Format a Worksheet for Printing

Lesson 3 - Microsoft Excel 2010

Learning GoalsThe goal of this lesson is for students

to successfully format a worksheet for printing in Microsoft Excel 2010.

The student will learn to apply specific formats to a worksheet that will enhance the appearance of the hard copy.

Learning ObjectivesOn completion of this lesson, students will be able

to do the following:Add a header and footer to a worksheetChange margins and center a worksheetChange the orientation and the scale of a worksheetAdd and delete page breaksSet and delete page breaksSet other print optionsMagnify and shrink a worksheet on-screenHide and unhide rows and columns

Lesson Introduction

Microsoft Excel enables users to format the appearance of a worksheet to enhance the printed hard copy.

When might you need a printed hardcopy of a worksheet?

Adding a Header and FooterHeaders and Footers are lines of text that print at

the top (header) and bottom (footer) of each page in the spreadsheet.

You can create custom headers and footers or use predefined headers and footers.

Adding a Header and FooterUse Insert tab Text group Header and

Footer command

1. Click INSERT tab.

2. Go to TEXT group.

3. Click HEADER & FOOTER.

Changing Margins

Margins are the blank space around the edge of a the printed page.

Default margins are .75 inch at the top and bottom and 0.70 inch left and right.

Changing MarginsIncreasing the margins

means that less information will fit on the page, decreasing them means that more will fit.

Change the page margins using the Page Setup Group from Page Layout Tab.

Centering a Worksheet

The worksheet may be centered both vertically and horizontally on the hard copy.

Use the Page Setup dialog box to center the worksheet and use custom margins.

Changing the Orientation and ScalePrinting all information on one page increases

readability.Change the scale of a worksheet to print it on one

page or multiple pages.

Portrait – Paper is taller than wide.Landscape – Paper is wider than tall.

Adding and Deleting Page BreaksPage breaks can be automatically inserted with you run

out of room on one page, or manually inserted when you want to start data on the next page.

Page breaks allow the user to organize the worksheet in a desired manner.

Manually insert page break by using the Breaks command in the Page Setup group on the Page Layout tab.

Select a cell under a manually inserted page break and choose “Remove Page Break” to delete it.

Setting and Clearing a Print Area

Defining a print area will allow the user to control the portion of a worksheet that prints.

Set or change a print area by selecting a range of cells to print and choosing Print Area on the Page Layout Ribbon.

Remove the print area by selecting the Print Area drop down on the Page Layout Ribbon and then choosing Clear Print Area.

Setting and Clearing a Print Area

Choose “Print Selection” in the Print menu to print only the selected area in a spreadsheet.

Setting Other Print Options

Printing the headings for rows and columns on each page means the reader won’t need to flip to the first page to check which row or column the information is located.

Print titles for rows and columns using the Print Titles command in the Page Setup Group on the Page Layout Ribbon.

Setting Other Print Options Altering the print quality of a

worksheet can help conserve toner or ink.

Alter the print quality by choosing the desired quality from the Print Shortcut tab in the Page Setup dialog box. Then change the Print Quality to Fast Draft.

Fast Draft print quality can save money by conserving toner or ink.

Magnifying and Shrinking a Worksheet

In some cases it is helpful to magnify or shrink the worksheet view to get a clear picture of the data.

Magnifying and Shrinking a Worksheet

Magnify or shrink the worksheet view using the Zoom Group on the View Ribbon or the zoom controls on the bottom right corner of the worksheet.

Magnifying and shrinking does not affect the print settings of the worksheet.

Hide and Unhide Rows and Columns

It may sometimes be necessary to hide rows or columns for readability or printing purposes.

Hiding rows or columns does not

delete the data.

Hide and Unhide Rows and Columns

Hide and unhide rows or columns using the Format Command in the Cells Group on the Home Ribbon or…

Hiding rows or columns does not

delete the data.

Hide and Unhide Rows and Columns

…by right clicking on the row or column to be altered and choosing the hide/unhide options on the shortcut menu.

Hiding rows or columns does not

delete the data.