Topic 19 – Notes

PREPARE TO PRINT

 

After completing this lesson, you should know:

  • How to preview a document
  • How to repeat a heading row at the top of each printed page
  • How to select an area on the sheet you’d like to print
  • How to change the page breaks before printing

 

PRINT PREVIEW

Before you print an Excel sheet, use Print Preview to see exactly what you are about to print.

Methods to Print Preview:

  • File → Print
  • Ctrl P

 












At the bottom of the screen, the program will show you how many pages will be printed for the active sheet.

 


In the bottom right corner, there are two options:

  • Show margins: click on this option to see the margins on the print preview.
  • Zoom: click on this option to zoom in on the print preview and click again to zoom out to see the whole page.

 



To the left, you can see all the print settings and page setup options.

Use Escape (Esc) to return to the normal Excel view.

 

PRINT TITLES

When you are printing a large worksheet, the rows might flow over to a second or third page. The column headings will only show on the first printed page.

You can use the Print Titles option to specify a certain row(s) that you want Excel to repeat at the top of every printed page.

 

 





Example:

  • Use Print Preview to see how many pages you are going to print (File → Print or Ctrl P)
  • If there is more than one page, you will notice that the column headings are only displaying on the first page.
  • Press Escape on the keyboard to return to your Excel worksheet.
  • To specify which row you want to repeat on each printed page: Page Layout ribbon tab → Page Setup group → Print Titles.
  • Click in the box next to Rows to repeat at top.
  • Click on the name of the row in your worksheet that you want to repeat.
  • OK
  • Use Ctrl P to preview what will print. Look at the second and third page. The headings are automatically repeating at the top of each page.

 






SET PRINT AREA

If you want to print only a section on the worksheet, there are two options:

Option 1: Set Print Area

 

 





  • Select the section you want to print
  • Page Layout ribbon tab → Page Setup group → Print Area → Set Print Area.

Only this section will print now.

Warning: Be very careful when using this option, because once the print area is set, it will always print only his section, unless you remember to clear the print area.

Option 2: Change Print Settings

 

 








In this option you don’t set any Print Area. Just select the section you want to print → Ctrl P to go to Print Preview → Click on “Print Active Sheets” under Settings and choose “Print Selection”.

 

CHANGE PAGE BREAKS

Excel will automatically add a page break if there is no more space on the first printed page. If needed, you can change where this page break should be.

Option 1: Use the Ribbon

  • Use Ctrl P to go to Print Preview to see where the page will break
  • Escape to return to normal view. Grey dashed lines will indicate the page breaks.
  • Click on the first cell of the first row that you want to appear on the next page when printed.
  • Page Layout ribbon tab → Page Setup group → Breaks → Insert Page Break

 





Option 2: Switch to Page Break Preview

 




  • Blue dashed lines will indicate the automatic page breaks.
  • Click on the first cell of the first row that you want to appear on the next page when printed.
  • Page Layout ribbon tab → Page Setup group → Breaks → Insert Page Break

 







  • The dashed line will disappear and a solid blue line will indicate where the new page break will be.

 







To reset all the page breaks → Page Layout ribbon tab → Page Setup group → Breaks → Reset All Page Breaks


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Last modified: Friday, 30 April 2021, 3:00 PM