Join Dennis Taylor for an in-depth discussion in this video Exploring the Page Layout tab and Page Layout view, part of Excel 2016 Essential Training.
- View Offline
- If you're about to print a worksheet, and particularly if you've never printed the worksheet, it's best to get a Print Preview first. Now if you're looking at the Excel menu system, the Page Layout tab seems to be the place to go for printing type features, and we see a lot of them here, but we don't see a Print Preview. There is a keystroke shortcut, it's Ctrl+F2, that's going to be handy at times. It takes us to a print preview. We see a sheet to the right. Whenever you see a preview, look at the bottom of the screen, how many pages is this about to take up? 52 pages, I'm thinking of the data, it's about 700 rows or so, 52 pages seems like a lot.
As you start to scroll, you'll eventually see that Excel looks like it's picking up data from a few columns to the left, then it goes to the middle, maybe it even goes to the right. It might be picking up a lot more data than we want it to, depends. Some data up top there, yes, looks a little bit strange. This is not acceptable. Press Escape to leave Print Preview. Another way to get to Print Preview can be by way of a Quick Access toolbar button. Quick Access toolbar typically located above the Ribbon Menu system, although you possibly have moved it below, but its right-most button gives us some popular options, including, "Print Preview and Print." I recommend this for every Excel user, have it visible all the time.
All we need to do for Print Preview is click this. So that's just about as fast as Ctrl+F2, or Escape. Remember, if you have neither the shortcut, nor that button, the way to get to Print Preview is the File tab first, then the Print command. Takes a bit longer to get there. In any case, when you're here, Escape takes us right back. Now, the Page Layout tab has some options here. We want to use some of these. In the lower right hand corner in the status bar there are three buttons.
The middle one is called, "Page Layout." We'll visit that in a bit. It is a little confusing to recognize that we've got two different areas here referred to here as, "Page Layout." Now, it's possible that sometimes simply rotating the print using Orientation, printing in Landscape, and you see the images, it tells us clearly what we're about to do. If we choose Landscape and go back to Print Preview, possibly this is going to look better. It's going to take up 49 pages now, not a whole lot different, and here too, scrolling up and down we probably get some sense that maybe Excel really isn't deciding to print what we want to print.
Yeah, it's gathering data from the right side as well. Let's say we don't want to do that. Escape. Let's highlight all the data we do want to print, maybe it's not over to the right here, we just want to go through Column J, and down to the bottom here. That's what we want to print right now. Then we can go to the Print Area button. This is under Page Layout tab, click this, Set Print Area, that's what we want to print and nothing else. Once again, back to our preview.
Now it's 24 pages, so this might be more like what we're expecting, and maybe that's perfect. Now at other times when you're printing though, you could be thinking, "Yeah that's going to be "kind of crowded, it's awfully small print," you don't necessarily need to print every column. If we've got two different Compensation columns, one's a new calculation. Maybe we don't want to show one, or either of them. So we can certainly hide a column. I'm going to right-click Column H, and hide it. If we go back to our Print Preview, it's going to look pretty much the same, but it might look a little bigger text-wise, so we could possibly make some other changes, but keep that in mind, that idea that sometimes simply by hiding certain columns, you'll be able to print using less paper.
We could reconsider our choice about Landscape right here, or back in Page Layout tab, but here's Landscape orientation also, and one aspect of printing that's a little frustrating is, a lot of features are available in multiple locations, and that may sound like a benefit, and maybe sometimes it is, but at times you get a little confused because you're not always sure, "Where did I go last time to adjust this?" And so we see some of these features appearing in different locations. I'm going to choose the drop arrow here for Landscape, and choose Portrait, so instead of 24 pages, now we're back to 34, and so if we really want to use Portrait layout now we've got this issue to deal with.
So once again, back into the worksheet. I think by now you might have the idea, when you're printing it is a good idea to jump back and forth a little bit. In other words you want this to print out in a certain way, and I'm perhaps exaggerating the number of times you have to go back and forth, but at least consider some of these options. Here's another feature as we go back to Print Preview. Here's page one, I'll use the mouse wheel, here's page two, page three. What's different in all of these? The title row that explains what's in each column, the field headings, only appear on page one, but we do have an option to make them appear on all pages.
Once again, Escape back here. Print Titles on the Page Layout tab. "Choose rows and/or columns you'd like to repeat "on each printed page." Click this. In this dialog box, "Rows to repeat at top." Click in the panel here, click and drag across the number of rows, it could be rows one and two in certain worksheets, one, two, and three. In this one, simply row one, we'll just click row one, and from here we can go right into Print Preview, and there's page one, and I'll use the mouse wheel here, page two, page three, we've got our titles on each sheet.
Once again, Escape. Now, sometimes we want to control the headings, the Page Layout button in the lower right-hand corner, the one that's between Normal, and the other button to the right called, "Page Break Preview," which we haven't seen yet, Page Layout right here, displays the worksheet in a different way. This is what page one will look like, and if we keep scrolling down we'll see page two, and so on. Notice it shows the filename in the top, which we might or might not want. So we can make some adjustments. If we click in here, as I'm doing now, notice that up above we've got a Design tab.
Click it, it's not necessarily active at first. I don't want the filename here. I might want the sheet name, that could be more appropriate, or I might just want to put in the company name, something like that. It's the ABC Rental Company, or whatever. That's going to be on every page. Also, we might want to put in date and time. I'll put that in the right side possibly. Left side I might want to put in a page number. Now, notice you'll see Page Number, or Number of Pages, we could possibly use both. If we put in Page Number, even though we see this oddity, Print Preview will give us an idea of what this looks like.
We can simply from here, press Ctrl+F2 or that button up above. The Page Number, actually you can see it before getting here is simply a, "1." You might want to put the word, "Page," next to that. So when we click back here, we can actually before this, put in the word, "Page," followed by a space. Now if we click down the worksheet below, we can see it's going to look like this, "Page 1." In the right side we might want to put in the date. Once again you have to go back to the Design tab up above. But I'm going to put in the current date, space, and maybe the current time also, and click right here, and at the time of this recording, there it is.
So you've got control over this, and this is the fastest way to control the headings here, by way of that Page Layout button in the lower right-hand corner, and we can return to normal here simply by clicking the button in the lower right corner called, "Normal," so we're back to our standard view. Now we haven't explored all aspects of printing but we've showed you how the idea is you want to get a Print Preview, remember you can do it with this button that you've added to the Quick Access toolbar, or by way of Ctrl+F2, and you want to go to the Page Layout tab and make some adjustments here, possibly to orientation, possibly by determining exactly what it is you want to print, and also by using print titles.
- Working with the Excel interface
- Entering data
- Creating formulas and functions
- Formatting rows, columns, cells, and data
- Working with alignment and text wrap
- Adjusting rows and columns
- Finding and replacing data
- Printing and sharing worksheets
- Creating charts and PivotTables
- Inserting and deleting sheets
- Using power functions such as IF and VLOOKUP
- Password-protecting worksheets and workbooks
- Sorting data
- Analyzing data with Goal Seek and Solver
- Creating and running macros