After every work, you might like to get your work printed. Printing your document is very simple in Excel. At the end of your work, you will get a well-formatted and arranged document without stress. Many options help you have control over how your work is printed.
Basic Printing
You can utilize the Quick Print Option to print your worksheet. This option is very fast and simple; you can do this by choosing File-Print and then click the Print button. You can also use the keyboard shortcut Ctrl+P. When you press Ctrl+P, you will see a dialog box that will ask you how you want your files to be printed. When you are done, press Enter.
You might like the method of one-click printing; you can take some time to include a new button to your ‘Quick Access toolbar.’ Click the arrow on the right side of the Quick Access toolbar and select ‘Quick Print’ from the drop- down list. The Quick Print icon will be added to your Quick Access toolbar.
When you click the ‘Quick Print button,’ the current worksheet on the selected printer is printed. You can also change the default print settings if you like. If you do not change the default settings, Excel will use the default settings. The default settings print no cell comments, no cell gridlines, no footers, and headers. In default settings, only one copy is printed, and your work is printed in portrait mode.
How to Change Your Page View
Page Layout view displays your worksheet in pages. That means you can visualize your output while working. The Page Layout view is one of the three worksheet views in Excel. The normal view is the default view; this view might not show page breaks. The Page Layout displays individual pages, while the Page Break Preview enables you to adjust page breaks manually.
You need to click on one of the icons on the bottom right side of the status bar to change your document’s view. There is also a zoom slider that enables you to zoom from 10% to 400%. Most times, Excel uses the normal view; the Normal view shows page breaks.
A vertical and horizontal dotted line indicates these page breaks. The page breaks can automatically adjust when you make changes to the page orientation, column width, row heights, and more. Page breaks do not display until you preview the worksheet.
The Page Layout view not only meant for viewing your worksheet. You can utilize the Page Layout view anytime you like. The Page Break Preview shows the worksheet and the page breaks.
How to Adjust Common Page Setup Settings
When you click the Quick Print button, this might produce good results most times, but you can change the print settings to improve your printed documents. You can use the Page-Layout tab to adjust print settings; you can also use the Prints settings screen displayed in the Backstage view.
How to print column and row titles
If you set up your worksheet with descriptive names in the column and titles in the row. You will need to identify data that show on pages where titles do not appear. You can do this by printing select columns or rows as titles on every page.
Column and row titles serve the same purpose on a printed document the same way frozen panes do when navigating in a worksheet.
How to print cell gridlines
Excel does not print cell gridlines. If you want to put cell gridlines in your print out, you can do this by selecting Page Layout-Sheet Options-Gridlines- Print.
You can also put borders around cells to stimulate gridlines. You can change the color of the border to White Background 1. You can change color by selecting Home-Font-Borders and then More Borders, ensure that you change the border’s color before applying it.
How to Insert a Watermark
A watermark in Excel is a text or an image that shows on every page you print. A watermark could be a word or a faint logo of a company. There are no official commands you can use to print a watermark, but you can insert an image in the page footer or header. This is how it works:
Look for a picture you want to use as a watermark.
Select View-Workbook Views-Page Layout View.
Click the header’s center section.
Select Header and Footer Tools-Design-Header and Footer Elements-Picture, then you see the Insert Picture dialog box.
Click Browse and then locate the picture on your hard disk Click the header to view your picture
Click the header’s center section to center the picture and put some carriage returns before the picture code.
To adjust the picture, click the header’s center section and then select Header
& Footer Tools-Design-Header and Footer Elements-Format picture.
How to Add Footer or Header to Reports
A header appears at the top of every printed page while the footer appears at the bottom of every printed page. New workbooks do not contain footer or headers by default.
You can put headers and footers by utilizing the ‘Header/Footer tab of the Page Setup dialog box.’ You can also make the task simple by just switching to Page Layout view and then click the section named ‘Click to Add Header or Click to Add Footer.’
