Microsoft Office Tutorials and References
In Depth Information
Session 3.2
Working with the Print Area and Page Breaks
When you displayed the worksheet in the Print Preview window, how did Excel know
which parts of the active worksheet you were going to print? The default action is to print all
parts of the active worksheet that contain text, formulas, or values, which will not always be
what you want. If you want to print only a part of the worksheet, you can define a print area
that contains the content you want to print. To define a print area, you must first select the
cells you want to print, and then select the Print Area command on the File menu.
A print area can include an adjacent range or nonadjacent ranges. You can also hide
rows or columns in the worksheet in order to print nonadjacent ranges. For her report,
Joan might decide against printing the sales analysis information. To remove those cells
from the printout, you will define a print area that excludes the cells for the second table.
To define the print area:
1. Select the range A1:H19 .
2. Click File on the menu bar, point to Print Area , and then click Set Print Area . Excel places
a dotted black line around the selected cells of the print area. This is a visual indicator of
what parts of the worksheet will be printed.
3. Click the Print Preview button on the Standard toolbar. The Print Preview window dis-
plays only the first table. The second table has been removed from the printout because it
is not in the defined print area.
4. Click the Close button on the Print Preview toolbar.
Another way to preview the print areas in your worksheet is through page break
preview , which displays a view of the worksheet as it is divided up into pages. Anything
outside of the print area is grayed out. Try previewing the contents of the Sales worksheet
using page break preview.
To switch to page break preview:
1. Click cell A1 to remove the selection.
2. Click View on the menu bar, and then click Page Break Preview . The workbook window
adjusts to display the worksheet with any page break inserted in it and the Welcome to
Page Break Preview dialog box, as shown in Figure 3-35. The dialog box serves to remind
you that you can adjust the page breaks. A page number appears as a watermark on each
page to be printed out. Notice that the second table is grayed out because it is not part of
the printed area of the worksheet.
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