How to print file from excel. Excel - preparation for printing and options for printing a document. Setting up fields in Excel
Tables in Excel can contain a very large amount of information and, if necessary, some difficulties may arise to print them. In this article, we will look at how to print a table in Excel exactly the way we want it to be.
Large tables in Excel usually take up several pages, and when printed on separate pages, there may be parts of the table that are completely unreadable. Some tweaking is required to correct this situation.
To see how the table will look like when printed with default settings, you need to go to the tab "View" and select menu item "Page layout".
If you select the menu item "Page Mode", we will be able to change the page size immediately on the sheet by dragging the separating blue lines with the mouse.
There are quite a few options for printing settings, it all depends on the desired result. For example, we see that the table is not very large, and we need to print the table in Excel on one sheet. The first option is to go to the tab "Page layout", go to "Print Options", and on the tab "Page" in the column "Scale" indicate placement on no more than one page.
If a large table has some grouped data that can be displayed on separate pages, then the table can be forced to split into separate pages exactly along the boundaries of this grouped data. To do this, select the leftmost cell, from which a new sheet will begin. Then go to the tab "Page layout", and in the menu item "Tears" choose "Set Page Break".
In our example, we see that in this way the first column we did not use got to a separate sheet, since the cell with data from the second column was selected as the first cell of the new sheet.
When a large table is divided into segments, it would not fit to print the table header on each page in Excel. Go to tab "Page layout" and select the menu item "Print headers".
In the window that appears "Page settings" tab "Sheet", we need in the column "Print through lines on each page:" specify a line number or range of lines. To do this, you can place the cursor in the required column and use the appeared arrow to indicate a line or select several lines. Now the line we selected will be duplicated on each sheet as a table header.
If you suddenly need to print part of the table in Excel, i.e. a small section of the table from one sheet, then this section must be selected and printed with a key combination "Ctrl+P" or go to the menu "File" and select item "Seal", where in the graph "Setting" select in the first drop down list "Print Selection".
The table has been created, formatted and needs to be printed. How to print in Excel? MS Excel provides several options for preparing a table or sheet area for printing. Next, one of the ways to solve the problem will be considered, ...
Used by me in practice most often. Perhaps you, dear users of MS Excel (especially beginners), consider it worthy of attention and take it into service.
What is the most important thing to do when preparing to print an area of an Excel sheet?
Place a group of worksheet cellsexcel, which you want to print on a paper sheet relative to its borders in the most convenient way for further work.
The printed presentation of information should be of such a size that those who have to work with the document, having different visual acuity, can easily read what is written and see what is depicted. To do this, they try to place the usually printed area of the Excel sheet so that the entire (or almost all) width of the paper sheet is used. In this case, the paper sheet can, if necessary, be rotated by 90 °, giving it a “portrait” or “landscape” orientation. Before you start printing, you should turn on the print preview to make sure that the selected layout is acceptable.
Getting ready to print in Excel.
For example, I will take an Excel file that contains on its only sheet not a table and not a banal set of records in a group of cells. We will print in Excel a picture of 74-year-old Japanese Tatsuo Horiuchi. This person is painting Excel program using only its tools!!! And how he draws! Moreover, before retiring, he, they say, did not know how to draw at all, did not have a computer, and did not know anything about the MS Excel program. If interested, you can type in any search engine his name in Russian - Tatsuo Horiuchi, or in English language– Tatsuo Horiuchi, take a closer look at his work and try to figure out how he does it.
Below is the original view of the Excel sheet with the artist's painting.
Select in the main menu: "File" - "Preview". What do we see?
If you print now, the picture will be printed cropped on the right and bottom. At the same time, significant areas will remain clean on the left of the sheet and at the top. This does not suit us. What to do?
Procedure:
1. Select in the main menu: "File" - "Page Setup ...".
2. In the Excel "Page Setup" window that pops up, configure the "Page" tab as shown in the picture below. The main thing we do is select the orientation of the paper and give the command: place the range of cells we need on one sheet of paper.
