WEBVTT Kind: captions Language: en 00:00:10.380 --> 00:00:15.830 Excel workbooks can be used completely electronically, but sometimes you need to print them too. 00:00:15.830 --> 00:00:19.590 It's important to understand the basics of printing, plus the other things you have control 00:00:19.590 --> 00:00:23.420 over - like what parts of the workbook to print, and more. 00:00:23.420 --> 00:00:28.480 If you're familiar with Excel 2007, it might look like the Print Preview mode is missing. 00:00:28.480 --> 00:00:29.480 Not so. 00:00:29.480 --> 00:00:33.900 Just go to the Backstage view, and you'll find everything has been combined under Print, 00:00:33.900 --> 00:00:38.230 where you can adjust your settings, see a preview, and print your workbook all in one 00:00:38.230 --> 00:00:39.640 place. 00:00:39.640 --> 00:00:43.680 If your workbook contains multiple sheets, the first thing you'll need to do is decide 00:00:43.680 --> 00:00:48.910 whether to print only the active sheets (which is the default print method), or the entire 00:00:48.910 --> 00:00:49.910 workbook. 00:00:49.910 --> 00:00:53.320 You can also narrow it down to just your current selection. 00:00:53.320 --> 00:00:56.770 Let's go back to my workbook for a minute so we can take a look a what these options 00:00:56.770 --> 00:00:58.340 mean. 00:00:58.340 --> 00:01:04.510 A worksheet is considered active if it's selected, like my 2010 worksheet is selected now. 00:01:04.510 --> 00:01:08.689 To print multiple worksheets, just press hold Ctrl on your keyboard while you click the 00:01:08.689 --> 00:01:11.330 other sheets that you'd like to make active. 00:01:11.330 --> 00:01:16.860 Now Excel will print the worksheets for 2008, 2009, and 2010. 00:01:16.860 --> 00:01:18.070 But that's not what I want. 00:01:18.070 --> 00:01:24.450 The data I'm after is more specific: the sales records for the top 40 sales people in 2010. 00:01:24.450 --> 00:01:28.700 I've already sorted that information from largest to smallest and marked the top 40 00:01:28.700 --> 00:01:30.090 with a gold star. 00:01:30.090 --> 00:01:32.069 How do we go about printing it? 00:01:32.069 --> 00:01:34.689 We'll use the option to print only the current selection. 00:01:34.689 --> 00:01:40.830 First, you'll need to select the data you want to print, including your header row. 00:01:40.830 --> 00:01:44.590 Now go back to the Print pane in the Backstage view. 00:01:44.590 --> 00:01:48.639 Keep your eye on the print preview, and notice how the print area changes when we switch 00:01:48.639 --> 00:01:52.079 from Print Active Pages to Print Selection. 00:01:52.079 --> 00:01:57.359 Now only my current selection will be on the printout - the top 40 sales people for 2010. 00:01:57.359 --> 00:02:03.060 I do see some other things I'd like to address now, starting with the page orientation. 00:02:03.060 --> 00:02:07.469 Our current orientation is Portrait (or vertical) - a good choice when your goal is to fit more 00:02:07.469 --> 00:02:09.120 rows on each page. 00:02:09.120 --> 00:02:15.000 I'd like to switch to Landscape (or horizontal) so I can fit more columns instead. 00:02:15.000 --> 00:02:20.930 Another option is to go to scaling and choose Fit Sheet on One Page from the drop-down menu. 00:02:20.930 --> 00:02:24.920 This automatically shrinks your printout so the whole thing fits on a single sheet of 00:02:24.920 --> 00:02:25.960 paper. 00:02:25.960 --> 00:02:30.420 I'm going to stick with No Scaling, and then take a closer look at how Excel is handling 00:02:30.420 --> 00:02:31.580 the data. 00:02:31.580 --> 00:02:35.830 There's enough of it here that the last couple of rows have to be listed on a separate page, 00:02:35.830 --> 00:02:38.250 and the months have been split up too. 00:02:38.250 --> 00:02:42.500 That's not a problem - the printout will be nice and easy to read once we add column and 00:02:42.500 --> 00:02:46.000 row headings to each page, also known as Print Titles. 00:02:46.000 --> 00:02:49.830 For example, it would help to know what months these figures are for and the employees that 00:02:49.830 --> 00:02:51.720 they belong to. 00:02:51.720 --> 00:02:57.670 All you have to do is go to the Page Layout tab, and click the Print Titles command. 00:02:57.670 --> 00:03:00.450 See the field for "Rows to repeat at the top"? 00:03:00.450 --> 00:03:04.090 Click the icon beside it, and your mouse becomes a selection arrow. 00:03:04.090 --> 00:03:08.570 Now just click the rows you want to appear at the top of each printed page. 00:03:08.570 --> 00:03:12.900 Click the icon again to go back to the dialog box, and do the same for your columns if you 00:03:12.900 --> 00:03:14.230 have any you'd like to repeat. 00:03:14.230 --> 00:03:20.800 In my case, I want the employees' names to appear on every page. 00:03:20.800 --> 00:03:25.590 Click OK, and we'll be able to confirm the change once we get back to the Print pane. 00:03:25.590 --> 00:03:28.380 But there's one more thing I'd like to adjust while I'm here. 00:03:28.380 --> 00:03:32.180 Remember how the last couple of rows had to be put on a separate page because there wasn't 00:03:32.180 --> 00:03:33.270 enough room? 00:03:33.270 --> 00:03:37.351 I'd like more control over that; instead of the last couple of rows, I want the data to 00:03:37.351 --> 00:03:41.160 be divided evenly - 20 people on each page. 00:03:41.160 --> 00:03:44.570 To do this, I'm going to insert a page break. 00:03:44.570 --> 00:03:48.350 Just click the row below where you want the break to happen. 00:03:48.350 --> 00:03:54.100 Now go up to the Breaks command, and choose Insert Page Break. 00:03:54.100 --> 00:03:57.540 Now we can confirm our Print Titles - and the fact that that the break appears in the 00:03:57.540 --> 00:04:05.180 right place - by selecting our top 40 again, and going back to the Print pane. 00:04:05.180 --> 00:04:10.310 So here's page 1… and page 2. 00:04:10.310 --> 00:04:11.310 Fantastic! 00:04:11.310 --> 00:04:13.850 It split up the data exactly how I wanted it. 00:04:13.850 --> 00:04:16.250 We can also see our Print Titles now too. 00:04:16.250 --> 00:04:21.500 The header row and column of names that we specified appear on every page of the printout. 00:04:21.500 --> 00:04:23.190 I'm almost ready to print. 00:04:23.190 --> 00:04:26.530 The very last thing I want to do is adjust the margins. 00:04:26.530 --> 00:04:31.840 Right now, my print area can only fit 5 months per page, and I want to fit 6. 00:04:31.840 --> 00:04:35.810 Just click the Show Margins button in the bottom right corner of your preview, and you 00:04:35.810 --> 00:04:39.490 can easily adjust the margins without even leaving the print pane. 00:04:39.490 --> 00:04:43.640 Let's make these a little narrower. 00:04:43.640 --> 00:04:46.680 Perfect! 00:04:46.680 --> 00:04:48.340 Now I'm ready to print. 00:04:48.340 --> 00:04:52.680 All you have to do is click the button, and the data you've prepared will be printed - exactly 00:04:52.680 --> 00:05:15.160 how it looked in the preview.