10- Printing Workbooks

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101- Preparing to Print Play Video

Print a partial or entire worksheet or workbook:

1) Do one of the following:

§ To print a partial worksheet, click the worksheet, and then select the range of data that you want to print.

§ To print the entire worksheet, click the worksheet to activate it.

§ To print a workbook, click any of its worksheets.

2) Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

3) Under Print what, select an option to print the selection, the active sheet or sheets, or the entire workbook.

Ø If a worksheet has a defined print area, Excel will print only the print area. If you don't want to print a defined print area, select the Ignore print areas check box.

Ø To print quickly or to preview the printout before you print, click Microsoft Office Button, click the arrow next to Print, and then click Quick Print or Print Preview.

Print several worksheets at once:

Select the worksheets that you want to print.

All workbook files that you want to print must be in the same folder.

1) Click Microsoft Office Button , and then click Open.

2) Hold down CTRL and click the name of each workbook that you want to print.

3) In the Open dialog box, click Tools, and then click Print.

Print an Excel table:

1) Click a cell within the table to activate the table.

2) Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

3) Under Print what, select Table.

Print a workbook to a file:

1) Click Microsoft Office Button , and then click Print.

2) In the Name box, select the printer on which you want to print the file.

3) Select the Print to file check box, and then click OK.

4) In the Print to File dialog box, under Output File Name, type a name for the file that you want to print.

102- Print Preview Play Video

1) Click the Office button. Point to Print. Click Print Preview.

2) Click the Zoom button and then click it to enlarge a specific area of the page.

3) To adjust margins visually, select the Show Margins, and then drag the margin lines.

4) Click the Close Print Preview button to return to the worksheet.

5) Or click the Print button to print from Print Preview

103- The page layout tab Play Video

Change page orientation in Page Layout view:

1) Click the worksheet that you want to work on in Page Layout view.

2) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout Viewon the status bar.

3) On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or Landscape.

104- Page breaks Play Video

Add, delete, or move page breaks:

Hide All

To print the exact number of pages that you want, you can use Page Break Preview view to quickly adjust. In this view, manually-inserted page breaks appear as solid lines. Dashed lines indicate where Microsoft Office Excel will break pages automatically.

Page Break Preview:

 view is especially useful for seeing how other changes that you make (such as page orientation and formatting changes) affect the automatic page breaks. For example, changing the row height and column width can affect the placement of the automatic page breaks. You can also make changes to the page breaks that are affected by the margin settings of the current printer driver.

1) On the View tab, in the Workbook Views group, click Page Break Preview.

  You can also click Page Break Preview on the status bar.

2) Do one of the following:

§ To move a page break, drag the page break to a new location.

Moving an automatic page break changes it to a manual page break.

§ To insert a vertical page break or a horizontal page break, select a row or column below or to the right of where you want to insert the page break, right-click, and then click Insert Page Break on the shortcut menu.

§ To remove a manual page break, drag the page break outside of the page break preview area.

§ To remove all manual page breaks, right-click any cell on the worksheet, and then click Reset All Page Breaks on the shortcut menu.

3) To return to Normal view after you finish working with the page breaks, on the View tab, in the Workbook Views group, click Normal.

You can also click Normal on the status bar.

105- The page layout view Play Video

Use rulers in Page Layout view:

In Page Layout view, Excel provides a horizontal ruler and a vertical ruler, so that you can take precise measurements of cells, ranges, objects, and page margins. Rulers can help you to position objects and to view or edit page margins directly on the worksheet.

By default, the ruler displays the default units that are specified in the regional settings in Control Panel, but you can change the units to inches, centimeters, or millimeters. Rulers are displayed by default, but you can easily hide them.

Change the measurement units:

1) Click the worksheet that you want to work on in Page Layout view.

2) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout View on the status bar.

3) Click the Microsoft Office Button , and then click Excel Options.

4) In the Advanced category, under Display, select the units that you want to use in the Ruler units list.

Hide or display the rulers

1) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout View on the status bar.

2) On the View tab, in the Show/Hide group, clear the Ruler check box to hide the rulers, or select the check box to display the rulers.