If you are in the Normal view, you can select Insert-Text-Header & Footer.
Excel will switch to the Page Layout view. You can then activate the header or footer section. When you activate it, the ribbon will display a new contextual tab. Make use of the controls on the contextual tab to apply headers and footers.
Choosing a predefined footer or header
There is a set of predefined footers or headers you can select from. Use any of the two drop-down lists in the ‘Header & Footer Tools,’ choose Design and then select Header & Footer group.
Chapter 8
How You can Customize the Excel User Interface
The user interface of the software is regarded as the way users interact and work with the software. Excel’s user interface comprises the following:
The Quick Access toolbar Task panes
The Ribbon Dialog boxes
Keyboard shortcuts
Right-click shortcut menus
In this chapter, we will discuss how to change two user interface components in Excel, i.e., the Ribbon and the Quick Access toolbar. These elements can be customized to make Excel more suitable and friendly to use.
How to Customize the Quick Access Toolbar
In Excel, the Quick Access toolbar is displayed, irrespective of which Ribbon tab you select. After you have customized your Quick Access toolbar, you will use commands with just one click. The Quick Access toolbar is not displayed in full-screen mode. This is enabled by just clicking the ‘Ribbon Display Options’ button and selecting the Auto-Hide Ribbon.
In Excel, the Quick Access toolbar is on the left side of the title bar. The Quick Access toolbar has four tools, which are Save, Autosave, Redo, and Undo. Although there are more tools in this toolbar, you can customize to your preference.
You can also move the Ribbon above the Quick Access toolbar. To do this, right-click the Quick Access toolbar and select ‘Show Quick Access Toolbar
Below the Ribbon.’ When you move the toolbar below the Ribbon, there is an additional vertical space on your screen.
How to add new commands to the Quick Access toolbar
There are three different ways to include a new command to the Quick Access toolbar; these ways are:
Right-click any command on the Ribbon and select ‘Add to Quick Access Toolbar.’ The command will be added to your toolbar immediately.
Click the ‘Quick Access toolbar drop-down control’ that is located on the right side of the toolbar. You will see a list containing some commonly used commands. Choose a command, and it will be added to your toolbar.
Utilize the Quick Access Toolbar tab in the Options dialog box in Excel. You can access this dialog box by right-clicking any Ribbon control and selecting ‘Customize Quick Access Toolbar.’
How to Customize the Ribbon
One of the major components of Excel’s user interface is The Ribbon. The Ribbon consists of tabs at the top. When a tab is clicked, some relevant commands are displayed, and these commands are arranged. Tabs can be customized by:
Changing the tabs’ order Deleting custom tabs Changing the tab’s name Adding new custom tabs Concealing built-in tabs
You can customize the Ribbon by using the ‘Customize Ribbon panel of the Excel Options dialog box.’ The fastest way to display this box is by right- clicking anywhere on the Ribbon and selecting Customize the Ribbon.
Resetting the Ribbon
You can restore the Ribbon to default by right-clicking anywhere in the Ribbon and selecting Customize the Ribbon from the shortcut menu. You will see the ‘Customize Ribbon tab of the Excel Options dialog box.’
Two options will appear when you click the Reset button; the options are:
Reset All Customizations and Reset Only Selected Ribbon Tab. If you select the former, the Ribbon will go back to its default state, and any Quick Access toolbar you customized will be lost.
How to Share User Interface Customizations
The Customize Ribbon tab and the Quick Access toolbar have an Import/Export button. This button can be used to open and save files that have user interface customizations. For instance, if you created a new ribbon tab and you need to share it with your colleagues.
You can share these customization files by clicking the Import/Export button, and two options will appear:
Import Customization File: You will be asked to locate the file. Before locating a file, Excel will ask you if you want to replace all Quick Access toolbar customizations and existing Ribbons.
Export All Customizations: You will be asked to provide the name of the file and its location, and after providing these, you can export.
Chapter 9