WEBVTT Kind: captions Language: en 00:00:06.720 --> 00:00:11.940 While Excel workbooks can be used entirely electronically, you may find that you need 00:00:11.940 --> 00:00:15.850 to print them as well. It's important to understand not only how 00:00:15.850 --> 00:00:21.570 to print, but how to prepare your workbook for printing. 00:00:21.570 --> 00:00:27.380 The first thing I would encourage you to do is to add the Print Preview icon to your Quick 00:00:27.380 --> 00:00:31.480 Access toolbar if you think you may print your worksheets. 00:00:31.480 --> 00:00:35.960 It's always good to see how something looks before you print it, and having the Print 00:00:35.960 --> 00:00:41.030 Preview command on the Quick Access toolbar will make it a lot easier. 00:00:41.030 --> 00:00:45.350 In addition to accessing the Print Preview command from the toolbar, you can also access 00:00:45.350 --> 00:00:51.660 it by left-clicking the Microsoft Office Button and selecting Print. 00:00:51.660 --> 00:00:57.400 From the Print menu, you can choose Print Preview, which lets you see how the worksheet 00:00:57.400 --> 00:01:04.400 will appear printed, Quick Print, which prints one copy to the default printer, or Print, 00:01:07.680 --> 00:01:13.970 which allows you to set specific print options. We'll talk more about this later. 00:01:13.970 --> 00:01:18.220 Let's look at our household budget in Print Preview format. 00:01:18.220 --> 00:01:25.220 I can just select it from here, or from the Quick Access toolbar. 00:01:26.250 --> 00:01:31.670 And now we can see that our view has changed. The tab at the top indicates that we are in 00:01:31.670 --> 00:01:38.570 Print Preview. On the bottom, left side I can see that we're 00:01:38.570 --> 00:01:45.500 viewing page 1 of 2. We can look at our spreadsheet and see that 00:01:45.500 --> 00:01:52.500 our full title doesn't appear and that about half of our columns don't show up on the page. 00:01:53.520 --> 00:01:59.990 This means that the rest of the columns June through December are on page 2. 00:01:59.990 --> 00:02:06.070 I can view page 2 by clicking the Next Page command in the Ribbon and here's the rest 00:02:06.070 --> 00:02:10.420 of my spreadsheet. And you can just click the Previous Page command 00:02:10.420 --> 00:02:15.670 to go back to page 1. Now, before we leave Print Preview mode, let's 00:02:15.670 --> 00:02:22.150 take a look at the other commands. You have the Print command, which opens the 00:02:22.150 --> 00:02:29.000 Print dialog box. You also have the Page Setup command. 00:02:29.000 --> 00:02:34.170 From here, you can access many of the same features as you can on the Ribbon such as 00:02:34.170 --> 00:02:40.450 Orientation, Scaling, and more. If you're already in Print Preview, you can 00:02:40.450 --> 00:02:45.150 make these changes from here, rather than closing Print Preview and modifying these 00:02:45.150 --> 00:02:49.700 things from the Ribbon. You can also use the Zoom command to zoom 00:02:49.700 --> 00:02:54.680 in and out. I usually stay zoomed out in Print Preview 00:02:54.680 --> 00:02:59.010 so I can see what everything looks like. Finally, you have the Margins feature that 00:02:59.010 --> 00:03:04.879 you can select and deselect. I think this is a really great feature in 00:03:04.879 --> 00:03:08.260 Excel. Right in Print Preview I can change my margin 00:03:08.260 --> 00:03:13.129 and column width settings. For example, let's say I want to make the 00:03:13.129 --> 00:03:20.129 Paid column smaller, and the Bill column wider. I just have to hover over one of the margin 00:03:20.569 --> 00:03:27.569 markers until the double-arrow appears, and then left-click and drag the line. 00:03:28.120 --> 00:03:35.120 The change is made right here in Print Preview and is reflected in the actual spreadsheet. 00:03:35.760 --> 00:03:41.239 We can leave Print Preview by clicking the Close Print Preview icon. 00:03:41.239 --> 00:03:45.489 You should also become familiar with the Page Layout tab. 00:03:45.489 --> 00:03:50.209 From here can customize some of our options so that the spreadsheet prints the way that 00:03:50.209 --> 00:03:53.489 we want it to. We saw in Print Preview that we can modify 00:03:53.489 --> 00:03:58.209 our margins, and you can do the same thing by left-clicking the margins command and choosing 00:03:58.209 --> 00:04:03.510 one of the predefined settings, or by entering custom margins. 00:04:03.510 --> 00:04:08.569 You can also change the page orientation. You may want to do this depending on whether 00:04:08.569 --> 00:04:12.720 your worksheet has more information left to right, which might be better suited to the 00:04:12.720 --> 00:04:17.900 Landscape orientation. To change the orientation select either Portrait 00:04:17.900 --> 00:04:23.690 or Landscape. We are in Portrait mode right now. 00:04:23.690 --> 00:04:29.050 Portrait orients everything on the page vertically, while Landscape orients the page horizontally. 00:04:29.050 --> 00:04:33.360 We've already seen how this worksheet will look printed in portrait format, so let's 00:04:33.360 --> 00:04:38.100 try Landscape. When you select it, you won't notice anything 00:04:38.100 --> 00:04:44.870 change in the current view, but if you click the Print Preview command you'll see now that 00:04:44.870 --> 00:04:49.449 3 extra columns of info appear on this first page. 00:04:49.449 --> 00:04:55.900 You may also notice that we're on Page 1 of 3. 00:04:55.900 --> 00:05:00.260 When we changed to Landscape, some of the information on the bottom of our worksheet 00:05:00.260 --> 00:05:06.970 was cut off and now appears on page 2 and page 3 has our extra columns. 