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Frisco, CO, United States
Hi, I'm Joel Levy owner of PC Applications. I have been providing quality Windows and MS Office Training and Consulting services to Central Colorado for over 16 Years. I have been specifically teaching computer classes since 1993 and bring incredible enthusiasm in a relaxed, laid back style that makes the learning fun and enjoyable. My personable teaching style makes it easy to understand concepts of how the software works, not just what buttons to click. My experience in working with Windows and ALL of the MS Office Applications at ALL levels allows me to explain things from a broad perspective comparing and contrasting MS Office features. Check out our website www.pcapplications.com

Friday, June 3, 2011

Printing in Excel

Hello To All, Already June! It's been awhile since I've blogged, sorry for the hiatus...

A common issue in Excel is knowing how to control a multi-paged print job. How many times upon printing a worksheet you may have one or more pages "filled up" with part of the print range, but end up with one page that has one or two columns of data on it or one page that has one or two rows of data on it? Wouldn't it be nice to get the one or two columns or rows onto a previous page and save a page or more?

Of course there are several ways to control what data prints, and the number of pages for the print job in Excel. One of the easies ways I have found to control the print job is to work with Page Break Preview and Scale to Fit options.

First of all, in regards to the issue about having a page(s) with just a few columns or rows of data: In Excel there have 2 views (2007 and later added another view called Page Layout) Normal and Page Break Preview. In 2007, there are view option buttons in the status bar on the lower right of the window. Click the Page Break Preview button (read the message that comes up). Now you can click and drag the page break lines and define where the page breaks occur in you print range. Dragging a page break to the edge of the print area will eliminate the page break and of course a page in the print job.

Otherwise one can define the print job using Scale to Fit options in the Page Layout Ribbon in 2007. The print job in Excel is defined as so many pages Wide (width) by so many pages Tall (height) and an associated Scale, the default settings, are "Automatic" for Width and Height and 100% for Scale. You can force the print job to a given number of pages Wide and Tall by setting these options, the scaling with be automatically adjusted. With a combination of Page Break Preview and changing the Scale to Fit options, you can easily see how the print job will occur. To get the print job back to default, Width and Height should be "Automatic" and 100% for scale.

Of course you can view the print job in Print Preview (Ctrl+F2) shortcut.

If nothing else, your goal would be use the least amount of paper to have a readable print job.

Happy printing!

Take care in the meantime until next time, Joel