Join Dennis Taylor for an in-depth discussion in this video Previewing page breaks, part of Excel 2016 Essential Training.
- Another approach to printing is to begin with what's called Page Break Preview, and we're looking at a worksheet called Page Break Preview Sheet in this workbook called 06-Printing. In the lower right-hand corner in the status bar there are three buttons and normally the normal button is active. Next button over, page layout. You may have seen something about this in a prior movie and to the right page break preview. Usually this zooms back and we see a solid blue line, typically on the top on the left, and sometimes way off to the right but here it's visible.
And also maybe but not always some dashed lines. If we did nothing special and simply printed right away, we see the watermark type displays here, this is going to be on Page 1, below that Page 2. What are wee seeing off to the right? This is going to be on Page 18. Page 19. Almost nobody would want to print out the worksheet in this style. Now, in an earlier movie you might've seen will it make sense to hide some columns and force this to be on one page? Possibly.
Before printing, though, you should adjust column widths. I'm gonna either drag across here. But since there's no data click in the upper left corner, select the entire worksheet, double click a bounder between column letters. When you're doing this prior to printing it's a good idea to zoom back to 100%. If it's not already 100%, look in the lower right-hand corner and you'll see the percent, you can click the plus or minus at either end or drag the slider here to make sure it's 100%. As you drag across these or you've clicked in the upper left corner, either way, double click a column boundary.
Now, column C actually needed to be wider and you saw what happened here. Let me press ctrl + z here. The break point was between column H and I, and I'll press ctrl + y, now it's between F and G. Now, it looks as if we really don't need to print columns K and J, and if we didn't we can drag that blue border inward to the left. Now, if we jump over to print preview by way of the Print Preview button. Now, you might've added this to the Quick Access toolbar but if you haven't, you can certainly press ctrl + F2 and this is what we would've expected based on what we saw earlier.
It's gonna take more pages than we want, I'm gonna scroll down a bit here roughly halfway, we'll see how the display jumps to the right side. So, we're not quite there yet. So, one option is what if we were to move the border here lefter now? That's gonna chop off our columns. We don't wanna do that but what if we move the page break rightward? How's this going to work? Now, as we scroll up and down that says Page 1. Have we solved our problems? Well, maybe, but is this gonna be too crowded? So, what can we do here? Let's go to Print Preview, that button in the Quick Access toolbar if you've added it.
It looks pretty crowded to me. Maybe I'll print a single page. Now bottom of the screen says 1 of 12. Gonna be on 12 pages. Maybe that's what we've been heading for here. But by printing a single page, and you can if you're ready to print here, notice Print Active Sheets. We could click the drop arrow here, Print Selection, something like that. Gonna see what's happening there. Only that. So, let's Escape from here. If we highlighted just the first page we can get to it his way.
There are other ways to do this too, by the way, but if we highlighted just that and then jumped into Print Preview, ctrl + F2, Print Selection, print this. We could just print the data that's highlighted right now. Another option could've been just to print page 1 of 1. Now, features you've might've seen in the previous movie could apply here as well too. For example, if we wanted to adjust the title so that we always see the titles on every page, Escape here, we can make that adjustment too up here under Print Titles.
I won't repeat that action right now. Now, there could be times when we said, "Well, this is looking pretty good," we think, you just won't know until you print a page, but do consider the option of hiding a column or if we really don't want to show New Comp on the right let's just bring in the border this way. Now, you can work with your data when it's in this view. It's a little bit unorthodox to do that but even though this has a particular look to it if we had other data to the right it would be against that solid gray background the way we see this.
But this could be sufficient to get you started on the way to printing this. So, before printing again, let's say that we've got our data here, you wanna go to Print Preview, ctrl + F2. If your screen looks like this possibly it's because of the print settings here. I'll simply change this to be Active Sheets. There we go and we'll see all of our data. Another option to consider is some of the sizing here and you can get to this in different ways. There are custom margins here. We can make some changes there. And you can see how adding more white space above and below could be helpful.
So, here's some other options here too. But the main purpose of this particular movie is to make you aware of that buttons status bar called Page Break Preview that allows us to control what's about to be printed and you can imagine other scenarios here where maybe we sorted this in a different way and didn't need data at the bottom. Now, in this case, that's not the scenario but you can also bring up the border this way. Or if you had a rationale that says, "I don't need to print the actual names here.
"I want this to be an impersonal sort of print out." We don't want to include column A. We can drag in the left border this way. So, if we were to print this now we would have information about all the people but we wouldn't have the people's names in the area that's about to be printed. Once again, Print Preview. So, Page Break Preview is how we get to this feature that allows us to control where page breaks are and where page borders are.
- Working with the Excel interface
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- Working with alignment and text wrap
- Adjusting rows and columns
- Finding and replacing data
- Printing and sharing worksheets
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