How to Print using Excel 2001

1. Excel 2007
Printing
Printing Print Preview displays your worksheet as it
will look when printed. When your
document opens in Print Preview, a
Preparing to Print a Workbook
separate Print Preview ribbon displays.
In Excel, you can print an entire workbook
or the individual worksheets within the
workbook. Preparing to print an Excel
workbook or worksheet can be a
complicated process. The information
below provides help with the complex
formatting sometimes involved in printing a
worksheet.
The Print Preview tab contains several
options for adjusting the way your
Print Preview document will print.
Print Preview shows you what your printed Print
document will look like when printed.
Additionally, Print Preview provides access Click Print to print your worksheet as
to Page Setup and printing options. displayed on the screen.
To preview your document using Print Page Setup
Preview, click the Microsoft Office Button
and choose Print | Print Preview. Page Setup provides access to the Page
Setup dialog box.
The Page Setup dialog box provides access
to most of the features needed to print
your worksheet to your specifications.
Excel 2007 – Printing

2. Page tab
Feature Description
Orientation Switch between Portrait and
Landscape page orientation.
Scaling Adjust to – Use the Adjust to
settings to print the
worksheet’s text at a
percentage of the original size.
For example, choose 100% to
print the worksheet data the
same size as it is displayed on
your screen at 100% zoom.
Fit to – Use Fit to to make the Use the Top, Right, Bottom and Left
worksheet fit on the desired dropdowns to set the appropriate margins.
number of pages. For
example, Fit to 1 page tall by 1 Use the Header and Footer dropdowns to
page wide will shrink or set the distance from the edge of the sheet
enlarge the worksheet’s for the header and footer to begin.
contents until they are
displayed on a single page. Use the Center on Page options to center
Paper size Use the Paper size dropdown the spreadsheet data horizontally and/or
to choose the appropriate vertically on the printed page.
size.
Print quality Use the Print quality
Click Options to access the Printer Options
dropdown to print at a higher for your printer.
or lower resolution.
Header/Footer
First page Use the First page number
number field to set an appropriate first
page number. Leave at Auto
for the first page to be
counted as 1.
Options Click Options to access the
Printer Options for your
printer.
Margins
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3. Feature Description Sheet
Header Use the Header dropdown to
apply a preset header to your
worksheet.
Footer Use the Footer dropdown to
apply a preset footer to your
worksheet.
Custom Click the Custom Header or
Header/Custom Custom Footer buttons to
Footer create a custom header or
footer for your worksheet.
Different odd Check the Different odd and
and even pages even pages checkbox to set NOTE: Several of the options on the Sheet
different headers and footers tab are not available when accessed
for odd and even pages.
through Print Preview. For access
Different first Check the Different first to all options, click the dialog box
page page checkbox to set a launcher in the Page Setup group of
different first page header or
the Page Layout tab.
footer. Use this option to
“suppress” the first page
Feature Description
number.
Print area Click the Print Area button to
Scale with Check the Scale with
select and set the print area
document document checkbox to
for the worksheet. This option
enlarge/decrease the header
is not available through Print
and footer with the
Preview.
document.
Rows to Click the Rows to repeat at
Align with page Check the Align with page
repeat at top top button to select the rows
margins margins checkbox to use the
to print at the top of each
same margins in the header
page. This option is not
and footer as on the page.
available through Print
Preview.
Columns to Click the Columns to repeat at
repeat at left left button to select the
columns to print at the left of
each page. This option is not
available through Print
Preview.
Gridlines Check the Gridlines checkbox
to print gridlines on the
worksheet.
Black and Check the Black and white
white checkbox to print the
spreadsheet in black and
white.
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4. Draft quality Check the Draft quality Page Setup
checkbox to print the
spreadsheet at a lower quality Feature Description
and faster speed. Margins Click the Margins dropdown to
Row and Check the Row and column select from Excel’s predefined
column headings checkbox to print margins or to create your own
headings row (1, 2, 3 etc.) and column custom margins.
(A, B, C etc.) on each sheet. Orientation Click the Orientation
Comments Use the Comments dropdown dropdown to switch between
to choose how comments are Portrait and Landscape
displayed in the printed orientations.
worksheet. This option is not Size Click the Size dropdown to
available from Print Preview. select the appropriate page
Cell errors as Use the Cell errors as size.
dropdown to choose how cell Print Area Click the Print Area dropdown
errors are displayed in the to set or clear the print area.
printed worksheet.
Breaks Click the Breaks dropdown to
Page order Use Page order to choose the insert or remove page breaks.
appropriate order for printing
Background Click the Background button
your worksheet. Choose
to insert a logo, image or
Down then over for long
clipart as a background for the
worksheets. Choose Over
spreadsheet. Backgrounds are
then down for wide
only visible on screen and will
worksheets.
not print.
