Excel 2010
Beginner 3
For beginning Excel users
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Printing Workbooks
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

Print workbook contents using default print options
Set print options
Set page breaks
To print your workbook - just
select print from the File Menu
and click Print
This will print to your default printer which is shown here
Here are the options available on the Print Menu:
Print Option Description
Print button
Will print open workbook to default printer
Copies
Specify number of copies of workbook to be printer
Printer
Shows your default printer – click down arrow to select a different printer
Print Active
Sheet
Pages
There are 3 options available:
You can select which pages to print
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Print Option
Print One Sided
Collated
Description
There are 3 options available:
Allows you to specify how you want
multiple copies to be sort
There are 2 options available:
Portrait
Orientation
Letter
Normal Margins
No scaling
You can choose between Portrait or Landscape orientation
You can select a different paper size
You can change your margins
Allows you to print your worksheets at
different sizes
Print Selection vs. The Print Area
If you need to only print a portion of your worksheet – select
the cells you wish to print and click File then Print. In the
Print Active Sheets option, click the down arrow and select:
Print Selection.
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If, however, you frequently need to print a particular portion of a worksheet, you can set it
as a “print area”.
Select a portion of your worksheet:
Click the Page Layout Tab
In the Page Setup Group, click the
down arrow next to Print Area
Select Set Print Area
If you have a
Print Area setup,
only that area
will print by
default
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The Page Setup Dialog Box
The Page Setup Dialog Box
gives you more options for
page setup
Tab
Description
Page
Margins
Header/Footer
Sheet
Contains options to set the page orientation, scaling percentage, paper size,
print quality and first page number
Contains options for setting margins and centering your worksheet
Contains options for setting the headers and footers for the worksheet
Contains options for setting print titles – you can also select the print area,
set page order, and the print type
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Print Preview
You can use the Print Preview option to check how a worksheet will appear in printer form. If
desired, you can change the print options as well – page orientation, margins, scaling, etc.
Click the File tab and select Print – print preview appears by default
In this example, you can see that the entire worksheet does not appear in the Print Preview
window – the worksheet will print on two separate pages.
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You have several options to change how this worksheet will print:
Change the orientation from
Portrait to Landscape
Change the size of your paper
Change your margins
Change scaling
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User Activity
Task
(Open Printing Formatting.xlsx
on desktop in EXCEL TRAINING
Folder)
1. Select and print a Print
Selection
2. Set (and view) a Print
Area
(Open New Calculations.xlsx on
desktop in EXCEL TRAINING
Folder)
3. Orienting and Scaling
the Print output
Steps
a. Highlight cells A19-C31
b. Click File – click print
c. In the Settings area,
Select Print Selection
d. View Print Preview – see
only selected cells
e. In the Settings area,
Select Print Active
Sheets
f. View Print Preview – see
entire worksheet
a. Click Home tab
b. Highlight cells A1-M17
c. Select the Page Layout tab
d. In the Page Setup
group, select Print
Area – then Set Print
Area
e. Click File – click Print
f. View only Print Area in
Print Preview
a. Click File – click Print
b. View Print Preview – notice number of pages to be
printed
c. Click Portrait Orientation and select Landscape
d. View Print Preview – notice number of pages to be
printed
e. Click Normal Margins and select Narrow
f. View Print Preview – notice number of pages to be
printed
g. Click No Scaling and select Fit Sheet on One page
h. View Print Preview – notice number of pages to be
printed
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More Print and View Options
There are several other ways to view and print your workbooks
In the Workbook Views group on the View tab, you
have these options for viewing
Option
Normal
Page Layout
Page Break
Preview
Custom Views
Full Screen
Allows you to….
View the workbook in the Excel default view
View the workbook as it will appear in the print along with the headers and
footers
Preview the workbook with page breaks that will be applied to the print
output
Create a custom view with a set of display and print settings
View the workbook full screen without other screen elements (press ESC to
return to Normal view)
Some of these views are also available on the Task Bar, along with a Zoom bar
Normal
Page Break Preview
Zoom Bar
Page Layout
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Print Titles
When a workbook with multiple pages is printed, you can use the Print Titles command to
print row and column titles on each page of worksheet to make it easier to identify the
contents of rows and columns. Row titles
print at the top of each page, and column
titles print at the left of each page. You can
set up titles by using the Print Titles section
of the Page Layout tab in the Page Setup
Dialog box.
An easy way to select which Rows
to repeat is to click in the Rows
to repeat at top field

