Excel 2013 Print Options

Transcription

1 Excel 2013 Print Options Printing a Page... 2 Printing Options... 2 What to Print... 2 Single Sided or Double Sided?... 2 Collated or Uncollated?... 2 Portrait or Landscape Orientation?... 3 Paper Size... 3 Margins... 3 Custom Margins... 3 Scaling... 3 Custom Scaling... 4 Centered on the Page... 4 Turning Off Centering... 4 Printing Headings... 4 Printing Gridlines... 5 Printing a Chart... 5 Printing Just a Chart... 5 Print Area... 5 Setting the Print Area... 5 Identifying the Print Area... 5 Adding to the Print Area... 5 Ignoring the Print Area When Printing... 5 Clearing the Print Area... 6 Multiple Page Printouts... 6 Printing the Entire Workbook... 6 Printing Selected Worksheets... 6 Titles Repeated on Every Page... 7 Page Breaks... 7 Removing a Page Break... 7 Resetting All Page Breaks... 7 Page Break Preview... 8 Adjusting the Page Breaks... 8 Returning to Normal View... 8 Headers & Footers... 8 Changing to the Page Layout View... 8 Adding a Header... 8 Adding a Footer... 9 Switching Between Header and Footer... 9 Changing the Page Numbering... 9 Adding the Same Header/Footer to Multiple Worksheets... 9 Different First Page Header/Footer Different Header/Footer on Odd/Even Pages Adding a Picture to a Header or Footer Formatting a Picture in the Header or Footer Compressing a Picture in the Header or Footer Removing the Header or Footer Technology Training Resources can be found at Page 1

2 Printing a Page Open the Excel worksheet to be printed. Click on the File tab. Click on Print. Check Printer to make sure the desired printer is selected. Look at the preview and make adjustments to the Settings to obtain the desired printout. If more than one page is being printed, use the arrows to scroll through the pages. The Settings section has options to choose what is printed, single sided or double sided printing, paper orientation, paper size, margins, and scaling. To print multiple copies, click in Copies and use the arrows or enter the number of copies to be printed. Click on Print. Printing Options There are many options when printing an Excel worksheet. Choices for printing include what part of the spreadsheet to print, whether the printing will be on one side of the paper or both sides, portrait or landscape orientation, margin settings, and graphics such as a watermark. What to Print What is printed is controlled by the first button in Settings. The active sheet is the worksheet that was displayed then the File tab was click on. To print the active sheet, click on Print Active Sheets and choose Print Active Sheets. For information on Print Entire Workbook and Print Selection, see below. Single Sided or Double Sided? The printing can be on one side of the paper or on both sides. To print on just one side of the paper, click on and select Print One Sided. To print on both sides of the paper in Portrait orientation, click on Print One Sided and choose Print on Both Sides Flip pages on long edge. To print on both sides of the paper in Landscape orientation, click on Print One Sided and choose Print on Both Sides Flip pages on short edge. Note: This choice does not change the orientation of the printing to either Portrait or Landscape. Collated or Uncollated? When printing multiple copies of multiple pages, the printouts can be grouped together or just stacked with all the same page numbers together. To group the printouts together in sets, click on and choose Collated. To print with the copies of each page together, click on Collated and choose Uncollated. Page 2

3 Portrait or Landscape Orientation? Paper Size Margins The page orientation can be set to either Portrait or Landscape. To choose the orientation of the page, click on Orientation and choose Portrait or Landscape. The paper size can be chosen. To change the size of paper, click on Letter and choose the desired size. The margins of the page can be set as desired. To change the margins, click on Margins and choose the desired margins. o Normal is a top and bottom margin of.75 inches and left and right margin of.7 inches. o Wide is a margin of 1inch on all sides. o Narrow is a top and bottom margin of.75 inches and left and right margin of.25 inches. Note: If a custom margin has been used, the Last Custom Setting appears at the top of the Margins list. Custom Margins Margins can be adjusted to the exact size needed. Click on Margins, and choose Custom Margins. Click on the Margins tab. Use the up and down arrows or enter the number desired for the Top, Right, Bottom, and Left margins. Use the up and down arrows or enter the number desired to adjust the Header and Footer. When preparing to print, the Last Custom Margin is listed at the top of the Margins choices. Scaling The spreadsheet can be scaled to fit on the page as desired. To adjust the fit, click on Scaling and choose the desired setting. No Scaling prints the information at 100% making no adjustments. Fit Sheet on One Page shrinks the information to fit on one page. Fit All Columns on One Page shrinks the printout to fit all columns to the width of the page. o Additional pages may be printed to include all rows. Fit All Rows on One Page shrinks the printout to fit all rows to the height of the page. o Additional pages may be printed to include all columns. Page 3

