UNIT-V

PRINTING YOUR WORK

Workbook Views: Excel has a variety of viewing options that allow you to view or see
the worksheet differently. These views can be useful for various tasks, especially if you
are planning to print the worksheet.

Excel 2013 offers three worksheet views:

1. Normal View
2. Page Layout View
3. Page Break Preview

1. Normal View: Normal view is the default view for all worksheets in Excel, and you
usually use this view to build your worksheets. This view may or may not show page
breaks. If you switch to another view and return to Normal view, Excel displays page
breaks. Close and reopen the Excel file to hide these page breaks. In Normal view,
dotted lines indicate page breaks.

To Switch to Normal View via the Ribbon:

 Click the View tab on the Ribbon.

 In the Workbook Views group, click Normal icon.

 Excel switches to Normal view.

To Switch to Normal View via Shortcut Icon:

 Click the Normal button located at the right of the Status bar.

 Excel switches to Normal view.

2. Page Layout View: Page Layout view displays how your worksheets will appear
when printed. Use Page Layout view to see where pages begin and end. You can also
add headers and footers in this view.

Page Layout View is the ultimate print preview. Unlike the preview in Backstage
view (choose File → Print), this mode is not a view-only mode. You have complete
access to all Excel commands. In fact, you can use Page Layout view all the time if you
like.

To Switch to Page Layout View via the Ribbon:

 Click the View tab on the Ribbon.

 In the Workbook Views group, click Page Layout icon.
  Excel switches to Page Layout view.

To Switch to Page Layout View via Shortcut Icon:

 Click the Page Layout button located at the right of the Status bar.

 Excel switches to Page Layout view.

3. Page Break Preview: Page Break Preview gives you a nice overview of where pages
break when you print the document. This view allows you to change the location of
page breaks, which is especially helpful when printing a lot of data from Excel. Use
this view to easily click and drag page breaks.

Page Break Preview displays the page breaks as blue lines. Unlike Page Layout view,
Page Break Preview does not displays headers and footers.

To Switch to Page Break Preview via the Ribbon:

 Click the View tab on the Ribbon.

 In the Workbook Views group, click Page Break Preview icon.

 Excel switches to Page Break Preview.

To Switch to Page Break Preview via Shortcut Icon:

 Click the Page Break Preview button located at the right of the Status bar.

 Excel switches to Page Preview.

When you switch to Page Break Preview, Excel Performs the following:

Changes the Zoom factor so that you can see more of the worksheet.

 Displays the page numbers overlaid on the pages.

 Displays the current print range with a white background and non-printing
data appears with a grey background.
 Displays all page breaks as draggable dashed lines.

PRINTING IN EXCEL:

Printing in Excel is much like printing in other Office applications like-Microsoft

Word. Excel allows you to print all or part of a worksheet or workbook, with just the
information you need. By setting things up before you are ready to print, you can
control what is printed.

In Excel 2013, you can also print a workbook to a file instead of to a printer.
This is useful when you need to print the workbook on a different type of print from
the one that you originally used to print it.

Before you print anything in Excel, do remember that there are many options
available for an optimal print experience.

CHOOSING YOUR PRINTER

To Switch to a different Printer:

 Click File tab – Print.

 The Print pane appears, with the print settings on the left and Print
Preview on the right.
 Use the dropdown list control in the Printer section to chose a different
installed printer.

SPECIFYING WHAT YOU WANT TO PRINT:

In Excel, sometimes you wish to print only a part of the worksheet rather than
the entire active sheet. Even, sometimes you may want to reprint selected pages of a
report without printing all the pages.

To Specify What to Print:

 Click File tab – Print. The Print pane appears, with the Print Settings on the
left and Print Preview on the right.
 Use the controls in the Print Settings section to specify what to print. You
have several options.
Fig.

Print Active Sheets: Print the active sheet or sheets that you selected. This is the
default option. You can select multiple sheets to print by pressing Ctrl and clicking the
sheet tabs. If you select multiple sheets, Excel begins printing each sheet on a new
page.

Print Entire Workbook: Print the entire workbook, including chart sheets.

Print Selection: Prints only the range that you selected before choosing File tab –
Print.

Print Selected Chart: Appears only if a chart is selected. If this option is chosen, only
the chart will be printed.

Print Selected Table: Appears only if the cell pointer is within a table when the Print
Setting screen is displayed. If this option is chosen, only the table will be printed.
CHANGING PAGE ORIENTATION

Page orientation refers to how output is printed on the page. Excel offers two page
orientation options:

1. Landscape
2. Portrait

Landscape orients the page horizontally, while portrait orients the page
vertically. Portrait is mainly helpful for worksheets with a lot of rows, while landscape
is best for worksheets with a lot of columns.

