European Computer Driving Licence

Module 4 – Spreadsheets

Chapter 4.7 - Printing

Printing a chartZ Open the workbook and

select the sheet that contains the graph (eg Birds.xls sheet1)

Z To preview the chart, click on it to select it, then click on File, Print Preview

Z Click on the Print button at the top of the preview screen

The Print dialogue box appearsZ Select your print options and

click OK

Printing an entire worksheet

Z Click away from the chart to deselect it

Z Click Print Preview iconZ Move your mouse pointer

over the page – it changes to a magnifying glass

Z Click once to Zoom inZ Click Print at the top of the

preview screenZ Click OK to print

Printing a cell rangeZ Select the cells you want

to print (eg A1 through to F15)

Z Select File, Print Area, Set Print Area

Z Click Print PreviewThis time only the selected cells appear in preview

Z Click Print then click OKZ If you wanted to print the

whole sheet again, click File, Print Area, Clear Print Area

Printing an entire workbook

Z Make sure you have no print areas set (File, Print Area, Clear Print Area)

Z Make sure the chart isn’t selected then click Print Preview

Z Click on the Print buttonZ From the Print dialogue box,

select Entire workbook in the Print What section

Z Click OK

Printing row and column headings

Z Click File then Page Setup from the menu

Z In the Page Setup dialogue box click the Sheet tab

Z Click the checkbox Row and Column Headings

Z Click Print Preview to see the effect

Z Close the Print Preview by clicking the Close button

Printing the title row on every page

Z It is useful to have titles repeated on worksheets that span more than one page

Z Select a cell range (eg A1 to K80) and select File, Print Area, Set Print Area

Z Go to Print Preview – the document is 4 pages long

Z Click the Setup button at the top of the preview screen

Z The Page Setup dialogue box appears

Continued on next slide!

Printing the title row on every page

Z Click the Sheet tab (if not already showing)

Z To select row 1, type $1:$1Z Or click on the icon to the

right of the boxZ Click on the first rowZ Click on the icon to select the

row

Printing the title row on every page

Z To repeat a column, do the same in the repeat column box (ie select Column A)

Z Click Print Preview to see the results

Z Click Close to close the Print Preview window

Fitting worksheet contents onto a specific number of pages

Z When you come across spreadsheets that have data that fills more than one page, go to File, Page Setup

Z Click the Page tabZ In the scaling section, click

the Fit to radio button Z Select number of pagesZ Click OK

Excel will scale the text to fit

Hiding/Unhiding gridlines on printouts

Z Excel automatically prints without gridlines

Z To print gridlines, click File, Page Setup

Z Click the Sheet tabZ In the Print section click on

the Gridlines checkboxZ Click Print Preview to see

the resultsZ Close the Print Preview

window

Paper orientation and size

Z To change from Portrait to Landscape, click File, Page Set Up

Z Click the Page TabZ Click LandscapeZ To change the size of paper,

click on the down arrow in the Paper Size section and select the size required

Z Click OK

Changing the margins

Z Click File, Page SetupZ Click the Margins tabZ Choose which margin sizes

you wantZ Click OK

Preparation

Z There are a number of ways to set up your worksheet before output (e.g. printing)

Z Print Preview is a useful toolZ Check for spelling errorsZ Check your calculations are

as you intended