Microsoft Printing Worksheets and Workbooks in Excel User Guide

Microsoft Printing Worksheets and Workbooks in Excel

Product Information

Specifications

• Product: Excel 2019
• Category: Software
• Manufacturer: Microsoft

Product Usage Instructions

Creating Hard Copy Output
Printing operations and settings are available from the Print page of the File tab (also known as ‘Backstage’). To return to the work area from Backstage, click the ‘Back’ button in the top left corner.

Printing Worksheets and Workbooks in Excel
Tip: Use the keyboard shortcut CTRL P to quickly open the Print page.

To Print a Document Using Default Settings:

1. Select the File tab.
2. Click Print at the left.
3. Click Print.

Unless you are printing a small, simple document, a default printout from Excel seldom gives good results. Refer to the Reference Guides: Excel 2019 Page Setup Essentials and Excel 2019 Advanced Page Setup for more adjustments.

Number of Copies

You can select how many copies of a printout you want:

1. Select the File tab.
2. Click Print at the left.
3. Spin to or type a number in the Copies box.
4. Click Print.

Selecting a Printer

1. Select the File tab.
2. Click Print at the left.
3. Click the down arrow under Printer to choose from installed printers or printing methods on your computer.
4. Select the required option.
5. Click Print.

Other Commands in the Printer Drop List

• Add printer: Use this command to connect/install your computer to another printer that you are permitted to connect to.
• Print to File: This command is used to share documents when the necessary program is not available on the computer. It creates a file with printer instructions for creating a hard copy of the document.

FAQ

• Q: How do I change page layout settings for printing?
  A: You can refer to the Reference Guides mentioned in the manual for adjusting page layout settings to achieve better print results.

• Q: Can I save print or page setup options for future use?
  A: Any print or page setup options applied to a worksheet are maintained while the file remains open. Refer to Troubleshooting section for more details on saved options.

Creating Hard Copy Output

Printing operations and settings are available from the Print page of the File tab (also known as ‘Backstage’). To return to the work area from Backstage, click the ‘Back’ but-ton in the top left corner .

Tip: Use the keyboard shortcut CTRL P to quickly open the Print page

To Print a Document Using Default Settings

• a) Select the File tab.
• b) Click Print at the left.
• c) Click Print .

Unless you are printing a small, simple document, a default printout from Excel seldom gives good results. This document, therefore, should be read in conjunction with the Reference Guides: Excel 2019 Page Setup Essentials and Excel 2019 Advanced Page Setup in order to ‘adjust’ the printout to a more acceptable standard. A few, basic adjustments are described in this document under Page Layout Options on page 3.

Tip: To quickly print the current worksheet using the current page layout settings, add the ‘Quick Print’ button to the Quick Reference Toolbar (see Quick reference guide: Excel 2019 Cus-tomising the Quick Access Toolbar and Ribbon).

Notes – Any print or page setup options applied to a worksheet are maintained while the file remains open. If, for example, you have chosen to print 5 copies of a worksheet in Landscape, you must remember to revert the setting if you want just one copy in Portrait next time during the same session.
Print or page setup options are specific to just the one sheet that they have been applied to. For example, if you have cho-sen to print Sheet1 in landscape on A3 paper, you will have to re-specify the settings if you want to print Sheet2 in the same way. Refer to Troubleshooting on page 3 to see which print and page setup options are saved with the workbook.

Number of copies

You can select how many copies of a printout you want.

• a) Select the File tab.
• b) Click Print at the left.
• c) Spin to or type a number in the Copies: box .
• d) Click Print .

Selecting a printer

• a) Select the File tab.
• b) Click Print at the left.
• c) Click the down arrow under Printer. This will show a list of alternative printers or methods of printing that are in-stalled on your computer.
• d) Select the required option.
• e) Click Print .

Other commands in the Printer drop list

• Add printer… use this command to connect/install your com-puter to another printer that you are permitted to connect to.
• Print to File – is an archaic command used to share documents where a user does not have the necessary program on his/her computer in order to print a document. The command creates a file containing printer instructions for creating hard copy of the document in question.

Most modern printers no longer support the type of file cre-ated and this method of file sharing has largely been super-seded by the use of PDF files.

What to print

• a) Select the File tab.
• b) Click Print at the left.
• c) Under Settings, click the first button at the top. It will show the following options:
  • Print Active Sheets – normally prints the current sheet, ie. the one you were working on when you clicked the File tab. It can, however, also be used to print multiple sheets. See be-low for how to select multiple sheets.
  • Print Entire Workbook – prints all the sheets in the workbook. Each worksheet starts on a new page.
  • Print Selection – prints a selected range on a worksheet. If mul-tiple ranges are selected (by using the CTRL key), each range will print on a new page. Can be used to print selected ranges on different worksheets. See below for how to select multiple sheets.
  • Print Selected Table – you will only find this command in the drop list if the worksheet that you are printing contains Excel Tables AND you have selected at least one cell on a Table (see Reference Guide: Excel 2019 Advanced Formatting – Styles, Themes and ‘Tables’).

