When To Use Excel's Quick Print And Print Preview Commands
Excel's Quick Print feature allows you to send a document to the default printer without the need of entering values in a dialog box. If the Quick Print button is not already visible on your Quick Access Toolbar, simply choose it from the Customise Quick Access Toolbar drop-down menu. You will notice that the tooltip which pops up when you position the mouse over the Quick Print button has the name of the default printer in brackets. If the printer shown is not the one you anticipated, you can simply use the regular Print command instead.
If, like a growing number of Microsoft Excel users, most of your documents are transmitted electronically, you may have Adobe PDF set up as the default printer. In this case, when you click the Quick Print button, you will be prompted to save the file since printing to Adobe PDF means creating a disc file.
Whatever your default printer, you will find that Excel prints the document using its default settings: moderate margins, no header or footer, no column or row headings and no gridlines. If the document cannot fit on a single page, Excel will produce multiple pages moving down first and then across. Having printed the document, Excel paginates your worksheet and subsequently displays dotted lines representing the page boundaries.
In contrast to the Quick Print command, which sends the document to the printer straight away, Excel's Print Preview command offers a method of previewing the document prior to sending it to the printer and is often a useful precaution. To access Print Preview, click on the Office button in the top left of your screen, choose Print followed by Print Preview.
If the preview of your document is acceptable, simply click on the print button to send the document of the printer. If the document needs to be changed in some way, one option is to click on Page Setup. This gives you access to settings such as the margins, page orientation, header and footer, as well as other advanced features.
You also have the option of zooming in on your worksheet by clicking on the zoom button. When you click the zoom button a second time, the entire worksheet is displayed once more. Excel allows you to preview multiple pages by clicking on the Next and Previous buttons.
You can also show or hide margins. Margins consist of dotted lines with drag handles at the end of each line. The margins displayed in Print Preview are fairly comprehensive. Firstly, we have the page margins: top, bottom, left and right. Next, we have margins to control the area available to headers and footers. Finally, we have drag handles allowing us to change the column widths. You will often find that you can reduce the number of pages required to print a document simply by changing the various margins.
If, like a growing number of Microsoft Excel users, most of your documents are transmitted electronically, you may have Adobe PDF set up as the default printer. In this case, when you click the Quick Print button, you will be prompted to save the file since printing to Adobe PDF means creating a disc file.
Whatever your default printer, you will find that Excel prints the document using its default settings: moderate margins, no header or footer, no column or row headings and no gridlines. If the document cannot fit on a single page, Excel will produce multiple pages moving down first and then across. Having printed the document, Excel paginates your worksheet and subsequently displays dotted lines representing the page boundaries.
In contrast to the Quick Print command, which sends the document to the printer straight away, Excel's Print Preview command offers a method of previewing the document prior to sending it to the printer and is often a useful precaution. To access Print Preview, click on the Office button in the top left of your screen, choose Print followed by Print Preview.
If the preview of your document is acceptable, simply click on the print button to send the document of the printer. If the document needs to be changed in some way, one option is to click on Page Setup. This gives you access to settings such as the margins, page orientation, header and footer, as well as other advanced features.
You also have the option of zooming in on your worksheet by clicking on the zoom button. When you click the zoom button a second time, the entire worksheet is displayed once more. Excel allows you to preview multiple pages by clicking on the Next and Previous buttons.
You can also show or hide margins. Margins consist of dotted lines with drag handles at the end of each line. The margins displayed in Print Preview are fairly comprehensive. Firstly, we have the page margins: top, bottom, left and right. Next, we have margins to control the area available to headers and footers. Finally, we have drag handles allowing us to change the column widths. You will often find that you can reduce the number of pages required to print a document simply by changing the various margins.
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