Then place your mouse on the
appropriate row – click
The row is “highlighted” and the
information is copied into the Rows to
repeat at top field
Repeat process for Columns to repeat
at left
Click OK
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Headers and Footers
Just like in Microsoft Word, you can have headers and/or footers in Excel
On the Insert tab, in the Text group, select Header &
Footer
You are first taken to the Header options – simply click Go to Footer in the Navigation group if
you need to add a footer
You have several options available for both a Header and/or a Footer
 Page Number
 Number of Pages
 Current Date
 Current Time
 File Path
 File Name
 Sheet Name
 Picture
In addition, you can have a one Header and/or Footer on the first page and a different
Header/Footer on subsequent pages or one Header/Footer on Odd-numbered pages and
another Header/Footer on Even-numbered pages
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Page Breaks
You have changed the orientation of the worksheet to make the printed output more
presentable. You would now like to specify where the data splits across the printed pages.
This is called setting Page Breaks.
Definition of Page Breaks:
Page breaks are lines that split the content across pages for print purposes.
Page breaks are determined based on paper size, page orientation, number
of pages, and any existing page breaks.
 Page breaks generated by the application are referred to as
automatic page breaks
 Page breaks that are manually inserted are referred to as manual
page breaks
An automatic page break is converted into a manual page break when you
drag it.
Page Break Options
You can insert manual page breaks
using the options available in the
Breaks drop-down menu of the
Page Setup group on the Page
Layout tab.
Option
Insert Page Break
Remove Page Break
Reset All Page Breaks
Description
Allows you to insert a manual page break above or to the left of the
selected row or column
Allows you to remove a manual page break above or to the left of the
selected row or column
Removes all manual page breaks
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How to Insert or Remove Page Breaks
Use the Page Layout tab to insert or remove page breaks
 Select the row below
or the column to the
right of the page break
location

On the Page Layout
tab, in the page Setup
group, click Breaks and
choose Insert Page
Break or Remove Page
Break -- You can also
choose Reset all Page
Breaks to remove all
manual page breaks
Or, you can use the Page Break Preview window to insert or remove page breaks
1. You can access the Page Break Preview by clicking the
Page Break Preview button on the Task bar
2. Or on the View tab in the Workbook
Views group
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You will receive a reminder that
you can adjust where the page
breaks are by clicking and
dragging them with your mouse
You can set or remove page
breaks in several
different ways:
1. In the page Break
Preview windows, click
and drag the automatic
page break to the
desired position
2. In the worksheet, rightclick a cell adjacent to
the page break and
choose Insert Page
Break of Remove Page
Break
3. In the worksheet, select
the desired row or
column, right-click the
selected row or column,
and choose Insert Page
Break or Remove Page
Break
4. Or, right-click any cell and choose Reset All Page Breaks to remove all manual page
breaks.
Return to normal view
NOTE:
The benefit of the Page Break Preview is that it shows the order in which
the pages will print, not simply where the page breaks will occur
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User Activity
Open SampleData.xlsx
Task
1. Preview the page to
be printed with the
default settings
2. Insert a page break
before row 24
3. Preview the print
version of the page
4. Preview the inserted
page break in Page
Break Preview
a.
b.
c.
d.
a.
b.
a.
b.
c.
a.
b.
c.
5. Move the automatic
page break so page 2
shows only data from
2011
6. Insert manual page
breaks for years 2012,
2013, and 2014
d.
a.
b.
c.
a.
b.
c.
d.
Steps
Click the File tab and choose Print
The first printed page contains data for both 2010
and 2011
Notice total number of pages to be printed
Click File tab again to return to worksheet
In the worksheet, select row 24
On the Page Layout tab, in the page setup group,
Click Breaks and choose Insert Page Break
Click the File tab and choose Print
Now the first page only shows data from 2010
Click File tab to return to worksheet
On the Ribbon, select the View tab
On the View tab, in the Workbook Views group, click
Page Break Preview
Notice Page Breaks and total number of pages to be
printed
Stay in Page Break Preview
In the worksheet, find automatic page break
between rows 65 and 66.
Click and drag automatic page break line to
inbetween last entry of 2011 and first entry of
2012 (between rows 44 and 45)
Click Normal in Workbook Views group
Choose either the method described in Step 2 or Step
5
Click the File tab and choose Print
Notice Page Breaks and total number of pages to be
printed
Click File tab to return to worksheet
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Managing Large Workbooks
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Managing Worksheets in a Workbook
Tab Formatting Options
Freezing Rows and Columns
Hiding Rows and Columns
As worksheets get larger and contain more, data, there are specific techniques you can use to
manage, view and navigate within the workbook.
Managing Worksheets in a Workbook
There may be times where you need to add a new worksheet to a workbook. Then, there may
be times you want to change the order of these worksheets or even delete one(s) you no
longer need.
Insert or Delete Worksheets
To Insert:
 In the sheet tab bar, to the
right of the worksheet tabs,
click the Insert Worksheet
button to insert a new
worksheet
To Delete:
 Right-click the worksheet and select Delete
Move or Copy Worksheets

