Using the Print Setup command, available after pressing Ctrl+P, and the Page Break Preview button in the Status bar you are able to get a large list of printing options.
- [Instructor] Another approach to printing in Excel is to take advantage of a feature called page break preview. And we're looking at a worksheet with that name, page break preview sheet in our 06 printing file. In the lower right hand corner, in the status bar below the sheet tabs, three buttons. Normal, page layout, and the button on the right, page break preview. Often when you click this if you have zoomed in, Excel will zoom back. I'm gonna scroll to the right. Excel assumes we want to print the entire part of the active worksheet.
This is gonna be 35 pages. See these so-called watermarks here? If we print right now and made no changes, we'd get page one below it, page two, you see how that's playing out all the way down to page 17? This is gonna be on page 18 and so on. You can see how that's gonna play out. But let's adjust from the beginning here what it is we want to print. I'm gonna scroll to the right. There's a dark blue border on the very edge of the printout. I don't wanna print the data out there right now. I certainly could come back later and print just that if I wanted to, but I'm gonna point to the edge.
You'll see a two-way arrow. Let's drag that inward. I only want to print the data columns A through J. And now the screen looks like this. The dashed line is for a page break. I'm gonna try and fit this onto one page reading across here. I don't know how that's going to look just yet, but click and drag across. There we are. Let's take a look at print preview. Control P or file, print. Bottom of the screen says 14 pages.
Now, that might look a little crowded. I don't know yet, maybe I'll print one page. Or possibly hide some columns. 'Cause you could certainly hide a column that I don't want to print. Now, there's another feature here, another set of commands you might not have seen yet. When you go to the page layout tab, this group of options right here is referred to as page setup. Click the little drop arrow here. It launches this dialogue box. People who have been using Excel for years are very familiar with some of these buttons.
We could make some changes here. We might want to experiment with this size here. Could we make this be 90%? Would it still fit on as many pages? We might try that. Here's print preview, let's give it a quick look. Says 32 pages. Uh-uh, that didn't work so well. Let's go back. Now, instead of going back to the dialogue box by escaping, here's page setup again right here. Same set of commands. It will change that again. Now that may or may not be the right change.
A lot of you know it, landscape means we could go that way. I doubt if that's gonna be a choice here, but we can make that choice, too. There's a margins tab here. How about less white space on the left? Change that to 0.5. Click okay, how's the preview looking now? It was 32 pages. Now it's 15 pages. That looks pretty good, perhaps, but what about those repeating titles that we need? Let's go to page setup. Sheet tab, rows repeat at top, we can't get to it.
And I wish I knew why that just doesn't work there. Close it, what can we do here? Escape, and if we go to page setup on the page layout tab with this button, sheet, rows repeat at top, click in there with click row one. And by the way, in some worksheets, that might be two rows, but just one here. Once again, print preview. So reminding ourselves the cycle of making changes going back to the preview back and forth makes some sense.
If this is the first time you're printing this worksheet, it might seem lengthy, but over time, you refine this and next time you need to print this worksheet, you won't be spending much time on this, current settings are in effect. We can also change header and footer here. Might have seen the previous movie, maybe page layout in the lower right corner's a better way to do that, but by making changes to the margin, the sheet tab here possibly grid lines, row and column headings, possibly page, you can make lots of choices here. And eventually have the printout that you need.
So a totally different approach to printing begins with the idea of page break preview. You first define what it is you want to print and then consider some of the various options. And again, remember, page setup is available from that lower right hand button here, and when we're in print preview, remember control P, we can get to those same options by way of page setup this way. So multiple ways to get to the same set of commands by way of page setup, and starting off with page break preview, as we've seen on the examples here.
- Navigating Excel tabs and menus
- 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