Page Setup and Printing Worksheets | Microsoft Excel 2016 Tutorial | The Teacher

In this video, we will cover some basic page
setup and printing options, which will be helpful for you, when you consider printing
an Excel worksheet, especially the larger once. Let’s learn some basic concepts of Page
Setup and Print Previewing. When you start working on a new worksheet or, open a saved
workbook, you might not know that either the entire contents of your worksheet, in width
particularly, are getting fit on a single page or not, because you never have an idea,
where the first page of your worksheet is ending, and new one is beginning, because
the entire worksheet seems a single page. Even though the entire worksheet is a single
sheet, but not when you consider printing it. So the first thing you might always consider
before start working on an Excel worksheet is, setting up the Page. For instance, I add
another worksheet in this Order Summary Workbook, and I have no idea whatsoever that, where
my first page is ending, either in width or height. Like either my page width is up to
column J or, Column M, and the same goes with the height. There is no indication that how
many rows are available for my first page, and from where the second page is being started.
So, what you can do to get an exact idea of the page dimensions? The easiest and simplest
method of this is to, see Print Preview right away when you create a new worksheet or open
an older one. As for this blank worksheet, I click on File menu, and then click on Print.
On the right side pane, you can see a message stating, “We didn’t find anything to print”,
or in older versions of Excel, you might see a dialog box stating, “Microsoft Excel didn’t
find anything to print”. As I already knew that this is a new blank worksheet, then why
would I will try to see a Print Preview. Because this is a quickest method of knowing your
page dimensions. As I go back to my worksheet, you can see a dotted line between the column,
I and J. That dotted line is indicating that your first page is ending here width wise,
and if you scroll down and look over, then you can see another dotted line between the
row number 53 and 54. It is where my first page is ending height wise.
So in my opinion, this is the quickest method, and that is what I always use while start
working in a new Excel worksheet, or when I need to see the page dimensions of an older
worksheet. I prefer pressing Control + F2 key as a shortcut to Print Preview command,
or you can also add a Print Preview button to your Quick Access toolbar. You can also
watch our previous video about Introduction to Excel interface, for mode detail explanation
about customizing Quick Access toolbar. But you might be thinking that how Excel decides,
where to put those dotted lines. This actually depends on the default paper size, margins,
and orientation settings, and those default settings are gathered by Excel from your printer
settings. We recently had published a video regarding Setting Up your Default Printer
Settings, that you can watch for brief reference. So if I click on Page Layout tab form the
Ribbon, here you can see and configure various page and printer settings. For instance, if
I click on Size drop down button, you can notice here that the default paper size is
Letter. So when I press the Print Preview button, Excel checks which paper size has
been used, and according to your paper size and dimensions the dotted line are drawn.
Do note that, you must configure the same paper size in the application that you are
going to use in the printer itself. If I choose B4 as the paper size, then I will make sure
that the same B4 size paper is available in printer tray, and as I choose the new paper
size, you can see that dotted line has moved according to the paper dimensions.
The Margins and Paper Orientation also effect that how your worksheet will be viewed and
printed. For instance, in this Orders worksheet, I choose the Paper Size A4, and you can see
the dotted lines right away, and when I got to Margins drop down, the margins have been
set to Wide, where Excel is leaving almost 1 inch blank from all the four side of the
paper, and if I Print this worksheet, then I will actually have a print where all the
four sides of the paper will have 1-inch blank space, and that you can also see right in
the Print Preview. If I change the margins from Wide to Narrow,
you can see the dotted lines has moved a bit further on the page, and in the Print Preview
window, you can see the blank area from the left and right side of the page has dramatically
reduce. So setting up a right Paper Size and Margins
can help you to properly organize the contents over the sheet, and you may have prior idea
that where your sheet is ending, and do you need to change the margins, or reduce the
font size, so the contents may not go out of the page.
As you can see that three columns are still going outside from the Page Width, and if
I see the Print Preview, I can imagine that how these pages are going to print. From a
total of 18 pages, 9 pages are of those 3 columns only. What I want to is to adjust
these 3 columns on a single page alone. In Microsoft Excel, there are various methods
to cover contents over the page, but a few of them are sometimes totally ignored by the
users. For this particular sheet, I can easily cover all the contents on a single page just
by changing the Page Orientation from Portrait to Landscape, where page dimensions will rotate,
the page width will become page height, and page height will change to page width. This
is the most common method to adjust content over the page, when you have several columns
to settle. But this will also increase the total numbers of pages, like where all the
contents of this sheet could adjust into 9 pages, are now covering 14 pages. So we will
see some more options, from where you can adjust the contents without changing the page
orientation. For instance, the Order Quantity and Product
Container columns. If I scroll down to the bottom, you can see that the column headings
are unnecessarily covering larger width than the actual contents in these columns. So what
I can do here is, I can wrap the headings down by using the Wrap Text command from the
Home tab, and shift the second part of the headings down by adjusting column width, while
increasing the row height, and even shorten the heading.
You can see that this doesn’t made any major able effect, but you can still consider this
option as sometimes a little bit contents may be getting outside of the page. In the
Region column, Northwest Territories is covering the vast space. So what I do here is, I select
the entire column and apply Wrap Text, then reduce the column size. But the problem here
now is that the contents are hiding beneath the row height. So to adjust all the rows
at once, while the column being selected, I click the Format button from the Cells section
under Home tab, and then click Auto Fit Row Height, and in an instance, everything is
in place now. This really has made some significant change,
but still two columns are outside the page area. The Sales column also unnecessarily
covering up a little space by showing more than two decimal points, which I don’t want.
So I select the entire column and change the decimal point to 2 points, by applying Comma
Style from Number group in Home tab. The last option that I can apply on this sheet
is reducing the font size. To do this, I select the entire worksheet by clicking on the upper
left corner button, and then change the font size from 11 to 8. As every column now has
some extra blank space that I can reduce, but instead of adjusting each column width
manually, what I does is to use the Auto Fit Column Width Command from the Format drop
down, and here it goes. There are still other methods that can be
used to quickly done the job, I will cover them in my next video, but what important
here in this video is to learn, the simple techniques that you can apply almost on every
worksheet. In our next video, we will be covering Page Break Preview and Shrink To Fit options
of Excel, which ultimately be doing the same thing automatically that we have learned in
this video, but you may now have a better idea that how things go around.
So, hope you will found this video interesting and useful. If so, then don’t forget to hit
the like button, and do share this video with your friends. Subscribe to our channel for
more upcoming tutorial videos. Thanks for watching, and take care!

local_offerevent_note September 27, 2019

account_box Matthew Anderson


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