5.10 Printing Worksheets

To practice in this lesson, identify the worksheet, which you need to print. Once you identify the worksheet, open it. For example we open REPORT.xls.

Printing a worksheet in its default mode is an absolute simple task. Lets see how: -

1.   Ensure that the worksheet  which s to be printed is open on the screen.

2.   Click on print button on Standard Toolbar. If an active printer is attached to your computer, the printing will start.

Though this is the easiest method but this may not suit your requirements always specially when the worksheet is a large one or you wish to print in one the many customised ways available.

5.10.1 Previewing your worksheets

In order to get a better idea of how the worksheet will look like when it is printed, you can use print preview option. With this option you will see the overall appearance of one page or all the pages.

1.   With Reports.xls as active worksheet, click on the Print Preview button on the Standard Toolbar. Your worksheet appears in the Preview window.

2.   Move the pointer over the sheet. The pointer changes to look like a small magnifying glass.

3.    Click anywhere near the middle of the worksheet. The worksheet zooms in, so you can see the data. In some cases you may find that at this juncture, some of the cells in certain worksheets might contain number signs (#) rather than actual digits. It simply indicates that you need to widen the columns before printing.

4.    Click on the Zoom Button. This will bring back the worksheet in the Preview window. Clicking on Close button  - ends the preview and sends you back to your worksheet.

 5.10.2 Setting up pages

When you attempt to print a large worksheet, chances are that the data may not fit on one page or you feel the need for  adjusting page breaks. You may need to insert some information on the top or bottom of the page and margins adjusted. Excel provides you facility to set up the pages in a way you want it.

5.10.3 Adjusting The Worksheet Data In A Limited Printing Space

At times you may need to print only a section of a worksheet. You can print as little or much of a sheet as you need. Or you might have too much information for one page and yet wanting to adjust tat on it. Lets learn how to do it: -

5.10.3.1 Print A Portion Of A Worksheet

1.    In the REPORT worksheet select A5:F11. This range includes the quarterly sales.

2.    On the File menu, click Print. The Print dialog box opens.

3.    In the Print What Area, select the Selection option and then click OK. A message box opens, telling you that your selection is being printed. Only the selected worksheet data will be printed.

5.10.3.2 Accommodate A Large Worksheet On One Page

In case you have a large worksheet that, does not fit on a single sheet and yet you desire that it should get adjusted on a single sheet, you can use the Page Setup dialog box to fit an entire worksheet onto one printed page.

1.       Click on cell A1.

2.       On the File menu, click Page Setup… The Page Setup dialog box opens.

3.       In the Page Setup Dialog box, click the Page tab. The Page options appear in the dialog box.

4.       In the Orientation area, select Landscape.

5.       In the Scaling area, the Fit to: option button.

6.     Make the selection in Fit to: Option as 1 page(s) wide by 1 all. The above steps will scale your worksheet down to fit on only one page. You can change the number of pages to whatever you require.

7.       Next click the Print Preview button.

8.       The Print Preview window opens and displays your entire worksheet in Landscape view.

5.10.3.3 Adjusting The Worksheet In Two Pages

You can also adjust the data of a worksheet to print on two or more pages.

1.    In the Print Preview window, click the Setup… button. The Page Setup dialog box opens.

2.    In The dialog box, click the Page tab. The page options appear in the dialog box.

3.    In the orientation area, select Portrait. Selection of this option will change your page from a wide to a tall orientation.

4.    Next in the scaling area, ensure that the Fit to: options is selected and change it to 2 page(s) wide by 1 tall. This will scale your worksheet to fit onto two pages. In fact you can change the number of pages to whatever you need

5.    Finally click OK.

6.    Click the Print… button and then in the dialog box, click OK. A message will appear on the screen to inform you that printing has started.

7.    When the message box closes, on the File menu, click Page Setup….

8.    In the scaling area, select Adjust o: and then click OK. This will restore the scaling to the default settings.

5.10.4 Adding Print Titles

1. On the File menu, click Page Setup… The page Setup dialog box opens.

2. In the dialog box, click the Sheet tab.

3. In the Print titles area, click on the box of the option – Columns to repeat at left.

4. Next $B:$B or any cell address in this box, from where the worksheet header starts.

5. Finally, in the dialog box, click the Print Preview button. The Print Preview window opens and displays your worksheet.

6. Click on the Next button. You will see that the header is repeated at the left side of each page.

7. Click on the Close button. The Print Preview window closes.

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