1 00:00:00,05 --> 00:00:02,04 - [Instructor] Let's go over some of the options you have 2 00:00:02,04 --> 00:00:04,09 when printing a large Excel spreadsheet. 3 00:00:04,09 --> 00:00:07,03 The first thing you'll do is go to file and print 4 00:00:07,03 --> 00:00:10,02 just to see what happens. 5 00:00:10,02 --> 00:00:14,08 In this case, I can see that this is 464 pages, 6 00:00:14,08 --> 00:00:15,06 and as you can see, 7 00:00:15,06 --> 00:00:18,02 not all of the column headers fit across the page. 8 00:00:18,02 --> 00:00:20,05 So let's see what we can do about that. 9 00:00:20,05 --> 00:00:23,01 I'll click the back button 10 00:00:23,01 --> 00:00:25,06 and there are some things that we can do in the spreadsheet 11 00:00:25,06 --> 00:00:28,03 to try to make it a little bit easier. 12 00:00:28,03 --> 00:00:29,07 The first thing I'm going to do 13 00:00:29,07 --> 00:00:32,04 is all the way on the bottom right hand side of the screen 14 00:00:32,04 --> 00:00:34,03 to the left of the slider bar, 15 00:00:34,03 --> 00:00:38,09 I'm going to click page break preview. 16 00:00:38,09 --> 00:00:39,08 I'll zoom in a little bit 17 00:00:39,08 --> 00:00:41,09 so that you can see what's going on here. 18 00:00:41,09 --> 00:00:43,03 This is showing me how Excel 19 00:00:43,03 --> 00:00:45,09 has decided to print all of the pages. 20 00:00:45,09 --> 00:00:48,04 Here you can see a watermarked page one 21 00:00:48,04 --> 00:00:53,01 and to the right of that page 117, and then page 233. 22 00:00:53,01 --> 00:00:55,03 So what's going on is that Excel 23 00:00:55,03 --> 00:00:57,04 is first printing all of these rows. 24 00:00:57,04 --> 00:00:58,08 For example, here's page two 25 00:00:58,08 --> 00:01:01,00 and if I scroll down, I'll find page three, 26 00:01:01,00 --> 00:01:04,05 and it clearly has 116 pages of that 27 00:01:04,05 --> 00:01:07,05 because now it's going to move on to the next columns. 28 00:01:07,05 --> 00:01:08,07 It's going to print those, 29 00:01:08,07 --> 00:01:11,07 and then finally it's going to move on to column three. 30 00:01:11,07 --> 00:01:14,05 Now, that doesn't help anybody, 31 00:01:14,05 --> 00:01:17,07 but in this view you can manipulate these page breaks 32 00:01:17,07 --> 00:01:22,07 to see what you're going to get before you print them. 33 00:01:22,07 --> 00:01:25,03 Now, if I had data all the way on the right hand side 34 00:01:25,03 --> 00:01:26,05 that I didn't want, 35 00:01:26,05 --> 00:01:28,08 I can click on drag on that data 36 00:01:28,08 --> 00:01:31,04 and exclude it from the print view. 37 00:01:31,04 --> 00:01:36,02 It's shaded, meaning it's not going to print. 38 00:01:36,02 --> 00:01:37,08 I'll undo that because it's actually 39 00:01:37,08 --> 00:01:40,01 this middle row that I don't want to print. 40 00:01:40,01 --> 00:01:42,01 If I'm printing my sales sheets, 41 00:01:42,01 --> 00:01:43,03 I want the order number, 42 00:01:43,03 --> 00:01:45,06 the order date, and all the way on the right hand side, 43 00:01:45,06 --> 00:01:47,08 I want the quantities and prices. 44 00:01:47,08 --> 00:01:51,00 So another option that I have is clicking and dragging 45 00:01:51,00 --> 00:01:52,08 on all of these column headers 46 00:01:52,08 --> 00:01:56,08 and hiding their columns. 47 00:01:56,08 --> 00:02:01,02 I'll right click and hide them. 48 00:02:01,02 --> 00:02:02,08 Now this looks a little bit better, 49 00:02:02,08 --> 00:02:04,07 but I can still see that I have two pages. 50 00:02:04,07 --> 00:02:08,00 It's not going to fit on one page, 51 00:02:08,00 --> 00:02:10,06 but I might be able to make it fit on one page. 52 00:02:10,06 --> 00:02:12,06 Here is my page break. 53 00:02:12,06 --> 00:02:15,06 Now, before I dragged the page break in 54 00:02:15,06 --> 00:02:17,00 from the right hand side, 55 00:02:17,00 --> 00:02:19,04 this time I'm going to drag the page break 56 00:02:19,04 --> 00:02:21,04 all the way across. 