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EXCEL 2007PRINTING BASICS

2011

Office of Enterprise Development & SupportApplications Support Group

Office of Enterprise Development and Support Applications Support Group 2011 22

Printing Basics – Table of Contents (TOC)

ASG NOTE TO USERS.................................. 3

NAVIGATION BASICS Print Preview/Toolbar .................................. 4Print Preview/Ribbon.................................... 5Print AREA – Print Preview.......................... 6Printing from Print Preview Tab.................... 7Print Preview/Ribbon -PRINT Commands........................................8Print Preview Ribbon -Page Setup Command (Page Tab)…........... 9Print Preview Ribbon -Page Setup (Margins Tab)……….…………10Print Preview Ribbon -Page Setup (Header/Footer Tab)…………. 11

How can I customize my Header/Footer?........................................ 12

RIBBON Page Layout Tab (Repeating Rows)………………………….. 14

How can I use the collapse dialog button to repeat rows?............................................... 15

The gridlines on my spreadsheet do not print. How can I fix it? …………………….16

Print Preview Tab (Margin)………………..… 17Page Break Preview ……………..…………..18Set Print Area……………….…………………19Add To Print Area…….………………………. 20How to Select Print Area…............………… 21Clear Print Area…………………….………... 22

FYI…………………………………….………… 23

NEW PRINTING FEATURESQUICK PRINT/QUICK CANCEL PRINT … 24

How can I customize my Header/Footer? (Word Users)........................ 25

FOR MORE INFORMATION…………………. 26

Office of Enterprise Development and Support Applications Support Group 2011

Note To Users

3

We will show you the quickest way to perform various printingfunctions using Microsoft Office 2007’s Office Fluent User Interface(UI). However, the Ribbon provides numerous ways to accomplishthe same steps using various Tabs and Groups.

We encourage you to explore the many options available in MicrosoftOffice 2007’s software application.


NAVIGATION BASICSPrint Preview/Toolbar

Click the Print Preview Icon to get a quick view of your document. Then use the print preview toolbar to make any changes before you send the document to print.

Shows where page breaks are in

document

Goes back to

document view

Goes to next page

of the document

Goes to previous page

of the document

Makes image larger or smaller

Goes to the Print Dialog

Box

Provides Page Setup

Options

Reveals margin

guides on screen

Provides context

sensitive Help

Print Preview Toolbar•BEFORE 2003


NAVIGATION BASICSPrint Preview/Ribbon

Click the Print Preview Command on your Quick Access Toolbar (QAT) to preview or make any changes before you send the document to print.

QATPrint Preview Command

The Print Preview Ribbon Tab has three (3) Groups: Print, Zoom, Preview Seven (7) Commands are available on the Print Preview Ribbon: print, page

setup, zoom, next page, previous page, show margins, close print preview.

Goes to the Print

dialog box Provides Page Setup

OptionsClick to Increase

the size of the preview document

Provides Preview of margins

Provides view of Next and Previous

pages in a document

Returns to document

•AFTER _ EXCEL 2007


Note: You can adjust the report by

using the commands: Page Setup and Margins before sending the document to Print.

Note: For detailed information about using the Print Preview Ribbon (Tab) see slide 5

NAVIGATION BASICSPrint AREA – Print Preview

Users can access the Print Preview Command by using the Keyboard Shortcut: Ctrl + F2,or they can add the command to their QAT (Quick Access Toolbar) to have the Print Preview command readily available for quick use.

QAT: Print Preview Command

Use the Ribbon to adjust your document


Note: Once you click the OK tab, the PRINTdialog box disappears and the worksheet displays again with the selected PRINT AREA.

Click the Print Command ,or Press Ctrl + P (on your keyboard ) to send a document to the printer.Note:

Users can also add the Print Command Icon to their QAT.

NAVIGATION BASICSPrinting from Print Preview Tab

When the Print dialog box appears, you may change the number of copies you wish to print or click OK to print the selected PRINT AREA


NAVIGATION BASICSPrint Preview/Ribbon PRINT Commands

From Excel Spreadsheet: Click the Print Preview command on your Quick Access Toolbar (QAT) .

Click the Print command QAT

Goes to the Print Dialog

Box

Frequently used Print Options

• Name – to send to a specific printer

• Properties - for double –sided printing (you must have a double sided printer to use this option)

• Print Range

• All –prints all pages in worksheet

• Pages – print specific pages

• Print What

• Selection – prints highlighted text only

• Active Worksheets – prints current worksheet or selected worksheets in a workbook (must use Ctrl to group sheets)

• Entire Workbook - prints All sheets inworkbook

• Copies – enter number of copies you wantto print

• Preview – to view the document before sending it to print

• Click Ok to print or Cancel to terminate print

Goes to Print Preview

• Fill in thefields

• Click OK

Page being

previewed


NAVIGATION BASICSPrint Preview Ribbon– Page Setup Command (Page Tab)

Use the Print Group and Page Setup Command to customize the spreadsheet for your printing preferences.

