hi there jamie here today at teachers tech hope you're having a great day today today i want to
show you how to print in microsoft excel now there's lots of times where we don't bother
printing things we can send digital copies uh to share people with people but there's still times
where you need to print out that data and give it to somebody else to kind of go through and then
maybe that's the way they like to look through it and you want to make sure that it's printed out in
a way that's easy to read so i want to go over the basics of printing in microsoft excel but i also
want to dive a little bit deeper into the page setup here uh because there's a few things that
are overlooked and it can really help you get the print job what you really need when you're
handing out to these to other people so let's get started with how to print in microsoft excel
now you can practice what i'm going to show you today today with any data if you want to use the
same data that i'm using right here i'll put a link to it and you can download it and open it up
in microsoft excel i am using uh 365 excel here uh so it's all it's getting updated maybe yours looks
a little different but with what i go through here today uh you should be able to uh go through it
the same now the first thing i want to point out when printing is you can use just go up to the
tab up top and go to page layout here and you're going to have lots of options to set up your
print so you can work from this view i am going to switch over to the different way to get to
print in a moment and i'll come back to this in a bit but you do have all these shortcuts here
where you can quickly change or adjust and you can see even customs from margin to you can change the
orientation so if i go ahead and click on if i wanted landscape as soon as i click on that
i get these this dotted line that goes down right here now this shows me what would be printed
and you can see right away that i'd be missing something on this if i was going to switch back to
portrait and then that dotted line moved over because it's a little skinnier here
and it shows me what's going to be printed so i could go through and make adjustments even my
scale to fit and here i can make it fit on one page and if i take a look at the dotted line i
can get an idea of what's being printed but what i like to do most of the time when i'm printing
is i go to the file here and i go to print and now again this you could do either way on it
and you'll be able to set things up i just like the way this looks right here it kind of gives
me this print preview in this format on a page so we're going to go down these different options we
have when we can quickly make some adjustments to print our data i but then i want to kind of dive
into this page setup where we can do a few more things that can really make your document look
a lot better when it's printed now just to start off it's very simply you can hit print and it's
going to print in this case we'll print all these uh pages that i have here and you can see it's not
set up right because i haven't adjusted anything from landscape or portrait or to fit things on
i can choose my copies at this point i can use the arrow keys to go up or i can actually type
in a number uh and go from there so very simple just to print if everything's looking good
now as we go down here i want to point out that this is where you select your printer
but the thing i want to point out you can actually print to pdf so this is available in all different
types if you're using microsoft word or powerpoint you notice we do have save as adobe pdf but we can
print if i go ahead and hit this as soon as i hit print it's going to turn this into a pdf so
this is where it's going to create a pdf document if i go ahead and it will save it on my computer
as a pdf so i just wanted to point that out i'm just going to go back to print and then
just continue on down here but do take a look at all the different printers making sure you
have the right one uh that you're going to print too now this next point is a important one it's
do you want to print a selection or the whole thing so right now if i hit print on this this
would print three copies of everything that we have now if i go back and select maybe a few
different rows the movies like this and then go back to file and then print you'll be able to see
if i drop down here i can go to print selection so as soon as i hit print selection it's only picking
the ones that i selected it still doesn't fit very well on this page but it is the ones i selected so
i do have to do some customizations of this you can see where i can even go from page one to page
depending on what you want uh from start to finish on it you can set those pages up right there i'm
just going to go back to active sheets you do have the option to print the entire workbook from here
too now correlated uh if so in this case i all these pages i have six pages right now if i was
gonna just leave it at this it would print one two three four five six in order and then or
else it could drop down and have it uncorrelated so all the ones would be together the twos to be
together and then threes and so on so that would be an option maybe how you're handing things out
if it was one at a time versus maybe packages on it too portrait orientation so i'm going to
change it to landscape maybe that will look better for here uh you can see it gives me a little bit
more room but it's very quick to change back and forth from those two here uh you know for this
demo right now i'm just going to leave it at the portrait and i'm going to make some changes on it
this is where you pick what type of paper you're using so in this case right now it's letter
but if i was going to use a legal document you can see how it changes longer it adapts to what
it would look like on that paper so i could pick i could go to more paper sizes here and
it's going to open up uh just the page setup that i've been to before so find the correct paper so
maybe if you wanted to print something larger when you're handing it out you could go to a tabloid or
depending on how big you want you can pick the right sizes here i'm just going to leave it at
letter for this example we have customization of our margins here so i can pick the
uh different ones so if it was normal it didn't look like much change because i believe that was
