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Printing charts

From: Excel 2007: Charts in Depth

Video: Printing charts

At different times using charts you may want to print charts. Now, sometimes a chart is on its own sheet. You can certainly print that single sheet with the chart alone. Sometimes you'd like to print the chart that's on a worksheet. For example, the worksheet that we're seeing here has five charts to the right of the data. We might want to print all the data and all five charts, or maybe the data and three of the charts, or maybe just a chart here, a chart there. We can do all these things, and every print feature that we use is very reminiscent of printing that you might have done previously, working with just worksheet data.

Printing charts

At different times using charts you may want to print charts. Now, sometimes a chart is on its own sheet. You can certainly print that single sheet with the chart alone. Sometimes you'd like to print the chart that's on a worksheet. For example, the worksheet that we're seeing here has five charts to the right of the data. We might want to print all the data and all five charts, or maybe the data and three of the charts, or maybe just a chart here, a chart there. We can do all these things, and every print feature that we use is very reminiscent of printing that you might have done previously, working with just worksheet data.

Now quick reminder here, there is no other sheet here in this workbook right now that has a chart on it, but I think a lot of you know that when you do create a chart you can certainly put it on the separate sheet. Or if you happen to right-click on any existing chart, for example, you can move a chart to its own sheet. So let's just set up a simple situation here. I'll use the latter example. I want is chart here to be on a separate sheet, so I'll just move it to where? A new sheet. Chart1, Chart2, click OK, and there it is on a new sheet.

And when a chart is on its own sheet, maybe you just put it there or you moved it as I did here, we can simply jump right into Print Preview. A couple ways to do this. If we simply go to Page Layout, we could then click the arrow in the lower right-hand corner of the Page Setup group. This is one way. Go to Print Preview this way, and we're likely to see the chart, as I'm seeing it here, pretty much the way it's been appearing on the screen. Now you can go to Page Setup, make a few adjustments here and there, maybe with regard to margins and header, footer-- the same kinds of things that you might do with worksheet data. And in some situations here maybe portrait versus landscape, make that change as well.

Printing charts that are on a separate sheet is usually not much work. We're all set. We could just click Print from here if we wanted to. Now I'm going to press Escape or close Print Preview here and go back to the worksheet that contains charts. And of course the chart here had been moved. I might drag one of these up there, put it there. It's just a question of what it is I would like to print. And sometimes maybe I want to print just one of these charts. Maybe I want to print this one here, the line chart here that says Regional Sales.

Once again we might want to go-- and it's a good idea let's say--always to go to Print Preview first, but once again we could, by way of Page Setup, go right into Print Preview from there, here we are, and take a look at this and I think it's apparent here, we would want this to be landscape in this particular example. So up to Page Setup, choose Landscape, and we're probably pretty much set there. Now what you might want to do in this example here, and it didn't occur to me perhaps until I saw the Print Preview, is that even though I might have been happy with the proportions of the chart, if I somehow wanted to fill out the page a little bit better here, what I'm going to have to do here is close the Print Preview and then manually experiment a little bit by making this chart taller. And then we could jump back into Print Preview.

I'll use that same button there, Print Preview. At least it's filling out the paper better if that's of concern to you. If that looks good, Print. Now, increasingly with Microsoft recognizing that many people put charts right on the worksheet, there certainly are going to be times when you want to print charts as well as the data. Although we could print all these charts, suppose we just say arbitrarily that the three of them are more useful, maybe the First-Half Sales to are right, the one below it, and the column chart below the data itself, these three, not the pie chart.

What's the best approach here? I think the best way to start here is to go the lower right-hand corner of the status bar. We've got three buttons down here. The one to the right, the rightmost of the three, Page Break Preview, click this. Usually this causes a zoom back, and we do see blue borderlines out there. I'm going to close this dialog box. If I were to head down the path of printing right now, it would be printing all this data here, and you can see the page 2 there on two pages. Now if I don't want to print this example here of the pie chart, I'll simply take the blue border off to the right, put the mouse on it. We'll see that two-way arrow. Drag this into maybe about there.

And momentarily there, you probably saw there is a page break, and I'll move this chart aside so you can see it a bit better. That's a dotted line. Obviously we don't want our page break to appear there. Take the dotted line and move it to the right. And now it's a little bit of back and forth, a little bit of experimenting, maybe we'll move this chart back here, and it is best when you move a chart probably to drag the border. There we go, a little bit better. I'm going to press a couple of Ctrl+Zs to undo to maybe clean that up, drag that border again. There we go. If you are resizing charts and you're trying to establish some sort of order, or tidiness, when you drag a border edge or corner on these charts, hold down the Alt key, and then it forces the borders to line up perfectly with cell boundaries. And sometimes that's helpful just to establish a certain pattern there of neatness. I'm going to do this bottom there and on this green bordered chart, take the upper left, hold down the Alt key. Sometimes it takes a few attempts. There we go.

