Print Configuration

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Print Configuration

The Print Dialog Box

The printing process in Microsoft Excel offers all the classic default features of any other application and other specific issues related to a spreadsheet. To control printing on your worksheet, you use the Print dialog box. To access the Print dialog box:

  • Click the Office Button, position the mouse on Print, and click Print
  • Click the Office Button, position the mouse on Print, and click Print Preview. In the Print section of the Ribbon, click Print

The Print dialog box displays some of the items you are already familiar with such as the title bar, the Context Sensitive Help, the close, the OK, and the Cancel buttons.

Print

When a printer (at least one) is available for your computer, it is usually set as the default printer and it displays on the Printer Name combo box. If more than one printer is available, when you decide to print, click the Printer Name combo box and select the desired printer from the list.

If your worksheet is long, sometimes very long, and expand on various pages, you have the option of printing all the pages or a range of pages. This can be configured in the Print Range section of the dialog box.

You can also select some sections of the worksheet and print just that. This is configured in the Print What section. By default, Microsoft Excel prints the active worksheet, that is, the worksheet that is displaying in the background. If you decide to print everything on your workbook, you can click theEntire Workbook radio button.

For a presentation or any other purpose, if you want to print various copies of the worksheet, increase the number by using the Number Of Copies spin button.

The Properties button allows you to configure or change some of the properties related to the selected printer.

One thing you should always do is to preview your worksheet before the actual printing, this allows you to have an idea of what your worksheet would look like on a piece of paper. You can preview your job by clicking the Preview button.

Practical Learning Practical Learning: Using the Print Dialog

  1. Open the Cherry Pumpkin Day Care1 workbook and, if necessary, click the Registration tab to activate it
  2. Select cells D5:G16
  3. Click the Office Button, position the mouse on Print, and click Print
  4. In the Print What section, click the Selection radio button
  5. Using its spin button, increase the Number Of Copies to 2
     
    Keep in mind that you and I have different printers
  6. Click OK to print the selection in 2 copies.
    Notice that each printed paper includes only the area previously selected.
  7. Press Ctrl + Home to make sure the selection is deselected

Page Breaks

When using the Print option from the Print menu of the Office Button, the document may be printed on two or more pieces of paper. Whenever a document is longer than the default 11 inches height, the printing process will segment it in sections to fit the legal height. If you don’t like the way the printer sets the page limit, you can set your own and tell the printer where you want each page to start. To do that, you use the Page Break feature.

You don’t have to set a page limit the traditional way which consists of using the end of a real end of a page. Microsoft Excel allows you to start a new page anywhere on the worksheet. To set your own page end, first click the row that will start the subsequent page. Then, on the Ribbon, you would click Page Layout. In the Page Setup section, click Page Break. A menu would display. On it, you can click Insert Page Break:

Insert Page Break

You should notice a line that points to the page break.  The document will be divided in at least 4 sections and each section represents its own page.

After you have worked with the page break, or if you don’t need the page break anymore, you can remove it. To remove a page break, on the Ribbon, click Page Layout. In the Page Setup section, click Breaks and click Remove Page Break.

Practical Learning Practical Learning: Using Page Breaks

  1. On the Ribbon, click View.
    In the Window section, click Switch Windows and click Grier Summer Camp1
  2. Click the Registration tab sheet to activate it
  3. To set a page break, click row 28
  4. On the Ribbon, click Page Layout. In the Page Setup section, click Break and click Insert Page Break
  5. Click cell C10 to activate the 1st page
  6. Click the Office Button, position the mouse of Print and click Print Preview
    Notice that the paper displays the upper section of the worksheet
  7. Click the Next Page button to preview the other part of the document
  8. Click the Close Print Preview button on the Ribbon
  9. To remove the page break, click row 28 to activate it
  10. On the Ribbon, click Page Layout. In the Page Setup section, click Break and click Remove Page Break
  11. To set various page limits, click row 22
  12. In the Page Setup section of the Ribbon, click Break and click Insert Page Break
  13. Scroll down if necessary and click row 40
  14. In the Page Setup section of the Ribbon, click Break and click Insert Page Break
  15. Click cell B30. Notice that there are two lines of page breaks on the worksheet
     
     Grier Summer Camp
  16. Click the Office Button, position the mouse on Print, and click Print Preview
    Notice that the preview displays a shorter area than previously
  17. Click the Next Page button. Notice that, unlike previously, the Next and the Previous buttons are enabled: this is because the document is divided in three pages
  18. Click the Next Page button again
  19. To print the current worksheet, click Print
  20. On the Print dialog, click OK
  21. To remove the previous page breaks, click row 40
  22. Press and hold Ctrl, then click row 22. That selects those two rows
  23. In the Page Setup section of the Ribbon, click Break and click Remove Page Break
  24. In the Page Setup section of the Ribbon, click Break and click Reset All Page Breaks
  25. To divide the worksheet in various page sections, click cell E28 to select it
  26. In the Page Setup section of the Ribbon, click Break and click Insert Page Break
    Notice that the document is divided in various sections some of which intersection on cell E28
     
    Page Break
  27. Click the Office Button, position the mouse on Print, and click Print Preview
  28. Click the Next Page followed by the Previous Page buttons a few times to preview all the sections
  29. To print the current worksheet, click Print
  30. On the Print dialog, click OK
  31. To remove the page break, click cell E28
  32. In the Page Setup section of the Ribbon, click Break and click Remove Page Break

Worksheet Area Printing

Since a worksheet can grow very large and sometimes you don’t need all data available, Microsoft Excel allows you to select just one portion of the worksheet and send it to the printer.

In order to print an area of the worksheet, first select that area. Then, on the Ribbon, click Page Layout. In Page Setup section, Print Area, and click Set Print Area. Even if you click somewhere else, the selected area still displays a distinguished border.

Once the desired area has been selected, you can proceed with printing.

Practical Learning Practical Learning: Printing an Area

  1. Select cells C4:E20
  2. On the Ribbon, click Page Layout. In the Page Setup section, click Print Area and click Set Print Area
  3. Press Ctrl + Home. Notice the selection border on the range of cells
     
    Print Area
  4. Press Ctrl + P to call the Print dialog
  5. From the Print dialog, accept all defaults and click OK
  6. To remove the border line on the range, in the Page Setup section of the Ribbon, click Print Area and click Clear Print Area

Introduction to Page Setup

Page setting up allows you to specially configure and control many issues related to printing. You have various options, using the Ribbon or the Page Setup dialog box:

  • On the Ribbon, click Page Layout and use the options in the Page Setup section
  • Use the Page Setup dialog box. To access it:
    • Click the Office Button, position the mouse on Print, and click Print Preview. In the Print section of the Ribbon, click the Page Setup button
    • On the Ribbon, click Page Layout. In the Page Setup section, the Scale To Fit section, or the Sheet Options section, click the More buttons More Options