Right-click the worksheet tab and choose Move
OR Copy to display the Move or Copy dialog box
o If you wish to move the worksheet to a
different open spreadsheet –click the
Move selected sheets to book down arrow
and make your selection
o Choose the new location in your current
spreadsheet by selecting a location in the
Before sheet list box
o If you want to copy the sheet rather than
move it, check the Create copy checkbox
o Click OK
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NOTE:
You can also manually move sheets within a
workbook, by click and dragging the worksheet
to a new position on the sheet tab bar
Tab Formatting Options
Excel allows you to rename and change the color of worksheet tabs. You can change the tab
name to something descriptive so you instantly know what data is contained in what
worksheet.
Rename a Worksheet Tab
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

Select the tab you wish to rename
Right-click and select Rename
Type in the new name for the tab
Color a Worksheet Tab
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
Select the tab you wish to color
Right-click and select Tab Color
Choose your desired color
If you change your mind and don’t want a
color, then choose No Color
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Freezing Rows and Columns
You can make a portion of your worksheet remain static while you scroll through the other
areas by using the Freeze Panes options.
Freeze Panes is located on the
View tab, in the Windows group
Option
Freeze Panes
Freeze Top Row
Freeze First
Column
Description
Allows you to keep the portion of the worksheet above the selected row
AND column static while you scroll through the other rows and columns
Allows you to keep the top row static while scrolling through the other
portions of the worksheet
Allows you to keep the first column static while scrolling through the
other portions of the worksheet
Hiding Rows and Columns
The Hide option allows you to temporarily hide any columns or rows in a worksheet. Though
hidden, the columns and rows still exist in the worksheet but are not visible until they are
unhidden. This option is helpful if you want to view only
a couple rows or columns at a time.
Select the entire row or column you wish to hide –
right-click and select Hide
To Unhide, select the two columns or rows that are on
either side of the hidden column/row – right-click and
select Unhide
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User Activity
Open SampleData.xlsx
Task
1. Add 4th worksheet
2. Change order of
worksheets
3. Rename the
Worksheets
4. Change the color of
2013 Bonuses tab
5. Freeze top Row/
Unfreeze top row
6. Hide Columns B & C
Steps
a. Click the insert
worksheet button on the
sheet tab bar
a. Click and drag Sheet3 to between Sheet1 and
Sheet2
a. Right-click Sheet1 – Click Rename
 Rename Sheet1 to: Sales Data
b. Repeat for remaining sheets
 Rename Sheet3 to: 2013 Bonuses
 Rename Sheet2 to: Sales Force
 Rename Sheet4 to: Misc
a. Right-click 2013 Bonuses tab
b. Click Tab Color
c. Select a Green color
d. Repeat for remaining sheets choosing different
colors
a. On the View tab, in the Window group, click Freeze
Panes – Freeze Top Row
b. Scroll through worksheet to see static top row
c. Click Freeze Panes – Unfreeze Panes
d. Scroll through worksheet to see change
a. Highlight columns B & C
b. Right-click on either column and select Hide
c. Notice columns B & C are not shown
d. Highlight columns A & D
e. Right-click on either column and select Unhide
f. Notice columns B & C reappear
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