Press Ctrl+P to get a print preview and printing commands. The Page Layout tab in the ribbon and the Page Layout button in the Status bar provide additional options.
- [Instructor] Excel has a large number of printing options, but if you're just getting started, the likely choice you're gonna be make if you wanna print a work sheet is to go to the File tab and choose Print. And any time you do get a Print preview, you'll be looking at the bottom of the screen, we see Page One of 52. That seems like a lot. You can scroll through the list using the mouse wheel here, as I'm doing. Looking through this list here, I'm wondering why it's gonna take so many pages, maybe. And then I realize Excel's picking up the left side of the work sheet, then the right side, and maybe I've got other data out there. What's going on here? Ideally, what we should be doing is indicating what it is we want to print.
Let's escape from here. On this worksheet, I've got data off to the right. Excel assumes I wanna print all of this. So let's reconsider this. One approach can be, let's just select this data here. Now, in the Ribbon menu system, there's a Page Layout tab. And before making some choices here, I wanna also point out that in the lower right-hand corner, there are three buttons. The left one is the one we typically use. It says Normal. But the next one over is called Page Layout. If you click that Page Layout button, we can click in this upper area.
Now, it's not exactly obvious that you would do this, but if I slide in here and click, suddenly, instead of the file name there, we see this phrase right here. That's a little strange. How about on the left side? We can add by clicking the Design tab. We can put in current date. We can click on the other side, maybe, put in the current time. We've got some options up here. So it's certainly worthwhile visiting this. Maybe we don't want this filename here. We can delete that. The bottom, probably page numbers. As we start to click in here, some of those cryptic indicators now turn into what we actually will see.
So we have some control over the heading and footing by going to this Page Layout view in the lower right-hand corner. But let's shift the focus back. First, click Normal. Go back to Page Layout. And here, what we might consider doing is controlling titles. If we go back to File, Print, by the way, a quick way to get there is Control + P. Think of P for print. If we start to scroll through this list as we did before, what's missing on all but the first page? The headings, we like to see them repeated. So, let's escape from here.
And on the Page Layout tab in the Ribbon, print titles. Rows to repeat at top, click in that panel. Let's go out and click Row One off to the left side. We can make other changes here, maybe turn off grid lines, do some others, but we can jump right into Print Preview from here. There we go. And now, we see the headings on Page One. I'll use the mouse wheel, it's on Page Two, Page Three. Now, it still might be taking up more pages than we want. So let's go back again. If we highlight just the data we want, in this case, we could simply select the columns through J here, then, on Page Layout print area, set print area.
Now, let's go back to the Print Preview. Remember Control + P is one way, or File, Print. Show Print Preview, fewer pages. Often when you're printing, you go back and forth, at least the first time you're gonna be printing a worksheet, go back and forth a bit, check out some of the changes you made, go get a Print Preview. Another option here, do we really need every column in here? As we scroll down the list, it looks like we're getting the left side of the data, then the right side. Let's escape one more time and maybe not show the columns that we really don't need to show here.
Then we don't need to show those two. Now of course sometimes you do want to see them, and this is not always the option you want, but let's just hide these, jump back into File, Print again, Print Preview, bottom of the screen, Page One of 18, looks like that might work. I always suggest, too, print just one page, not always a first, just to see how it looks. Maybe that's gonna be too crowded-looking. There's some other options you could consider over here, and if you're not finding everything you want, you might also consider some of the choices that we see right here, as well, on the Page Layout tab.
So, one broad approach to printing is to focus on the Page Layout tab that we have in the Ribbon, and also that Page Layout button in the lower right-hand corner that lets us control our headings and footings. And that, combined with the command File, Print eventually gets us to the stage where we finally got the printout the way we want it to be.
- 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