European Computer Driving Licence Module 4 – Spreadsheets Chapter 4.7 - Printing

Printing a chart Open the workbook and select the sheet that contains the graph (eg Birds.xls sheet1) To preview the chart, click on it to select it, then click on File, Print Preview Click on the Print button at the top of the preview screen The Print dialogue box appears Select your print options and click OK

Printing an entire worksheet Click away from the chart to deselect it Click Print Preview icon Move your mouse pointer over the page – it changes to a magnifying glass Click once to Zoom in Click Print at the top of the preview screen Click OK to print

Printing a cell range Select the cells you want to print (eg A1 through to F15) Select File, Print Area, Set Print Area Click Print Preview This time only the selected cells appear in preview Click Print then click OK If you wanted to print the whole sheet again, click File, Print Area, Clear Print Area

Printing an entire workbook Make sure you have no print areas set (File, Print Area, Clear Print Area) Make sure the chart isn’t selected then click Print Preview Click on the Print button From the Print dialogue box, select Entire workbook in the Print What section Click OK

Printing row and column headings Click File then Page Setup from the menu In the Page Setup dialogue box click the Sheet tab Click the checkbox Row and Column Headings Click Print Preview to see the effect Close the Print Preview by clicking the Close button

Printing the title row on every page It is useful to have titles repeated on worksheets that span more than one page Select a cell range (eg A1 to K80) and select File, Print Area, Set Print Area Go to Print Preview – the document is 4 pages long Click the Setup button at the top of the preview screen The Page Setup dialogue box appears Continued on next slide!

Printing the title row on every page Click the Sheet tab (if not already showing) To select row 1, type $1:$1 Or click on the icon to the right of the box Click on the first row Click on the icon to select the row

Printing the title row on every page To repeat a column, do the same in the repeat column box (ie select Column A) Click Print Preview to see the results Click Close to close the Print Preview window

Fitting worksheet contents onto a specific number of pages When you come across spreadsheets that have data that fills more than one page, go to File, Page Setup Click the Page tab In the scaling section, click the Fit to radio button Select number of pages Click OK Excel will scale the text to fit

Hiding/Unhiding gridlines on printouts Excel automatically prints without gridlines To print gridlines, click File, Page Setup Click the Sheet tab In the Print section click on the Gridlines checkbox Click Print Preview to see the results Close the Print Preview window

Paper orientation and size To change from Portrait to Landscape, click File, Page Set Up Click the Page Tab Click Landscape To change the size of paper, click on the down arrow in the Paper Size section and select the size required Click OK

Changing the margins Click File, Page Setup Click the Margins tab Choose which margin sizes you want Click OK

Preparation There are a number of ways to set up your worksheet before output (e.g. printing) Print Preview is a useful tool Check for spelling errors Check your calculations are as you intended