Standard Printing

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Standard Printing

Introduction

Printing allows you to get your work on paper. This is useful both for referencing and sharing your work. Data available on your worksheets can be explored and exploited in various areas including visual presentation or book review. Since printing involves different issues, it is important to know what Microsoft Excel offers.

Before printing, make sure that a printer is available for your computer. This means that, a printer could be attached to your computer or you may use a networked shared printer. Sometimes, more than one printer will be available to you.

To check whether a printer is available for your computer, on the Taskbar of:

  • Windows 9X and 2000, you can click Start -> Settings -> Printers
  • Windows XP, you can click Start -> Controls Panel, click Printer and Other Hardware, then click View Installed Printer or Fax Printers
  • Windows Server 2003, on the taskbar, you can click Start -> Control Panel -> Printers and Faxes. You would see a list of the printers available to you.

Printers and Other Hardware This action would open the Printers window. If more than one printer are available, they will appear on the list. The printer with the check mark icon is your default printer; this means that whenever you send a job to the printer, if you don’t change anything in the printing process, the default printer will do the job

If no printer is attached to your computer but you still need to at least print preview your worksheet, you can install a “fake” printer on your machine. To do that, from the Printers window, double-click Add Printer and follow the instructions of the Add Printer Wizard.

Sending a Document Directly to the Printer

To print a worksheet, you can click the Office Button, position the mouse on Print, and click Quick Print. The document would be sent directly to the print and print. This technique doesn’t provide any configuration. Therefore, you should use it only when the job to be printed is not large or particularly complicated.

Practical Learning Practical Learning: Using the Print Button

  1. Start Microsoft Excel and open the Grier Summer Camp2 workbook.
    Click the Registration tab if necessary to activate it.

     
    Grier Summer Camp
  2. Click the Office Button, position the mouse on Print, and click Quick Print.
    Notice that the document is printed vertically, on two sheets of paper

Print Preview

Print preview allows you to open a special window that would present the document as it would appear when it is printed. In Microsoft Excel, the Print Preview window is not just used to preview the printed document. There are other configurations you can perform. To access the Print Preview window, you can click the Office Button, position the mouse on Print, and click Print Preview.

In Print Preview, Microsoft Excel displays a Ribbon with only one tab:

Print Preview

Button Role
Next Page Allows you to preview the next page of a document that spreads more than one page
Previous Page Shows the previous section of the printed page
Zoom Since the Print Preview window is not used to read the document but to preview it, if you want to take a closer look at the document, click the Zoom button to zoom in. If you click the zoom button again, the preview area would come back to the previous display.
Print Used to call the Print dialog box
Page Setup Would call the Page Setup dialog. The Page Setup dialog box will be reviewed in another section
Show Margins Besides displaying a preview of the printed paper, the Print Preview window allows you to "enlarge" or "squeeze" the document. To do this, you can first click the Show Margins check box. Once clicked the window would display lines around the document:

Print Preview

Based on this, to shrink, enlarge, heighten or narrow the printed document, you can click one of the lines and drag in the desired direction.

Close Print Preview Used to close the Print Preview window

Practical Learning Practical Learning: Using the Print Preview Window

  1. The Grier Summer Camp1 workbook should still be opened. Click the Registration tab sheet
  2. Click the Office Button, position the mouse on Print, and click Print Preview
  3. Click the Print button to call the Print dialog
  4. On the Print dialog, click Cancel
  5. Click the Office Button, position the mouse on Print, and click Print Preview
  6. On the Ribbon of the Print Preview window, click the Show Margins check box. Notice the margin lines on the paper.
  7. Position your mouse on the left line. Notice that your mouse pointer changes to a cross with horizontal arrows
  8. Drag your mouse to the right. While you are dragging, observe the dimension on the left side of the Status bar
     
    Print Preview
  9. Keep dragging until the dimension on the Status Bar displays 1.70
  10. Click the Show Margins check box again to dismiss the margin lines
  11. Click the Next Page button to view the second page
  12. Click the Close Print Preview button on the Print Preview window