WEBVTT Kind: captions Language: en 00:00:09.230 --> 00:00:14.059 Workbooks can be used completely electronically, but sometimes you need to print them too. 00:00:14.059 --> 00:00:17.859 It's important to understand the basics of printing, plus the other things you have control 00:00:17.859 --> 00:00:21.400 over—like what parts of the worksheet to print, and more. 00:00:21.400 --> 00:00:27.650 You'll find everything you need in the backstage view… in the Print pane. Here you can adjust 00:00:27.650 --> 00:00:31.470 your settings, see a preview, and print your workbook all in one place. 00:00:31.470 --> 00:00:36.300 Now, you could just enter the number of copies you want, and then click the Print button 00:00:36.300 --> 00:00:40.480 right away. But if you want more control over the finished product, you might want to take 00:00:40.480 --> 00:00:42.770 a look at the options below. 00:00:42.770 --> 00:00:46.750 If your workbook contains multiple sheets, the first thing you'll need to do is decide 00:00:46.750 --> 00:00:51.370 whether to print only the active sheets (which is the default print method)… or the entire 00:00:51.370 --> 00:00:56.100 workbook. You can also narrow it down to just your current selection. 00:00:56.100 --> 00:01:01.829 Let's go back to our workbook, so we can review how these options work. 00:01:01.829 --> 00:01:05.950 A worksheet is considered active when it's selected, like the Central sheet is selected 00:01:05.950 --> 00:01:11.280 now. To print more than one worksheet (but not the entire workbook), just hold Ctrl on 00:01:11.280 --> 00:01:14.630 your keyboard while you select the sheets you want. 00:01:14.630 --> 00:01:20.590 Now Excel will print the sales figures for the West Coast, East Coast, and Central offices. 00:01:20.590 --> 00:01:26.650 However, that's not quite what I want. The data I'm after is more specific: the sales 00:01:26.650 --> 00:01:31.600 records for the top 40 salespeople at the Central office. As you can see, I've already 00:01:31.600 --> 00:01:36.799 sorted that info from largest to smallest, and marked the top 40 with a gold star. 00:01:36.799 --> 00:01:40.140 We don't want to print the entire worksheet, because that would include more data than 00:01:40.140 --> 00:01:44.530 we need. Instead, why don't we print just a selection? 00:01:44.530 --> 00:01:50.170 Start by selecting the data you want (including your header row if you have one). Then navigate 00:01:50.170 --> 00:01:54.320 back to the Print pane in the Backstage view. 00:01:54.320 --> 00:01:58.119 Watch the print preview closely, and you'll notice it changes when we switch from Print 00:01:58.119 --> 00:02:03.520 Active Sheets... down to Print Selection. Now only my current selection appears on the 00:02:03.520 --> 00:02:08.090 printout—the top 40 salespeople for the Central office. 00:02:08.090 --> 00:02:12.640 As an alternative, you can create a permanent selection using the Print Area command. You'll 00:02:12.640 --> 00:02:17.940 find it on the Page Layout tab. Just select your data, then choose Set Print Area from 00:02:17.940 --> 00:02:26.030 the menu. If you change your mind or no longer need it, choose Clear to remove it. 00:02:26.030 --> 00:02:30.860 I do see some other things I'd like to address now, starting with the Page Orientation. Our 00:02:30.860 --> 00:02:35.709 current orientation is Portrait (or vertical)—a good choice if your goal is to fit more rows 00:02:35.709 --> 00:02:41.200 on each page. I'd like to switch to Landscape (or horizontal), so I can fit more columns 00:02:41.200 --> 00:02:42.900 instead. 00:02:42.900 --> 00:02:49.780 Another option is to go to Scaling... and choose Fit All Columns on One Page. This automatically 00:02:49.780 --> 00:02:54.220 shrinks your printout so every column fits on a single sheet of paper. 00:02:54.220 --> 00:02:58.909 This can be a great way to condense your content, but it just depends on the worksheet. If you 00:02:58.909 --> 00:03:05.970 have a lot of data, it can make it difficult to read. I think I'll switch back to No Scaling... 00:03:05.970 --> 00:03:09.849 then take a closer look at how the data is being arranged. 00:03:09.849 --> 00:03:14.330 There's enough of it here that the last few rows have to be listed on a separate page. 00:03:14.330 --> 00:03:20.030 The next two pages are also lacking some context. Luckily, we can repeat important data like 00:03:20.030 --> 00:03:24.890 the header row using a feature called Print Titles. That way, we'll know who these figures 00:03:24.890 --> 00:03:27.930 belong to and what months they're for. 00:03:27.930 --> 00:03:34.690 All you have to do is go to the Page Layout tab... and then click the Print Titles command. 00:03:34.690 --> 00:03:40.620 Next, click the button beside to the range you want to repeat. You can choose either 00:03:40.620 --> 00:03:43.480 rows or columns. 00:03:43.480 --> 00:03:48.590 The dialog box will collapse, and your cursor will turn into a selection arrow. From here, 00:03:48.590 --> 00:03:53.680 select the data you want to repeat; in this example, row 1… then click the button to 00:03:53.680 --> 00:03:55.849 go back. 00:03:55.849 --> 00:03:59.790 Do the same for your columns if you have any that you want to include. I'm going to go 00:03:59.790 --> 00:04:06.129 ahead and select the first column with all the employees' names. When you're done, click 00:04:06.129 --> 00:04:12.500 OK... and we'll be able to confirm the change once we get back to the Print pane. 00:04:12.500 --> 00:04:16.400 There's one more thing I'd like to adjust while I'm here. Remember how the last few 00:04:16.400 --> 00:04:19.979 rows had to be put on a separate page because there wasn't enough room? 00:04:19.979 --> 00:04:25.199 I'd like more control over that. Instead of the last few rows, I want the data to be divided 00:04:25.199 --> 00:04:28.699 evenly—20 people on each page. 00:04:28.699 --> 00:04:32.780 To do this, I'm going to switch to Page Break Preview mode using the button in the bottom 00:04:32.780 --> 00:04:37.560 right corner. This makes it easier to see your page breaks so you can adjust them as 00:04:37.560 --> 00:04:43.360 needed. All you have to do is click and drag the blue dotted line... then release where 00:04:43.360 --> 00:04:46.630 you want the page break to go. 00:04:46.630 --> 00:04:50.860 Let's go back to the Print Pane, where we can see the changes have taken effect. The 00:04:50.860 --> 00:04:56.830 data is now divided evenly on each page, and the print titles make it much easier to follow. 00:04:56.830 --> 00:05:00.630 As you can see, the Total column is the only thing that didn't make it onto the previous 00:05:00.630 --> 00:05:06.100 page. I bet we could fix that by making the margins a little smaller. You can adjust your 00:05:06.100 --> 00:05:11.610 margins manually using the button in the bottom right corner... or you can choose a preset 00:05:11.610 --> 00:05:16.310 from the Margins menu. I think the Narrow option should give us just enough room. 00:05:16.310 --> 00:05:18.759 Perfect! 00:05:18.759 --> 00:05:24.690 Now I'm ready to print. At this point, all you have to do is click the Print button... 00:05:24.690 --> 00:05:28.060 and Excel will print your data exactly as it appeared in the preview.