Basic Printing

If you want to print a single copy of the active worksheet you can press the Print button on the Standard toolbar.
To print the entire worksheet you can select any individual cell and pres the Print button.
Before you print it is worth checking the layout of the worksheet using two additional views.

microsoft excel docsPrint - This button always prints the default print area and your data will always appear in the top left corner of the page. Using this button will always print one copy of the entire worksheet regardless of whether you have highlighted a specific range of cells.
microsoft excel docsPrint Preview - Before printing it is always worth checking that the format is OK by using (File > Print Preview).
microsoft excel docsPage Break Preview - An alternative way to view your worksheets which displays the total print area. This can be changed by selecting (View > Page Break Preview).

A lot of the printing options can be accessed from the (File > Page Setup) dialog box.
The "Page Setup" dialog box lets you change a vast number of workbook specific settings.
Changing these options will not affect the way your worksheet appears in the screen.
Page tab - These include orientation, scaling, paper size
Margins tab - Allows you to adjust the margins to fit the most amount of data onto a page.
Header/Footer tab - You can specify headers and footers which appear at the top and bottom of all pages respectively. You can also include information (such as filename, page numbers, date, time) and all this information is updated each time the worksheet is printed. However this will only display the headings when printed and not on the screen.
When you save a workbook all the settings from the Page Setup dialog box are saved with it.

Printing Worksheets

If you do not want to print the whole worksheet, but just part of it, highlight the cells you want to print before selecting (File > Print).
If you want to include the gridlines when you print out a worksheet, select the Gridlines checkbox on the Sheet tab
Any blank cells at the bottom or on the right of a defined print area are ignored automatically.
Is a worksheet automatically updated before it is printed ??
You can specify rows to be repeated at the top of the page, and columns to be repeated on the left hand side of the page. This allows you to include headings in these rows and columns that will appear both on the screen and when printed.
Printing a coloured worksheet on a black and white printer can often be hard to read. It will be much easier to read if you choose to print it in black and white.
It is easy to define any rows or columns that you want repeated on every page. This is helpful when you want to review worksheets that print on several pages.
Excel 2002 includes a feature called Inteliprint. This examines the content of your worksheets and only prints worksheets that contain data.
The default page break setup is every 9 columns and every 51 rows ??

Printing Charts

You can print a chart by itself, by selecting the chart and pressing (File > Print). If you want to print the area around a chart then select the cell range surrounding the chart before pressing (File > Print).
When you have a chart sheet selected you will see a Chart specific tab in the (File > Page Setup) dialog box.
You can specify where on the page you want the chart printed and charts can be moved and resized using Page Break View.
If you have a chart or chart sheet selected then using the Print button on the standard toolbar will print the entire chart.

Printing Pictures and Shapes

If you add any objects (i.e. controls, images, shapes etc) to a worksheet and you do not want then to be printed out, right click the object and select Properties. Remove the check against "Print Object".


Blank worksheets are not normally printed however if you define the print area to a specific range of blank cells then it will be printed.
In Excel 2003 and 2002 Excel will check for blank cells at the bottom and at the right edge of a print area and eliminates them automatically, so you don't print any pages with empty cells.
Before you print you can check the number of pages by looking at the margin indicator in the bottom left corner when displaying in Print Preview.
You can print every worksheet in a workbook by selecting (File > Print) and selecting "Entire Workbook" in the Print What options.
By default Excel will print worksheets without gridlines.
Any hidden objects or pictures are not printed.
If you have your calculation set to manual be sure to re-calculate before printing - set an option ????

© 2024 Better Solutions Limited. All Rights Reserved. © 2024 Better Solutions Limited TopNext