4 Custom Scaling Scaling can be customized to the exact specifications desired. Click on Scaling, and choose Custom Scaling Options. Click on the Page tab. In the Scaling section, click to select Adjust to and use the up and down arrows or enter the desired percentage for the the printout OR choose the number of pages wide and down the printout is to be. o Click to select Fit to. o Click in page(s) wide and enter the desired number of pages wide. o Click in tall and enter the desired number of pages tall. The Scaling displays Custom Scaling. To change out of Custom Scaling, click on Scaling and choose No Scaling. Centered on the Page A printed spreadsheet can be centered on the page horizontally and/or vertically. At the bottom of the Settings section, click on Page Setup. Click on the Margins tab. To center the printout horizontally on the page, in the Center on page section, click to select Horizontally. To center the printout vertically on the page, in the Center on page section, click to select Vertically. Turning Off Centering Centering remains turned on until turned off. To turn off centering, follow the steps noted above. In the Center on page section, remove the check mark from Horizontally and/or Vertically. Printing Headings The headings of a spreadsheet are the row numbers and column letters. The headings can be printed, but they are usually not printed. Click on the Page Layout tab. In the Sheet Options group, under Headings, click to select Print. As long as Print is selected, the headings will be printed. To stop the headings from being printed, click to remove the checkmark from Print. Page 4

5 Printing Gridlines The gridlines of a spreadsheet can be printed. Usually borders are placed on cells rather than printing the gridlines. Click on the Page Layout tab. In the Sheet Options group, under Gridlines, click to select Print. As long as Print is selected, the gridlines will be printed. To stop the gridlines from being printed, click to remove the checkmark from Print. Printing a Chart When a chart has been created, the chart can be printed by itself or with the spreadsheet. Printing Just a Chart A chart can be printed by itself. Click on the chart to select it. Click on the File tab. Click on Print. Choose the desired printer and make any desired adjustments in the Settings section. Click on Print. Print Area Setting the print area tells the computer to print just the selected part of the spreadsheet. Setting the Print Area The area of the spreadsheet to be printed can be set. Click and drag to select the area to be printed. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Print Area and choose Set Print Area. Identifying the Print Area If a print area has been set but clicked away from, it can be identified. On the Formula Bar, click on the Name Box down arrow and choose Print Area. The print area is highlighted. Adding to the Print Area More cells can be added to a set print area. Click and drag to select the additional cells. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Print Area and choose Add to Print Area. Ignoring the Print Area When Printing The Print Area can be ignored when printing. Click on the File tab. Click on Print. In Settings, click on Print Active Sheets and choose Ignore Print Area. Make adjustments and print as desired. Page 5

6 Clearing the Print Area The Print Area can be cleared. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Print Area and choose Clear Print Area. Multiple Page Printouts An Excel spreadsheet may contain so much information that it requires multiple pages to be printed and be readable. When the printout is more than one page, it is frequently desirable to repeat the row(s) of headings and/or a column(s) of titles on each page. Printing the Entire Workbook The entire workbook can be printed, including all sheets in the workbook. Click on the File tab. Click on Print. Choose the desired printer. In Settings, click on Print Active Sheets and choose Print Entire Workbook. Use the arrow keys to navigate from page to page in the Preview. Adjust the Settings as needed. Click on Print. Printing Selected Worksheets Selected worksheets in a workbook can be printed. Click on the tab of the first worksheet to be included in the printing. Hold down the Control key and click on each additional worksheet to be printed. Click on the File tab. Click on Print. Choose the desired printer. In Settings, click on Print Active Sheets and choose Print Active Sheets. Use the arrow keys to navigate from page to page in the Preview. Adjust the Settings as needed. Click on Print. Note: To release the grouping of the sheets, click on a sheet tab that is not in the group. Page 6

