Excel - More print options Tutorial

In this video, you will learn about more print options in Microsoft 365. The video covers how to access and utilize additional printing features in Office apps like Word, Excel, and PowerPoint.
This will help you enhance your printing experience and make the most out of Microsoft 365.

5:59
4104 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to effectively print worksheets in Excel, including adjusting print settings, managing print areas, and printing multiple worksheets and workbooks.

Chapitres :

Introduction to Printing in Excel
Printing worksheets in Excel requires an understanding of various settings and options to ensure that the printed output meets your expectations. This guide will walk you through the steps necessary to prepare your worksheet for printing, including viewing it in Page Layout mode, adjusting column widths, and setting print areas.
Viewing in Page Layout Mode
To get a better idea of how your worksheet will print, switch to Page Layout view. This can be done by clicking the 'View' tab and selecting the 'Page Layout' button. In this view, you can see important print-related details such as page breaks, headers, and footers. It's crucial to ensure that all data in your worksheet is visible on the screen. For instance, if dates in Column A are too wide, they may appear as number signs. To fix this, click and hold the left mouse button at the boundary between columns A and B in the column header, then drag to the right to widen the column.
Using Print Preview
After adjusting your worksheet, click 'File' and then 'Print' to access the Print Preview. In the bottom right corner, you can click the 'Zoom to Page' icon to make it easier to review the worksheet. Here, you can also select the printer you want to use by clicking the arrow next to the current printer. If needed, you can change print options, such as selecting to print on both sides if your printer supports it.
Printing Specific Cells
To print specific cells in a worksheet, first select the range of cells you want to print. Click a cell in the corner of the range and drag over the remaining cells. For non-contiguous ranges, hold the Ctrl key while selecting additional ranges. Use the keyboard shortcut Ctrl + P to print, then click the arrow next to 'Print Active Sheets' and select 'Print Selection.'
Setting Print Areas
If you frequently print the same cells, you can set them as the print area. To do this, select the desired cells, click the 'Page Layout' tab, then 'Print Area,' and select 'Set.' Even if 'Print Active Sheets' is selected, the print preview will show only the defined print area. To print the active worksheets instead, click the arrow next to 'Print Active Sheets' and select 'Ignore Print Area.'
Adding and Removing Print Areas
To add to the print area, select other cells on the same worksheet, go to the 'Page Layout' tab, click 'Print Area,' and select 'Add to Print Area.' You can repeat this process multiple times. To remove the print area, click 'Print Area' on the 'Page Layout' tab and select 'Clear Print Area.' Repeat these steps for each worksheet from which you want to remove the print area.
Printing Tables and Multiple Worksheets
To print a table, click any cell within the table, press Ctrl + P, and select 'Print Selected Table' from the options. To print multiple worksheets, click the tab of the first worksheet, hold Ctrl, and click the tabs of additional worksheets. Then, click 'File,' 'Print,' and ensure 'Print Active Sheets' is selected. You can preview all pages by clicking the next page arrow before printing.
Printing Multiple Workbooks
To print multiple workbooks, ensure they are in the same folder. Open File Explorer, navigate to the folder containing the workbooks, select the workbooks you want to print, right-click, and choose 'Print.' They will print using default print settings.
Conclusion
Understanding how to manage print settings in Excel is essential for producing clear and organized printed documents. By following the steps outlined in this guide, you can ensure that your worksheets are printed correctly, with all necessary data visible and formatted as desired.

FAQ :

How do I view my worksheet in Page Layout view?

To view your worksheet in Page Layout view, click the 'View' tab in your spreadsheet software and then click the 'Page Layout' button.

What should I do if my data appears as number signs?

If your data appears as number signs (###), it usually means the column is too narrow. You can fix this by clicking and dragging the boundary between columns A and B to widen the column.

How can I print only specific cells in a worksheet?

To print specific cells, select the range of cells you want to print, then press Ctrl + P, click the arrow next to 'Print active sheets', and select 'Print selection'.

What is the Print Area and how do I set it?

The Print Area is a defined range of cells that you want to print. To set it, select the cells, go to the 'Page Layout' tab, click 'Print Area', and then click 'Set'.

Can I print multiple worksheets at once?

Yes, to print multiple worksheets, click the tab of the first worksheet, hold down the Ctrl key, and click the tabs of the additional worksheets you want to print. Then go to 'File' and click 'Print'.

Quelques cas d'usages :

Printing Financial Reports

In finance departments, users can utilize the Page Layout view to ensure that financial reports are formatted correctly before printing. By adjusting column widths and setting print areas, they can create professional-looking reports that are easy to read.

Creating Marketing Materials

Marketing teams can print specific tables from their worksheets to include in presentations. By selecting the table and using the Print Selected Table option, they can ensure that only relevant data is printed, saving time and resources.

Educational Materials for Classes

Teachers can prepare worksheets for students by setting print areas for specific sections of a larger document. This allows them to print only the necessary parts for class, making it easier to distribute materials without wasting paper.

Project Management Updates

Project managers can print updates from multiple worksheets to share with stakeholders. By selecting the relevant worksheets and using the Print function, they can provide a comprehensive overview of project status in a single print job.

