Excel Printing – Part 1 – Preparing to print
Viewing your worksheet for printing
Microsoft Excel provides the following ways to view your worksheet and adjust how it will look printed.
Normal view: The default view is best for on-screen viewing and working.
Print preview: Shows you the printed page so you can adjust columns and margins. The way pages appear in the preview window depends on the available fonts, the resolution of the printer, and the available colors.
Page break preview: Shows you what data will go on each page so you can adjust the print area and page breaks.
Page break: Divider that breaks a worksheet into separate pages for printing.
Excel inserts automatic page breaks based on the paper size, margin settings, scaling options, and the positions of any manual page breaks that you insert.
As you make settings that affect how your worksheet will print, you can switch between the different views to see the effects before you send the data to the printer.
Preparing to print
Excel provides many optional settings so you can adjust the appearance of the printed page. To make sure you’ve checked everything likely to affect your printout, do the following:
Change the format and layout of the worksheet on-screen
You can set the orientation of the printed worksheet to portrait or landscape.
When to use landscape: Switch to landscape when you need to print many more columns of data than will fit on a portrait page. If you don’t want to use landscape, you can change the layout of the printed worksheet to fit the data to the available space, or adjust the margins.
Making the data fit the page: You can make the printed image fit the page or paper size by shrinking or expanding the image. Other changes you can make to the layout of the printed worksheet include setting the paper size, centering the data on the printed page, and controlling how the pages are numbered. These changes affect only the worksheet’s printed appearance, not how it looks on the screen.
Print partial data: To print only selected parts of the data on a worksheet, you can specify which areas to print.
Watch the Excel training video below:
Prepare a worksheet for printing