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Printing and PDFs

From: Excel 2010 Essential Training

Video: Printing and PDFs

Once you set up your worksheet so that you have the right page size, your headers and footers and all the other pre-printing activities, let's go and see what happens when we actually print. Well, you can go up to the File tab for Backstage view. Go down here to Print or you could press Ctrl+P, either way, and here we have our Print Preview and we have it centered on the page horizontally and vertically. We have our headers here and footers here, looks pretty nice. So let's take a look at some of their print settings. First of all, if you just want to print and all of the settings that are already in there are okay, all you have to do is click the Print button and how many copies do you want.

Printing and PDFs

Once you set up your worksheet so that you have the right page size, your headers and footers and all the other pre-printing activities, let's go and see what happens when we actually print. Well, you can go up to the File tab for Backstage view. Go down here to Print or you could press Ctrl+P, either way, and here we have our Print Preview and we have it centered on the page horizontally and vertically. We have our headers here and footers here, looks pretty nice. So let's take a look at some of their print settings. First of all, if you just want to print and all of the settings that are already in there are okay, all you have to do is click the Print button and how many copies do you want.

You can choose your printer from right over here and you click this and all of the printers that are configured in your computer are here. I'm just going to click off it and keep the current printer. If you want to get to printer specific properties, you could click this link. What's really nice about the screen is that you don't have to go spelunking through multiple levels of printer dialog boxes, like many applications or even older versions of Excel. Everything you need is right here. So which sheets do you want to print? You can click this. You can print the Active Sheet, that is whatever sheet you have currently selected, or the whole workbook or maybe if you have just a few cells selected in a worksheet, you can print just those cells.

Click off here and if you want a specific page range, maybe you have a very large worksheet of several dozen pages and you wanted to print maybe only page 5 to 10, you could do that here. And when you do that, if you're printing out here multiple copies, here you could choose whether they're collated or not. Now here's a really great feature. You might wonder well, what's the big deal. Landscape or portrait oriented? Well, many programs in older versions of Excel it would be very easy to set up let's say landscape orientation in the document, you go over to the Print dialog box and you choose portrait oriented, and then have the pages cut off or vice-versa.

Well in Excel 2010, the orientation in the Print dialog box and in the Page Layout are synchronized. So let's say we go over here and we make it portrait oriented. See it changes here? Now click the Page Layout tab and click Orientation and look at that. It's now Portrait and vice-versa. If we change this from Portrait back to Landscape, I'll just press Ctrl+P to go back in. You see it's back to Landscape, so I think that's really a great feature. Same for page size. You can choose different page sizes if you want. I'm going to keep it at Letter.

And if you want to change what your margins are or if you want to change custom margins you can click that over here. Now Scaling means let's say your worksheet is just a little too big for one page and you want to shrink it to 100% so it fits on the page, or maybe it's really tiny and you want it bigger to take up the page. Well that's what you could do here for scaling and you have the options here. Keep in mind if you scale the page, making it bigger or smaller, you are not changing the fonts. You're not changing the column widths or the row height. It's simply the image that comes out of the printer that you're changing.

Kind of like if you use a rescaling feature on a photocopier. I'm going to leave this here as No Scaling. Now if you like kind of an old-fashioned Page Setup dialog box the way Excel did it in previous versions, you have this Page Setup link and you can click that and that's going to bring you to Page Setup. I am just going to click Cancel. We don't really need that. Well, let's say we want to go and create an Adobe PDF so this will be readable in Adobe Reader. Now that's the default printer on this machine, so all you have to do is click Print, but that means Adobe Acrobat is installed.

What if your computer doesn't have Adobe Acrobat installed? You can still create a PDF. You don't need Adobe Acrobat. Click over here, Save & Send. We can choose to Create PDF or XPS document. XPS is kind of the Microsoft way of creating a format kind of like PDF, but don't worry about that too much. So just choose that and then click this button here and by default it will offer to create a PDF and I'm just going to leave this here in the Chapter 6 folder. Now if you want some options specific for how to create the PDF, you can click Options and you have all your options up here.

I'm just going to leave the defaults and click Cancel. And over here where it says Open file after publishing, you probably want to leave that selected just so you can view it in Adobe Reader to make sure you got what you are hoping to get, and then click Publish. And here we have this open in Adobe Acrobat or Adobe Reader depending upon what you have in your computer and this is exactly what we saw in Print Preview. I think this is a really great feature. Go and check it out.

Show transcript

This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 132799 viewers

Bob Flisser
Author

 
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  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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