5.3 Preparing to Print

Learning Objectives

  1. Adjust page settings for printing.
  2. Add footer information for user integrity.
  3. 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.

 

Screenshot of the Page Layout View buttons
Figure 5.67 Page Layout View

 

 2.  At the bottom of the page, click into the left section, of the Add Footer panel.

 

Screenshot of the Footer Area Left Section
Figure 5.68 Footer Area Left Section

 

 3.  From the Header and Footer Design tab, choose to insert the Current Date field.

 

Screenshot of the Date field in the Footer Area Left Section
Figure 5.69 Date field in the Footer Area Left Section

 

 4.  Click in the right panel section, insert the File Name field.

 

Screenshot of the File Name inserted in the Footer Area Right Panel
Figure 5.70 File Name Footer Area Right Section

 

 

 

 

 

 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.

Excel for Mac icon 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.

Excel for Mac icon Mac Users: set the “Scale to Fit” option to 1 page wide by 2 pages tallMac fit columns to one page

 7.  Save your work. Again, you do not have to print this sheet. Go back to the worksheet.

 

Screenshot of the Footer section in the EmployeeData sheet
Figure 5.65 Footer EmployeeData

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

License

Icon for the Creative Commons Attribution 4.0 International License

Excel for Contractors Copyright © by Barbara Lave; Nick Bredleau; Hallie Puncochar; Julie Romey; Mary Schatz; and Art Schneider is licensed under a Creative Commons Attribution 4.0 International License, except where otherwise noted.

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