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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.
Sometimes when you print a worksheet, you'll only want to print part of the data that it contains. If that's the case, you can define that print area to limit the data you print. So let's say that I have this worksheet here, which has two distinct areas of data, and I only want to print the top one. To do that, I can define a print area by selecting these cells that I want to be in the print area, and then, on the File menu, I can point to Print Area and click Set Print Area.
When I do - I'll click away from the selection - Excel defines the print area, as you can see here, with the set of blue- dotted lines that indicates the edges of it. If I want to increase or decrease the size of the print area, I can hover the mouse pointer over that line. You see how my mouse pointer changes. And if I want to increase it, I can just drag the line to add a row or decrease. Or if I want, I can drag here to add a column or put it back where it was. So now that I've defined a print area, I've changed what will be printed.
So, I'll press Command+P, and you can see that even though my worksheet contains two different areas of data, the only thing that will be printed is the top bit in the print area that I defined. I'll cancel to get out of that. So right now, I have a worksheet that has a single print area in it. If I want to get rid of that print area, I can go to File, point to Print Area and click Clear Print Area, and when I do, the print area goes away. Now, let's say that I want to define a print area that's made up of multiple regions, but they're not connected regions.
To do that, I can just select the cells here, and then, holding down the Command key, select the cells in this region here. Now I go to File > Print Area > Set Print Area, and these two regions are now the area that will be printed when I print the workbook. I'll press Command+P, and you see that I have page 1, and then the second page, which I can get to by clicking the Next button, will have the second area. So, each of these two print areas will be printed on its own separate page.
Click Cancel because I don't want to print, and go back up to File > Print Area > Clear Print Area, and now, I would print the worksheet normally. Print areas help you manage which part of your worksheet you print. Anytime you want to print a subset of your data, consider setting a print area.
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