the same size we have wide uh you can see things slightly moving around but we can go to custom
down here so at this point i can go and adapt uh to any of these ones here if i just go ahead and
change it it should make a slight move so you can adjust the the margins how you'd like on it
now this is an important one the scaling is what's going to make it fit to your page so if
i drop down here you'll be able to see do i want it to fit on one page so if i go to fit one page
it puts all my different so now i have a hundred different movies on there but that's a little bit
small that's not going to be that good to read on it so maybe that if that worked for you i could
change you could change the paper size and see how different things look but uh something better
maybe i want to try to fit all the columns across and it's going to fit in there so now i have all
you can see i have all the columns across and it's turned into two different pages uh like this
you notice how uh the headings on this one as you go to page two the headings aren't on this
there's a setting which i'll show you in a moment that you can make sure the heading goes on every
page so as you hand them out it makes it easy so people can connect the numbers to the heading on
it too okay so now i've kind of gone through just these quick drop down ones i want to move over
uh to the customization here so i'm just going to go back to no scaling here and then go to
page setup so when we look at page setup you can see we can quickly change portrait to landscape at
this point so i'm going to go to landscape right now we could make our adjustments here also to
the percentage so i can go down or i could type the number if i wanted to put in a certain number
if i hit okay you can see how it adjusts so you can really fine tune it to fit uh
on a page so as i go back to page setup most of the quick things that you're going to be doing
are going to be just through these drops down drop downs but what i want to show you here as we move
on i'm going to go back to the margins and i know i already showed you this but this is something uh
right here if you want your information centered you can see as you can center it horizontally or
vertically if i select it i hit ok it will adjust on the page so if you want everything centered
it's an easy way to do that if you go back to page setup to margins you have that option to
check it or uncheck it on it the next point what i want to go to is the header and footer here
so if you want something in the header you can drop down you could have your page numbers up
there so you could have page one or so i'm going to put it on to my footer so this makes it really
easy to put your page numbers here so if i go i'm just going to go page one of question mark here
uh also you have some options if there's different odd and even pages different first pages uh scale
with document i'm leaving this align with paper margins i'm going to leave that as soon as i hit
ok now you can see at the very bottom i have these different page numbers that are on them so if you
want a quick way to put page numbers remember in the page setup go to your header footer uh
in here and then you can go and choose your page numbers and it shows what it looks like right in
here you can do custom header and custom footer so if you uh wanted to go through and add your own
this is where you would go through and do it here now i want to point out with sheet here notice i
can't do anything here uh to get to this is where i was talking about you could make sure that your
headers are on every page and then this looks like i can't do this at this point i can't click in but
if i go okay and i'm going to go back now and what i'm going to do is just go to page layout
and notice we have print titles uh i also want to point out notice that there's breaks here
i have a different video all about adding page breaks to uh your video so i'll put a link to that
that can really help with printing and everything too to make sure all the breaks in the right place
i'll put a link to that down below and up in the card but anyway with the print titles if i click
on this now what you get to notice i can select this here so we have print titles and if i go
and just select it here's my titles that i'm going to select i'm going to just highlight
across and i'm just going to hit enter and it's gone and selected here so i'm going to go and hit
i can hit print preview from this point here and what i want to point out as i go down now notice
the print preview as i go to each page the title is on each page so this is a really handy feature
a lot of people overlook this it's easy to add if i go back to page setup into sheet you can see it
here i can't i can't make the changes here but if i go back and go to my under the page layout
tab under the print titles this is where you make the changes and we do have the options through for
columns to repeat if you want to make sure if you want to print with grid lines you can check that
it will print with the grid lines on it or turn that off and you see you have a few more
options here to adjust how you want to print and even in the order that you want to print so maybe
depending on how you have your sheet set up and you have you put your page breaks in
again i'll go take a look at that video if you're printing and how you want it to uh the order that
you want things to print in it all right so that covers most the features that i want to show you
in these print i do uh printing i do want to point out when you look at page layout you get these
options here that you can work with with the drop downs and if you ever need to get to the
page uh set up you can click and open it at any point to make those and if you follow these uh
these dotted lines you can see in here what is exactly the area that it's going to be printing to
and it's up to you which way that sometimes i do use this here so again i have my grid lines turned
off right now if i click that you can see they're back on if i wanted to print the grid lines then
i could make sure that that's part of the option so you can adjust in different ways so i hope you
like this little tutorial today on how to print in microsoft excel this is kind of a beginner's
tutorial but hopefully i gave you a couple tips that uh that help you get your printing set up
stay tuned for next week more tech tips and tutorials on teachers tech