Page Setup- Dialog Box

• Page TabOrientation – (portrait, landscape)Scaling – adjust size of documentPaper size – Letter, or Legal

• Margins Tab – control left & right, center text on page horizontally/vertically

• Header/Footer Tab - create customized header/ footer

• Sheet Tab – print specific parts of spreadsheet, repeat row or column titles, add gridlines, row and column headings

• Options– double sided printing (must have printer that prints on both sides)

• Click Ok to print or Cancel to terminate print

Groups

Click Page Setup to open

the Page Setup

Dialogue Box


NAVIGATION BASICSPrint Preview Ribbon– Page Setup (Margins Tab)

Use the Margins tab to customize the margins and position of the text on the spreadsheet.

Page Setup- Margins Tab - Dialog Box

•Top – Space allotted from top of page tothe first line of text on page.

• Header – Space provided for Header text.

• Left / Right – Space allotted for margins on the left and right of page.

• Bottom: Space allotted from bottom of page to last line of text on page.

• Footer – Space provided for Footer text.

• Center on page – Use to center the text horizontally or vertically on the page.

• Options– double sided printing (must have a printer that prints on both sides)

• Click OK to accept new settings

• Click Cancel to keep previous settings

Click Margin

Tab in the Page Setup

Dialogue Box


NAVIGATION BASICSPrint Preview Ribbon– Page Setup (Header/FooterTab)

Use the Header/Footer tab to customize the headers and footers of your spreadsheet.

•AFTER _____ EXCEL 2007

Page Setup- Header//Footer Tab - Dialog Box

• Customize Header button – Click this button to access the header dialog box.

• Customize Footer button – click this button to access the footer dialog box.

• Options– double sided printing (must have printer that prints on both sides)

• Different odd and even pages – specifies headers and footers on odd numbered pages are different from even numbered pages.

• Different first page – check box to remove headers and footers from the first printed page

•Scale with document – specifies whether the headers and footers should use the same font size and scaling as the worksheet.

•Align with page margins - makes sure the header or footer margin is aligned with the left and right margins of the worksheet.

• Click OK – to accept your footer settings

• Click Cancel - to accept previous footer settings

Click the custom footer button to create your footer.

Sample of Header text can be viewed in this window

Click the custom header button to create your header.

Sample of Footer text can be viewed in this window.

NEW 2007Menu ADDITIONS


• How can I customize my Header/Footer?

Excel 2007 users can still customize their headers/footers using the Excel 2003 steps: However, there is a quicker way to access all of these commands using the Header&Footer Tools Design Ribbon. There are four (4) Groups on the Design Tab: Header & Footer, Header & Footer Elements, Navigation, and Options.

Page number

Pre-defined Header/Footer

choices

Totalpage

numbers

Date Time

Location of document

Name of document

Name of Worksheet

Insert a picture

ResizePicture

Switch between Header & Footer

Remove Header or Footer from first

page

Odd header/ footer is different from

Even header/footer

Check box to use the same font size and

scaling as the worksheet

Ensures header or footer margin are in line with the left

and right margins


• How can I customize my Header/Footer?

Excel 2007 users can still customize their headers/footers as they did in Excel 2003 using the Ribbon as illustrated below (make sure to unfreeze panes before using these steps).

1. Click the Page Layout button on the status bar:

RibbonView Tab /Workbook Views Group OR

2. Click to add Header (or Footer Text Box)

3. Click to add Header (or Footer Text Box)

4. Use the RIBBON to include header and footer elements

Type Header Information Here

CONTEXTUALTAB

Header & Footer Ribbon

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•NAVIGATION BASICSRIBBON Page Layout Tab(Repeating Rows)

In the Page Setup Group use the Print Titles Command to repeat row titles at the top of every page, and to print the gridlines on the spreadsheet.

Repeat

Row 1 Titles

RIBBON Page Layout

Tab Page Setup

Group

Print TitlesCOMMAND

Row 1 Titles

$1:$1

To repeat the first row of titles on more than one page:

• Select the Sheet tab

•Type $1:$1

• Check the Gridlines box

• Click the Print Preview buttonto check your document

• Click Print to send the documentfor printing


• How can I use the collapse dialog button to repeat rows?

•Click the Print Titles COMMAND

• Repeat Row 1

•Click Ok to Print

RIBBON

Click the rows to repeat

collapse dialog button

Page Layout Tab

•Click the collapse dialog button again to display the Page Setup dialog box.

Row 1 Titles

$1:$1Note: Users can also select the Sheet Options Group(dialog box launcher).

• Goes to Page setup dialog box

•1

•2•3

•4


• The gridlines on my spreadsheet do not print. How can I fix it?

Spreadsheet without Gridlines Spreadsheet with Gridlines

•To see the gridlines on your spreadsheet , you must check the Gridlines box on the Sheet Tab of the Page Setup dialog box.

OR

Note: Users can also select the Page Layout Tab to check Print (under Gridlines) in the Sheet Options Group.


