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Excel Printing 1

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Basic Printing in Excel

Excel Printing. See Also Headers & Footers in Excel

The content of a Worksheet is far more important than using a great deal of formatting to pretty it up (although there are some basic fundamentals for efficient Excel Spreadsheet Design ).  However, when it comes to printing a Worksheet it is worth spending a small amount of time on getting your printer settings correct, rather than wasting time and paper trying to do it quickly.


When you are setting up your data, there are three different types of views in Excel that you can work in to help you see and adjust how the worksheet will look when you print it. You can switch between the different views to view your work in different modes and see the effects before you print it.  The three views are found under the View button on your main menu.

The three views available to you are:

  1. Normal View - The view your see when you are normally working in Excel
  2. Page Break Preview - Shows you where your pages Start and finish
  3. Print Preview - Shows you how your printing looks on the page.  Your toolbar changes when you are in Print Preview mode, giving more specific options.

NOTE:  It is ALWAYS a good idea to preview your printing via Print Preview before sending it to the printer.


There are many ways that you can print from within Excel, the three most common ones are:

Selecting File>Print

Going via the menu system to use this option will allow you full use of the Print dialog box to change settings if required.

Selecting Ctrl + P

This option is the shortcut to the Print dialog box.

Selecting the printer icon on your Standard Toolbar

Using the printer icon will by-pass the Print dialog box and print straight to your printer using its current print settings. Use this option only when you are sure of your print settings.

When you print, the type of print that you do can be varied via the print dialog box.  Options you can change include;

  1. The printer you wish to print from (if you have access to more than one)
  2. The number of copies you would like to print
  3. How much of your document you want to print, all or only certain pages
  4. What you want to print; the active sheet (from the first cell containing data to the last cell containing data), by selection (what you have highlighted) or the entire workbook.
  5. Whether to print in colour or black and white and if you would like a draft, normal or high quality output.

The print dialog box contains a Preview button, as does the Standard toolbar.  Selecting this button in either area will place you in Print Preview mode.  Print Preview mode is how you can view your information before printing and also allows you to change such things as the margins and column widths by dragging them with your mouse and the printing page set-up .

Click here to go to Excel Printing 2

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