Easing the Chore of Printing Excel Spreadsheets

Easing the Chore of Printing Excel Spreadsheets

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Microsoft’s Excel spreadsheet program can perform complex wizardry and visualizations with numbers. But printing the spreadsheets you’ve created can come with some equally complex headaches. However, Excel’s print features give you the ability to format your data before printing, which can make those difficulties all but vanish. The following advice about printing spreadsheets comes from ExcelFrome consultancy, a full excel consultancy service in Bristol that provides specialist help to the whole of the UK.

Page Size Matters

The first place to check for printing is your page layout. Page layout options are found under the Page Layout tab on the ribbon. Select the setting you want to alter such as Margins, Size, Orientation (portrait or landscape), and Print Area (select a specific set of contiguous cells that will print). Additional options, such as scaling, are available from the Page Setup dialogue. You can access this dialogue by clicking the Dialogue Box Launcher (small square with arrow) at the bottom right of the Page Layout icons group. This dialogue box also gives you access to the Sheet options tab that provides numerous settings for printing worksheets.

What Do These Rows/Columns Mean?

The Sheet tab provides the most settings for worksheet printing. In addition to setting the Print area, you can also choose to have repeating rows and columns. Typically, a spreadsheet has header columns, but these will only print once even if the spreadsheet is multiple pages. By selecting which rows and columns to repeat, those heading labels you have created will print on each page and provide data clarification.

All the Way Down or All the Way Over?

Print Order is another crucial selection for making sure your printouts match your expectations. Excel’s default action is to print down first, then over. If you have, for example, 40 columns and 200 rows, Excel will print however many columns fit on one page first, then go all the way down to the bottom of the sheet before coming back to the top to print the remaining columns and rows. This can cause confusion, especially with landscape-printed spreadsheets. Simply check the radio button for the print order that fits your page orientation.

Hiding Rows and Columns

If there are rows or columns within a spreadsheet that you do not want to print, you can choose to hide them. Hidden rows/columns do not print. Just select the row(s) or column(s), right-click the mouse, and select Hide. The selected area will no longer be viewable and won’t print. Selecting the rows or columns around the hidden area, right-clicking and selecting Unhide, makes them reappear and they can then be printed.

With some tweaking and a little know-how, the difficulty of printing Excel spreadsheets can be eliminated and you can rest assured that your Excel data will look as good on the printed page as it does on the screen, for further advice visit   where specialists provide regular tips on using Excel.

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