To Change Page Orientation:

 Click the Page Layout tab on the Ribbon.

 Select the Orientation command under Page Setup group.
 Choose either Portrait or Landscape option from the drop-down menu.

 The Page orientation of the workbook will be changed. If you select

Landscape option from the drop down list, then the page orientation would
be horizontal
 If you select Portrait option from the drop down list, then the page
orientation would be vertical.

SPECIFYING PAGE SIZE:

To Specify the Paper Size for Printing:

 Click the Page Layout tab on the Ribbon.

 Select the Size command under Page Setup group to specify the paper size
you are using for printing.
 Choose the relevant paper size from the drop-down list.
  Click File tab → Print.
 The Print pane appears, with the print settings on the left and Print Preview
on the right.
 Select the relevant paper size from the drop-down list under print settings.

ADJUSTING PAGE MARGINS

Margins are the unprinted areas along the left-right sides, top, and bottom of a printed
page. All printed pages have the same margins. You can’t specify different margins for
different pages.

Excel 2013 provides four different methods to adjust page margins:

To Adjust Page Margins:

Method 1

 To switch to the Page Layout View, click the Page Layout button located at
the right of the Status bar.
 In the Page Layout View, a ruler is displayed above the column header and
to the left of the row header. Use your mouse to drag the margins in the
ruler. Excel adjusts the page display immediately.
 Use the horizontal ruler to adjust the left and right margins, and use the
vertical ruler to adjust the top and bottom margins.

Method 2

 Click the Page Layout tab on the Ribbon.

 Select the Margins command under Page Setup group.
 Select the desired margin size from the drop-down menu.

 The margins will be changed to the selected size.

Method 3

Excel also allows you to customize the size of your margins in the Page Setup dialog
box.

 Click the Page Layout tab on the Ribbon.

 Select the Margins command under Page Setup group.
  Select Custom Margins… from the drop-down menu.
 The Page Setup dialog box will appear.
 Adjust the values for each margin, then click OK.

 The margins of the workbook will be changed.

Method 4

You can also adjust margins in the print preview window in Backstage view.

 Click File tab – Print.

 The Print pane appears, with the print settings on the left and Print Preview
on the right.
 Click the Show Margins button in the bottom-right corner to display the
margins in the print preview pane. Then drag the margin indicators to
adjust the margins.

INSERTING A PAGE BREAK

There are two different kinds of page breaks in Excel:

1. Soft page breaks

2. Hard Page breaks

A soft page break or automatic page break is automatically inserted into a

worksheet when there is too much data to fit on one page.

A hard page break is one that you can insert into worksheet, wherever you want
it to appear. Like- if you need to print different parts of your workbook across separate
pages, you can insert a hard page break. There are two types of hard page breaks:
vertical and horizontal. Vertical page breaks separate columns, while horizontal page
breaks separate rows.

To Insert a Vertical Page Breaks:

 Click the Page Break Preview button located at the right of the Status bar.
The worksheet will appear in Page Break view.
 Move the cell pointer to the cell that will begin the new page. In this case,
make sure to place the pointer in row1.
 Select Page Layout tab – Page Setup group – Breaks command – Insert
Page Break to create the vertical page break.
  The page break will be inserted, represented by a dark blue line.

To Insert a Horizontal Page Break:

 Click the Page Break Preview button located at the right of the Status bar.
The worksheet will appear in Page Break view.
 Move the cell pointer to the cell that will begin in the new page. Make sure
that you place the pointer in column A.
 Select Page Layout tab – Page Setup group – Breaks command – Insert
Page Break to create the horizontal page break.
 The page break will be inserted, represented by a dark blue line.

REMOVING MANUAL PAGE BREAKS

To Remove a Vertical Page Break:

 Move the cell pointer to the first column to the right of the manual page break.
 Select Page Layout tab – Page Setup group – Breaks command – Remove Page
Break.
 The Page break will be removed.

To Remove a Horizontal Page Break:

 Move the cell pointer to the first row beneath(below) of the manual page break.
 Select Page Layout tab – Page Setup group – Breaks command – Remove Page
Break.
 The page break will be removed.

To Remove All Manual Page Breaks:

 Select Page Layout tab – Page Setup group – Breaks command – Reset All Page
Breaks.

PRINTING ROW AND COLUMN TITLES

If your worksheet uses titles headings (row and column headers, also called labels or
print titles) and spans over more than one page, then it’s important to include these
headings on each page of your printed worksheet. It would be difficult to read a
printed worksheet if the title headings appeared only on the first page.

