MS Excel - Print Page Setup & Print Data Tips

in this video we'll be looking for page setup for printing the various topics are like margins we have orientation we have paid size print area break background print titles let's see that one by one now if you see I have some data given here that is date region purposely have taken date text in numbers now the very shortcut thing if you want to print and if you want to see your print preview the shortcut from a keyboard is ctrl P and you can see that's a print preview which is given on the right hand side now that is the page setup which is given by default for printing right now but what is the longer method to go to this pages I'll press escape from a keyboard now if you want to go to their long cut method is you have to go to file then you have to go to this option as print once you click on print you will get the same page when I use the shortcut so that's a page given here let's see that one by one so once you click on this option you see there are various options present here let's say let's see the easiest one if you see the second last option it says custom margin now if I click on this custom margin now if I say I want it normal margin you see the gap between the first column and the page and here also it changes if I click on this normal you see the gap changes similarly if I click on this normal margin if I select this wide it changes similarly the third one if I select narrow you see the cap changes so this is about the margin how we can get up now next one is the letter size or you can say speed size if you see there are various type of page sizes given here that is a 3 a 4 a 5 different page size available so the ear the normal and default page size is a4 a3 is a bigger page you can say an a5 is a smaller page so right now if I click on this a 4 you see the page setup changes I mean the page size changes similarly if I go for the other size let's say I go for a 3 page size a 3 page size is okay so I'll go for this a three-page size from here page size a three all right so if I click on this a five page size you see the page size changes and very less data is occupied similarly if I go for the same pa4 size more data is occupied here so page size also you can change according to your convenience secondly if you see there's a portrait orientation there's a landscape and there's one portrait orientation if I select landscape model the width of the page increases if I click on this the width of the page increases if I select this portrait orientation the height of the page increases so this way whatever requirement is there you can choose the page orientation next I have colon collated and uncollected what exactly is collated and uncollected I'll just tell you I have 42 pages if you see there are I'm on the first page of 40 second page out of 42 pages if I want three copies of this for loop pages how do you want the copies like first page second page third page or so if you want only page wise copy wise so you can select this option as first page second page third page first page second page third page now if you do not want that kind of option if you want every first page of every copy so what you have to do is first page of all the three copies second page of all the three copies and fourth page of all these recopies so this way you can get page wise I mean page of every paper first page of the copies this way so that is what you call call it and call it it now if you do not want 42 pages if you want just seven pages or ten pages so you can give the page numbers I want the page number from 7 to 15 7 to 20 and so on next one is I have right now these are the options available let me check how many sheets I have I have total number of sheet is only one see if I have that is one sheet page setup what I'll do is I'll create here one more page I will type here page setup - I will change the sheet name as page setup - and I will just type here something tutorials point to total spine now I will go back to my page that is the first page I'll go to this file print and now if you see there are 42 pages it says print active sheets my active shield is the first sheet if I click on this book and if I say I want to print entire workbook means all the sheets I have so if I click on this entire workbook now if you observe 42 pages have been changed to 43 so if I click again to that inactive sheet it changes to 42 it's changed to 42 so worksheet and workbook that means workbook is a collection of all the worksheets now the third one if you see there's a print selection right now I have not selected anything but if I select some area let's say this way I'll press escape if I select some area like this and if I say I want to print only selected region so I have to go to this file yeah I have to go to this file and then I have this print and now I'll select I want only print selection so this area whichever I have selected will only be get printed here so that's that's all the options are available here next is I just remove this yeah next option I have I'll go to this file print and I have something known as custom scaling now what exactly is custom scaling is first I'll say s print active worksheet custom scaling right now if you see has no scaling that means it will not change it will by default give me the fitting of this so if I select your fit sheet on one page so what will happen is all the pages all the pages if you see now out of 42 pages they have converted into five pages so they are trying to fit all the you know data into one page itself but which is not actually absolutely visible if you see the first four or five lines are compressed into the small format so this way if you want to compress and send some information you can use this option fit sheet on one page similarly fit columns on one page and next you have fixed rows in all the pages so right now there are not many columns so it didn't change any option here so that's no scaling means print sheets add the actual size so no changes will be made so I hope you have understood these are the options available here next one is how many copies do you want you can see there's an option given as one copy so if you want to increase the number of copies I'll just click on this plus or above sign so number of copies will increase so that menu will get I have 102 pages it will keep on adding sub pages over there next is I'll just remove it yeah next is how do you want the print of this do you want as a print as a PDF so I just click on this option once you click on this option yeah so I will go to this place yeah I'll go to this place as file file print and next I have on this drop-down yeah so on this drop-down if you see there's given a sprinter so if I click on this option there are various options available one is do you want to send this to a fax do you want to create a PDF do you want to send an email or different options so if you see there's a printer there's a fax option there's a print to PDF and so many options