Preparing an Excel spreadsheet for printing - Informatics for the Humanities

Preparing an Excel spreadsheet for printing

The printed table should have the form, generally accepted for the design of tables, ie. The data in the rows and columns of the table must be separated by lines; table headers (table header) should be duplicated when moving a part of the table to a new page; The pages on which the table is printed must be numbered and for its readability, some of its key parameters can be included in the page headers and footers. It should be remembered that when you enter data in the Excel table, the gray lines that make out the table cells on the worksheet are an auxiliary grid that is not printed when the table is printed to the printer. This is easily verified by opening the preview window in the File menu, the Preview command. In order for rows and columns of the table to be separated by lines, the necessary range is selected in the table and the Cell sub-section is selected in the Format menu section and then the Border tab is entered in the Cell Format pop-up menu. On this tab, you can define the appearance, color and position of the lines that will make up the cells of the selected range (for example, individual rows or all rows of the table, individual columns or all columns of the table, as well as the whole table).

To print a small table that is placed on one sheet of paper of the selected format, simply click the Print button on the Standard toolbar (or choose Print from the File menu). However, if the table is large and does not fit on one sheet of paper, but requires several sheets for its display, the Excel table processor splits it into parts and each part of the table in this case will be printed on a separate page. The principle by which Excel breaks the table is as follows: the contents of the table are divided into rectangular areas along the column and row boundaries so that when printing to a sheet of the specified format, it is filled to the maximum. By default, large table pages are numbered and printed in accordance with a schema called "down, then right". In order to change the standard page layout scheme to the "right", then downwards ", in the File menu section, select the Page parameters sub-menu and on the Page Setup shortcut menu open the Sheet tab. On this tab, you can select a scheme for printing the pages of the table by setting the appropriate switch in the Page output group.

In the same context menu, page settings on the Header and Footer tab page, you can define the content and formatting of information that is placed in the header of each page. You can place some fixed text, the date and time the table was created, the page number, the total number of pages, the number or name of the worksheet on which the table is located, the file name of the Excel book in the header or footer.

When printing large multi-page tables, their name (header) and data designation in the rows of the table should be duplicated on each page - this greatly facilitates the reading and understanding of the table. This mode of printing tabular data in Excel can be set in the context menu of the Page Setup menu on the Sheet tab (the File menu - the Page Setup sub-menu - the Page Settings pop-up menu opens). On this tab, in the Print group on each page, you can specify a range of so-called End-to-End Rows and End-to-End Columns. The end-to-end lines will be printed on each page - this is how the multipage table header is formed. The end-to-end columns will also be printed on each page of a large multi-page spreadsheet - so you need to format the columns that contain the data names.

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