5.3 Preparing to Print
Learning Objectives
- Adjust page settings for printing.
- Add footer information for user integrity.
- Preview a worksheet, adjust settings to print in a professional manner.Previewing a Worksheet
Although printing large data sets is uncommon, it is an industry curiosity to set up Excel workbooks to print correctly, and to also add documentation as to when data was revised. Follow the below steps to prepare the worksheets to print.
1. Click on the AdvancedFilter worksheet. At the bottom of the screen choose the Page Layout option.
2. At the bottom of the page, click into the left section, of the Add Footer panel.
3. From the Header and Footer Design tab, choose to insert the Current Date field.
4. Click in the right panel section, insert the File Name field.
5. Click back into the spreadsheet to close the Header and Footer section, and choose the Normal page layout.
6. From the File tab, select Print. Change the Orientation to Landscape. In the Scaling section, choose Fit Sheet on One Page.
Mac Users: click the “Scale to Fit” option
7. Save your work. You don’t have to actually print this sheet. Go back to your worksheet.
Follow the below steps to add a footer to indicate when the last update was made and apply settings to the EmployeeData worksheet to ensure it will print correctly if needed.
1. Click the EmployeeData worksheet. At the bottom of the screen choose the Page Layout option. You may get a message telling you that Page Layout and Freeze Panes are not compatible. You should click OK to remove the Freeze Panes setting.
2. At the bottom of the page, click into the left section, of the Add Footer panel type Revision Date: add a space, then click the Current Date button from the Ribbon. Example: Revision Date: 1/01/2020.
3. Click in the center panel, add the page number field.
4. Click in the right panel section, type Revised by: then type Your Name. Example: Revised by: Jane Doe
5. Click back into the spreadsheet to close the Header and Footer section, and choose the Normal page layout.
6. From the File tab, select Print. Change the Margins to Narrow. In the Scaling section, choose Fit All Columns on One Page.
Mac Users: set the “Scale to Fit” option to 1 page wide by 2 pages tall.
7. Save your work. Again, you do not have to print this sheet. Go back to the worksheet.
8. Check the spelling on all of the worksheets and make any necessary changes. Save your work. Submit CH5 HR Report as directed by your instructor.
Attribution
“5.3 Preparing to Print” by Hallie Puncochar, Portland Community College is licensed under CC BY 4.0