In Excel 2013, the Print Titles command allows you to print row and column headers
on each page of the worksheet.

To Include Print Titles:

 Select the worksheet that you want to print.

 On the Page Layout tab, in the Page Setup group, click Print Titles
command.
  The Page Setup dialog box will appear. On the Sheet tab, under Print
titles, do one or both of the following:
i. In the Rows to repeat at top: field, type the reference of the rows that
contain the column labels. For example; if the row 1 contains the column
labels and you want to print the column labels at the top of every printed
page, you should type $1:$1 in the Rows to repeat at top: Field.
OR
Click the Collapse Dialog Button at the right end of the Rows to repeat
at top: field and then select the title row(s) that you want to repeat at the
top of every printed page. After you finish selecting the title row(s), click
the Collapse Dialog button again to return to the Page Setup dialog
box.
ii. In the Columns to repeat at left: field, type the reference of the column
that contain the row labels. For example, if the column A contains the
row labels and you want to print the row labels at the leftmost side of
every printed page, you could type $A:$A in the Columns to repeat at
left: field.
OR
Click the Collapse Dialog button at the right end of the Columns to
repeat at left: field and then select the title column(s) that you want to
repeat at the leftmost side of every printed page. After you finish selecting
the title column(s), click the Collapse Dialog button again to return to
the Page Setup dialog box.

 Click OK.

PRINT ROW AND COLUMN HEADINGS

By default, Excel doesn’t print the column headings (A, B, C, etc.) or row
headings (1, 2, 3, etc.) that appear along the borders of the sheet.

To Print the Row and Column headings for a worksheet:

 Select the worksheet.

 On the Ribbon, click the Page Layout tab. In the Sheet Options group,
under Headings, select the Print Check box.
 Click the small expansion icon in the Sheet Options group.
 Page Setup dialog box will appear. Under Print section, select the Row and
column headings check box and click OK.
 To print the worksheet, press CTRL +P to open the Print dialog box, and
then click Print.

SCALING PRINTED OUTPUT

In Excel, sometimes you may need to force your printed output to fit on a specific
number of pages. You can do so by enlarging or reducing the size.

To Enter a Scaling factor:

 Select Page Layout tab – Scale to Fit group – Scale command.

 You can scale the output from 10% up to 400%.
  To return normal scaling, enter 100%.

To Force Excel to Print using a Specific number of pages:

 Select Page Layout tab – Scale to Fit group – Width and Page Layout tab
– Scale to Fit group – Height.
 Change either one of these settings, the corresponding scale factor will be
displayed in the Scale control.

HEADERS AND FOOTERS

In Excel, you can make your workbook easier to read and look more professional by
including headers and footers.

Headers and footers are displayed only in Page Layout view, Print Preview, and on
printed pages.

You can also use the Page Setup dialog box if you want to insert headers or footers for
more than one worksheet at a time.

To Add or Change Headers or Footers in Page Layout view.

 Select the worksheet where you want to add or change headers or footers.
 On the Insert tab, in the Text group, click Header & Footer.
 Excel display the worksheet in Page Layout view.
 To add or edit a header or footer, click the left, center, or right header or
footer text box at the top or the bottom of the worksheet page.
 Type the new header or footer text.

To Add or Change Headers or Footers in the Page Setup dialog box:

 Select the worksheet or worksheets where you to add or change headers or

footers.
 On the Page Layout tab, in the Page Setup group, click the Dialog Box
Launcher.
 Excel displays the Page Setup dialog box.
 In the Page Setup dialog box, select the Header/Footer tab, click Custom
Header or Custom Footer.
 Click in the Left, Center, or Right section box, and then click any of the
buttons to add the header or footer information that you want in that
section.
 To add or change the header or footer text, type additional text or edit the
existing text in the Left, Center, or Right section box.
 Click OK.

To Add or Change Built-in Headers or Footers in the Page Layout View:

Excel has many built-in headers and footers that you can use into your worksheet.

 Click the worksheet where you want to add or change a built-in header or
footer.
 On the Insert tab, in the Text group, click Header & Footer.
  Excel displays the worksheet in Page Layout view.
 Click the left, center, or right header or the footer text box at the top or the
bottom of the worksheet page.
 On the Design tab, in the Header & Footer group, click Header or Footer,
and then click the built-in header or footer that you want to use.

To Close Headers and Footers:

 Switch from Page Layout view to Normal view.

 On the View tab, in the Workbook Views group, click Normal.
OR
 You can also click the Normal button on the status bar.