3. In the same window, go to the "Margins" tab and reduce the top, right and bottom margins. Here you can also center the print area horizontally and / or vertically, but we will not do this in our case.
4. In the "Page Setup" window on the "Headers and Footers" tab, you can create a header and / or footer by selecting text from the drop-down list or writing your own original.
5. Go to the "Sheet" tab and set the print area. To do this, “become a mouse” in the “Print range” field and select with the mouse on the sheet the area of cells B2-L59, inside which the picture is completely placed. The range we need is automatically entered into the field.
Here you can also organize the printout of the document along with the grid, with row numbers and column letters, with cell notes and error representations in an acceptable appearance.
6 . Click on the "OK" button - the page parameters are set.
7. Again, select in the main menu: "File" - "Preview" and make sure that the picture is placed on the sheet in the best way.
8. Next, select in the main menu: "File" - "Print". We select the printer, set the required number of copies. If everything suits you, you can print the selected area in Excel. To start the process, just click the "OK" button.
In conclusion, one piece of advice: if you want to print several different ranges of cells on different sheets of paper in Excel, then it is not necessary to do this sequentially. It is enough to select these ranges at once, using pressing and holding the "Ctrl" key and, after adjusting the margins, orientation and scale (all procedures are described above), send everything to print with one click of a button!
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To make the table fit on one sheet, you can reduce the font in the cells and reduce the width of the columns. But this is very tedious and not entirely correct, because if you change the data, you may need to repeat this entire process. A smarter option is to set the appropriate print settings or change the sheet settings a bit.
It must be remembered that in Excel you can only scale down to a certain limit - this is 10% of the natural value. That is, if your table has, for example, 5000 or 10000 rows, then it will be physically impossible to print it on one sheet.
1 way
AT Microsoft Excel 2010 and later printing is configured as follows:
1. You need to launch the print window. To do this, press the key combination "Ctrl" + "P" or select the item "File" -> "Print" in the main menu of the program.
2. In the "Settings" section there is a field with a choice of scaling. In it you need to select "Fit sheet on one page."
This setting allows you to print an Excel spreadsheet on one sheet. In the preview window, you can see how the program automatically scaled down the table.
3. Click the Print button to send the document to the printer.
2 way
If the table dimensions are only slightly larger than the sheet dimensions, then you can try resizing the margins.
In the print window, you can select one of the standard options (regular margins, wide margins, narrow margins), or you can enter your own values.
To enter your own values, select "Custom fields". A window will open in which you can reduce the size of all 4 fields to a minimum.
After setting the settings, click on "OK".
3 way
On the toolbar, select "View" -\u003e "Page Mode".
You will see vertical blue lines which are page borders. Here is an example:
To make both pages print together, drag the blue dotted line to the right, all the way to the end.
As a result, the inscription "Page 1" will remain, and the inscription "Page 2" will disappear. This means that the entire table will be placed on one sheet.
So, you have created a workbook in Excel full of data. It is clearly organized, the information is up-to-date, the formatting is exactly as intended. You decided to print a paper version of this table... and everything went wrong.
Excel spreadsheets don't always look great on paper because they're not designed to fit the printed page. They are designed to be as long and as wide as required. This is great for editing and viewing on the screen, but it can be difficult to print documents because the data may not always fit perfectly into the standard format paper sheet.
All these difficulties do not mean that it is impossible to make an Excel spreadsheet look good on paper. Actually, it's not difficult at all. The following 5 tricks for printing in Excel will help you solve this problem. They should all work the same in Excel 2007, 2010, and 2013.
1. Preview the page before printing
With a tool print preview(Preview) You can see exactly how the table will look on the printed page. In terms of saving time and paper, print preview(Preview) is your main printing tool. You can even make some changes, such as dragging the print borders to make them wider or narrower. Use this tool after adjusting your print and layout options to make sure your spreadsheet looks the way you want it to.
