5.10.5 Adjusting Margins

By default Excel sets your margins automatically to 1 inch for the top and bottom and 0.75 inch for the left and right margins. You can also adjust the margins with the Page Setup dialog box to any size you desire.

5.10.5.1 Change Margins Of The Worksheet

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

2. Click the Margins tab on the Page Setup dialog box. The Margins options appear.

3. In the Top: box, click the up arrow once .The margin changes from 2.5 to 3 inches.

4. Similarly, in the Bottom: box, click the up arrow once. The margin changes from 2.5 to 3 inches.

5. Next, in the Left: box, click the up arrow once. The margin changes from 1.9 to 2.4 inches.

6. Similarly, in the Right: box, click the up arrow once. The margin changes from 1.9 to 2.4 inches.

7. Finally, under Center on page, click the Horizontally check box. The dialog box Preview changes as you select options. Changes done from step 3 to 7.

8. In order to se the actual preview click the Print Preview button. The Print Preview window opens, displaying the worksheet with the changes.

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

5.10.6 Inserting Page Breaks In Your Worksheet

When you print a large word-processed document, page breaks are automatically inserted. Similarly, when you print a large worksheet; page breaks are inserted automatically at the cell nearest to the margin. However, in such cases you may not always like where your page break falls.

It is quite possible that you may also find that your pages are not printing in the order that you desire. If your document is more than one sheet wide, pages automatically print down your worksheet and then across it.

Excel comes with facilities so that you can control the printing order as well as page breaks easily.

5.10.6.1 Insert A Page Break And Change The Printing Order

1. Click the row header for row where you desire the page break.

2. Next on the Insert menu, click Page Break. A dotted line appears above the selected row, showing the page break you inserted.

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

4. In the dialog box, click the Sheet tab. The Sheet tab appears.

5. In the Page Order area, select Over, then down. This changes your page numbering to go across the pages and then down them.

6. Click on the Print Preview button in the dialog box. The Print Preview window opens. You will see that the worksheet has been divided into pages depending on the size of the worksheet. You can click the Next and Previous buttons to view each page.

7. Click on the Close button.

5.10.7 Adding Headers And Footers To The Printed Worksheet

When you print a worksheet created in Microsoft Excel 97, unlike the previous versions, it does not automatically adds the name of your worksheet file to the header area and the page number to the footer area. If you desire a title or the date to appear at the top or bottom of your pages, you can place the header or footer, which will get printed, on your worksheet. In case, later you do not want either of them to be printed, you can also delete both of them and have a blank in that area.

 5.10.7.1 Using standard headers and footers

 Microsoft Excel provides standard header and footer options. These options allow you to select in the Page Setup dialog box. With these built-in formats, you can have a variety of options, like adding the company or the office name, the filename with or without the extension, the print date, the page number, marking it confidential, putting your own name or just anything that you desire.

 5.10.7.2 Modify a header and a footer

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

2. Click the Header/Footer tab in the dialog box.

3. Click the down arrow next to the Header list box.

4. In the Header list, scroll upward and select – (none). Selecting (none) removes the header.

5. Click the down arrow next to the Footer list box.

6. In the Footer list, scroll and select REPORT, page 1. This option places the filename and the page number at the bottom of the page.

7. In the dialog box, click the Print Preview button. The Print Preview window opens and displays worksheet with the new footer. Closely see the bottom portion of the preview.

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

5.10.8 Creating Custom Headers and Footers

 Let’s create your own headers and footers by using the Custom Header and Custom Footer buttons in the Page Setup dialog box. This will allow you to add the page number, date, time, filename or sheet name and any other text that you with to include. You can also add the document title, date and your own name to the header.

 5.10.8.1 Add a custom header

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

2. Click on the Header/Footer tab in the dialog box followed by clicking the Custom Header button. The Header/Footer dialog box opens.

3. Click in the Left Section box and then type your name. Whatever you type in this box appears at the left margin of the header.

4. Next click in the Center Section box and then type TRANSOR ELECTRIC CORPORATION. Whatever you type in this box appears at the center of the header.

5. Finally, click in the Right Section box and then click on the Date button. Whatever you place in this box appears at the right margin of the header.

6. Once again select the text in the Center Section box and then click on the Font button.

7. Let the font remain Arial, in the Font Style list, select Bold. In the Size list select 12. In the Underline section select Double. Next click on OK. The Font dialog box closes.

8. You will be back to the Header dialog box. Click OK. The Header dialog box closes and the Page Setup dialog box re-appears. The changes for the new header are being reflected in it.

9. Finally click on the OK button. The page Setup dialog box closes.

 5.10.9 Printing a Worksheet Using the Print Command

 Now that you have prepared up your worksheet pages, you are ready to print them. In order to print the worksheet, you can either use the Print button on the Standard toolbar or the Print command on the File menu. When you use the Print button, your worksheet is printed immediately to the default printer, using the last print options you selected.

However, when you use the Print command, you can make additional choices before you print, such as number of copies or selected pages to print. You can also use the Print buttons in the Print Preview window and the Page Setup dialog box to print your worksheet. You can print a selected range, a selected sheet or your entire workbook. Also, you can print multiple copies of a specific page range in your worksheet.

 5.10.9.1 Print the Worksheet

1.  Click on the Print Preview button. The Print Preview window opens.

2. Click on the Zoom button. Your screen will show the enlarged image as it will be printed on paper.

3. To close this screen, click on the Close button. Now that the worksheet is previewed and if it is acceptable to you, print process can be started.

Here we will use the Print command to print the REPORT.xls worksheet.

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

2. In the Print what area, ensure that the Active sheet(s) option is selected.

3. In case more than one copy is required, in the Number of copies: box, click the up arrow once to change the number to 2 or any desired number.

4. Click on the OK button. The dialog box closes and message box appears, informing you the number of copies of worksheet that are being printed on your printer.

 In case you desire to print worksheet in its default or the previous worksheet print settings, simply click on the Print button. Immediately the printing starts. A message box will flash on the screen, stating the same.

5.10.9.2 Steps To Print With Or Without Gridlines

Excel doesn’t print gridlines by default, however if required you can print them. Lets turn on the gridlines: -

1.       Click on the File Menu.

2.       Select Page Setup… The Page Setup dialog box opens.

3.       Click the Sheet tab.

4.       In the Print area, click Gridlines to place a check mark in the check box.

5.       Click on the Print Preview button. The Print Preview opens displaying the Report.xls worksheet. Your data is in a grid now.

6.       Click on the print button. Your worksheet gets printed with gridlines.

7.       Click on save to save your worksheet.

Copyright © 2001 Selfonline-Education. All rights reserved.