Contents
The Excel 2007 Interface
Keyboard Shortcuts in Excel 2007
How to Create New Spreadsheets and Open Existing Spreadsheets
How to Save and Close an Excel Spreadsheet
How to Navigate an Excel 2007 Spreadsheet
Basic Cell Operations in Excel
Excel Formulas and Functions
How to Use Excel’s Fill Feature
How to Sort Data in Excel
How to Format Cells in Excel
How to Format Excel Spreadsheets
How to Add Charts or Graphics to Excel Spreadsheets
How to Print Excel Spreadsheets
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How to Print Excel Spreadsheets
The print commands in Excel are accessible through the
Office button menu. The Office button menu contains three options: Print, Quick Print, and Print Preview.
Choosing the Print command in the Office button menu (or clicking Ctrl+P) opens the Print dialog box. This option provides you with the most control or flexibility, as the dialog box allows you to:
- Specify the printer (if you have more than one)
- Print all or just part of a spreadsheet
- Print all the spreadsheets in a workbook
- Set a number of copies
- Set the resolution size
Quick Print
Quick Print lets you print a document with one click, but Quick Print doesn’t offer any flexibility. It will always print one copy of your entire spreadsheet. You can access Quick Print through the Office button menu, but it’s faster to add Quick Print to the Quick Access Toolbar:
- Click on the arrow at the right edge of the toolbar.
- Select Quick Print.
- A printer icon
will appear in the toolbar.
Print Preview
Print Preview allows you to see in advance what your document will look like when it prints. It’s particularly important to use Print Preview before printing in Excel because many spreadsheets are wider than a typical printed page, resulting in awkward page breaks that make it difficult to read the data in the spreadsheet. To open Print Preview:
- Go to the Office button menu.
- Select Print, then select Print Preview.
If your spreadsheet looks the way you want it to in Print
Preview, you can print by clicking the printer icon or exiting Print Preview and printing in the normal way.
How to Format a Spreadsheet for Printing
If your spreadsheet doesn’t look the way you want it to in Print Preview, there are a number of ways to fix the formatting of the spreadsheet using the commands at Page Layout > Page Setup on the Ribbon.
Command |
Icon |
Description |
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Margins |
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Lets you modify the margins of the page and squeeze in
a data column that would
otherwise get cut off |
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Orientation |
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Allows you to flip the printed page between portrait
(8.5" × 11") and landscape (11" × 8.5") to best fit your spreadsheet |
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Size |
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Lets you set the page size or specify how many pages should fit on a single sheet of paper |
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Print area |
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Allows you to specify a certain area of the spreadsheet to be printed. If you’ve set a print area, that’s what will print no matter what you do in the Print dialog box. |
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Breaks |
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Lets you set page breaks so that you—rather than Excel’s default settings—decide where the breaks in your spreadsheet should occur |
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Background |
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Lets you add a background image to a spreadsheet |
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Print titles |
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Opens a dialog box that lets you specify certain rows that should print at the top of every page as title rows. This is especially useful if your columns of data are more than a page long since someone reading the printed spreadsheet won’t have to keep flipping to the first page to remember what the data in each row represents. |
Page Break Preview
In addition to the Breaks button, there’s another way to set the breaks in an Excel spreadsheet to ensure that your columns of data break where you want them to—the Page Break Preview feature. To open this view, click on the Page Break Preview icon 
at View > Workbook Views.
at View > Workbook Views. This view shows the default page breaks established by Excel as dark dotted lines on your spreadsheet. You can change these page breaks by clicking and dragging the page break lines to a new location.
How to Print Gridlines and Column and Row Headings
By default, Excel doesn’t print the gray gridlines or the letter or number headings for columns or rows that appear onscreen in spreadsheets. However, you can set Excel to print gridlines and/or column and row headings using the check boxes at Page Layout > Sheet Options. If you want the gridlines or headings to print, just click the Print box for each. If you wish, you can also use the check boxes to stop the gridlines or headings from appearing in print or onscreen.
| Acknowledgments & Disclaimer |