To Remove Headers and Footers:

 Select the worksheet for which you want to remove headers or footers.
 On the Insert tab, in the Text group, click Header & Footer.
 Excel displays the worksheet in Page Layout view.
 Click the left, center, or right header or the footer text box at the top or the
bottom of the worksheet page.
 Press Delete or Backspace.

PREVENTING CERTAIN CELLS AND OBJECTS FROM BEING PRINTED

Preventing Certain Cells From Being Printed

If your worksheet contains some confidential information, you may want to

print the worksheet but not the confidential parts. In Excel, you can use several
techniques to prevent certain parts of a worksheet from printing.

1. Hide Rows Or Columns: When you hide rows or columns, the hidden rows or
columns are not printed.

To Hide Rows:

 Select one or more rows that you want to hide from your worksheet. Press
Ctrl key to select additional rows that are not adjacent.
 Right-click the selected rows, and then select Hide from the shortcut
menu.
 The selected rows will be hidden.

To Unhide Rows:

 Select the adjacent rows for the hidden rows.

 Right-click the selected rows, and then select Unhide from the shortcut
menu.
 The selected rows will be unhidden.

To Hide Columns:

 Select one or more columns that you want to hide from your worksheet.
Press Ctrl key to selected additional columns that are not adjacent.
  Right-click the selected column(s), and then select Hide from the shortcut
menu.
 The selected column(s) will be hidden.

To Unhide Columns:

 Select the adjacent columns for the hidden column(s).

 Right-click the selected columns, and then select Unhide from the shortcut
menu.
 The selected column(s) will be unhidden.

2. Hide Cells or Ranges: You can hide cell or ranges by making the text color the
same color as the background color. However, this method may not work for all
printers.

PREVENTING CERTAIN OBJECTS FROM BEING PRINTED

To prevent objects on the worksheet (such as: Charts, Shapes, and Smart Art)
from being printed, you need to access the Properties tab of the object’s Format dialog
box. Suppose, you are using a Basic Shape over your worksheet.

To Prevent Shape on the Worksheet from being printed:

 Right-click the shape and choose Format Shape option from the shortcut
menu.
 In the Format dialog box that opens for the shape, click the Size &
Properties icon.
 Expand the Properties section of the dialog box.
 Remove the check mark for Print object.

CREATING CUSTOM VIEWS OF WORKSHEET

In Excel, sometimes you need to create several different printed reports from
the same Excel workbook. For that, setting up the specific settings for each report can
be a tedious job.

For example, you may need to print a full report in landscape mode for your
boss. Another department may require a simplified report using the same date, but
with some hidden columns in portrait mode. You can simplify the process by creating
custom named views of your worksheets that include the proper settings for each
report.

The Custom View feature enables you to give names to various views of your
worksheet. You can quickly switch among these named views.

A View includes settings for the following:

 Print settings
 Hidden rows and columns
 The worksheet view (Normal, Page, Layout, Page Break preview)
 Selected cells and ranges
 The active cell The zoom factor
  Frozen panes

To Create a Named View:

1. Set up the view settings the way you want them. For example, hide some
column(s) from your worksheet.
2. Select View tab – Workbook Views group – Custom Views.
3. The Custom Views dialog box appears.
4. Click the Add button. The Add View dialog box appears.
5. Provide a descriptive name. You can also specify what to include in the
view by using the two check boxes. For example, if you don’t want the view
to include print settings, then remove the check mark from Print Settings.
6. Click OK to save the named view.
7. Repeat steps (i) to (vi) to create more views with different names and settings
ass per your need.

When you are ready to print, open the Custom Views dialog box to see all
named views by choosing View tab – Workbook View group – Custom Views.

 To select a particular view, just select it from the list and click the Show
button.
 To delete a named view from the list, just select it and click the Delete
button.

CREATING PDF FILES

The PDF file format is widely used today as a way to prevent information in a
read-only manner, with precise control over the layout. If you need to share your work
with someone who does not have Excel, creating a PDF is often a good solution.

A PDF will make it possible for recipients to view but not edit the content of
your workbook. To view a PDF file, you must have a PDF reader installed on your
computer such as the Adobe Acrobat Reader.

XPS is another ‘electronic paper’ format, developed by Microsoft as an

alternative to the PDF format.

To save a Worksheet in PDF or XPS format:

 Click the File tab to access Backstage view.

 Click Export, then select Create PDF/XPS.
 The Save As dialog box will appear. Select the location where you want to
expert the workbook, enter a file name, then click Publish.
 By default, Excel will only export the active worksheet. If you have multiple
worksheets and want to save all of them in the same PDF file, click Options
in the Save as dialog box.
 The Options dialog box will appear. Select Entire Workbook, then click
OK.