And be sure let go off the mouse when you're doing these things too. So I'm not suggesting this is exactly critical, but sometimes we just have that need to make things look a little neater, a little tidier, possibly that. And maybe on the bottom here one more time and that's about it, and move that blue line up possibly at the bottom, and let's jump into Print Preview. Now when you click in a worksheet, you can jump into Print Preview quickly with Ctrl+F2. It will take you there immediately. That's looking pretty reasonable. It's not always that it works this way though. Sometimes you have to consider resizing the charts and even now, I might say, the chart to the right is a little bit narrow, and so on.

So you've your own needs regarding how these charts should look and whether they really need to line up with gridlines and so on. And when we were ready, we would simply print from here if we wished. So close Print Preview. So a couple of different approaches there. No matter where that chart is, you can print the chart only. For example, we could click here and we've got our preview. Print the chart with the data. In other words, we highlight the cells we've done, and in the previous example, print a chart that's on a separate sheet, using standard printing techniques that you're probably familiar with from your use of printing when printing worksheets in Excel.

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This video is part of

Image for Excel 2007: Charts in Depth
Excel 2007: Charts in Depth

53 video lessons · 9257 viewers

Dennis Taylor
Author

 
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  1. 1m 49s
    1. Welcome
      1m 3s
    2. Using the exercise files
      46s
  2. 22m 7s
    1. Identifying chart elements like plot area, chart area, gridlines, and legends
      5m 3s
    2. Selecting the right chart type
      8m 2s
    3. Understanding chart terminology
      6m 31s
    4. Understanding the Ribbon and the Design, Layout, and Format tabs
      2m 31s
  3. 16m 24s
    1. Selecting data to display as a chart
      6m 17s
    2. Creating charts instantly with shortcuts
      4m 33s
    3. Creating charts with standard menu commands
      2m 24s
    4. Creating presentation-ready charts with just a few adjustments
      3m 10s
  4. 28m 8s
    1. Switching rows and columns for a different view of the data
      3m 9s
    2. Setting a default chart type and creating a template
      3m 47s
    3. Dealing with empty and hidden cells
      4m 18s
    4. Choosing a chart layout
      4m 33s
    5. Choosing a chart style from 48 colorful variations
      3m 34s
    6. Changing the location of a chart
      3m 33s
    7. Moving and resizing a chart
      5m 14s
  5. 11m 25s
    1. Using pictures as chart elements
      3m 55s
    2. Adding shapes and arrows
      3m 37s
    3. Adding floating text and text boxes
      3m 53s
  6. 33m 45s
    1. Adding, editing, and removing chart titles
      3m 15s
    2. Adding horizontal and vertical titles
      3m 56s
    3. Linking titles to content
      2m 32s
    4. Showing numbers of different scales
      4m 38s
    5. Specifying the position of tick marks and axis labels
      2m 41s
    6. Changing the numeric format on labels
      5m 34s
    7. Adding, editing, and removing legends
      3m 19s
    8. Adding and editing data labels
      4m 40s
    9. Showing the source of a chart's data
      3m 10s
  7. 8m 13s
    1. Modifying axis scaling
      3m 50s
    2. Working with gridlines
      4m 23s
  8. 12m 53s
    1. Analyzing existing and future data with trendlines
      4m 2s
    2. Adding drop lines
      3m 14s
    3. Adding high-low lines and up-down bars
      1m 39s
    4. Adding error bars
      3m 58s
  9. 9m 13s
    1. Selecting shape fill and outline
      3m 3s
    2. Adding shape effects
      3m 19s
    3. Applying WordArt styles
      2m 51s
  10. 16m 33s
    1. Formatting lines and borders
      4m 24s
    2. Filling an area with a color gradient
      2m 7s
    3. Specifying line style, color, and weight
      2m 46s
    4. Working with chart text
      3m 40s
    5. Changing the rotation of chart text
      3m 36s
  11. 38m 39s
    1. Using column and bar charts
      7m 24s
    2. Using line charts
      5m 46s
    3. Using pie charts
      8m 37s
    4. Using area, stock, and XY charts
      9m 3s
    5. Using doughnut, bubble, and radar charts
      7m 49s
  12. 10m 55s
    1. Pasting new data into a chart
      2m 58s
    2. Creating charts from multiple data sources
      3m 39s
    3. Adding new data using a table
      4m 18s
  13. 6m 19s
    1. Printing charts
      6m 19s
  14. 19s
    1. Next steps
      19s

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