Microsoft Office Tutorials and References
In Depth Information
Page Layout View: A Better Print Preview
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Printing Parts of a Spreadsheet
When working with large worksheets, you’ll often want to
print only a small portion of your total data. Excel gives you
several ways to limit your printout. You can hide the rows
or columns you aren’t interested in, or you can select the
cells you want to print, and, in the Print dialog box’s “Print
what” box, choose Selection. But if you frequently need to
print the same area, you’re better off defining and using a
print area .
define a print area, Excel retains it until you remove it. That
means you can make changes, save, close, and open your
spreadsheet, and the same print area remains in place.
To set a print area, select the rows, columns, or group of
cells, and then choose Page Layout➝Page Setup➝Print
Area➝Set Print Area. The portion of the worksheet that
you’ve highlighted now has a thin dashed outline,
indicating that this is the only region Excel will print. You can only
have one print area at a time, and setting a new one
always clears the previous one. To remove your print area
so that you can print the entire worksheet, choose Page
Layout➝Page Setup➝Print Area➝Clear Print Area.
A print area designates a portion of your worksheet as the
only region that Excel will print. (The one exception is if you
choose Selection from the “Print what” box, in which case
Excel prints the selected cells, not the print area.) Once you
Page Layout view is a bit like the print preview that you saw Backstage (Figure
14-36), but it’s more powerful. First, it’s bigger and easier to navigate. More
importantly, it lets you do a few things that aren’t possible in backstage view, like setting
headers and footers, editing cell values, and tweaking other page layout settings
from the ribbon.
To see the Page Layout view for a worksheet, choose View ➝ Workbook Views ➝ Page
Layout View. Or, for an even quicker alternative, use the tiny Page Layout View
button in the status bar, which appears immediately to the left of the zoom slider. Either
way, you see a nicely formatted preview (Figure 14-40).
How does Page Layout view differ from Normal view? For starters, Page Layout
• Paginates your data. You see exactly what fits on each page, and how many
pages your printout requires.
• Reveals any headers and footers you’ve set as part of the page setup. These
details don’t appear in the Normal worksheet view.
• Shows the margins that Excel will use for your pages.
• Doesn’t show anything that Excel won’t print (like the letters at the top of each
column). The only exception is the cell gridlines, which are shown to help you
move around your worksheet.
• Includes a bit of text in the Status bar that tells you where you are, page-wise,
in a large spreadsheet. For example, you might see the text “Page: 5 of 26.”