Excel 2007 Spreadsheet Print Options

01
of 07

Overview - Spreadsheet Print Options in Excel 2007 Part 1

spreadsheet print options
spreadsheet print options. © Ted French

Overview - Spreadsheet Print Options in Excel 2007 Part 1

Related Article: Printing in Excel 2003

Printing in spreadsheet programs like Excel is a bit different than printing in some other programs, such as a word processor. One of the main differences is that Excel 2007 has five locations in the program that contain print-related options.

Part 2 of this tutorial will cover print options available under the Page Layout tab of the ribbon in Excel 2007.

Excel Print Options Tutorial

This tutorial covers Excel 2007 print options available through the Office Button, the Print dialog box, the Quick Access Toolbar, Print Preview, and the Page Setup dialog box.

Tutorial Topics

  • The Office Button Print Options
  • The Print Dialog Box
  • Printing From the Quick Access Tool Bar
  • Print Preview's Print Options
  • The Page Setup Dialog Box – Page Tab Options
  • The Page Setup Dialog Box – Sheet Tab Options
02
of 07

The Office Button Print Options

spreadsheet print options
spreadsheet print options. © Ted French

The Office Button Print Options

There are three print options accessible via the Office Button in Excel 2007. Click on the links below for more information about each option.

  • The Print dialog box
  • Quick Print
  • Print Preview

These options can be accessed by:

  1. Clicking on the Office Button to open the drop down menu
  2. Placing the mouse pointer on the Print option in the drop down menu to display the print options in the right hand panel of the menu.
  3. Click on the desired print option in the right hand panel of the menu to access the option.
03
of 07

The Print Dialog Box

spreadsheet print options
spreadsheet print options. © Ted French

The Print Dialog Box

The four main option areas in the Print dialog box are:

  1. Printer – Allows you to choose which printer to print from. To change printers, click on the down arrow at the end of the printer name line n the dialog box and chose from the printers listed in the drop down menu.
     
  2. Print range
    • All – The default setting – refers only to pages in the workbook containing data.
    • Pages – List the start and end page numbers for those pages to be printed.
  3. Print what?
    • Active Sheet – The default setting - prints the worksheet page that was on screen when the Print dialog box was opened.
    • Selection – Prints a selected range on the active worksheet.
    • Workbook – Prints pages in the workbook containing data.
  4. Copies
    • Number of copies – Set the number of copies to be printed.
    • Collate – If printing more than one copy of a multi-page workbook, you can choose to print copies in sequential order.
04
of 07

Printing From the Quick Access Tool Bar

spreadsheet print options
spreadsheet print options. © Ted French

Printing From the Quick Access Tool Bar

The Quick Access Toolbar is used to store shortcuts to frequently used features in Excel 2007. It is also where you can add the shortcuts to Excel features that are not available on the ribbon in Excel 2007.

The Quick Access Tool Bar Print Options

Quick Print: This option allows you to print the current worksheet with one click. Quick Print uses the current print settings - such as default printer and paper size when it prints. Changes to these default settings can be made in the Print dialog box.

Quick Print is often used to print draft copies of worksheets for proofing.

Print List: This option is used to print blocks of data that have been specifically formatted as a table or list. You must click on a data table in your worksheet before this button becomes active.

As with Quick Print, Print List uses the current print settings - such as default printer and paper size when it prints.

Print Preview: Clicking on this option opens a separate Print Preview window displaying the current worksheet or selected print area. Print Preview allows you to check the details of a worksheet before you print it. See the next step in the tutorial for more information on this feature.

It may be necessary to add some or all of the above print options to the Quick Access Toolbar before you can use them. Instructions for adding shortcuts to the Quick Access Toolbar can be found here.

05
of 07

Print Preview's Print Options

spreadsheet print options
spreadsheet print options. © Ted French

Print Preview's Print Options

Print Preview displays the current worksheet or selected print area in the preview window. It shows you how the data will look when it is printed.

It is usually a good idea to preview your worksheet to ensure that what you are going to print is what you expect and want.

The Print Preview screen is accessed by clicking:

  • on the shortcut on the Quick Access Tool Bar
  • on the print option of the Office Button drop down menu
  • on the Preview button in the Print dialog box

Print Preview Toolbar

The options on the Print Preview toolbar are intended to help you determine how a worksheet will look once it is printed.

Options on this toolbar are:

  • Print – Opens the Print dialog box.
  • Page Setup – Opens the Page Setup dialog box.
  • Zoom – Allows you to magnify the worksheet.
  • Next and Previous buttons – Scroll through all pages being previewed.
  • Show Margins – Displays margins for pages being previewed.
  • Close Print Preview – Closes the preview window and returns you to the active worksheet.
06
of 07

The Page Setup Dialog Box – Page Tab Options

spreadsheet print options
spreadsheet print options. © Ted French

The Page Setup Dialog Box – Page Tab Options

The page tab in the Page Setup dialog box has three areas of printing options.

  1. Orientation – Allows you to print sheets sideways (Landscape view). Very useful for spreadsheets that are just a bit too wide to print using the default portrait view.
     
  2. Scaling – Allows you to adjust the size of the worksheet you are printing. Most often used for shrinking an Excel worksheet to fit on fewer sheets or magnifying a small worksheet to make it easier to read.
     
  3. Paper Size and Print Quality
     
    • Paper size – is adjusted most often to accommodate larger worksheets such as changing from the default letter size (8 ½ X 11 inches) to legal size (8 ½ X 14 inches).
       
    • Print quality – has to do with the number of dots per inch (dpi) of ink that are used in printing a page. The higher the dpi number, the higher the quality the print job will be.
07
of 07

The Page Setup Dialog Box – Sheet Tab Options

spreadsheet print options
spreadsheet print options. © Ted French

The Page Setup Dialog Box – Sheet Tab Options

The Sheet Tab of the Page Setup dialog box has four areas of printing options.

  1. Print Area – Select a range of cells on the spreadsheet to print. Very useful if you are interested only in printing a small section of the worksheet.
  2. Print Titles – Used for printing certain rows and columns on every page - usually headings or titles.
  3. Print - Available options:
     
    • Gridlines – For printing the worksheet gridlines – making it easier to read data on larger worksheets.
    • Black and white – For use with color printers - prevents colors in worksheet from being printed.
    • Draft quality – Prints a quick, low quality copy that saves on toner or ink.
    • Row and column headings – Prints the row numbers and the column letters down the side and across the top of each worksheet.
    • Comments: – Prints all comments that have been added to a worksheet.
    • Cell errors as: – Choices for printing error messages in cells - default is as displayed - meaning as they appear in the worksheet.
  4. Page order – Changes the order for printing pages on a multiple page spreadsheet. Normally Excel prints down the worksheet. If you change the option, it will print across.
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