2. Decide what should be printed
If you only need a small part of the data, don't print the entire workbook - print the selected data. You can only print the sheet that is in this moment view by selecting in the print settings Print Active Sheets(Print active sheets), or select Print Entire Workbook(Print Entire Book) to print the entire file. In addition, you can print a small portion of your data by highlighting the desired area and selecting Print Selection(Print selection) in print settings.
3. Maximize available space
You are limited by the size of the sheet of paper you print on, but there are ways to get the most out of its area. Try changing the page orientation. The default orientation is good for data where there are more rows than columns. If your table is wider than it is tall, change the page orientation to landscape(landscape). Still need more space? You can change the width of the borders around the edges of the page. The smaller they are, the more space is left for data. In the end, if your table is not too big, try playing with the tool Custom Scaling Options(Scale) to fit all rows or all columns, or risk fitting the entire table onto one printed sheet of paper.
4. Use headline printing
If the table spans more than one page, then it becomes difficult to understand what specific data refers to, since Excel only prints column headings on the 1st sheet by default. Team Print Titles(Print Headers) allows you to print row or column headers on each page, making the data much easier to read.
5. Use page breaks
If the table spans more than one sheet of paper, we recommend using page breaks to determine exactly what data will fall on each sheet. When you insert a page break, everything below the break is separated from everything above the break and goes to the next page. This is convenient, because You can split the data exactly the way you want.
By using these tricks, you can make your spreadsheets easier to read. You will find more details about the techniques described above in the lessons.
Date: December 15, 2015 Category:Printing in Excel for inexperienced Excel users sometimes turns into a test. Cells go off the page, headers and footers overlap the contents of the sheet, and there is no “Print” button at hand. What to do? First make sure you've done everything and check its appearance in . After that, you can start printing.
Print Excel sheets
To print an Excel sheet, use one of the following methods:
- Press the key combination Ctrl + P, the Print window will open, in which there is a corresponding button Print and some additional settings
- Run on the ribbon File - Print. The same window will open.
- Fast Print. During quick printing, the program will not prompt you to set print options, the current settings will be used, the printer will output the area of the sheet that contains data. To use this feature, you must first configure all the print settings for your workbook, otherwise you may be disappointed with the result. In general, I am a fan of ensuring that all the documents that you often use are always set up and ready to print. In some moment.
How to set up printing in Excel
When using the first two methods, the Print window with additional settings will open. Most of them are discussed in the post, I will only remind and clarify some of the features.
Excel print window In the print window, you can make the following settings:
- Copies- the number of copies of the document to be printed
- Printer- select a printer from the list connected to the computer
- Setting has subsections:
- Print area- you can choose what exactly you want to print: active (selected) sheets, the entire book, the selected fragment
- Pages- specify the range of pages to be printed
- Sort into copies– select the order of sheets when printing multiple copies
- Orientation- apply portrait or landscape page orientation
- Sheet size- dimensions of the paper sheet on which printing is carried out
- fields– set the size of the fields
- Print Scale- enter data in the sheet
To the right of the settings area there will be a preview window where you can see the layout of the sheet as it will be when printed. When all settings are made - press the Print button, the document will be sent to the printer.
Print area in Microsoft Excel
If you want only certain parts of the sheet to be printed, set the print areas. To do this, and run the tape command Page Layout - Page Setup - Print Area - Set. The program will remember that only these ranges of cells need to be printed.
To clear printable areas, run Page Layout - Page Setup - Print Area - Hide.
How to set the print area Additional printing options
Microsoft Excel offers specific printing options. If you want to print a grid of cells, check the box Page Layout - Sheet Setup - Grid - Print.
Similarly, to print row and column headers, the checkbox must be checked. Page Layout - Sheet Setup - Headings - Print.
Grid and header printing I want to add: if you use , it will not be printed. If you need to print a picture, paste it on the sheet, but without reference to the background.
This is how easy it is to print the results of your work. Go ahead, good luck with your printing and good prints. If something from the described did not work out for you, ask questions in the comments.
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