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Excel for Mac 2011 Essential Training

Printing a worksheet or workbook


From:

Excel for Mac 2011 Essential Training

with Curt Frye

Video: Printing a worksheet or workbook

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.
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  1. 1m 58s
    1. Welcome
      1m 16s
    2. Using the exercise files
      42s
  2. 20m 56s
    1. Exploring the Excel 2011 window
      4m 16s
    2. Introducing the Ribbon for Mac
      4m 44s
    3. Customizing the Ribbon
      4m 20s
    4. Setting program preferences
      3m 20s
    5. Getting help in Excel
      4m 16s
  3. 20m 4s
    1. Opening, creating, and saving workbooks
      5m 23s
    2. Setting workbook properties
      4m 14s
    3. Creating and modifying workbook templates
      4m 18s
    4. Managing workbooks across multiple versions of Excel
      6m 9s
  4. 1h 2m
    1. Selecting cells and groups of cells
      4m 58s
    2. Copying and pasting cell data
      2m 39s
    3. Entering data using AutoFill and other techniques
      4m 32s
    4. Inserting symbols and special characters
      5m 3s
    5. Creating an Excel table
      4m 43s
    6. Locating and changing data using Find and Replace
      4m 57s
    7. Restricting input using validation rules
      4m 42s
    8. Using lists to limit data entered into a cell
      2m 32s
    9. Sorting worksheet data
      3m 2s
    10. Creating a custom sort order
      3m 54s
    11. Filtering worksheet data
      4m 6s
    12. Inserting, moving, and deleting cells and cell ranges
      3m 50s
    13. Splitting and freezing rows and columns
      3m 51s
    14. Managing worksheets
      5m 28s
    15. Creating, editing, and deleting headers and footers
      4m 41s
  5. 1h 17m
    1. Introducing Excel formulas and functions
      3m 17s
    2. Adding a formula to a cell
      4m 0s
    3. Introducing arithmetic operators
      4m 13s
    4. Using absolute and relative cell references
      6m 29s
    5. Controlling how Excel copies and pastes formulas
      6m 5s
    6. Referring to Excel table data in formulas
      2m 3s
    7. Creating an AutoSum formula
      3m 22s
    8. Summarizing data on the status bar
      2m 22s
    9. Joining text in cells with concatenation
      3m 59s
    10. Summarizing data using an IF function
      6m 21s
    11. Summarizing data using SUMIF and other conditional functions
      5m 41s
    12. Creating formulas to count cells
      2m 37s
    13. Rounding cell values up and down
      4m 55s
    14. Finding data using VLOOKUP and HLOOKUP
      6m 33s
    15. Auditing formulas by identifying precedents and dependents
      3m 25s
    16. Managing Excel formula error indicators
      4m 42s
    17. Managing scenarios
      4m 59s
    18. Performing Goal Seek analysis
      2m 31s
  6. 45m 48s
    1. Applying fonts, background colors, and borders
      6m 7s
    2. Applying number and date formats to cells
      7m 1s
    3. Managing text alignment
      3m 56s
    4. Copying cell formats
      4m 2s
    5. Managing cell styles
      3m 16s
    6. Managing Office themes
      3m 31s
    7. Creating rule-based conditional formats
      3m 54s
    8. Defining Top 10 conditional formats
      4m 19s
    9. Defining data bar, color scale, and icon set conditional formats
      6m 6s
    10. Editing, ordering, and deleting conditional formats
      3m 36s
  7. 36m 55s
    1. Creating bar and column charts
      5m 26s
    2. Creating pie charts
      2m 32s
    3. Creating line charts
      4m 34s
    4. Creating XY (scatter) charts
      1m 49s
    5. Creating stock charts
      4m 11s
    6. Changing chart types and layouts
      2m 22s
    7. Changing the appearance of a chart
      4m 25s
    8. Managing chart axes and numbering
      2m 51s
    9. Adding trendlines to charts
      4m 14s
    10. Creating sparkline charts
      4m 31s
  8. 18m 39s
    1. Importing data from comma separated value (CSV) or text files
      4m 20s
    2. Connecting to an external data source
      2m 22s
    3. Using hyperlinks
      6m 1s
    4. Including an Excel workbook in another Office document
      3m 5s
    5. Linking to an Excel chart from another Office program
      2m 51s
  9. 26m 21s
    1. Creating and formatting shapes
      3m 10s
    2. Adding and adjusting images
      5m 38s
    3. Cropping, compressing, and removing image backgrounds
      4m 46s
    4. Creating SmartArt graphics
      5m 7s
    5. Creating WordArt
      2m 34s
    6. Aligning and layering objects
      5m 6s
  10. 29m 51s
    1. Introducing PivotTable reports
      3m 47s
    2. Creating a PivotTable report
      4m 37s
    3. Pivoting a PivotTable report
      3m 18s
    4. Managing subtotals and grand totals
      3m 23s
    5. Summarizing more than one data field
      1m 34s
    6. Changing the data field summary operation
      2m 40s
    7. Changing the data field number format
      2m 27s
    8. Filtering a PivotTable report
      2m 46s
    9. Applying a PivotTable style
      2m 20s
    10. Creating and editing styles
      2m 59s
  11. 26m 47s
    1. Checking spelling
      3m 32s
    2. Setting AutoCorrect and automatic Replace options
      3m 59s
    3. Managing workbook comments
      3m 40s
    4. Tracking and reviewing changes
      5m 12s
    5. Printing a worksheet or workbook
      3m 44s
    6. Setting and removing print areas
      2m 31s
    7. Exporting to other formats
      1m 33s
    8. Protecting a workbook
      2m 36s
  12. 23m 52s
    1. Running an existing macro
      4m 56s
    2. Recording a macro
      3m 56s
    3. Recording a macro using relative references
      6m 15s
    4. Renaming, viewing, and deleting macros
      2m 58s
    5. Adding comments to a macro
      2m 43s
    6. Turning off screen updating in a macro
      3m 4s
  13. 1m 1s
    1. Additional resources
      1m 1s

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Excel for Mac 2011 Essential Training
6h 32m Beginner Oct 26, 2010

Viewers: in countries Watching now:

In Excel for Mac 2011 Essential Training, author Curt Frye gives a comprehensive overview of Excel, the full-featured spreadsheet software from Microsoft. The course covers key skills such as manipulating workbook and cell data, using functions, automating actions, printing worksheets, and collaborating with others. Exercise files accompany the course.

Topics include:
  • Customizing the Ribbon
  • Formatting worksheets, cells, and cell data
  • Sorting and filtering data
  • Working with formulas
  • Detecting formula errors
  • Creating charts
  • Importing data
  • Inserting objects and graphics
  • Using PivotTables
  • Recording macros
  • Sharing workbooks
Subjects:
Business Spreadsheets
Software:
Excel Excel for Mac Office for Mac
Author:
Curt Frye

Printing a worksheet or workbook

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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A: Discover more on this topic by visiting Excel formulas on lynda.com.
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