Inventory Management

In inventory management, users can print specific ranges of data to keep track of stock levels. By defining print areas for different categories of products, they can efficiently manage inventory without printing unnecessary information.

Glossaire :

Page Layout View

A view in spreadsheet software that allows users to see how their worksheet will look when printed, including details like page breaks, headers, and footers.

Print Preview

A feature that shows how a document will look when printed, allowing users to make adjustments before finalizing the print job.

Column Width

The measurement of how wide a column is in a spreadsheet. Adjusting column width can help ensure that all data is visible.

Print Area

A defined range of cells in a worksheet that is set to be printed, allowing users to print only specific data rather than the entire worksheet.

Non-contiguous Ranges

Multiple, separate ranges of cells that are not adjacent to each other, which can be selected and printed together.

Ctrl Key

A modifier key on a keyboard that, when pressed in combination with other keys, allows for additional functions, such as selecting multiple non-adjacent cells.

00:00:06

the Page Layout view, to get a better idea of how it will print.

00:00:12

Click the View tab, and click the Page layout button.

00:00:17

This view shows print related details;

00:00:20

such as page breaks, and headers and footers.

00:00:24

It's also a good idea,

00:00:26

to make sure all of the data in your worksheet is visible on the screen.

00:00:31

For example, some of the dates are too wide for Column A;

00:00:36

they appear as number signs.

00:00:38

If I don't fix this, they'll print this way.

00:00:42

At the point between columns A and B, in the column header,

00:00:46

click and hold the left mouse button,

00:00:49

and drag it to the right, to make the column wider.

00:00:53

Now all of the dates in column A are visible.

00:00:58

I click File, Print.

00:01:03

In the bottom right of the print preview,

00:01:06

I click the Zoom to page icon to make it easier to review the worksheet,

00:01:12

and the dates are visible.

00:01:17

From Print Preview, you can change many default print settings:

00:01:22

click in Copies, and type the number of copies you want to print.

00:01:27

Click the arrow next to the current printer,

00:01:30

and click the printer you want to use.

00:01:33

Note that changing the printer may change some of your print options.

00:01:38

Click the arrow next to Print one sided,

00:01:42

and click one of the Print on both sides options.

00:01:45

If your printer doesn't print on both sides, this option won't appear.

00:01:52

In the Print worksheets and workbooks video, earlier in this course,

00:01:56

we printed a specific worksheet, and an entire workbook.

00:02:02

You can also print specific cells in a worksheet,

00:02:05

by selecting the range of cells you want to print;

00:02:08

click a cell in the corner of the range,

00:02:10

and drag the mouse over the remaining cells.

00:02:15

To print additional non-contiguous ranges,

00:02:19

press and hold the Ctrl key, and select the additional ranges.

00:02:28

Press the Ctrl-P keyboard shortcut to print;

00:02:34

click the arrow next to Print active sheets;

00:02:39

click Print selection,

00:02:42

verify Print Preview contains only the cells you selected, and click Print.

00:02:51

If you're going to frequently print the same cells in a worksheet,

00:02:54

you can configure them as the print area for the worksheet,

00:02:57

so you don't have to select them every time you want to print.

00:03:01

Select the cells,

00:03:06

click the Page layout tab,

00:03:10

click Print Area click Set Print Area, press Ctrl-P,

00:03:18

and even though Print active sheets is selected,

00:03:22

you can see in the print preview, that only the print area will print.

00:03:27

If you want to print the active worksheets,

00:03:30

instead of the print area, click the arrow next to Print active sheets,

00:03:36

and click Ignore print area.

00:03:41

To create print areas on multiple worksheets, you use the same steps.

00:03:47

We'll cover printing multiple worksheets, a little later in this video.

00:03:53

You can also add to the print area.

00:03:56

Select Other cells on the same worksheet,

00:04:00

on the Page layout tab, click Print area, and click Add to print area.

00:04:09

You can do this multiple times.

00:04:13

To remove the print area from a worksheet, on the Page Layout Tab,

00:04:19

click Print Area, and click Clear print area.

00:04:25

Repeat these steps for each worksheet you want to remove the print area from.

00:04:32

To print a table in a worksheet, I click any cell in the table,

00:04:37

press Ctrl-P,

00:04:40

click the arrow next to Print active sheets;

00:04:44

click Print selected table;

00:04:47

verify the print preview contains only the table, and click Print.

00:04:57

If you want to print multiple worksheets,

00:04:59

click the tab of the first worksheet you want to print;

00:05:03

press and hold Ctrl;

00:05:06

click the tab of each additional worksheet you want to print, ,

00:05:12

click File, Print,

00:05:16

make sure Print active sheets is selected.

00:05:19

If you want, click the next page arrow to preview all of the pages

00:05:26

and click Print.

00:05:31

To print multiple workbooks, they must be in the same folder.

00:05:36

I click File Explorer,

00:05:39

and go to the folder that contains the workbooks.

00:05:43

check the workbooks I want to print,

00:05:49

right click the selected workbooks, and click Print.

00:05:54

They print with a default print settings.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2496 Views

Video Training Microsoft Excel - Intermediate level

Increase your scope of action with our intermediate tutorials dedicated to formulas, advanced visual enhancement and data analysis with pivo...

ALL COURSES