Other print commands under settings

• Ignore Print Area – toggle command to cancel any pre-set print areas. To learn about print areas, see Reference Guide – Excel 2019 Page Setup Essentials. If selected, this setting will remain active while the current file remains open.
  Pages: … to… spin boxes – are found immediately below the button and used to specify a range of pages to print. To know which page numbers to enter, refer to the print preview pane.

The range of pages must be continuous, for example you can choose to print pages 1 through to page 5 but you cannot print pages 1, 3 and 5 only. Pages 1, 3 and 5 would have to be output as separate print commands.

Selecting multiple sheets

• a) Select the first sheet to be printed
• b) Hold down the CTRL key on the keyboard
• c) Click the tab of the next sheet to be printed.
• d) While continuing to hold down the CTRL key, click the tab of the next sheet that you want to print.
• e) Continue step d) above until you have selected all the sheets that you want to print.
• f) When finished, release the CTRL key.
• g) Print as described previously in this guide.
• h) To unselect the multiple sheets:
  • I. Right click one of the selected sheets.
    ii. Click Ungroup sheets.
    NB. When multiple sheets are selected, any page setup options chosen are applied to ALL the selected sheets.

How to print

One sided/Two sided
If the printer you are using supports double-sided printing, the necessary options will be available under Settings.

• a) Select the File tab.
• b) Click Print at the left.
• c) Under Settings, click the second button down. By default, it will contain the words: Print One Sided.
• d) Select a double-sided option as follow:
  • i. If printing in a portrait orientation
  • Print on Both Sides (Flip pages on long edge) – use this if you want to turn the page over horizontally to see the reverse side. In other words, the same as if turning a page in a book.
  • Print on Both Sides (Flip pages on short edge) – use this if you want to turn the page over vertically to see the reverse side. In other words, the same as if turning the page in a calendar or a reporter’s note-pad.
  • ii. If printing in a landscape orientation
  • Print on Both Sides (Flip pages on long edge) – use this if you want to turn the page over vertically to see the reverse side. In other words, the same as if turning a page in a calendar or a reporter’s note-pad.
  • Print on Both Sides (Flip pages on short edge) – use this if you want to turn the page over horizontally to see the reverse side. In other words, the same as if turning the page over in a book.

Collated/Uncollated
This setting will only have an effect if you are printing more than one copy of the document AND the document consists of more than one page.

• a) Select the File tab.
• b) Click Print at the left.
• c) Under Settings, click the third button down. By default, it will contain the words: Collated.
• a) Collated – Produces the pages in numerical sequence. This is useful if you are creating booklets. The copies can be taken straight from the printer and stapled or bound be-cause the pages will already be in the correct order.
• b) Uncollated – Produces the pages in groups This is useful if you are creating handouts that you want to distribute in-dividually. If, for example, you have requested six copies of a three page document, uncollated will produce six cop-ies of page 1; six copies of page 2 and six copies of page 3.

Page Layout Options

The bottom four buttons under Settings on the Print page can be used for quickly and easily applying some of the more pop-ular page setup options.

These are as follows:
Portrait Orientation (default) but-ton- gives options for portrait or landscape paper orientation.
A4 (default) button – gives options for paper sizes. Sizes available will depend on the capability of the printer being used.

Normal Margins (default) button – gives pre-defined options for controlling the amount of white space around the sides of the paper.

No Scaling (default) button – gives pre-defined options for shrinking the printout in order to reduce the number of pages being printed.

At the bottom of the menus for paper size, margins and scaling, there is an additional command that opens the Page Setup di-alog box giving more options for the relevant setting.

Detailed descriptions for using these options can be found in the Reference Guides: Excel 2019 Page Setup Essentials and Excel 2019 Advanced Page Setup.

Other Printer Options

Below the printer selection button there is a Printer Properties link. This will normally open a dialog box giving advanced set-tings for the printer being used.

Some of these settings repeat those already mentioned in this guide but there will be extra ones too, especially for specifying the quality of the printout, and for colour adjustments. The settings available in this dialog box will vary depending on the type of printer being used and its configuration.

Troubleshooting

Printer and Setting Options that are Saved with the File
The following is a list of print and page setup options that are saved with the file.

Beware of opening an Excel file that you are unfamiliar with and printing it without checking the printer and settings marked ‘Yes’ above. The previous user may have changed them and you could end up with pages of printout that don’t meet your needs!

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