3.4 Preparing to Print
Learning Objectives
- Locate and fix formatting consistency errors.
- Apply new formatting techniques.
- Use Print Titles to repeat rows and columns on each page of a multiple page worksheet.
- Control where page breaks occur in a multiple page worksheet.
In this section, we will review a worksheet for formatting consistency, as well as learn two new formatting techniques. This worksheet currently prints on four pages, so we will learn new page setup options to control how these pages print. A new data file will be used for this section.
Reviewing Formatting for Consistency
Download Data File: CH3 PTP Data
You have been given a workbook with data about the national parks in the western United States. Your coworker formatted the workbook and has asked you to review it for consistency. You also need to prepare it for printing. Figure 3.26 shows how the second page of the finished worksheet will appear in Print Preview.
Reviewing Formatting for Inconsistencies
The first thing you are going to do is review the worksheet for formatting inconsistencies.
- Open the data file named CH3 PTP Data and use the File/Save As command to save it with the new name CH3 National Parks.
- Scroll through the worksheet and locate the following formatting errors:
- The formatting of the Utah label does not match the other states.
- The Year Established values for Hawaii are not center aligned like the other years.
- The cells for the Nevada data should have the same green fill color as the other alternating states.
- The number of digits after the decimal place for the Size values is inconsistent. Also, these values should be formatted with Comma style to make them easier to read.
- To fix these errors, complete the following steps:
- Merge & Center A34:A38. Change the font size to 16 and apply Bold format.
- Center align C28:C29.
- Apply the green fill color to A31:E31 (be sure to match the green fill color of the other states).
- Select E4:E43 and apply Comma Style. Use Increase Decimal and/or Decrease Decimal until one digit appears after the decimal place for all values.
- While you’re fixing errors, proofread the sheet and correct any typos.
Fine-tuning Formatting
Now that you have fixed the inconsistencies in the formatting, you decide to apply some formatting techniques to make the worksheet look even better. You are going to start by vertically aligning the names of the states within the cells.
- Select A4:A43 (the cells with the state labels).
- Click the Home tab on the ribbon.
- In the Alignment group, click the Middle Align button (see Figure 3.26). Notice that the names of the states are now centered between the top and bottom borders of the cells.
The next new formatting skill is to change the label in E3 from Size (km2) to Size (km2) with the 2 after km formatted with superscript.
- Double-click on cell E3 to enter Edit mode
- Select just the 2 (be careful not to select anything else).
- On the ribbon (Home tab) click the dialog bo