Excel workbooks can communicate a lot of information within the application itself and even embedded in a webpage, but there are times where you must print out a workbook. Luckily, there are many printing options that help you communicate the information you want to.
This post will give six tips on how to print your worksheets exactly how you want them to look on the page.
1. Print Only a Portion of Your Worksheet.
In Excel, you have tremendous control over what sections of a worksheet you can print.
To print a selection of your worksheet,
- Select a range of cells.
- Choose FILE, then PRINT.
- From the first drop-down option under the title SETTINGS, click the drop down (from PRINT ACTIVE SHEET) and change it to PRINT SELECTION.
- Click PRINT.
To set a print area:
- Select the cells you want to print by clicking and dragging across a range of cells, or selecting an area by holding the shift key and using the arrow keys to create a selection.
- Choose PAGE LAYOUT, then PRINT AREA >SET PRINT AREA.
Now when you open the print dialog, the print preview will show the selected print area.
Note: In the regular worksheet view, a black, dotted line indicates the page break where cells will be printed on different pages. In order to shrink the selection to fit on fewer pages, choose PAGE LAYOUT, then use the options on the SCALE TO PRINT group.
2. Select Non-adjacent Cells to Print
There will likely be instances where you’ll want to only print certain parts of your Excel worksheet that aren’t immediately next to each other.
To select multiple areas to print:
- Select your first worksheet area by clicking and dragging across a range of cells, or select an area by holding down the shift key and using the arrow keys to create a selection.
- Select additional worksheet areas by pressing Ctrl while clicking and dragging across a range of cells.
Or, on a keyboard, use one of the most obscure keyboard shortcuts, Shift-F8. Press Shift-F8, select a new area, the press Shift-F8 to add it to your selected area.
Print the selected area or set the print area as found in Tip 1.
You will notice that each different selection will print on a different page.
3. Hiding Parts of Your Worksheet
There will likely be instances where you’ll want to omit certain rows and columns from printing. You can do this by hiding rows and columns.
To hide rows and columns:
1. Select a row or column you want to hide.
2. Choose HOME, FORMAT. Or, right click the selection and choose HIDE.
Or, to hide a selected row or rows press Ctrl-9, and to hide selected column or columns press Ctrl-0.
Hidden rows and columns will not print.
4. Print Gridlines and Headings
Gridlines clearly show the divisions of cells, and headings are the letters and numbers that run along the top and left of every spreadsheet.
Neither gridlines nor headings in Excel are printed by default, but you can enable this so you can clearly show the divisions between cells and the row and column titles.
To print gridlines, choose PAGE LAYOUT then check PRINT for GRIDLINES or HEADINGS.
5. Print Titles on Each Page
Especially when printing a large, multi-page worksheet, it’s helpful to print row and column titles on each page. This means people reading the printout don’t have to refer to the first page printed.
To print titles on each page:
- Choose PAGE LAYOUT, then PRINT TITLES .
- Under the heading PRINT TITLES, enter the ROWS TO REPEAT AT TOP or COLUMNS TO REPEAT AT LEFT.
6. Create the Next Best Thing to a Watermark
There’s no watermark function included in Excel 2010. But you can more-or-less fake a watermark by displaying a graphic on every printed page in the header and/or footer. Be sure to add a larger picture that takes up most of the page because it isn’t possible to position the picture in Excel, and it is difficult to size the picture
To add an image to the header/footer of each page:
- Choose INSERT>HEADER AND FOOTER.
- To add an image, in the header or footer, choose a place to insert the image (header or footer, left, center or right), then click PICTURE. Select the picture file you want to add and click OK. In the header, the image will only show as &[Picture] – However, the picture will appear behind the worksheet once you click away from the header.
- If you need to resize, scale, crop, or alter the color of an image, click Format Picture and select the options you want.
This almost-watermark can be a company logo, a copyright mark, a confidential warning or anything else.
Do you have any Excel printing tips or things you wish you could do? Let us know in the comments below!