How To Use Print Preview And Quick Print In Microsoft Excel
Excel 2007’s Quick Print facility allows you to send a document to the default printer without the need of entering values in a dialogue box. If the Quick Print button is not already showing on your Quick Access Toolbar, simply choose Quick Print from the Customise Quick Access Toolbar drop-down menu. You will notice that the tooltip which appears when you position the cursor over the Quick Print button displays the name of the default printer in brackets. If the printer that is shown is not the one you wish to use, you can simply choose the regular Print command from the Office button.
If, like a growing number of Excel users, most of your documents are sent electronically, you may have Adobe PDF set as the default printer. If this is the case, when you click the Quick Print button, you will be prompted to save the file since printing to Adobe PDF means producing a disc file.
Whatever your default printer, Excel always prints the document using its default settings: moderate margins, no header or footer, no column or row headings and no gridlines. If the worksheet cannot be printed on a single page, Excel will produce multiple pages moving down first and then across. Having printed the document, Excel will paginate your worksheet and subsequently will display the page boundaries as dotted lines.
Whereas Quick Print sends the document to the printer straight away, Print Preview offers a method of previewing the document prior to sending it to the printer and is often a useful precaution. To access Print Preview, click on the Office button in the top left of your screen, choose Print and then Print Preview.
If the preview of the document looks fine, simply click on the print button to send the document of the printer. If the document needs to be modified in order to be printed correctly, one option is to click on Page Setup. This gives you access to settings such as the orientation, margins, header and footer, as well as other advanced features.
You also have the option of zooming in on your worksheet by clicking on the zoom button. When you click the zoom button a second time, the entire worksheet is displayed once more. Excel allows you to preview multiple pages by clicking on the Next and Previous buttons.
You can also make margins visible or hidden. Margins consist of dotted lines with dragable handles at the end of each line. The margins displayed in Print Preview are pretty comprehensive. Firstly, there are the page margins: top, bottom, left and right. Next, there are margins to control the area available to headers and footers. Finally, there are dragable handles allowing us to change the column widths. You will often find that you can reduce the number of pages needed to print a document simply by altering the various margins.
Author is a developer and trainer with TrainingCompany.Com, an independent computer training company offering Microsoft Excel 2007Classes at their central London training centre.
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