Working with “Page break”

Excel will automatically assign a “Page break” where needed.
When we have data that is no longer visible in the printable view, this information will be printed on another page.

Maybe you have a title that is printed at the end of a page and it’s corresponding data is printed on the next page.

This can be very annoying but to prevent this, we can set up “Page breaks”.

To change we click on “View” (“View“) in the menu bar and select “Page break” (“Page break preview”).

This brings us to the “Page break preview” display of our “Worksheet”.

The “Page breaks” are shown by dotted lines.

Click and drag the dotted lines to the location you wish to define and set the “Page breaks”.

Select “View” in the menu bar and click “Normal” to return to normal view of your “Worksheet”.

“Header” and “Footer”

We can add “Headers” and “Footers” in all our “Spreadsheets”.

To open this dialog, we click on “View” menu in the toolbar and choose “Header / Footer”.

This really opens the “Page Setup” dialog, where the “Header / Footer” tab is selected.

You can opt for formatted headers or footers from Excel itself, by the black arrows in the appropriate box.
Or we can also create one by clicking the “Custom Header” / “Custom Footer” buttons.
We use this example in our own “Header” and so click the “Custom Header” button.

This opens the ” Header” dialog.

We now see the left, center or right sections of our “Spreadsheet” to place a “Header”. To do this, we select the box, and type in a “Header” or “Insert picture” or possibly another type of file to be inserted.
Excel provides us various buttons to insert information into our “Header” or “Footer”.

	Type			path and filename
	page number			filename
	number of pages			“Spreadsheet” tab
	date			“Insert picture ” (Only XP and 2003)
	time			“Image Editing” (Only XP and 2003)

We have chosen our logo in the “Header”, and page-numbering to be placed in the “Footer”

Click OK if you are satisfied.
And click OK again to exit the “Headers and Footers” dialog.

Click on the “Print Preview” button in the ” Standard toolbar” to see a preview.

“Page Layout”

To set the layout of our pages to “Print”, we click “File” in our menu bar and select “Page Setup”.

The “Page Setup” dialog box opens:

The dialog box has four tabs:
“Page”, “Margins”, “Header / Footer” and “Sheet”.

We go through this quickly as this is actually the same for any Windows application.

The “Page” tab, we can change the orientation from “Portrait” to “Landscape” before printing.

In the “Scaling” section, we can see the size of the print data determined in percentage.

Whether it is adequate for printing or not.

“Paper Size” and “Print Quality” is also very clear I think.

In the First page number box, we can choose “Auto” (Page Number), or we can enter a number.

In the “Margins” tab, we set the different print margins in our “Worksheet”.

Left, Right, Top, Bottom, Header and Footer.

There’s little to explain.
Perhaps the only thing is you can tick is “Horizontal” and “Vertical” to the print in the center.

The “Header / Footer” tab has already been explained in the previous section of this lesson.

And finally we have the “Sheet” tab.

In the “Sheet” tab, we can enter a “Range” to print in the first box.

We can select rows or columns to repeat on each page, in the second and third box.

In the “Print” section of this tab we can tick a number of settings eg the grid of our spreadsheet for printing, Row and column headers for printing etc…

But what perhaps may be of interest, (XP and 2003) is that you can choose whether and how “Cell Errors” (“Cell Errors”) will print. And this has to be done by “Formulas” on your “Worksheet”.

Suppose you have the “Formula” in a “Cell” that calculates the average of the two parent cells.
However, data has not yet been entered in these two “Cells”, Excel will give you the following:

To avoid this, if we choose we “Print spreadsheet”from the list “Cell errors as:”

Excel will print anything from this cell.

 

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