WEBVTT Kind: captions Language: en 00:00:11.290 --> 00:00:16.200 Workbooks can be used completely electronically, but sometimes you need to print them too. 00:00:16.200 --> 00:00:19.820 It's important to understand the basics of printing, plus the other things you have control 00:00:19.820 --> 00:00:23.670 over—like what parts of the workbook to print, and more. 00:00:23.670 --> 00:00:29.810 You'll find everything you need in the backstage view… under Print. 00:00:29.810 --> 00:00:34.810 Here you can adjust your settings, see a preview, and print your workbook all in one place. 00:00:34.810 --> 00:00:39.500 Now, you could just enter the number of copies you want, and click the Print button right 00:00:39.500 --> 00:00:40.500 away. 00:00:40.500 --> 00:00:44.350 But if you want more control over the finished product, you might want to take a look at 00:00:44.350 --> 00:00:46.640 the options below. 00:00:46.640 --> 00:00:50.640 If your workbook contains multiple sheets, the first thing you'll need to do is decide 00:00:50.640 --> 00:00:55.590 whether to print only the active sheets (which is the default print method)… or the entire 00:00:55.590 --> 00:00:56.590 workbook. 00:00:56.590 --> 00:01:00.440 You can also narrow it down to just your current selection. 00:01:00.440 --> 00:01:06.080 Let's go back to my workbook, so we can review how these options work. 00:01:06.080 --> 00:01:10.750 A worksheet is considered active when it's selected, like my 2012 worksheet is selected 00:01:10.750 --> 00:01:11.980 now. 00:01:11.980 --> 00:01:16.240 To print more than one worksheet (but not the entire workbook), just hold Ctrl on your 00:01:16.240 --> 00:01:19.270 keyboard while you click the sheets you want. 00:01:19.270 --> 00:01:25.100 Now Excel will print the worksheets for 2010, 2011, and 2012. 00:01:25.100 --> 00:01:27.350 But that's not what I want. 00:01:27.350 --> 00:01:33.680 The data I'm after is more specific: the sales records for the top 20 sales people in 2013. 00:01:33.680 --> 00:01:37.750 I've already sorted that information from largest to smallest, and marked the top 20 00:01:37.750 --> 00:01:39.720 with a gold star. 00:01:39.720 --> 00:01:43.240 We don't want to print the entire worksheet, because that would include more data than 00:01:43.240 --> 00:01:44.240 we need. 00:01:44.240 --> 00:01:46.920 Why don't we print a selection instead? 00:01:46.920 --> 00:01:53.280 Start by selecting the data you want to print (including your header row if you have one). 00:01:53.280 --> 00:01:57.979 Then go back to the Print pane in the Backstage view. 00:01:57.979 --> 00:02:02.090 Watch the print preview closely, and you'll notice it changes when we switch from Print 00:02:02.090 --> 00:02:05.150 Active Sheets… to Print Selection. 00:02:05.150 --> 00:02:10.420 Now only my current selection appears on the printout—the top 20 sales people for 2013. 00:02:10.420 --> 00:02:15.420 I do see some other things I'd like to address now, starting with the way the data fits on 00:02:15.420 --> 00:02:16.760 the printout. 00:02:16.760 --> 00:02:20.650 Right now, the last column is getting cut off because there isn't enough room on page 00:02:20.650 --> 00:02:21.650 1. 00:02:21.650 --> 00:02:25.870 We can probably fix that by adjusting the scaling of the worksheet. 00:02:25.870 --> 00:02:30.800 Just open the menu here… and you'll find several different options to choose from. 00:02:30.800 --> 00:02:33.510 If we choose Fit Sheet on One Page… 00:02:33.510 --> 00:02:37.769 Excel will shrink the printout to just the right size, so it fits on a single sheet of 00:02:37.769 --> 00:02:38.950 paper. 00:02:38.950 --> 00:02:42.980 This can be a great way to condense your worksheet, but be aware that the text will become harder 00:02:42.980 --> 00:02:45.379 to read the more you scale it down. 00:02:45.379 --> 00:02:50.709 I think I'll switch back to No Scaling… and to make the data fit, I'll adjust the 00:02:50.709 --> 00:02:52.890 margins instead. 00:02:52.890 --> 00:02:58.379 You can use the menu here to choose one of the predefined sizes… or you can click the 00:02:58.379 --> 00:03:02.590 Show Margins button in the bottom right corner of your preview. 00:03:02.590 --> 00:03:07.370 This feature makes it easy to customize your margins using the guides you see here. 00:03:07.370 --> 00:03:15.120 I'm just going to make them a little narrower by clicking and dragging… and now we can 00:03:15.120 --> 00:03:19.799 see all eight columns without scaling the size of the worksheet. 00:03:19.799 --> 00:03:23.730 There are still several other options in the Print pane that let you control collating, 00:03:23.730 --> 00:03:26.300 orientation, and paper size. 00:03:26.300 --> 00:03:30.030 But I think I'm happy with my worksheet the way it is. 00:03:30.030 --> 00:03:35.970 When you're ready, go ahead and click the Print button at the very top of the pane. 00:03:35.970 --> 00:03:38.349 Now you just have to wait for your worksheet to finish printing.