Print Titles Click Print Titles to access
Page Layout Tab Sheet options including Row
and Column headings.
The Page Layout tab contains many of the
Page Setup Click the Page Setup dialog
functions that are essential to formatting Dialog Box box launcher to access all
your worksheet for printing. Launcher Page Setup options. All Page
Setup options are available
Themes when accessed this way.
Use the options in the Themes group to
Scale to Fit
apply color and font themes to your
spreadsheet. Width
• Select the appropriate width from the
dropdown. Automatic is the default
and will print to the width of the
spreadsheet as displayed at 100% on
screen.
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5. Height Feature Description
Bring to Select Bring to Front from the
• Select the appropriate height from the Front dropdown to move the selected
dropdown. Automatic is the default item to the front of the stack.
and will print to the height of the Select Bring Forward from the
spreadsheet as displayed at 100% on dropdown to move the selected
screen. item forward one layer.
Send to Select Send to Back from the
Scale Back dropdown to move the selected
item to the back of the stack.
• Use Scale to scale the worksheet to a Select Send Backward to move the
percentage of the displayed worksheet. selected item back one layer.
Selection Click Selection Pane to toggle the
Dialog Box Launcher Pane selection pane. The Selection Pane
provides access to all objects in the
• Use the dialog box launcher to access spreadsheet. All objects can be
the Page Setup options. selected and hidden/viewed from
this pane.
Sheet Options
Gridlines
• View – Check to view on screen.
• Print – Check to print.
Headings
Align Select the appropriate alignment
• View – Check to view on screen.
option from the Align dropdown to
align the selected object in the
• Print – Check to print.
desired way.
Arrange Group Select the objects to group and
select Group from the Group
dropdown. To ungroup, click the
grouped objects and select
Ungroup from the dropdown.
Rotate Select the object to rotate. Select
the appropriate rotation option
from the dropdown. The object
Objects can be layered or stacked in Excel. rotates as desired.
They can be moved backwards or forwards
in layers, or can be sent all the way to the
back or front of the stack.
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6. Page Break Preview 2. Drag the solid line to the desired
location. The Print Area is changed.
Page Break Preview is the easiest way to The Print Area can only be made
manipulate how your spreadsheet will smaller using this option.
print.
To access Page Break Preview, click the Page Layout View
Page Break Preview button on the View
Page Layout view displays the worksheet on
menu at the bottom right of the Excel pages showing the header, footer as well as
screen. a basic representation of how the
spreadsheet will look when printed.
Page Break Preview displays your
spreadsheet with dotted blue lines denoting
page breaks and sold blue lines noting the
edge of the Print Area. Unlike Print Preview, Page Layout view
provides access to all Excel features. You
can still enter data, use formulas and work
in the spreadsheet as you normally would
but with access to many of the Page Layout
options.
Working with Headers and Footers
Headers and Footers can be accessed in two
ways in Excel; using the Header/Footer tab
To adjust a page break,
of the Page Setup dialog and via the Page
1. Click the page break (dotted line). Layout view.
Notice that your cursor changes to a
Header/Footer Tab
double ended arrow.
To access the Header/Footer tab, click the
Page Setup dialog box launcher in the Page
Setup group of the Page Layout tab. Click
2. Drag the dotted line to move the page
the Header/Footer tab.
break to the desired location. The page
break is moved.
To adjust the Print Area,
1. Click the print area border (solid line).
Notice that your cursor changes to a
double ended arrow.
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7. Built-in Headers and Footers 1. Click in the Left section field.
To use any of Excel’s pre-defined headers
and footers, choose the desired option from
the Header and Footer dropdowns.
Custom Headers and Footers
2. Click the Insert Picture button.
To create a custom header or footer, click
the Custom Header or Custom Footer
button. 3. Browse to the location of the logo.
The Custom Header or Custom Footer
screen opens. In the example below, we
will work with the Header screen.
4. Select the logo and click Insert. The Left
section displays Excel’s code for the
logo.
Excel divides the header and footer into
three sections. Using the options on the
Header or Footer screen, we can add any
information we would like.
Next we’ll add the title of the worksheet
Let’s suppose we want to setup a header to the center section of the header.
that contains a company logo in the left To add a title to the center section,
section, the title of the worksheet in the 5. Click in the Center section.
center section and the date in the right 6. Type the title of the worksheet.
section.
First, we’ll work on the left section. To
insert a logo into the left section of the
header,
7. Highlight the title and click the Format
Text button.
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8. 8. Choose the appropriate formatting
options and click OK. The text is
formatted.
Finally, we’ll add the date to the right
section.
To add the date to the right section,
9. Click in the Right section.
10. Click the Insert Date button.
The Right section displays Excel’s code
for the date.
Once the Left, Center and Right
components are added, click OK. To
view the header, view the document in
Print Preview. Headers and footers are
not visible in Excel’s Normal view.
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