When the rulers are displayed, Display Ruler is highlighted in the Sheet Options group.

Add or change page headers and footers in Page Layout view:

1) Click the worksheet that you want to work on in Page Layout view.

2) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout View on the status bar.

3) Do one of the following:

§ To add a header or footer, point to Click to add header at the top of the worksheet page or Click to add footer at the bottom of the worksheet page, and then click in the left, center, or right header or footer text box.

§ To change a header or footer, click the header or footer text box at the top of the worksheet page or at the bottom of the worksheet page that contains header or footer text, and then select the text that you want to change.

You can also display headers or footers in Normal view. On the Insert tab, in the Text group, click Header & Footer. Excel displays Page Layout view and places the pointer inside the header text box at the top of the worksheet page.

4) Type the text that you want.

Set page margins in Page Layout view:

1) Click the worksheet that you want to work on in Page Layout view.

2) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout View on the status bar.

3) On the Page Layout tab, in the Page Setup group, click Margins, and then click Normal, Narrow, or Wide.

For more options, click Advanced, and then on the Margins tab, choose the margin sizes that you want.

4) To change margins by using the mouse, do one of the following:

§ To change the top or bottom margin, click the top border or the bottom border of the margin area in the ruler. When a vertical two-headed arrow appears, drag the margin to the size that you want.

§ To change the right or left margin, click the right or left border of the margin area in the ruler. When a horizontal two-headed arrow appears, drag the margin to the size that you want.

A ScreenTip displays the margin size while you are dragging the margin to the size that you want.

Hide or display headers, footers, and margins in Page Layout view:

Headers, footers, and margins are displayed by default in Page Layout view. To maximize the workspace to make entering, editing, or working with large amounts of data easier, you can quickly hide them.

1) Click the worksheet that you want to work on in Page Layout view.

2) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout View on the status bar.

3) Click any border of the worksheet to hide or display the white space around the cells.

You can also click between pages to hide or display the white space around the cells.

Hide or display gridlines, row headings, and column headings in Page Layout view:

Gridlines, row headings, and column headings are displayed by default in Page Layout view, but they are not printed automatically.

1) Click the worksheet that you want to work on in Page Layout view.

2) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout View on the status bar.

3) On the Page Layout tab, in the Sheet Options group, do one or more of the following:

§ To hide or display gridlines, under Gridlines, clear or select the View check box.

§ To print gridlines, under Gridlines, select the Print check box.

§ To hide or display row and column headings, under Headings, clear or select the View check box.

§ To print row and column headings, under Headings, select the Print check box.

Select scaling options in Page Layout view:

1) Click the worksheet that you want to work on in Page Layout view.

2) On the View tab, in the Workbook Views group, click Page Layout View.

You can also click Page Layout View on the status bar.

3) On the Page Layout tab, in the Scale to Fit group, do one of the following:

§ To shrink the width of the printed worksheet to fit a maximum number of pages, select the number of pages that you want in the Width list.

§ To shrink the height of the printed worksheet to fit a maximum number of pages, select the number of pages that you want in the Height list.

§ To stretch or shrink the printed worksheet to a percentage of its actual size, select the percentage that you want in the Scale box.

4) To scale a printed worksheet to a percentage of its actual size, the maximum width and height must be set to Automatic.

Return to Normal view:

- On the View tab, in the Workbook Views group, click Normal.

- You can also click Normalon the status bar.

106- Headers and footers Play Video

Add or change the header or footer text:

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets. or for embedded charts. you can work with headers and footers in the Page Setup dialog box.

Add or change the header or footer text for a worksheet in Page Layout view:

1) Click the worksheet to which you want to add headers or footers, or that contains headers or footers that you want to change.

2) On the Insert tab, in the Text group, click Header & Footer.

- Excel displays the worksheet in Page Layout view. You can also click Page Layout Viewon the status bar to display this view.

§ To add a header or footer, click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page.

§ To change a header or footer, click the header or footer text box at the top or at the bottom of the worksheet page that contains header or footer text, and then select the text that you want to change.