7 Titles Repeated on Every Page A row(s) of headings and/or a column(s) of titles/labels can be repeated on each printed page. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Print Titles. Click on the Sheet tab. To identify a row(s) to be repeated at the top of each page: o Click on the red arrow at the end of Rows to repeat at top. o Click and drag to select the row(s) to be repeated. o Press the Enter key. To identify a column(s) to be repeated on the left of each page: o Click on the red arrow at the end of Columns to repeat at left. o Click in the column(s) to be repeated. o Press the Enter key. Click on Print Preview to see the results. Use the arrow keys to navigate from page to page. To print with these settings: o Choose the desired printer. o Make adjustments in the Settings section. o Click on Print. To return to the spreadsheet without printing, click on the Back Arrow. Note: These settings stay until changed. Page Breaks Page breaks can be set to mark information that should be printed on the next page. Multiple page breaks can be set in a spreadsheet. Click in the cell that is to be the first cell on the new page. Click on the Page Layout tab. In the Page Setup group, click on Breaks and choose Insert Page Break. Lines appear in the spreadsheet indicating the page break. Removing a Page Break A single page break can be removed. Click in the cell where the page break was set. Click on the Page Layout tab. In the Page Setup group, click on Breaks and choose Remove Page Break. The line indicating the page break disappears from the spreadsheet. Resetting All Page Breaks All page breaks can be removed. Click on the Page Layout tab. In the Page Setup group, click on Breaks and choose Reset All Page Breaks. The lines indicating the page breaks disappear from the spreadsheet. Note: Resetting the page breaks removes the special page breaks and the original settings are restored. Page 7

8 Page Break Preview Page Break Preview offers an easy way to adjust where pages break in printing. Click on the View tab. In the Workbook Views group, click on Page Break Preview OR on the Status Bar, click on Page Break Preview. The dotted blue lines indicate page breaks. Adjusting the Page Breaks Turn on Page Break Preview. Place the cursor over the dotted blue line to be adjusted. The cursor changes to a two-headed arrow. Drag the line to the desired location. It becomes a solid blue line indicating that it has been adjusted. To restore the page breaks to the original setting, follow the instruction above on Resetting All Page Breaks. Returning to Normal View Click on the View tab. In the Workbook Views group, click on Normal OR on the Status Bar, click on Normal. Headers & Footers Headers and Footers may contain the name of the document, the page number, the name of the author, revision date, etc. Headers and Footers have three sections each, left, center, and right. The Header and/or Footer is also where graphics can be placed to serve as a watermark. The Header and/or Footer are not visible in the normal view, only in the Page Layout view. Changing to the Page Layout View Click on the View tab. In the Workbook Views group, click on Page Layout OR on the Status Bar, click on Page Layout. Adding a Header Change to the Page Layout view as described above. At the top of the page, click on Click to add header. In the Header & Footer group, click on Header to see a list of items that could be added. The Header & Footer Elements group contains the items in the picture at the right. Click in the section of the header where the information is to be added. Click on the desired item(s) to be added. Type in any text that is needed or desired. Use the Font group of the Home tab to format the text as desired. Click in the spreadsheet to see the header. Note: Several items can be added to a section of the header. Page 8

9 Adding a Footer Change to the Page Layout view as described above. At the bottom of the page, click on Click to add footer. In the Header & Footer group, click on Footer to see a list of items that could be added. The Header & Footer Elements group contains the items in the picture at the right. Click in the section of the footer where the information is to be added. Click on the desired item(s) to be added. Type in any text that is needed or desired. Use the Font group of the Home tab to format the text as desired. Click in the spreadsheet to see the footer. Note: Several items can be added to a section of the footer. Switching Between Header and Footer Switching between header and footer is easy. To change from header to footer: o In the Navigation group, click on Go to Footer. To change from footer to header: o In the Navigation group, click on Go to Header. Changing the Page Numbering The printed worksheet may need to be part of another document and be numbered to fit in the other document. (i.e. The first page of the printout may need to be marked as page 3.) Insert the page number in the desired location of the header or footer. The page number displays as &[Page]. Click after the ] and type +, the number to add to make it the correct number and then a space. In the example at the right, a 2 was added to make the displayed number a 3. Be sure to add a space after the number of the number added will be displayed will not be added but displayed next to the page number. (i.e. 12 rather than 3) Adding the Same Header/Footer to Multiple Worksheets The same header and/or footer can be added to several worksheets in a workbook. To add the same header/footer to all worksheets in the workbook: o Click on the tab of the first worksheet. o Hold down the Shift key and click on the tab of the last worksheet. o Create the header and/or footer desired. o All of the worksheets will have the same header and/or footer. To add the same header/footer to selected worksheets in the workbook: o Click on the tab of the first worksheet. o Hold down the Control key and click on the tab of each worksheet to be included. o Create the header and/or footer desired. o The selected worksheets will have the same header and/or footer. Page 9