00:05:06.970 --> 00:05:11.449 Even with some information on other pages, the Landscape orientation just makes more 00:05:11.449 --> 00:05:16.090 sense for this spreadsheet. I can still tweak the worksheet so all the 00:05:16.090 --> 00:05:23.090 information appears. I can do this using the Scale to Fit group. 00:05:23.310 --> 00:05:28.560 From here I can modify the scale settings by typing numbers into the field, or using 00:05:28.560 --> 00:05:34.850 the arrows. Currently the worksheet is printing at 100%. 00:05:34.850 --> 00:05:39.720 Since we're not far from getting everything to print on one page, let's decrease that 00:05:39.720 --> 00:05:45.160 to 75% and see what happens. You won't notice a change in the spreadsheet, 00:05:45.160 --> 00:05:50.610 but when you click Print Preview, that's when you'll be able to tell if all your information 00:05:50.610 --> 00:05:56.949 will print on one page. And we can see that it does. 00:05:56.949 --> 00:06:01.650 Scale to Fit is a great tool if things just don't quite fit on a sheet. 00:06:01.650 --> 00:06:06.100 Keep in mind though that you can scale things down so much that it's difficult to read when 00:06:06.100 --> 00:06:12.919 printed, so be careful! We're going to leave our paper size set to the standard 8.5 by 00:06:12.919 --> 00:06:16.990 11, but you could change that here if you wanted to. 00:06:16.990 --> 00:06:23.229 By default, the print area is the entire worksheet, but in Excel you can choose to select a different 00:06:23.229 --> 00:06:27.430 print area. For example, if I only wanted to print the 00:06:27.430 --> 00:06:33.180 part of my worksheet that shows my bills January through April, all I need to do is select 00:06:33.180 --> 00:06:38.789 the cells I want by left-clicking my mouse and dragging it over those cells. 00:06:38.789 --> 00:06:44.440 Now, click the Print Area command, and choose Set Print Area. 00:06:44.440 --> 00:06:51.440 If we go up to Print Preview, we can see that only those cells we selected will be printed. 00:06:51.570 --> 00:06:56.270 To go back to the default setting, which is the entire worksheet, just click the Print 00:06:56.270 --> 00:07:03.270 Area command and then select Clear Print Area. Another feature that is worth showing is the 00:07:03.740 --> 00:07:10.220 Breaks command, which allows you to insert page breaks at various points in the spreadsheet. 00:07:10.220 --> 00:07:15.259 This gives you control in determining where you want new pages to start. 00:07:15.259 --> 00:07:20.180 This is especially important when dealing with long spreadsheets, it's quite possible 00:07:20.180 --> 00:07:24.490 that the page won't naturally break in a location that makes sense. 00:07:24.490 --> 00:07:30.440 To insert a page break, select the cell below where you want the break to appear. 00:07:30.440 --> 00:07:37.440 Now, select the Breaks command and select Insert Break. 00:07:37.620 --> 00:07:43.590 If you click Print Preview, you'll be able to see that a new page begins exactly where 00:07:43.590 --> 00:07:50.130 you placed the page break. The last feature I'll show you before we actually 00:07:50.130 --> 00:07:55.020 print is the Print Titles command. I think this is one of the key things you 00:07:55.020 --> 00:07:59.460 need to know before you print multi-page worksheets in Excel. 00:07:59.460 --> 00:08:04.050 It's a lot easier for me to show you what this command does than tell you. 00:08:04.050 --> 00:08:07.849 To see how this works, click the Print Titles command. 00:08:07.849 --> 00:08:13.759 The Page Setup dialog box appears. Now we want to select what rows or columns 00:08:13.759 --> 00:08:20.710 that we want to appear on every printed page. I inserted a page break awhile ago so that 00:08:20.710 --> 00:08:26.569 my fixed and variable expenses would appear on one page, and everything else would appear 00:08:26.569 --> 00:08:30.130 on another. I'd still like the headings that appear in 00:08:30.130 --> 00:08:37.130 row 7 to appear at the top of page 2, so I'll click the icon, select the row in my spreadsheet, 00:08:38.539 --> 00:08:45.539 click the icon again, and then select OK. I can go into Page Preview and see now that 00:08:45.829 --> 00:08:52.829 Bills, Date, Paid, and the months appear at the top of page 1 and page 2. 00:08:53.910 --> 00:08:59.800 Once I'm ready to print, I can do so from here, or from the Microsoft Office Button. 00:08:59.800 --> 00:09:06.670 I'll just left-click the button and select Print and then Print. 00:09:06.670 --> 00:09:12.399 And the Print dialog box appears. My default printer appears selected but you 00:09:12.399 --> 00:09:16.860 can change that if you wish. You can also click Properties to access a 00:09:16.860 --> 00:09:23.860 variety of options such as printing in black and white versus color, single versus double-sided 00:09:23.980 --> 00:09:27.439 printing, and more. These things vary from printer to printer 00:09:27.439 --> 00:09:33.629 so we won't look at those. Now, you will need to choose whether you want 00:09:33.629 --> 00:09:40.629 to print specific pages, or all of the worksheet. Whether you want to print a selected area, 00:09:41.179 --> 00:09:48.040 the active sheet, which in this case is Sheet One, or the entire workbook. 00:09:48.040 --> 00:09:52.300 We've actually only been working with one sheet right now, but if you had information 00:09:52.300 --> 00:09:58.910 on these other worksheets, you could print it all by selecting Workbook. 00:09:58.910 --> 00:10:04.959 Once you've specified how many copies you'd like to print, just click OK. 00:10:04.959 --> 00:10:09.769 Whether you're reviewing data, marking off a checklist, or distributing handouts, 00:10:09.769 --> 00:10:14.019 these are all great reasons to start printing a worksheet or workbook in Excel today!