In this exercise you will practice creating vertical and horizontal page breaks. You will also practice moving and removing them.
Figure 5-1. Workbook View buttons
5. Look for the Display options for this worksheet group. If the Show page breaks isn’t checked, then check it.
6. Click the OK button. This only affects Normal view. You can’t turn off the Page Break lines in Page Break Preview.
Now that Show Page Break is selected you should see page breaks that are represented by dashed lines.
There is a vertical page break between columns E and F and another vertical page break between columns J and K (Figure 5-2 ). There is a horizontal page break between rows 47 and 48 (Figure 5-3 ).
7. Click the View tab on the Ribbon. In the Workbook View group click the Page Break
Preview button. The rest of the exercise pertains only to Page Break Preview. Look at the Zoom tool at the bottom right of your window. The zoom is automatically set lower than 100% to make it easier to see your page breaks.
Figure 5-2. Vertical page break line
Figure 5-3. Horizontal page break line
The worksheet displays with two vertical dashed lines and one horizontal dashed line separating the worksheet into six pages. See Figure 5-4 .
Break the break will occur to the left of the selected column.
2. On the Ribbon click the Page Layout tab . In the Page Setup group, click the Breaks
button A
Remove a Page Break in Page Break Preview
1. Right-click column head H. Select Remove Page Break.
2. You can also remove a page break line by dragging it off the worksheet. Drag
the vertical page break between columns J and K off the worksheet.
Reset Page Breaks in Page Break Preview
1. Right-click the worksheet then select Reset All Page Breaks . This puts the page
breaks back to the way Excel originally set them
Change the Location of the Page Breaks in Page Break Preview
1. Drag the horizontal page break line so that it falls between rows 36 and 37. This
line turns into a solid line. This makes it easy to identify page separators that Excel set (dashed lines) and those that you set (solid lines).
2. Drag the dashed break line that is between columns E and F so that it is between
columns G and H. The line turns into a solid line.
View the Spreadsheet in Print Preview
1. Right-click the worksheet then select Page Setup. On the Page Setup dialog box,
click the Print Preview button.
2. The right side of the window is the Print Preview area. This shows exactly what
your print out would look like. At the bottom of the window you will see a page selector. Click the right arrow to go to the next page. Notice that on page two there are no column headers. Click the right arrow of the page selector to go to page 3. Notice there are no row headers. Go to page 4. This page has neither row nor column headers. It would be very difficult for anyone to read this report unless you taped the pages together. See Figure 5-5 .
■ Note When you viewed the spreadsheet in Page Break Preview it appeared with a grid but in Print Preview there is no grid. It would print without any grid lines.
3. Click the Return button and then click the Ribbon’s Home tab.
Repeat the Row and Column Headers on All of the Pages
1. Right-click the worksheet and then select Page Setup. On the Page Setup dialog
box, click the Sheet tab.
2. If we want the row headings to appear on every printed page we need to identify
the headings row in the Rows to repeat at top textbox. Click inside the textbox.
You can type $1:$1 in the textbox or you can click cell A1 and it will put the address in the textbox for you. This address tells Excel to use the headings in row 1 as the column headings for all of the printed pages.
3. Tab to the Columns to repeat at left textbox. You can type $A:$A in the textbox or you
can click cell A1 and it will put the address in the textbox for you. This address tells Excel to use the row headings in column A as the row headings for all printed pages.
Figure 5-5. Page 4 of report has no row or column headings
5. Click the Print Preview button. The page now displays with gridlines.
6. Click the Zoom to Page button located at the bottom right of the Print Preview
area. See Figure 5-7 .
7. Click the left arrow of the page selector until you are at page 1 of 4 .
Page 1 shows the data for months January through June. Click the right arrow of the page selector to go to page 2. Page 2 shows the remaining records for months January through June. Page 2 now has column headers.
8. Go through the other pages; they all have column and row headers.
9. Click the Return button .
You have learned how to insert, remove, and rearrange page breaks so that you can control where page breaks occur. You also learned how to make the row and column heads appear on each page of a report.
Next, you will see how to add headers and footers to your worksheets in the Page Layout View.
Page Layout View
Page Layout view provides a quick way to add, edit, and delete headers and footers. It shows what your printout will look like relative to a horizontal and vertical ruler along with the breaks between pages. You can easily change margins and then instantly see the results. Page Layout view works similar to Normal view; you can still add and edit data and apply formatting.
Figure 5-6. Select Gridlines to print the data within gridlines
Figure 5-7. Click the Zoom to Page button
Page Layout view displays a horizontal ruler and vertical ruler that moves to another page when you move to another page. You can adjust your borders by dragging the ruler to the location you want. As you are dragging your mouse pointer, a line moves at the same time showing you where the margin is. If you want your margin at a certain inch this is not the place to do it because it doesn’t display the change in inches as you are dragging.
The Page Layout view displays three header sections , and three footer sections. If you click one of the header or footer sections, a new contextual tab will be added to the Ribbon named Header & Footer Tools.
See Figure 5-8 . A header prints at the top of each page. A footer prints at the bottom of each page.