Excel 2000

Introduction

By the end of this lesson, learners should be able to:

• Use the Page Setup dialog box to set:
  • page orientation
  • paper size
  • print quality
  • margins
  • sheet settings
  • headers and footers

The Page Setup Dialog Box

Before you print your spreadsheet, you will want to define page orientation, paper size, print quality, margins, sheet settings, and headers and footers.

The Page Setup dialog box includes four tabs to help you do this:

1. Page
2. Margins
3. Header/Footer
4. Sheet

Page Orientation and Paper Size

If your spreadsheet is wider than it is tall, change the page orientation or paper size.

The default paper size is 8.5 X 11 inches, or portrait. Changing to landscape orientation prints the longer side of the paper at the top (11 X 8.5 inches), allowing room for extra columns.

To Change Page Orientation:

• Choose File Page Setup from the menu bar.
• Click on the Page tab.
• Choose an Orientation (Portrait or Landscape).

THEN

• Click on the down arrow to the right of the Paper Size list box. A list of available paper size options appears.
• Click on the paper size.
• Click OK.

You can shrink spreadsheet data so it fits on a specified number of pages when you print. Click on the Page tab, click the Fit to: option button and enter the desired number of pages wide and pages tall.

Print Quality is measured in dpi, or dots per inch. High dpi gives you a higher resolution and a better print quality. However, it takes longer to print all those dots!

Setting Up Margins

By default, the top and bottom margins are set at 1 inch. The left and right margins are set at .75 inch. You can change these margins using the Page Setup dialog box's Margins tab.

Margins display as dotted lines. Use the spin box controls to determine the size of each margin.

To Change the Margins in the Page Setup Dialog Box:

• Choose File Page Setup from the menu bar.
• Select the Margins tab.
• Use the spin box controls for each margin that you want to change. A sample displays.
• Click OK.

Headers and Footers

A header is a title that appears at the top of each page of a document. Footers are printed at the bottom of the page. Headers and footers display in the 1/2-inch between the header and footer margin and the regular margin. The default setting is no header and no footer.

If you'd like to add a header and/or footer to your spreadsheet, you can do so using the Page Setup dialog box's Header and Footer tab.

To Select and Create Headers and Footers:

• Choose File Page Setup from the menu bar.
• In the Page Setup dialog box, select the Header/Footer tab.

NEXT

• Click the Header drop down list and select:
  • A pre-designed header OR
  • Click the Custom Header button to create your own header. If you choose to create your own header, the Header dialog box appears. Make your entry and click OK to return to the Page Setup dialog box.

NEXT

• Click the Footer drop down list and select:
  • A pre-designed footer OR
  • Click the Custom Footer button to create your own footer. If you choose to create your own footer, the Footer dialog box appears. Make your entry and click OK to return to the Page Setup dialog box.

Placeholders in the Header/Footer Dialog Box

In the Header and Footer dialog boxes, there are a series of Placeholder buttons you can ignore or use to format text, insert page numbers, date, time, filename, or tab name.

To insert a page number, date, time, filename, or tab name, position the insertion point in the appropriate text box, then choose the appropriate button.

When the file is printed, Excel will replace placeholders with those you selected. Click OK to return to the Page Setup dialog box.

Select text and click the Font button to format header and footer text. Click OK to return to the Page Setup dialog box.

Button	Button Name	Function of Placeholder
	Page Number	Current page number
	Total Pages	Total pages printed
	Date	Date worksheet printed
	Time	Time worksheet printed
	File Name	Name of workbook
	Tab	Name of worksheet

Sheet Settings

The Page Setup dialog box's Sheet tab allows you to consider other options for your worksheet, such as whether to print gridlines or row and column headings.

Print Area

By default, Excel prints from the A1 to the last occupied cell in a worksheet. You can specify a different range of cells to print.

Print Titles

Prints column and row labels on each page of the printout. Specify these rows or columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes.

Print or Hide Gridlines

Determines whether gridlines are printed. However, turning off gridlines does not affect their appearance in Normal View.

Draft Quality

Choose draft quality to print the worksheet without gridlines or graphics.

Black and White

If you used colors in your worksheet but don't want to waste the ink in your color printer, use black and white.

Row and Column Headings

Click this option to include row numbers and columns letters in your printed document.

Page Order

Determines the order in which worksheets are printed.

To turn off gridlines, you can also choose Tools Options from the menu bar. Click the View tab and uncheck the gridlines option.

Did You Know?

When you return to Normal View, don't be alarmed if you don't see your header and footer displayed in your spreadsheet. When you print, Excel places your header and footer in your spreadsheet. You can preview your headers and footers, margins, page orientation using Print Preview. Take our Print Preview lesson to learn more about Print Preview in Excel.