available right now what I'll do is I'll say as Microsoft print appeal a PDF and this will be converted to a PDF and I will click on this option as print so once I click on this print it will be converting to a PDF and it will ask me a question do you want to save print output as and I have to type the name of the file and the format of the file is given as PDF so I'll type some name let's say I'll type here Excel to PDF and I'll click on save so I'll click on save on the desktop and save so it says 1 0 2 pages are getting printed and the file is done so I'll go on the desktop and open that and I'll open this yeah right so now if you open this I that excel sheet is been converted into a file that's a PDF file and which is saved on the desktop so you see that's a file which is converted now you can work on this file you can import exports so that nobody can disturb this file I'll just close this and I'll come back to my excel file yeah that's a printing one now so we have seen how to go for this option let's say I'll go to file and I'll go to print we have seen all these options which are available that's a place that's a Print Preview which you can see but I'll show you the long cut method in case if you forget the shortcut method that is ctrl P by opening this in there area but I'll go and give you a long cut method you have to go to this page layout you see there's an option given as margin so we have seen all this margin if you do not like they are margin which is by default given you can go to this custom margin so once you open this custom margin by default I mean it will give a dialog box it says what is the left margin what is the right margin top and bottom margin so for options they have given to change everywhere but extra extra options they are given if you want to change the header size the position of header and position of footer so you can change the position from here if you observe my data is on the top left right this top left what I want is I want the data on horizontal and vertically in between so I've got the data horizontal and vertical in between and you can click on this Print Preview will get the same option again to this place so I'll just go back and I'll go to this page margin so from here custom margin you can change all the options which are available next is page orientation which you have seen landscape and portrait two options next is paid sites which have seen a 3 a 4 a 5 different page size next one is I have the print area suppose I want to set this print area so what I can do is first is I'll select some region so I'll just click on this option I'll select some region and I'll say yes I want to set this as print area so when I go to printing this area will be the first person's which will be given set print area now this area is chosen for printing how do I check it I'll go to file I'll go to print and if you see the only region which I have selected that area selected for printing so now I don't want that go back and LCS clear parent area so the print area went back right next is if I want to give a page break right if I want to give a page break suppose I have yeah let's say I have how many rows I have total eight let's say twelve rows out of twelve rows are after twelve volts I want a separate page how do I break a page so I'll keep my cursor on that cell from where I want a page break so wherever my cursor is there above that the entire page will be created separately so once I go to the space I I'll click on this insert page break so if you see there's a thin line which is generated and the page will be broken it will be given how do I check whether actually the page is broken or not I have to press ctrl P from my keyboard so if you see the first page and I'll click on next you see that's the second page so I'll just go back that's the first page so that is how you can you know break up page here that's what you call page break now if you don't want you can just remove the page break remove page break that is one option now second one is if you want to put a background background to your excel sheet right now you might be saying this there's no background given so I'll just click on this background option and I'll see as from file on the desktop I've saved some image file and just open that image file the image file is background image 1 and I'll click on insert that's a PNG file so once I click on insert you see if the background of excel has change instead of white color now you can put your company logo or you go for some presentation it will look you know better so this is a bit dark my data has been hidden so according to your convenience you can change it the color and all and also if you see there's a grid lines which are seen if you do not want that grid lines in the same page Layout tab you see there's a grid line you just click on this view option so gridlines also will go away if you want that gridlines you can bring it back gridlines options here if you do not want the background so what you can do is it's simple option you just click on this delete background and the background will go away delete background so background went away now now there's one more advanced option here I'll show you something I have this data there are only one column heading but if there are all thousand dicots thousand a course at the bottom so when I go for printing if I press ctrl P we say there's a one column heading which is repeated if I go to next page I have no column heading if I go to third page there's no column heading how do I bring the column heading again and again back so that is known as print titles how do I bring it so I'll just go back which title do you want so I want this title to be repeated every now and then so I'll go to this page Layout tab and I'll go to this print titles in this sheet it will ask me which rows to repeat at the top now I know which rolls are to be repeated so I'll click on this option and I'll select this thirteenth row so once I click on 13th row this row will be repeated again and again and I'll just click on this print preview not ok I'll just click on print preview this was the first page which was given let's see the nickel next second page I'll just click on this so you see this one row which is repeated second third fourth fifth so on so you see the column headings are being repeated every now and then so this way when you go for you know printing purpose that can be used right so these are the options available I hope you have understood we have seen margins orientations size print area breaks and we have seen the background and print titles so I hope you have understood for this video thank you

Channel: Tutorials Point (India) Ltd.

Views: 1,161,726

Keywords: Excel Print Page Setup, print excel, how to print in excel, excel printing, excel print, page setup in excel, printing in excel, excel printing tips, Print in excel, Printing Tips, Printing Tips for Excel

Id: DPh9ZPzExTI

Length: 13min 51sec (831 seconds)

Published: Mon Jan 15 2018