Microsoft Office Tutorials and References
In Depth Information
Page Break Preview: A Bird’s-Eye View of Your Worksheet
To preview the page breaks in your data, select View ➝ Workbook Views ➝ Page
Break Preview, or use the tiny Page Break Preview button in the Status bar. A
window appears, informing you that you can use Page Break Preview mode to move
page breaks. You can choose whether you want to see this message again; if not, turn
on the “Do not show this dialog again” checkbox before clicking OK.
Once you’re in Page Break Preview mode, you can do all of the things you do in
Normal view mode, including editing data, formatting cells, and changing the zoom
percentage to reveal more or fewer pages. You can also click the blue dashed lines
that represent page breaks, and drag them to include more or less rows and columns
in your page.
Excel lets you make two types of changes using page breaks:
• You can make less data fit onto a page . To do so, drag the bottom page break
up or the right-side page break to the left. Usually, you’ll perform these steps if
you notice that a page break is in an awkward place, like just before a row with
some kind of summary or subtotal.
• You can make more data fit onto a page . To do so, drag the bottom page break
down or the right-side page break to the right.
Of course, everyone wants to fit more information onto their printouts, but there’s
only so much space on the page. So what does Excel do when you expand a page
by dragging the page break? It simply adjusts the scaling setting you learned about
earlier (page 410). The larger you make the page, the smaller the Scaling percentage
setting becomes. That means your printed text may end up too tiny for you to read.
(The text on your computer’s display doesn’t change, however, so you don’t have any
indication of just how small your text has become until you print out your data, or
take a look at it in Page Layout view.)
Note: Scaling affects all the pages in your printout. That means when you drag one page break to expand
a page, you actually end up compressing all the pages in your workbook. However, the page breaks don’t
change for other pages, which means you may end up with empty, unused space on some of the pages.
The best advice: If your goal is merely to fit more information into an entire printout, change the scaling
percentage manually (page 410) instead of using the Page Break Preview. On the other hand, if you need
to squeeze just a little bit more data onto a specific page, use the Page Break Preview.