NAVIGATION BASICSPrint Preview Tab (Margin)

In the Preview Group use the Margin check box to view and change margin and column widths.

When your pointer arrow turns to a double line, you can change the Column width

When your pointer arrow turns to a double line you can change the margin width

When your pointer arrow turns to a double line, you can change the margin width

• When your pointer arrow changes to a magnifying glass, click your left mouse button to make the image larger or smaller.

OR• Use the Zoom command on the Ribbon.


NAVIGATION BASICSPage Break Preview

Workbook Views Group

• Normal – view document in normal view

• Page Layout – shows printed page view, along with headers and footer text boxes.

• Page Break Preview - gives preview of document page breaks.

• Custom Views - save a copy of page breaks, and apply them when needed.

• Full Screen –shows page break preview without the Ribbon. (click the restore button to turn off the Full Screen view)

• Click on the perforated lines (automatic page break) until you see a double arrow.

• Drag your mouse to decrease/ increase to the size you want.

Note

• To remove PageBreak Preview:

• De-select the Page Break Preview command button.

•Automatic page breaks appear when the information does not fit on page.

• The solid line is a manual page break.


Set a Print Area1. Highlight the cells2. Click the Page Layout

Tab3. Find the Page Setup

Group4. Find the Print Area

Command5. Click the down arrow6. Click Set Print Area

19

NAVIGATION BASICSSet Print Area

Use the Page Layout Tab/ Page Setup Group to locate the PRINT AREA Commands in Excel 2007. This command provides users the option to print selected sections of a worksheet. Users can resize a print area to include additional cells, or clear the print area to print the entire work sheet.

The Blanket Contract CPI-Report Autoupdate worksheet illustrated below normally contains data which uses column A thru column T (a total of 20 columns), and has over two thousand records (2000 rows) . In this example a PRINT AREA will be set for COLUMNS A – I and ROWS 1 – 10 (Range: A1:I10)

•To Remove: ClickClear Print Area


Add to Print Area

1. Highlight the first range2. Click the Page Layout

Tab3. Find the Page Setup

Group4. Find the Print Area

Command5. Click the down arrow6. Click Set Print Area7. Highlight second range8. Click the Print Area

command9. Click Add to Print Area

20

NAVIGATION BASICSAdd to Print Area

A new print area feature of Excel 2007 provides an Add to Print Area Command. This command adds cells to an existing print area as illustrated in the example below.

In this example the PRINT AREAs are set for (Ranges - A1:D6 and G1:I6)

•To Remove: ClickClear Print Area


Note If you print a specific selection on the worksheet frequently, you can define a print area (e.g. Range). If a worksheet includes a print area, and you select it from the Name Box, only the print area will print when

it’s sent to the printer.

21

NAVIGATION BASICSHow to Select Print Area

To create the Print Area in the illustration below: Start Scroll horizontally (to the right) and Click on cell O1. Hold down the left mouse button. Continue to ‘drag’ the mouse pointer over to the right (keep holding the left mouse button down) until you reach column T).Next Move the mouse pointer down until you reach cell T9. Release the left mouse button. Click the Page Layout Tab,

Find the Page Setup Group, Click the Commands, Print Area, Set Print Area.

Note: The Print Area screen shot below (Range: O1:T9)

Name Box

COMMANDS


NAVIGATION BASICSClear Print Area

To clear a previously set Print Area:1. Click on the Page Layout Tab 2. Look for the Page Setup Group

then Click Print Area command3. Click on Clear Print Area

Note: The Print Area is now clear

Note: If you do not Clear the Print Area, and you save the Workbook, the Print Area will not be saved.


For Your Information


NEW PRINTING FEATURES

24

•• CANCEL

Look for the RED X on your Status Bar at the bottom of the window to quickly cancel printing.


• How can I customize my Header/Footer?WORD 2007 supplies users with a different Ribbon to organize their header and footer information as illustrated below. There are six (6) Groups on the Design Tab: Header & Footer, Insert, Navigation, Options, Position and Close (for the header and footer Ribbon only).

Pre-defined Header/Footer

choices

Pre –defined Page numbers

(location

Various Formatted Dates

& Times

Various Formatted Dates

& Times

Insert a picture

Insert clipart

Odd header/ footer is

different from Even

header/footer

Specify unique or no header

information for first page

Switch between Header

& FooterSwitch to

previous and next section

breaks

Link to header or footer

information in previous section

Shows the text not included in

the header

Specify height of Header & Footer

Insert various Tabs

Close the Header and

Footer Ribbon only

For Word Users


FOR MORE INFORMATION

For Hardware and Network Support: Call the OSSS Help Desk (718) 349-5783

For Applications and Training Support: Call the Applications Support Group (718) 349-5700

E-mail:[email protected]

Training Registration Link:http://intranet.opt-osfns.org/dsf/resources/passportregistration/

Microsoft Office Online Link:http://office.microsoft.com

mailto:[email protected]�

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http://office.microsoft.com/�

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