3) Type the text that you want.

- To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normalon the status bar.

Add or change the header or footer text for a chart:

1) Click the chart sheet or embedded chart to which you want to add headers or footers, or that contains headers or footers that you want to change.

2) On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the Page Setup dialog box.

3) Click Custom Header or Custom Footer.

4) Click in the Left section, Center section, or Right section box, and then click the buttons to insert the header or footer information that you want in that section.

5) To add or change the header or footer text, type additional text or edit the existing text in the Left section, Center section, or Right section box.

 Notes 

· To start a new line in a section box, press ENTER.

· To delete a portion of a header or footer, select the portion that you want to delete in the section box, and then press DELETE or BACKSPACE. You can also click in the text and then press BACKSPACE to delete the preceding characters.

· To include a single ampersand (&) within the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services.

· To base a custom header or footer on an existing header or footer, click the header or footer in the Header or Footer box.

Add a predefined header or footer:

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with the headers and footers in the Page Setup dialog box.

Add a predefined header or footer to a worksheet in Page Layout view:

1) Click the worksheet to which you want to add a predefined header or footer.

2) On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3) Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page.

Tip  Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4) On the Design tab, in the Header & Footer group, click Header or Footer, and then click the predefined header or footer that you want.

Tip  To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normal on the status bar.

Add a predefined header or footer to a chart

1) Click the chart sheet or embedded chart to which you want to add a predefined header or footer.

2) On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the Page Setup dialog box.

3) Click the predefined header or footer in the Header or Footer box.

Insert specific elements in a header or footer:

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with headers and footers in the Page Setup dialog box.

Insert specific header and footer elements for a worksheet

1) Click the worksheet to which you want to add specific header or footer elements.

2) On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3) Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page.

Tip  Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4) On the Design tab, in the Header & Footer Elements group, click the element that you want.

Tip  To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normal on the status bar.

Insert specific header and footer elements for a chart

1) Click the chart sheet or embedded chart to which you want to add a predefined header or footer.

2) On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the Page Setup dialog box.

3) Click Custom Header or Custom Footer.

4) Use the buttons in the Header or Footer dialog box to insert specific header and footer elements.

Tip  When you rest the mouse pointer on a button, a ScreenTip displays the name of the element that the button inserts.

Choose the header and footer options:

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with headers and footers in the Page Setup dialog box.

Choose the header and footer options for a worksheet

1) Click the worksheet for which you want to choose header and footer options.

2) On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3) Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet page.

Tip  Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4) On the Design tab, in the Options group, select one or more of the following:

§ To insert a different header or footer for odd pages on an odd page and for even pages on an even page, select the Different Odd & Even Pages check box.

§ To remove headers and footers from the first printed page, select the Different First Page check box.

§ To use the same font size and scaling as the worksheet, select the Scale with Document check box. To make the font size and scaling of the headers or footers independent of the worksheet scaling for a consistent display on multiple pages, clear this check box.

§ To make sure that the header margin or footer margin is aligned with the left and right margins of the worksheet, select the Align with Page Margins check box. To set the left and right margins of the headers and footers to a specific value that is independent of the left and right margins of the worksheet, clear this check box.

Tip  To return to Normal view, on the View tab, in the Workbook Views group, click Normal. You can also click Normal on the status bar.

Choose the header and footer options for a chart:

1) Click the chart sheet or embedded chart to which you want to add a predefined header or footer.

2) On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the Page Setup dialog box.

3) Select one or more of the following:

§ To insert a different header or footer for odd pages on an odd page and for even pages on an even page, select the Different Odd & Even Pages check box.

§ To remove headers and footers from the first printed page, select the Different First Page check box.

§ To use the same font size and scaling as the worksheet, select the Scale with Document check box. To make the font size and scaling of the headers or footers independent of the worksheet scaling for a consistent display on multiple pages, clear this check box.

§ To make sure that the header margin or footer margin is aligned with the left and right margins of the worksheet, select the Align with Page Margins check box. To set the left and right margins of the headers and footers to a specific value that is independent of the left and right margins of the worksheet, clear this check box.

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