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They say presentation is everything, and in Excel 2007, you have easy access to Printing commands that'll let you present your information in a eye-catching format. We're going to explore the Page Setup group of commands on your Page Layout tab. For those of you that want an in-depth description of how to print your information, please review our Printing movie. If you'd like to follow along, use the EatCake Inventory11A exercise in your Exercise Files.
On my Page Setup, I have a Margins command. What the Margins command allows me to do, With one click, is to identify the default margins I'd like to use on this particular print out. It could be a wider margin, or a narrower margin, depending on the amount of information I want present. Because I have that much information on this particular document, I'm going to go with my Normal. Over on the Orientation command, This allows me to change the way the information is printed at out on the page.
It defaults to Portrait, but I can also change it to Landscape. Let's just explore this one very quickly to see what the difference in these two orientations are. If I leave it at Portrait and go to my Print Preview icon, you'll see that the information is presented in an up-and-down fashion on my page. So it's really using the height of my page to present the information. This is great if I have the amount of information that I've got on the screen right here. Let's see what it would look like if I went to the Orientation of Landscape.
I'm going back up to my Print Preview icon, I now see the information presented horizontally on the page. So you'll notice I have much more white space over on the right- hand side of my page, and my information is now spread over two pages. If I click over here on the next page, I have two rows on that second page, whereas if I was working in the Portrait, I was able to get all my information on one page. Printing Landscape is very good if you have a lot of information or especially a lot of columns that you'd like to include in one page.
So it's really up to you in terms of how you're going to orient the information on your-- on your printed page, depending on the amount of information that you have here in your worksheet. If we go over to the Size command, we can click on that to choose the type of paper that were going to print the information on. I'm going to leave it at Letter, because it don't have that much information to print. Under the Print Area Command, this allows me to set the Print Area for the printed document. It usually defaults to print out note the whole worksheet. But I can reduce the amount of information that I'm going to print by setting the Print Area.
I can as small as a cell. So if I selected cell A2, and clicked Set Print Area, look at the message. Just identifying to me that I've only selected a single cell for the Print Area. Just to make sure that I haven't made a mistake. In this case, I've not made a mistake so I'm going to click OK, and see what I get. Notice that I've indicated the Print Area here by the border that's around the particular cell that I've selected. We'll go back up to the Print Preview icon to see what that looks like, and you'll notice that I've only selected the Flour cell to print. Obviously, once I've looked at this now I think "Hmmm, I'm really not interested in doing that." I'll close my Print Preview screen, go back to my Print Area command, and clear the print area.
That removes that selection. If I'd like to print out the whole table, I just need to scroll through until I get down to Mix Total area, go back up to my Print Area command and say set. Again, you'll notice that the indicator surrounds the area that I'm going to print off on my page. Lets see what that looks like using my Print Preview icon. And you'll notice I've grabbed much more of the text. So it's very easy to identify what print areas you're working with, by using the Print Area command.
Another thing I would like to do is I want to be able to identify where I'm going to break the information that I'm printing off. If I just removed the print area, if I go back up to my Print Preview icon, you'll see that all of the worksheet is now displayed. And if I scroll down towards the very end, I want to break the information here, right below Grand Total, because it makes sense to do that. I'm going to also show you the Zoom feature here just so that we see that a little bit closer up.
So if I'm going through my data, I'm going to say, "Hmmm, you know what? It makes sense to break the information right here. How do I do that?" I do that by adding a page break. So I'm going to close my print preview, I'm going to go to my page break command, I'm going to click on it, and I'm going to say Insert Page Break. Now, where ever I am sitting when I insert that page break, I will get this line showing up here. Because I was in cell A2, the page break came right around that area.
That's not where I want that page break to go so let's go remove it. I'll click on a page breaks again, and I can remove the page break by just selecting that command. Now it's gone. Let's scroll down to the area where we'd like to actually have the page break show up, which is right here in cell A32, right below the Grand total, I go back up to page break, click Insert Page Break, the line is now visible. Let's see what that looks like in the Print Preview icon.
You'll now see that my information is broken. The page breaks at the end of Grand Total, and I can go over to the next page to see the rest of my information. You could add in a background or a watermark, if you would like the information displayed in that format. And you can also print the titles, you can also identify what areas you would like to have repeated on every page. If we go back to the Print Preview icon, you'll see that in page 1, I have my title headers; Item Category, Item Type, Item#, that if I go over to page number 2 that's information that's not presented. How do I get it repeating on every page? It's very easy. So just scroll up to the top of the page so it's going to be easy for me to grab, I click Print Titles, and I come up with my Page Setup screen on the Sheet tab.
And in this area here, I identify what titles I want printed on every page of the worksheet. I click on the Rows to repeat at top icon, and it now presents me back to my spreadsheet so I can select which row I want to include. So I just want row 1 to be included here, so I'm going to select row number 1. It places the tag to identify that row number 1 is the one I'm working with. I click back on my little icon to open up my Page Setup screen again, and I click OK.
Now, if I go back to my Print Preview icon at the top, I have my title at the top of page 1, and ta-da-- at the top of page 2. Let's close the print preview and come back to our screen. Now we're going to take a look at the Scale to Fit options in our next movie.
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