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Making the pieces fit

From: Excel 2010 Essential Training

Video: Making the pieces fit

Here we have our expense report already filled in and formatted. We want to make sure that it prints properly. So everything to do with Page Size and Orientation and Page Breaks and so forth, we could find here under the Page Layout tab. So click Page Layout tab and here we have our Page Setup group and let's take a look at a few things. First, let's take a look at Page Size and click this and you see we've all sorts of different page sizes. Some of you may not recognize what they are and you could always go down here and choose Custom Size, but I'm just going to leave it as Letter, so you could just click off it here somewhere.

Making the pieces fit

Here we have our expense report already filled in and formatted. We want to make sure that it prints properly. So everything to do with Page Size and Orientation and Page Breaks and so forth, we could find here under the Page Layout tab. So click Page Layout tab and here we have our Page Setup group and let's take a look at a few things. First, let's take a look at Page Size and click this and you see we've all sorts of different page sizes. Some of you may not recognize what they are and you could always go down here and choose Custom Size, but I'm just going to leave it as Letter, so you could just click off it here somewhere.

Well, now that you know what size it is, here's one way that you can see how it's going to look when printed. Down here in the lower-right corner, we have our View buttons and click this middle view button here. That's Page Layout, so you could see the actual sheet of paper and scroll down. Now keep in mind that this is not always exactly what will be printed out. This is not a Print Preview. We'll see Print Preview in a moment. But notice here on bottom, we have these colorful arrows and then we have a second set of cities that we have visited in our expense report and we have some calculations here and scroll back up.

When you're dealing with Page Layout, you might think that when you're setting up the page for printing, you go into Page Layout view and sometimes that's right, but because Page Layout view doesn't always show you exactly what's going to happen when you print out, we really want to use Print Preview. So first thing I'll do here is I'm going to go back to Normal view, so I'll click that Normal view button. Now to set the print area, let's scroll down. What we're going to do is we're going to decide that we want everything up to the colorful arrows to print. So let's select across Row 28 and then select up to the very top.

Click here in Print Area and choose Set Print Area and if you do deselect you could see this dotted line and that tells us what will print out. Now if you click down here back on Page Layout, you can see-- and this is where I was saying that this isn't exactly right, because this dotted line is showing you your print area and only that will print out, but it's still showing you these other cities on the sheet of paper. That's what I mean by not quite exact. So let's go back to Normal view. Well, let's take a look at Print Preview.

Two ways to do it is you could either press Ctrl+P on your keyboard to print or click the File tab to go to Backstage view and go down over here to Print and now you can see your preview. So it's printing what we want, but maybe we want this to be landscape oriented. Well, just press the Escape key on your keyboard and you see what happens is because the Page Layout tab was the last place you were before Backstage view, pressing the Escape key just brings it right back to Page Layout view. So let's go up to Orientation and make it Landscape and again, this time I'll press Ctrl+P, and this is Landscape but it's kind of squished to the upper-left corner. We really want this to be centered vertically and horizontally.

So again, we'll hit the Escape key and let's go up here to Margins and choose Margins and down at the bottom, click Custom Margins. This simply brings us to the Margins tab of the Page Setup dialog box. Here under Center on page choose Horizontally and Vertically, click OK, and now let's go back to Preview and now we can see it's centered on the page vertically and horizontally. Also notice down here on the bottom, this shows us it's Page 1 of 1. So we know that this page has broken correctly. Again, I'll hit the Escape key. Now maybe we decide, you know, we want to print the entire worksheet after all.

We don't want just that part of it. So we'll go up here to the Print Area and choose Clear Print Area. Now if you scroll down, you can see these two dotted lines because these are automatic page breaks. Well, look where this page is breaking. It's breaking kind of in the middle of the second set of cities. We probably want to break it up there. So click the first city, go up here to Breaks, choose Insert Page Break, and now we can see the page is broken above the second set of cities. Let's check it out. Go to the File tab, back to Print.

So again, we have the first page up to these colorful arrows. Here we can see we're looking at Page 1 of 2, click that arrow and now we can see the second set of cities. And you see the column titles are missing and that's something we'll deal with later on in this chapter. So again, just press the Escape key. Something else that you might want to do is turn off the gridlines and again, we are still under the Page Layout tab and here under Sheet Options, you see the Gridlines View and Print are two checkboxes. What that means is that showing gridlines or not showing gridlines, you could do independently for viewing on the screen and for printing.

So right here under View I can deselect that and now we don't see gridlines in the page. Put it back. By default gridlines don't print but you can check that and they will print. So you can do that independently. One other thing you want to know is that a worksheet can have only one print area at a time. If you go up here and you set the print area to a new area, your original print area is deleted. There is a little workaround and I'll show you that later in the course, but that's something kind of important you want to keep in mind.

Show transcript

This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 126215 viewers

Bob Flisser
Author

 
Expand all | Collapse all
  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye
      16s

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