Microsoft Office Tutorials and References
In Depth Information
Will you need to print the worksheet?
Will you need to print the worksheet?
Before you start work on a worksheet, you also need to ask yourself whether you will need
to print the worksheet. You might realize that you don’t need to worry about printing at
all—if, for example, you are going to use the worksheet for information storage or
reference purposes only.
If you will want to print the worksheet, consider how your data will look and how the
worksheet will work on paper. This makes a huge difference to your overall worksheet design.
For example, the worksheet in Figure 5-2 requires two pages to print, even if you orient it
horizontally (using Landscape Orientation on the Page Layout tab on the ribbon). The
second page of the printout contains some of the monthly totals, but you won’t see the names
of the regions unless you use the Print Titles feature (also on the Page Layout tab) to repeat
the headings on each page. For large worksheets in either horizontal or vertical orientation,
using print titles is an absolute necessity for intelligible printouts.
For more about page setup and print titles, see Chapter 11, “Printing and presenting.”
You also need to consider how you might use the printout. If you’re going to use it in a
management report, you should try to get the salient information to it on one page. If
it’s for a presentation, you might need to distill it further or create smaller, more digestible
chunks of data that can be summarized in a small grid of a dozen or so cells so that it its
onto a transparency or a slide. If you have massive amounts of data to start with, you can
create summary pages for various purposes, as shown in Figure 5-3, or use outlining to
collapse the detail in large worksheets and display only the totals, as shown in Figure 5-4.
Figure 5-3 If showing all the detail data is too cumbersome, you can create summary sheets for
reporting purposes.
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