Learning Objectives

By the end of this session, students are expected to be able to:

Define page setup options in Excel

Manage printing document with Excel.

Setting Page Margins

The Page Margins define where on the page Excel will print the worksheet.

By default, the top and bottom margins are set at 1 inch in Excel 2003.

The left and right margins are set at.75 inch.

Margin settings can be changed to whatever you want.

Different margins can be defined for each worksheet in the workbook.

Changing the Margins in the Page Setup Dialog Box

Select the correct worksheet.

Choose File  Page Setup from the menu bar.

Select the Margins tab.

Use the spin box controls to define the settings for each page margin-Top, Bottom, Left, Right, Header and Footer.

Click the OK button to change the margin settings.

Page Setup Option

Changing the Page Orientation and Paper Size

The Page tab of the ‘Page Setup’ dialog box lets you change page orientation (portrait or landscape) or paper size (e.g. letter size or legal size).

The default paper size in Excel 2003 is 8.5 X 11 inches, with a portrait orientation (prints up and down on the long side of the page).

To change Page Orientation

Select the Correct worksheet

Choose File  Page Setup from the Menu bar

Click on the Page tab.

Choose an Orientation (Portrait or Landscape) for the worksheet.

Select a paper size from list of available paper size options that appear in the list box.

Click on the paper size.

Click the OK button to accept the page settings.

The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits on a specified number of pages when you print.

Click Fit to

option button and enter the desired number of pages wide and pages tall.

The Page tab of the Page Setup dialog box lets define the resolution of the print job.

Print Quality is measured in dpi, or dots per inch. High dpi provides a better print quality.

Changing Page Orientation

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Creating Headers and Footers

Headers and Footers can be added to any worksheet, although not required.

A Header is any information that appears at the top of each page.

A Footer prints at the bottom of the page.

If you want a header or footer inserted onto a page then you will have to define them.

To create a header

Choose File Page Setup from the menu bar.

Select the Header/Footer tab in the ‘Page Setup’ dialog box.

Click the Header drop down list and select one of the predefined headers.

OR

Click the Custom Header button to create your own header.

Follow the Instructions in the Header dialog box to make your entry.

Click the OK button to return to the Page Setup dialog box.

Create a Footer

Choose File Page Setup from the menu bar.

Select the Header/Footer tab in the Page Setup dialog box.

Click the Footer drop down list and select one of the predefined footers.

You can insert Placeholder buttons into both the header and footer to format text, insert page numbers, date, time, file name, or tab name.

Excel replaces those placeholders with the information each represents when the worksheet is printed.

Follow the instructions in the Header and Footer dialog boxes.

Creating Sheet Settings

The Sheet tab in the ‘Page Setup’ dialog box provides additional print options you may want to add to your worksheet.

Print Area: By default, Excel prints from the A1 to the last occupied cell in a worksheet.

You can specify a different range of cells to print.

Print Titles: Prints column and row labels on each page of the printout.

Specify these rows or columns in the Rows to Repeat at Top and Columns to Repeat at Left text boxes.

Print Gridlines: Determines whether gridlines are printed.

However, turning off gridlines does not affect their appearance in Normal View.

Print Black and White: If you used colors in your worksheet but don’t want to waste the ink in your color printer, use black and white.

Print Draft Quality: Choose draft quality to print the worksheet without gridlines or graphics.

Print Row and Column Headings: Click this option to include row numbers and columns letters in your printed document.

Page Order: Determines the order in which worksheets are printed.

Sheet Options Dialog box

In Excel 2003 you can print an entire workbook, a worksheet, a cell range or a cell.

Excel defaults to printing the entire worksheet.

But if you want to print only a certain area of a spreadsheet then you can define a print area.

To specify a print area

Choose View  Page Break Preview from the Menu Bar.

A reduced Image of the chart is displayed on the Screen

Click one of the four blue-coloured borders and drag to highlight and select the area to print.

Choose File  Print Area  Set Print Area on the Menu bar.

Only that area you defined in the print range will print when the worksheet is submitted to the printer for printing.

Preview a Page before Printing

Excel 2003 provides a Print Preview capability that shows a smaller picture of the printed page directly on the computer screen.

Print Preview is a good way for you to review the formatting and make sure the columns, rows and margins appear exactly where you want them.

To print preview

Choose File  Print Preview on the menu bar.

OR

Click the Print Preview button on the standard toolbar.

In ‘Print Preview’ window, the document is sized so the entire page is visible on the screen.

Simply check the spreadsheet for overall formatting and layout.

The zoom button in Print Preview will enlarge the data so it can be read.

Print Preview box

Inserting and Removing a Page Break

There are two different kinds of page breaks in Excel

Soft Page Breaks

Hard Page Breaks

Soft page break: Is automatically inserted into a spreadsheet when there is too much data to fit on one page.

Hard page break: Is one that you can insert into a spreadsheet, wherever you want it to appear.

To Insert a Page Break

Move the cursor to the row where a page break needs to be inserted.

This row will be the first row on the new page.

Choose Insert Page Break from the menu bar.

A page break, indicated by a dashed line, is inserted into the worksheet.

To Delete a Page Break

Move the Cursor to the row where a page break appears

Choose Insert  Remove Page Break from the Menu Bar.

The Page break (represented by dashed line) is removed from the page.

Printing a Worksheet or Workbook

Printing in Excel is much like printing in other Office applications like Microsoft Word.

Excel default to printing the entire worksheet.

To print a worksheet

Choose File Print from the menu bar.

Specify the Printer Name where the spreadsheet will print.

If you only have one printer in your home or office, Excel will default to that printer.

In ‘Print Range: choose whether to print All or a certain range of pages (Pages From n to y), where n and y are the beginning and ending page numbers.

In ‘print what: choose whether to print a Selection, the Active sheet or the Entire Workbook (all worksheets in the workbook).

Excel defaults to the Active Sheet.

Choose the ‘Number of Copies’ to print by clicking on the up or down arrows.

Click the OK button to print the worksheet.

Don’t print your Excel spreadsheet without checking spelling first!

Excel includes two tools to help correct spelling errors

AutoCorrect and Spelling.

Printing dialog box Opens