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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.

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Available in Microsoft365

Description

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.

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