Microsoft Office Tutorials and References
In Depth Information
Printing in Excel is pretty straightforward—as long as your spreadsheet fits on a
normal 8.5 × 11-inch piece of paper. If you’re one of the millions of spreadsheet owners
who don’t belong to that club, welcome to the world of Multiple Page Disorder: the
phenomenon in which pages and pages of apparently unrelated and noncontiguous
columns start spewing from your printer. Fortunately, Excel comes with a slew of
print-tweaking tools designed to help you control what you’re printing. First off,
though, it helps to understand the standard settings that Excel uses.
Note: You can change most of the settings listed; this is just a list of what happens if you don’t adjust any
settings before printing a spreadsheet.
• In the printout, Excel uses all the formatting characteristics you’ve applied to
the cells, including fonts, fills, and borders. However, Excel’s gridlines, row
headers, and column headers don’t appear in the printout.
• If your data is too long (all the rows won’t fit on one page) or too wide (all the
columns won’t fit), Excel prints the data on multiple pages. If your data is both
too long and too wide, Excel prints in the following order: all the rows for the
first set of columns that fit on a printed page, then all the rows for the next set
of columns that fit, and so on (this is known as “down, then over”). When
printing on multiple pages, Excel never prints part of an individual column or row.
• Excel prints your file in color if you use colors and you have a color printer.
• Excel sets margins to 0.75 inches at the top and bottom of the page, and 0.7
inches on the left and right sides of the page. Ordinarily, Excel doesn’t include
headers and footers (so you don’t see any page numbers).
• Excel doesn’t include hidden rows and columns in the printout.
How to Print an Excel File
Excel 2010 uses its Backstage view to make printing a whole lot less confusing. Its
key feature is a built-in preview that shows you what the on-paper printout will look
like before you click Print.
If you’re in a tremendous hurry to get your printout and you’re not interested in
playing with print settings, just choose File ➝ Print, and then click the big Print
button shown in Figure 14-36.