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Excel 2003 Essential Training

Print options


From:

Excel 2003 Essential Training

with Mark Swift

Video: Print options

spreadsheet can span literally dozens of printed pages, it's important that you have the tools you need to organize and layout your printed materials so that the hard copies look as impressive as they do on screen. The promises that we've all heard of a paperless society haven't been realized just yet, so printing is still very necessary. Let's start by looking at the Movie List file that we worked with previously. Please I'd remind you again not to use the Recent File list found here in the Task pane or here in the File menu, but instead browse to your Student folders and in Chapter 5 we have the Movie List.
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  1. 16s
    1. Welcome
      16s
  2. 22m 44s
    1. Spreadsheet uses
      1m 59s
    2. Toolbars and menus
      8m 53s
    3. Moving around
      8m 1s
    4. Getting help
      3m 51s
  3. 18m 43s
    1. Opening new workbooks
      5m 13s
    2. Entering data
      6m 12s
    3. Commenting and saving
      7m 18s
  4. 17m 31s
    1. Opening worksheets
      1m 55s
    2. Add and delete worksheets
      2m 23s
    3. Insert and delete cells
      3m 46s
    4. Worksheet data
      9m 27s
  5. 36m 0s
    1. Width and height
      6m 7s
    2. Numeric formats
      6m 1s
    3. Alignment of data
      3m 43s
    4. Naming cells and ranges
      5m 48s
    5. Naming constants
      1m 52s
    6. Creating lists
      5m 48s
    7. Autofilter
      4m 13s
    8. Designated lists
      2m 28s
  6. 11m 19s
    1. Print options
      5m 51s
    2. Printing and hiding data
      1m 58s
    3. Headers and footers
      3m 30s
  7. 21m 52s
    1. Creating formulas
      6m 30s
    2. Relative and absolute
      6m 1s
    3. External references
      6m 0s
    4. Named constants
      3m 21s
  8. 7m 47s
    1. Functions
      7m 47s
  9. 19m 6s
    1. Fonts and merging
      3m 52s
    2. Rotate and indent
      1m 47s
    3. Borders
      2m 41s
    4. Shading and format painter
      2m 30s
    5. Rename and color worksheet tabs
      1m 52s
    6. Working with pictures
      6m 24s
  10. 11m 31s
    1. Templates
      3m 45s
    2. Styles
      3m 55s
    3. Autoformat
      55s
    4. Smart documents
      2m 56s
  11. 13m 15s
    1. Chart terminology
      2m 23s
    2. Chart wizard
      5m 10s
    3. Formatting charts
      3m 22s
    4. Inserting images
      1m 42s
    5. Printing charts
      38s
  12. 5m 1s
    1. File search
      1m 51s
    2. Find and replace
      3m 10s
  13. 8m 19s
    1. Import from Word
      1m 17s
    2. Delimited data
      2m 53s
    3. Import from the web
      1m 49s
    4. Exporting data
      2m 20s
  14. 7m 54s
    1. Consolidation
      5m 12s
    2. 3D formulas
      2m 42s
  15. 5m 33s
    1. Multiple panes
      1m 12s
    2. More screen options
      4m 21s
  16. 13m 37s
    1. If
      2m 22s
    2. Time
      4m 16s
    3. Date and time
      2m 14s
    4. Lookup
      4m 45s
  17. 6m 55s
    1. Compare text
      3m 27s
    2. Concatenation
      1m 47s
    3. Special characters
      1m 41s
  18. 6m 10s
    1. Pivot tables
      6m 10s
  19. 16m 0s
    1. Recording a macro
      8m 43s
    2. Macro menus
      3m 45s
    3. Global macros
      3m 32s
  20. 11s
    1. Goodbye
      11s

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Excel 2003 Essential Training
4h 9m Beginner Mar 18, 2004

Viewers: in countries Watching now:

Excel 2003 Essential Training with Mark Swift is a movie-based workshop for users who are new to working with spreadsheets, or those wanting to improve their skills. This workshop begins with a basic overview of the application and quickly advances to cover useful formulas, functions, techniques for enhancing spreadsheets, charts, and much more. Exercise files accompany the training, allowing you to follow along and learn at your own pace.

