Prepare Outputs

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When you're all done with your spreadsheet, you'll probably want to print out a copy. In this section of the chapter, we review the basic steps in setting up your worksheet for printing and then printing it.

Worksheet Setup

The exam will test your ability to set up a worksheet for printing, including setting up the pages and adding text to the header and footer areas of the printout.

Setting Up Pages

Change worksheet margins: top, bottom, left, right.

Change worksheet orientation: portrait, landscape. Change paper size.

Adjust page setup to fit worksheet contents on one page, on a specific number of pages.

Before you can print your work, you should make sure you have the printer set up the way you want it. To do so, select Page Setup from the File menu. This action opens the Page Setup dialog box, shown in Figure 5.28.

Figure 5.28. The Page Setup dialog box.

You can set a variety of print options in this dialog box:

  • To change the worksheet margins, click on the Margins tab. You can enter individual values for the top, bottom, left, and right margins here, as shown in Figure 5.29.

    Figure 5.29. Setting worksheet margins.

  • To change the paper orientation, click on the Page tab. Select portrait or landscape orientation.

  • To change the paper size, select the paper size on the Page tab.

  • To adjust the page setup to fit the worksheet on a specific number of pages, click on the Fit to option button in the Scaling section of the Page tab, and specify the number of pages to use for the printout.

Working with Headers and Footers

Add, modify test in headers, footers in a worksheet.

Insert fields : page numbering information, date, time, filename, worksheet name into headers, footers.

You can specify headers and footers to be printed at the top and bottom of each sheet of the printout. To do so, select the Header/Footer tab of the Page Setup dialog box. You can use the Header and Footer combo boxes to choose among a variety of standard formats, including page numbering, filename, worksheet name, and the current date.

You can also insert custom text in headers or footers. Click the Custom Header or Custom Footer button to open the Custom dialog box, shown in Figure 5.30. Buttons in this dialog box let you format text, or insert the page number, the total number of pages, the date and time, and the file or worksheet name. To enter text, select the section (left, center, or right) of the header where you want the text to appear, and type in the text.

Figure 5.30. Creating a custom worksheet header.


Before actually committing your spreadsheet to paper, there are some preparatory steps that you should always take.

Checking Your Work

Understand the importance of checking spreadsheet calculations and text before distribution.

There's an old saying in the computer world: garbage in, garbage out. Although Excel calculates whatever you tell it without making any numerical mistakes, it can't know whether you've given it the wrong instructions. Before you distribute copies of your spreadsheet, you should check it for correctness. Some things to think about:

  • Is all the text spelled correctly? Excel includes spell-checking capabilities (Tools, Spelling) that you should take advantage of.

  • Does everything look right? If some number seems suspiciously high or low to you, check that cell to make sure that you didn't make a mistake in entering the formula.

  • If you're creating a new version of an existing spreadsheet, do the numbers match up reasonably well? In most cases, large jumps in profit or distribution numbers between successive quarters , for example, might be suspicious.


Preview a worksheet.

Before you use up paper, you should do one final check on screen. For the final check, it's useful to use print preview, which shows you exactly what the printed text will display. Select Print Preview from the File menu to see an onscreen preview. You can page through the preview to make sure that text is readable, that headers and footers are printing the correct information, and so on. When you're done checking your work, click the Close button to return to the worksheet.

Customizing Print Features

Turn on, off display of gridlines, display of row and column headings for printing purposes.

Apply automatic title row(s) printing on every page of a printed worksheet.

Excel offers you several ways to customize printouts:

  • You can choose whether the printout should contain the gridlines or the row and column headings. Although these items are useful onscreen, they can be distracting on paper, so Excel defaults to not printing them. To adjust these settings, select Page Setup from the File menu and navigate to the Sheet tab. There are separate check boxes for gridline and heading printing, as shown in Figure 5.31. Click OK when you're done.

    Figure 5.31. Setting worksheet margins.

  • You can choose to print a row or a set of rows at the top of each page. This choice is useful when, for example, the first row contains titles for the columns . Again, you can make this setting on the Sheet tab of the Page Setup dialog box. To repeat two rows at the top of each sheet of the printout, for example, enter 1:2 in the Rows to Repeat at Top control.


You're almost finished. All that's left is making the final printout!

Printing Your Work

Print a cell range from a worksheet, an entire worksheet, number of copies of a worksheet, the entire spreadsheet, a selected chart.

To print your worksheet, select Print from the File menu. But you need to know how to select what you want to print:

  • To print a cell range, select the cell range and then select File, Print Area, Set Print Area. Then select Print from the File menu and click OK.

  • To print an entire worksheet, first clear any print area by selecting File, Print Area, Clear Print Area. Then select Print from the File menu and click OK.

  • To print an entire spreadsheet, first clear any print area by selecting File, Print Area, Clear Print Area. Then select Print from the File menu. In the Print dialog box, select the Entire Workbook option button and click OK.

  • To print multiple copies of a worksheet, select Print from the File menu. Enter the number of copies in the Print dialog box and click OK.

  • To print a selected chart, select the chart and then select Print from the File menu. Click OK.

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ICDL Exam Cram 2
ICDL Exam Cram 2
ISBN: 0789730928
EAN: 2147483647
Year: 2006
Pages: 142 © 2008-2017.
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