Printing: To View The Spreadsheet in Print Preview

PRINTING
In Excel, there are many things you can do to prepare your workbook for
printing. Many of these tasks make it easier to format the spreadsheet
for the printed page. In this lesson you will learn how to view the
spreadsheet in print preview, modify margins, change the page
orientation, use the scale to fit feature, use the Print Titles command,
insert breaks, and more.
To View the Spreadsheet in Print Preview:

1. Left-click the Microsoft Office Button.
2. Select Print.
3. Select Print Preview. The spreadsheet will appear in Print Preview
view.
Click the Close Print Preview button to return to the Normal View.
To make previewing your spreadsheet easier, add the Print Preview
command to the Quick
Access toolbar.
Exploring Print Preview:
Once you are in Print Preview, you can access many of the same features
that you can from the Ribbon; however, in Print Preview you can see how
the spreadsheet will appear in printed format.
To Modify Margins, Column Width, or Row Height While in Print

Preview:
• Click the Print Preview command on the Quick Access toolbar, or select
Print Preview from the Microsoft Office Button menu. The spreadsheet
opens in print preview mode.
• Hover your cursor over one of the black margin markers until a double
arrow appears.
• Left-click and drag the marker to the desired location. The change will be
reflected in the spreadsheet.
To Modify Margins:
1. Select the Page Layout tab.

2. Left-click the Margins command.
3. Choose one of the predefined settings or enter custom margins.
To Change Page Orientation:

2. Left-click the Orientation command.
3. Select either Portrait or Landscape.
Portrait orients the page vertically, while Landscape orients the page
horizontally.
To Use Scale to Fit:
2. Locate the Scale to Fit group.
3. Enter a specific height and width, or use the percentage field to decrease
the spreadsheet by a specific percent.
Scale to Fit is a useful feature that can help you format spreadsheets to fit on a
page. Be careful with how small you scale the information -- it can become
difficult to read!
To Change the Paper Size:

2. Click the Size command.
3. Select a size option from the list.
To Define a Print Area:
1. Left-click and drag your mouse to select the cells you wish to
print.
2. Click the Print Area command. 3. Choose Set Print Area.
4. Now, only the selected cells will print. You can confirm this by
viewing the spreadsheet in Print Preview.
To return to the default setting, which is the entire worksheet,
click the Print Area command and select Clear Print Area.
To Insert a Break:
1. Select a cell below where you want the break to appear.
2. Select the Breaks command.
3. Select Insert Break.
Click Print Preview to confirm the break appears in the correct place in your
spreadsheet.
To Use the Print Titles command:
This is an important command to be familiar with if you intend to print your
worksheets. It allows you to select specific rows and/or columns that will be
repeated on each printed sheet. Imagine how difficult it would be to read page 48 of a
printed spreadsheet if the column and row headings only appeared on the first page.
2. Click the Print Titles command. The Page Setup dialog box
appears.
3. Click the icon at the end of the field.
4. Select the first row in the spreadsheet that you want to appear
on each printed page.
5. Repeat for the column, if necessary.
6. Click OK.
To Print from the Microsoft Office Button:
1. Left-click the Microsoft Office Button.
2. Select Print. The Print dialog box appears.
3. Select a printer if you wish to use a printer other than the
default setting.
4. Click Properties to change any necessary settings.
5. Choose whether you want to print specific pages, all of the
worksheet, a selected area, the active sheet, or the entire
workbook.
6. Select the number of copies you'd like to print.
7. Click OK.
You can select Quick Print to bypass the Print dialog box.
Challenge!
Use any Excel workbook you choose to complete
this challenge.
1. View the spreadsheet in Print Preview.
2. Change a column width in Print Preview.
3. Insert a break.
4. Use the Print Titles command to print a specific
row or column on each printed page. Use Print
Preview to verify how this will appear.
Sorting
Sorting lists is a common spreadsheet task that allows you to easily reorder your
data. The
most common type of sorting is alphabetical ordering, which you can do in ascending
or
descending order.
To Sort in Alphabetical Order:
1. Select a cell in the column you want to sort
2. Click the Sort & Filter command in the Editing group on the Home tab.
3. Select Sort A to Z.
You can Sort in reverse alphabetical order by choosing Sort Z to A in the list.
To Sort from Smallest to Largest:
1. Select a cell in the column you want to sort (a column with numbers).
3. Select From Smallest to Largest. Now the information is organized from the
smallest to
largest amount.
You can sort in reverse numerical order by choosing From Largest to Smallest in
the list.
10.3 To Sort Multiple Levels:
2. Select Custom Sort from the list to open the dialog box.
Filtering Cells
Filtering, or temporarily hiding, data in a spreadsheet very easy. This allows you to focus
on specific spreadsheet entries.
To Filter Data:
1. Click the Filter command on the Data tab. Drop-down arrows will appear beside
each column heading.
2. Click the drop-down arrow next to the heading you would like to filter.
3. Uncheck Select All.
4. Choose your desire choice.
5. Click OK. All other data will be filtered, or hidden, and only the selected data will
appear.
To Clear One Filter:
1. Select one of the drop-down arrows next to a filtered column.
2. Choose Clear Filter From....
To remove all filters, click the Filter command.

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PRINTING

To View the Spreadsheet in Print Preview:

To Modify Margins, Column Width, or Row Height While in Print

1. Select the Page Layout tab.

To Change Page Orientation:

1. Select the Page Layout tab.

To Change the Paper Size:

1. Select a cell below where you want the break to appear.

2. Select the Breaks command.

3. Select Insert Break.

To Use the Print Titles command:

This is an important command to be familiar with if you intend to print your

3. Click the icon at the end of the field.

on each printed page.

5. Repeat for the column, if necessary.

To Sort in Alphabetical Order:

1. Select a cell in the column you want to sort

10.3 To Sort Multiple Levels:

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