Chapter 1
Section 1.4 – Printing
Learning Objectives
- Use the Page Layout tab to prepare a worksheet for printing.
- Add headers and footers to a printed worksheet.
- Examine how to print worksheets and workbooks.
Once you have completed a workbook, it is good practice to select the appropriate settings for printing. These settings are in the Page Layout tab of the Ribbon and discussed in this section of the chapter.
Page Setup
Before you can properly print the worksheets in a workbook, you must establish appropriate settings. The following steps explain several of the commands in the Page Layout tab of the Ribbon used to prepare a worksheet for printing:
- Open the CH1 GMW Sales workbook, if it is not already open.
- Click the Page Layout tab of the Ribbon.
- Click the Margins button in the Page Setup group of commands. This will open a drop-down list of options for setting the margins of your printed document.
- Click the Wide option from the Margins drop-down list. (see Figure 1.47)
- Click the Orientation button in the Page Setup and select Landscape.
- Click on the arrow to the bottom right of the Page Setup category to launch the Page Setup options dialog box.
- Click the Margins tab and locate “Center on Page”. Click the boxes to Horizontally and Vertically center the data on the worksheet. Click OK.
Why?
Use Print Settings
Because professionals often share Excel workbooks, it is a good practice to select the appropriate print settings in the Page Layout tab even if you do not intend to print the worksheets in a workbook. It can be extremely frustrating for recipients of a workbook who wish to print your worksheets to find that the necessary print settings have not been selected. This may reflect poorly on your attention to detail, especially if the recipient of the workbook is your boss.
Table 1.2: Printing Resources: Purpose and Use for Page Setup Commands |
||
|---|---|---|
Command |
Purpose |
Use |
| Margins | Sets the top, bottom, right, and left margin space for the printed document |
|
| Orientation | Sets the orientation of the printed document to either portrait or landscape |
|
| Size | Sets the paper size for the printed document |
|
| Print Area | Used for printing only a specific area or range of cells on a worksheet |
|
| Breaks | Allows you to manually set the page breaks on a worksheet |
|
| Background | Adds a picture behind the cell locations in a worksheet |
|
| Print Titles | Used when printing large data sets that are several pages long. This command will repeat the column headings at the top of each printed page. |
|
Headers and Footers
When printing worksheets from Excel, it is common to add headers and footers to the printed document. Information in the header or footer could include the date, page number, file name, company name, and so on. The following steps explain how to add headers and footers to the GMW Sales Data workbook:
- Click the Insert Ribbon and click on Header & Footer at the right end of the ribbon