Microsoft Office Tutorials and References
In Depth Information
Previewing and Printing a Worksheet
To Save an Existing Workbook with the Same File Name
To print document
properties, click File on
the Ribbon to open the
Backstage view, click the
Print tab in the Backstage
view to display the Print
gallery, click the i rst
button in the Settings area
to display a list of options
specifying what you can
print, click Document
Properties in the list to
specify you want to print
the document properties
instead of the actual
document, and then click
the Print button in the
Print gallery to print the
document properties on the
currently selected printer.
You have made several modii cations to the workbook since you last saved it. Thus, you
should save it again. The following step saves the workbook again. For an example of the step
listed below, refer to the Introduction to Ofi ce 2010 and Windows 7 chapter at the begin-
ning of this topic.
Click the Save button on the Quick Access Toolbar to overwrite the previously saved i le.
Previewing and Printing a Worksheet
After creating a worksheet, you may want to print it. Printing a worksheet enables you to
distribute the worksheet to others in a form that can be read or viewed but typically not
edited. It is a good practice to save a workbook before printing a worksheet, in the event
you experience difi culties printing.
Determine the best method for distributing the worksheet.
The traditional method of distributing a worksheet uses a printer to produce a hard copy.
A hardcopy or printout is information that exists on a physical medium such as paper. For
users that can receive fax documents, you can elect to print a hard copy on a remote fax
machine. Hard copies can be useful for the following reasons:
Many people prefer proofreading a hard copy of a worksheet rather than viewing it on
the screen to check for errors and readability.
Hard copies can serve as reference material if your storage medium is lost or becomes
corrupted and you need to re-create the worksheet.
Instead of distributing a hard copy of a worksheet, users can choose to distribute the
worksheet as an electronic image that mirrors the original worksheet’s appearance. The
electronic image of the worksheet can be e-mailed, posted on a Web site, or copied to a
portable storage medium such as a USB l ash drive. Two popular electronic image formats,
sometimes called i xed formats, are PDF by Adobe Systems and XPS by Microsoft. In Excel,
you can create electronic image i les through the Print tab in the Backstage view, the
Save & Send tab in the Backstage view, and the Save As dialog box. Electronic images of
worksheets, such as PDF and XPS, can be useful for the following reasons:
Users can view electronic images of worksheets without the software that created the
If you want to conserve
ink or toner, you can
instruct Excel to print draft
quality documents by
clicking File on the Ribbon
to open the Backstage
view, clicking Options in
the Backstage view to
display the Excel Options
dialog box, clicking
Advanced in the left pane
(Excel Options dialog box),
scrolling to the Print area
in the right pane, placing
a check mark in the ‘Use
draft quality’ check box,
and then clicking the OK
button. Then, use the
Backstage view to print
the document as usual.
original worksheet (e.g., Excel). Specii cally, to view a PDF i le, you use a program called
Acrobat Reader, which can be downloaded free from Adobe’s Web site. Similarly, to
view an XPS i le, you use a program called an XPS Viewer, which is included in the latest
versions of Windows and Internet Explorer.
Sending electronic documents saves paper and printer supplies. Society encourages users
to contribute to green computing , which involves reducing the environmental waste
generated when using a computer.