10 Different First Page Header/Footer The header and footer on the first page can be different from the rest of the printout. In the Options group, click to select Different First Page. A new header appears marked First Page Header and a new footer appears marked First Page Footer. Enter the desired information in the header and/or footer. To return to having the same header and footer on each page: o o In the Options group, click to unselect Different First Page. The First Page Header and First Page Footer are removed and the Header and Footer are displayed. Different Header/Footer on Odd/Even Pages The header and footer on odd numbered pages can be different from even numbered pages of the printout. In the Options group, click to select Different Odd & Even Pages. On odd numbered pages a new header appears marked Odd Page Header and a new footer appears marked Odd Page Footer. On even numbered pages a new header appears marked Even Page Header and a new footer appears marked Even Page Footer. Enter the desired information in each header and/or footer. To return to having the same header and footer on each page: o o In the Options group, click to unselect Different Odd & Even Pages. The Header and Footer are now what was in the odd page header and footer. Adding a Picture to a Header or Footer A graphic that is placed in the header extends down over the page behind the contents of the cells. A graphic that is placed in the footer extends up over the page behind the contents of the cells. A picture added to the header functions as a watermark attached to the top of the page. Change to the Page Layout view as described above. Click in the section of the header or footer where the picture is to be added. In the Header & Footer Elements group, click on Picture. To get a picture from the computer: o In the Insert Pictures window, in the From a file section, click on Browse. o Navigate to the location of the picture and click on it. o Click on Insert. To get a picture from the web: o In the Insert Pictures window, in the Bing Image Search section, click in Search Bing and enter the key word(s) to find the desired picture. o Press the Enter key. o A yellow warning box appears indicating the search results are licensed under Creative Commons and suggests reviewing the license for any picture used. o Click to close the box. o Scroll through the pictures and click on the desired picture. o Click on Insert. To see the picture in place, click in the spreadsheet. Page 10

11 Formatting a Picture in the Header or Footer Click on the View tab. In the Workbook Views group, click on Page Layout OR on the Status Bar, click on Page Layout. Click in the section of the header or footer with the picture. In the Header & Footer Elements group, click on Format Picture. Click on the Size tab. In the Scale section, Lock aspect ratio and Relative to original picture size should both be selected to make the adjustments easier. In the Size and rotate section, change the Height and/or Width as desired. In the Scale section, change the percentage of Height and Width as desired. The Original size section displays the Height and Width of the original picture. To remove adjustments and return to the original size of the picture, click on Reset. Click on the Picture tab. In the Crop from section, click in the box or use the up and down arrow keys to crop from the Left, Right, Top, and/or Bottom of the picture. In the Color section, click on the Color down arrow and choose the desired item. o Automatic sets the brightness and contrast at 50%, which is the normal setting. o Grayscale changes a color picture into a grayscale with shades of gray. o Black & White is a high contrast choice where everything is either black or white, not with shades of gray. o Washout reduces the color intensity so that the picture is like a watermark. To remove adjustments and return to the original picture, click on Reset. Page 11

12 Compressing a Picture in the Header or Footer A picture can be compressed to reduce the file size. Compressing a picture reduces the sharpness of the picture. If a picture has been cropped, the file size is reduced if the cropped areas are deleted. If the cropped areas are deleted, the picture cannot be uncropped later. Click on the View tab. In the Workbook Views group, click on Page Layout OR on the Status Bar, click on Page Layout. Click in the section of the header or footer with the picture. In the Header & Footer Elements group, click on Format Picture. Click on the Picture tab. Click on Compress. In the Apply to section, click to select either Selected Pictures or All pictures in document. In the Change resolutions section, click to select the desired resolution. o Web/Screen o Print o No Change In the Options section, select Compress pictures to compress the picture(s) in the spreadsheet. In the Options section, select Delete cropped areas of pictures to delete the cropped areas of the picture(s). Note: If the cropped areas of pictures are deleted, the pictures cannot be uncropped later. Removing the Header or Footer A header and/or footer can be removed. Click on the View tab. In the Workbook Views group, click on Page Layout OR on the Status Bar, click on Page Layout. Click in the header or footer. Highlight the items to be removed. Press the Delete key. Click in the spreadsheet. Page 12