- [Instructor] Let's go over some of the options you have
when printing a large Excel spreadsheet.
The first thing you'll do is go to file and print
just to see what happens.
In this case, I can see that this is 464 pages,
and as you can see,
not all of the column headers fit across the page.
So let's see what we can do about that.
I'll click the back button
and there are some things that we can do in the spreadsheet
to try to make it a little bit easier.
The first thing I'm going to do
is all the way on the bottom right hand side of the screen
to the left of the slider bar,
I'm going to click page break preview.
I'll zoom in a little bit
so that you can see what's going on here.
This is showing me how Excel
has decided to print all of the pages.
Here you can see a watermarked page one
and to the right of that page 117, and then page 233.
So what's going on is that Excel
is first printing all of these rows.
For example, here's page two
and if I scroll down, I'll find page three,
and it clearly has 116 pages of that
because now it's going to move on to the next columns.
It's going to print those,
and then finally it's going to move on to column three.
Now, that doesn't help anybody,
but in this view you can manipulate these page breaks
to see what you're going to get before you print them.
Now, if I had data all the way on the right hand side
that I didn't want,
I can click on drag on that data
and exclude it from the print view.
It's shaded, meaning it's not going to print.
I'll undo that because it's actually
this middle row that I don't want to print.
If I'm printing my sales sheets,
I want the order number,
the order date, and all the way on the right hand side,
I want the quantities and prices.
So another option that I have is clicking and dragging
on all of these column headers
and hiding their columns.
I'll right click and hide them.
Now this looks a little bit better,
but I can still see that I have two pages.
It's not going to fit on one page,
but I might be able to make it fit on one page.
Here is my page break.
Now, before I dragged the page break in
from the right hand side,
this time I'm going to drag the page break
all the way across.
Now I have page one and it's scrolling all the way down.
Here's page two.
So while all the data I want currently fits on a page,
I managed to do that,
but will it print so that we can read it?
The only way to find out for sure
is to go back to the print preview.
So I'll click file, print
and see my preview.
It is a little bit hard to read,
but there is still some more
that I can do right here on the screen.
For example, what happens if I change
the portrait orientation to landscape?
It looks better, but now I have all this white space here
on the right hand side.
Let's see if we can use that
and make the text bigger.
I'll click this custom scaling button
and I'm going to choose to fit all the columns on one page.
Now it's going to grow them out a bit.
The font is a little bit larger,
and that does mean I have more pages to print out,
but it's absolutely readable
and it's all the data that I need.
So that's one way that you can get your printouts
to work just the way you want them to.
Another way, and I'll go back to the regular view,
and we do that by clicking normal
all the way down at the bottom by the slider.
I still have these columns hidden.
I'll double click to unhide some of them.
There we go.
We can also select data
and only print what's needed.
For example, if I only want columns A through D to print,
I can select those,
click file, print,
and in settings where it says print active sheets,
this time I'll choose to only print the selection.
I'll click show print preview,
has to think about it,
and now it's only going to show me
those columns that I have selected.
Now, in addition to these options,
you can always change to the page layout tab.
Here, there's a whole icon bar of things
that you can do to make this print
exactly how you need it to.
You can set the margins, the page orientation,
the size of the actual paper
that you're going to print it on.
You can choose to print grid lines and headings.
It's completely up to you.
When you're all done making your changes,
the easiest way to find out
what it's going to look like always
is just to go to file and click print again.
You can see what it's going to look like
in the print preview screen.
And when you're done, just click the big print button
when you're ready to go.