Subjects:
Business Spreadsheets
Software:
Excel
Author:
Mark Swift

Print options

spreadsheet can span literally dozens of printed pages, it's important that you have the tools you need to organize and layout your printed materials so that the hard copies look as impressive as they do on screen. The promises that we've all heard of a paperless society haven't been realized just yet, so printing is still very necessary. Let's start by looking at the Movie List file that we worked with previously. Please I'd remind you again not to use the Recent File list found here in the Task pane or here in the File menu, but instead browse to your Student folders and in Chapter 5 we have the Movie List.

Excellent. This Movie List that we've been working with needs to be sorted again before we can print it. The human eye is going to look for an alphabetical listing according to title. I'm simply going to click inside the list and because this is a designated list, the AutoFilter buttons are here, and I can just scroll to the top and choose Sort Ascending, and there we go. Our entire list is sorted from A to Z, not just when you're printing, but before you present your data to anyone, it's important to do a spell check. The spell check feature can be found on the Standard toolbar by looking at some of the extra icons that aren't appearing right now. Here we go, Spelling, or you can find that under the Tools menu. The shortcut is F7. Here we are, we have a question for Nickleby. Well anytime you're dealing with proper names you're going to find that, so we're going to ignore that one. Animatrix is likewise.

Watership likewise, and we're all fine. As with most modern spellcheckers we have a Add to Dictionary button which will allow us to add the word that is being found as misspelled permanently to the dictionary. We have our Change button so we can replace the misspelled word from our list of suggestions, and the AutoCorrect button which will automatically replace any misspelled word in the future with the selected suggested word. Although we're working in a WYSIWYG environment, what you see is what you get, it's especially valuable in Microsoft Excel to have our Print Preview function on hand. I use the Print Preview to a fault, because in a spreadsheet, you can easily overflow the boundaries of an 8.5 x 11 page. The Print Preview is found here in the File menu. Print Preview, and as you can see, this simple list of data is already overflowing our 8.5 x 11 format. If I go up here to Next, we can see that the fourth and fifth columns have been moved on to the other page. One of your potential solutions is the Page Break Preview. If we click on Page Break Preview you'll be able to see exactly where a single page of data is going to be aligned and you can modify that, as this little window is telling us. I'm going to ask it not to show me this dialog again. And here we have page 1 of our data and all of the information that's overflowing. Well if I go ahead and grab the division I can drag that over a couple of columns, then if we go back to our File > Print Preview, you see that that information has been sized down to fit into our sheet. Well this is fine if it's not important to maintain the font sizes. Although everything is still proportionately sized, the point size of our font has now been decreased. In order to fit it into the space that we've said we have available to us. If you wish to return to normal view, you can do it from here, or close the Print Preview. We're still looking at it in the Page Break view and we can go up to the View menu and choose Page Break Preview or Normal. In this case we want to return to our Normal view. It may also be valuable to set a print area ahead of time. Now, our short list of movies fits onto a single 8.5 x 11 sheet, at least for length, but if we want to limit the amount that's going to be printed we could highlight a section of this spreadsheet, for instance from A1 to say almost half the list, a little over, go to the File menu, select Print Area, and Set Print Area. Now if I go to, deselect there. You can see the dashed line, which is that imaginary equator divider that shows you where your page divisions are in the printing.

Go to File > Print Preview and you can see that the area being printed is limited to our print area. Sound kind of circular in reference but you know what, this very valuable if you want have information that exists in the on-screen view and doesn't exist in the print area, or if you have a large number of active cells, because by default, Excel wants to print all of your active cells even if they're blank, and you only have a limited amount of data. You can highlight the data, set your print area and then it'll only print that section of your spreadsheet. You may also note that it's automatically sized the area I told it to print into my 8. 5 x 11 page. That's a modification over previous versions. One other drawback that you have to pay attention to when you are using Print Area is when you have added data, let me close this. Say this is all new data that I've added, before you print your spreadsheet, you've got to increase the print area, and that's going to be done by selecting a new range and resetting your print area. If you find that the print area isn't the best option for you, you can go back up to that same menu and clear your print area, and then Excel returns to the defaults.

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