserting and removing page breaks, adding print titles, and creating page headers and footers. It discusses viewing the worksheet in Page Layout view, setting the page orientation and margins, and other print options like printing gridlines. The document also covers returning to Normal view after formatting and saving the workbook.

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Mary Ann Mariano
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© © All Rights Reserved
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84 views

Formatting A Worksheet For Printing

This document provides instructions for formatting a workbook for printing, including defining the print area, inserting and removing page breaks, adding print titles, and creating page headers and footers. It discusses viewing the worksheet in Page Layout view, setting the page orientation and margins, and other print options like printing gridlines. The document also covers returning to Normal view after formatting and saving the workbook.

Uploaded by

Mary Ann Mariano
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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FORMATTING A WORKBOOK

Formatting the Worksheet for Printing


View a worksheet in Page Layout view
1. Click the Page Layout button on the status bar. The worksheet switches to Page Layout view.

Change Page Orientation


1. Page Layout tab  Page Setup group  Orientation.

Defining the Clearing the Print Area


By default, all cells in the active worksheet containing text, formulas, or values are printed. The region that is sent to
the printer from the active sheet is known as the print area. To print part of a worksheet, you can define the print
area, overriding the default setting. A print area can cover an adjacent or nonadjacent range in the current
worksheet.
To set the print area:
1. Select the cells or range that you want to print
2. Page Layout tab  Page Setup group  Print Area  Set Print Area
To clear the print area:
1. Page Layout tab  Page Setup group  Print Area  Clear Print Area

Inserting and Removing Page Breaks


Often the contents of a worksheet do not fi t onto a single page. By default, Excel prints as much of the content that
fits on single page without resizing the content, and then inserts automatic page breaks to continue printing the
remaining worksheet content on successive pages. This can result in page breaks that leave a single column or row
on a separate page or split worksheet content in awkward places such as within a table.
One way to fix this problem is to scale the printout by reducing the font size to fi t on a single sheet of paper.
However, if you have more than one or two columns or rows to fi t onto the page, the resulting text is often too small
to read comfortably. The better fix is usually to split the worksheet into logical segments, which you can do by
inserting manual page breaks that specify exactly where the page breaks occur. A page break is inserted directly
above and to the left of a selected cell, directly above a selected row, or to the left of a selected column.
To insert a page break:
1. Select the first cell below the row where you want to insert a page break.
2. Page Layout tab  Page Setup group  Print Area  Breaks  Insert Page Break.
To remove a page break:
1. Select any cell below or to the right of the page break you want to remove.
2. Page Layout tab  Page Setup group  Print Area  Breaks  Remove Page Break (or click Reset
All Page Breaks to remove all the page breaks from the worksheet).

Adding Print Titles


It is a good practice to include descriptive information, such as the company name, logo, and worksheet title on each
page of a printout in case a page becomes separated from the other pages. You can repeat information, such as the
company name, by specifying which rows or columns in the worksheet act as print titles. If a worksheet contains a
large table, you can print the table’s column headings and row headings on every page of your printout by
designating those initial columns and rows as print titles.
1. Page Layout tab  Page Setup group  Print Area  Breaks  Print Titles.
2. Click the Rows to repeat at top box  select the range.
A flashing border appears around the selected rows of the worksheet as a visual indicator that the contents of the
first four rows will be repeated on each page of the printout.

Other Print Options


The Sheet tab in the Page Setup dialog box provides other print options, such as printing the gridlines or row and
column headings. You can also print the worksheet in black and white or in draft quality. For a multiple page printout,
you can specify whether the pages are ordered by going down the worksheet and then across, or across first and
then down.

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FORMATTING A WORKBOOK
Creating Page Headers and Footers
Another way to repeat information on each printed page is with headers and footers. Headers and footers contain
helpful and descriptive text that is usually not found within the worksheet, such as the workbook’s author, the current
date, or the workbook file name.
If the printout covers multiple pages, you can display the page number and the total number of pages in the printout
to help ensure you and others have all the pages.
The header and footer each have three sections: a left section, a center section, and a right section. Within each
section, you type the text you want to appear or insert elements such as the worksheet name or the current date and
time. These header and footer elements are dynamic; if you rename the worksheet, for example, the name is
automatically updated in the header or footer.
To insert a header and footer:
1. Insert tab  Text group  Header & Footer
2. Click Header or Footer

Defining the Page Margins


Another way to fi t a large worksheet on a single page is to reduce the size of the page margins. By default, Excel
sets the page margins to between 0.7 and 0.75 inches, and allows for 0.3-inch margins around the page header and
footer. You can reduce or increase these margins as needed by selecting from a set of predefined margin sizes or
defining your own.
1. Page Layout tab  Page Setup group  Margins

To save the workbook and print the worksheet


1. Click the Normal button on the status bar to return to Normal view.
2. Save the workbook.

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