57 00:02:21,04 --> 00:02:27,02 Now I have page one and it's scrolling all the way down. 58 00:02:27,02 --> 00:02:28,07 Here's page two. 59 00:02:28,07 --> 00:02:31,08 So while all the data I want currently fits on a page, 60 00:02:31,08 --> 00:02:33,03 I managed to do that, 61 00:02:33,03 --> 00:02:35,04 but will it print so that we can read it? 62 00:02:35,04 --> 00:02:37,02 The only way to find out for sure 63 00:02:37,02 --> 00:02:39,05 is to go back to the print preview. 64 00:02:39,05 --> 00:02:43,04 So I'll click file, print 65 00:02:43,04 --> 00:02:45,04 and see my preview. 66 00:02:45,04 --> 00:02:47,03 It is a little bit hard to read, 67 00:02:47,03 --> 00:02:48,05 but there is still some more 68 00:02:48,05 --> 00:02:50,07 that I can do right here on the screen. 69 00:02:50,07 --> 00:02:52,07 For example, what happens if I change 70 00:02:52,07 --> 00:02:56,04 the portrait orientation to landscape? 71 00:02:56,04 --> 00:02:59,01 It looks better, but now I have all this white space here 72 00:02:59,01 --> 00:03:00,07 on the right hand side. 73 00:03:00,07 --> 00:03:02,03 Let's see if we can use that 74 00:03:02,03 --> 00:03:04,03 and make the text bigger. 75 00:03:04,03 --> 00:03:06,06 I'll click this custom scaling button 76 00:03:06,06 --> 00:03:10,08 and I'm going to choose to fit all the columns on one page. 77 00:03:10,08 --> 00:03:13,06 Now it's going to grow them out a bit. 78 00:03:13,06 --> 00:03:15,04 The font is a little bit larger, 79 00:03:15,04 --> 00:03:18,02 and that does mean I have more pages to print out, 80 00:03:18,02 --> 00:03:20,00 but it's absolutely readable 81 00:03:20,00 --> 00:03:22,05 and it's all the data that I need. 82 00:03:22,05 --> 00:03:24,03 So that's one way that you can get your printouts 83 00:03:24,03 --> 00:03:26,06 to work just the way you want them to. 84 00:03:26,06 --> 00:03:29,06 Another way, and I'll go back to the regular view, 85 00:03:29,06 --> 00:03:31,07 and we do that by clicking normal 86 00:03:31,07 --> 00:03:37,07 all the way down at the bottom by the slider. 87 00:03:37,07 --> 00:03:39,06 I still have these columns hidden. 88 00:03:39,06 --> 00:03:50,02 I'll double click to unhide some of them. 89 00:03:50,02 --> 00:03:51,03 There we go. 90 00:03:51,03 --> 00:03:53,00 We can also select data 91 00:03:53,00 --> 00:03:56,01 and only print what's needed. 92 00:03:56,01 --> 00:04:00,06 For example, if I only want columns A through D to print, 93 00:04:00,06 --> 00:04:02,05 I can select those, 94 00:04:02,05 --> 00:04:06,09 click file, print, 95 00:04:06,09 --> 00:04:10,01 and in settings where it says print active sheets, 96 00:04:10,01 --> 00:04:14,00 this time I'll choose to only print the selection. 97 00:04:14,00 --> 00:04:15,08 I'll click show print preview, 98 00:04:15,08 --> 00:04:16,09 has to think about it, 99 00:04:16,09 --> 00:04:18,05 and now it's only going to show me 100 00:04:18,05 --> 00:04:22,01 those columns that I have selected. 101 00:04:22,01 --> 00:04:24,00 Now, in addition to these options, 102 00:04:24,00 --> 00:04:27,01 you can always change to the page layout tab. 103 00:04:27,01 --> 00:04:29,06 Here, there's a whole icon bar of things 104 00:04:29,06 --> 00:04:31,03 that you can do to make this print 105 00:04:31,03 --> 00:04:33,02 exactly how you need it to. 106 00:04:33,02 --> 00:04:36,04 You can set the margins, the page orientation, 107 00:04:36,04 --> 00:04:38,00 the size of the actual paper 108 00:04:38,00 --> 00:04:39,09 that you're going to print it on. 109 00:04:39,09 --> 00:04:42,06 You can choose to print grid lines and headings. 110 00:04:42,06 --> 00:04:44,08 It's completely up to you. 111 00:04:44,08 --> 00:04:46,08 When you're all done making your changes, 112 00:04:46,08 --> 00:04:48,01 the easiest way to find out 113 00:04:48,01 --> 00:04:49,05 what it's going to look like always 114 00:04:49,05 --> 00:04:53,01 is just to go to file and click print again. 115 00:04:53,01 --> 00:04:54,07 You can see what it's going to look like 116 00:04:54,07 --> 00:04:56,03 in the print preview screen. 117 00:04:56,03 --> 00:04:59,02 And when you're done, just click the big print button 118 00:04:59,02 --> 00:05:01,00 when you're ready to go.