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Most of the work you'll do in Excel can be performed on your computer, but a paper copy of your files can come in handy if you're creating a public report or even just walking down the hall to speak with a coworker. In this movie, I'll show you how to print your worksheets on paper and how to create Portable Document Format, or PDF, files. If you want to print your worksheet, there are two ways to do it. The first and the quickest is to click the Print button on the toolbar. If you do that, you don't see a dialog box or anything; it just sends your worksheet straight to the printer.
But let's say that you want to have a little bit more control over the printing process. In that case, you need to press Command+P to open the Print dialog box. Here you can control any number of things. You can select a printer. You can also select the number of copies. So, for example, if you wanted two copies of your worksheet, you could change this to 2. Also, if your worksheet consisted of more than one page, you could print from page 1, for example, to page 2, or from page 2 to page 3. It all depends on which pages of your workbook you want to print.
Here in the Quick Preview window, you'll see exactly what your worksheet will look like when you print it. If there were more than one page, you could scroll through and see page 1, page 2, page 3, and so on. This will take you to the next page. This will take you to the last page. This button will take you to the previous page, and this button will take you to the first page. You can also select what it is that you want to print. The default selection is to print the active sheets. So if you have more than one worksheet selected, you can print those, but normally you'll just have one, so it would just be one worksheet.
Also, if you select part of your data, you can just print that and select Print Selection. If you want to print everything in your workbook, you can select the Entire Workbook option, but be careful, workbooks can be significantly larger than you think they are, so unless you're absolutely certain that you do want to print the entire workbook, I recommend just printing the active sheet. The next item I'd like to mention is scaling. Let's say that your worksheet spanned multiple printed pages, and you thought it was too many. Let's say, for example, that you were told that your worksheet had to print in at most two pages.
To do that, you can use scaling. You would select the Scaling check box, and then you can say I want the report to print 1 page wide and 2 pages tall, or 2 pages wide and 1 page tall. What Excel would then do is reformat your worksheet so that it printed on exactly that many pages. It's a very useful capability, and I use it quite a lot. Finally, I'd like to show you how to create a PDF file. PDF is short for Portable Document Format. It's an Adobe format that's in common use on the Internet.
To create a PDF file from within the Print dialog, you click the PDF button, and then click Save as PDF. From here, you select the folder in which to save it, and then you have a name for the file, and now you click Save. When I do, you'll see an error. The message box says, "You cannot save this document with the extension ".xlsx" at the end of the name," because you're creating a PDF file, and it tells you that the required extension is PDF. Now you have a choice.
You can either end your file by using both xlsx.pdf, you can cancel, or you can just to use PDF. My personal preference is just to use PDF, but you can use any one you want. But in this case, I'll click Use .pdf, and when I do, Excel creates the file. Printing a copy of your worksheet makes it easy to share your data when you're away from your computer. Or if you want to share your data but don't want to send it in an Excel file, you can always create a PDF document and send it that way.
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