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File in Excel spreadsheet is a very powerful digital source which allows you to run real time calculations as well as conditional formatting. There may be a time you desire to print out your Grade Book and have a paper copy. If I was to press Print right now, I would probably end up with five or six sheets that fit together like a puzzle. We can have Word however, print our Grade Book out for us in a very formatted fashion. We're going to learn right now how to set the print area for our Grade Book and tell Word how many pages we'd like our grade book to print across. Right now, we're slightly zoomed in on our grade book. Which means I'm unable to see the entire sheet.
In order to set the print area I need to make sure the entire grade book is highlighted. To do this I'm going to go to View, I'm going to select Zoom, and I'm going to go down to 50% Zoom and press OK. I'm now able to see the entire Grade Book. Starting in the upper left hand corner I'm going to Click and Hold, and highlight every single cell that is part of our grade book that we would want printed. I'm going to carefully release, I'm going to go up to Page Layout, under the Page Setup area, I'm going to select Print Area and then select Set Print Area.
What I've just told Microsoft Excel, is if I went to print this Excel workbook, the only thing I care about is what I just highlighted. For example, the list we created for our drop-down menu would not be included in the print area, and would not print. If I click in the upper left-hand corner to remove our highlighting, I can also see that there's these dashed lines that appear. which tell me that if I were to print this grade book right now, it would fit across three pages. Let's see if we can format that, to be a little bit cleaner. If I go to the upper left-hand corner, and click on the File tab, and go down to Print, I now have some options to change how my Grade Book's going to print.
The first thing I want to change is the orientation of the paper. Currently, it's at Portrait Orientation, meaning that the paper is vertical, or up and down. If I change this to Landscape Orientation, you'll notice that much more of the grade book fits onto the piece of paper in the Print Preview on the right-hand side of the screen. However, I can see that this is still spanning across six pages, it's not very formatted. So what we can do, is we can actually use a little bit of scaling to change how our grade book's going to show up as we print it.
To do this, I'm going to select the Scaling tab at the bottom of the Print Settings. Under the Scalings tab, I'm going to choose, custom scaling options. Here I can choose how many pages wide and how many pages tall my Grade Book will print across. Currently it's set to adjust to 100% of its normal size. We're going to click on the Fit to box to tell Microsoft Excel exactly how many pages wide and how many pages tall we would like our print area to fit across. It's currently set to two pages wide by one page tall. Let's go ahead and click OK to see what that looks like.
You can see that the Grade Book on the previous screen shrink down slightly. It's now fitting across two pages as opposed to six, and I can use the arrow to preview what those two pages look like. This seems to be an adequate size for me to print out, maybe hand writing an assignment, and hand take some grades. If you have fewer than 30 grades available in your Grade Book, you might be able to quickly select, under the custom scaling, to fit on one page. If I choose to do that with our current Grade Book, however, it's much too small to use functionally. When setting the print area, and choosing the proper scaling be sure to try a few options to see what works best for you.
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