Common Print Problems Experienced When Using Microsoft Excel

we will present solutions to the following common print problems experienced when using Microsoft Excel:

        1 – WHY DOES MICROSOFT EXCEL PRINT ONLY A PORTION OF MY WORKSHEET?

2 – I WANT MY SHEET TO PRINT ONE PAGE WIDE (OR TALL)3 – MY PRINTED HEADER OR FOOTER DOESN’T LOOK THE WAY I WANT4 – MICROSOFT EXCEL IGNORES THE PAGE BREAKS I SET5 – WHY DO SOME COLUMNS AND ROWS PRINT ON THE WRONG PAGE?6 – WHY DOESN’T EXCEL PRINT MULTIPLE PRINT AREAS ON THE SAME PAGE?7 – I CAN’T SCALE A CHART TO PRINT THE SIZE I WANT OR PRINT MULTIPLE CHARTS ON A SINGLE PAGE?

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WHY DOES MICROSOFT EXCEL PRINT ONLY A PORTION OF MY WORKSHEET?


CHECK WHETHER A PRINT AREA IS DEFINED. If the worksheet contains a print area, Microsoft Excel prints only the print area. To determine whether your worksheet contains a print area, click “Page Break Preview” on the “View” menu. The area of the worksheet that appears with a white background is the area that is printed.

To print the whole sheet, clear the print area. You can clear the print area by using the “Clear Print Area” command (“Print Area” on the “File” menu).

CHANGE THE PRINT AREA. You can change the size of the print area so that it includes or excludes rows and columns. On the “View” menu, click “Page Break Preview”, and then drag the borders that surround the print area.

To add nonadjacent cells to the print area, select the cells, right-click any cell in the selection, and then click “Add to Print Area” on the shortcut menu.

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I WANT MY SHEET TO PRINT ONE PAGE WIDE (OR TALL)


You can prevent columns or rows from spilling over the edge of a page by shrinking the sheet so that it is one page wide or tall. On the “File” menu, click “Page Setup”, and then click the “Page” tab. Click “Fit to”, type “1” in either the “page(s) wide by” box or the “tall” box, and then delete the number (if any) from the other box.

MY PRINTED HEADER OR FOOTER DOESN’T LOOK THE WAY I WANT!


You can choose from several built-in headers and footers or create your own. On the “View” menu, click “Header and Footer”.

Use black and white only. The text in headers and footers always prints in black. You cannot apply color to the text in headers or footers, even if you have a color printer.

Use print titles to repeat graphics and linked information. If you want to repeat graphics or linked information at the top of every page, use print titles instead of a header. For example, to print a company logo and address at the top of every page, place the information in the first few rows of the worksheet. On the “File” menu, click “Page Setup”, click the “Sheet” tab, and then enter the rows that contain the logo and address in the “Rows to repeat at top” box. If you’re printing a wide worksheet on multiple pages, be sure to copy the repeating information to additional rows or columns as needed.

Headers and footers cannot contain graphics or links to specific cells.

Use the existing left and right margins. The left and right header and footer margins are three-quarters (.75) of an inch, regardless of the left and right margins on the page. You can simulate wider margins on a single line header or footer by typing spaces before the text in the “Left section” edit box and after the text in the “Right section” edit box. (To locate these edit boxes, click “Custom Header” or “Custom Footer” in the “Page Setup” dialog box.) The spaces you type in the “Right section” edit box won’t appear in the edit box, but will appear in the printed worksheet.

Adjust the space for the header and footer. You can adjust the distance between the top or bottom of the page and the header or footer. You can also change the distance between the data printed on a page and the header or footer. Click “Print Preview”, click the “Margins” button, and drag the margin handles to adjust the spacing.

Use two ampersand (&) characters to print an ampersand Microsoft Excel uses the ampersand to initiate codes for special formatting in the headers and footers. Therefore, to enter an ampersand in the header or footer, you must enter “&&”. For example, to include “Subcontractors & Services” in a header, enter “Subcontractors && Services”.

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MICROSOFT EXCEL IGNORES THE PAGE BREAKS I SET


If your workbook is set up so that Excel fits your printed work on a specific number of pages, Excel ignores the manual page breaks you’ve set and reduces the size of the printed worksheet. (To see whether this is the case, click “Page Setup” on the “File” menu, click the “Page” tab, and check the “Fit to” option under “Scaling”.)

Use Adjust To instead of Fit To To fit the worksheet to the specified number of pages and use the manual page breaks you inserted, click “Page Setup” on the “File” menu, click the “Page” tab, and then click “Adjust to”.

Set each page as a separate print range. If “Adjust to” doesn’t produce the results you want, you can set a print area with each page selected as a separate range. Excel prints nonadjacent ranges in a print area on separate pages.

Insert a blank row or column in each location where you want a manual page break.

Select the range you want to include as the entire first page, omitting the blank row or column.

Hold down CTRL and select the range for the second page, omitting the blank rows or columns. Continue until you’ve selected all pages that you want to print.

On the “File” menu, point to “Print Area”, and then click “Set Print Area”. On the “File” menu, click “Page Setup”, click the “Page” tab, click “Fit to”, and enter the number of pages you want.

WHY DO SOME COLUMNS AND ROWS PRINT ON THE WRONG PAGE?


Column widths, row heights, page margins, and page breaks determine the number of columns and rows that print on a page.

Make margins smaller. If some columns or rows print on the next page, try decreasing the size of the “Top”, “Bottom”, “Left”, and “Right” margins. On the “File” menu, click “Page Setup”, and then click the “Margins” tab.

Adjust page breaks. You can move page breaks before you print your document. On the “View” menu, click “Page Break Preview”. Microsoft Excel displays manual page breaks as thick blue lines; automatic page breaks appear as dashed lines. You can move page breaks by dragging them left, right, up, or down.

If a column prints on the wrong page – for example, on the second page instead of the first page – drag the page break that is to the left of the column one column to the right. If a row prints on the page that follows the page where you want it to print, drag the page break that is above the row to a position below the row. Excel automatically scales the worksheet to fit the columns and rows to the page.

Make the sheet print one page wide. If you want the worksheet to be only one page wide, regardless of the number of pages, you can restrict it to the width of a single page. On the “File” menu, click “Page Setup”, and then click the “Page” tab. Under “Scaling”, click “Fit to”, type “1” in either the “page(s) wide by” box or the “tall” box, and then delete the number (if any) from the other box.

Change the orientation. If you need a few more columns to print on the same page, change the orientation to landscape. On the “File” menu, click “Page Setup”, and then click the “Page” tab. Under “Orientation”, click “Landscape”.

WHY DOESN’T EXCEL PRINT MULTIPLE PRINT AREAS ON THE SAME PAGE?


If a print area contains nonadjacent areas of a worksheet, Microsoft Excel prints each area on a separate page by default. However, you can specify that separate parts of a worksheet print on the same page by using one of the following methods.

Bring together the columns you want. To print nonadjacent columns side by side, first select the columns you don’t want to print, point to “Column” on the “Format” menu, and then click “Hide”. Set one print area that contains all of the columns, including the hidden columns.

Bring together the rows you want. To print nonadjacent rows above and below each other, first select the rows you don’t want to print, point to “Row” on the “Format” menu, and then click “Hide”. Set one print area that contains all of the rows, including the hidden rows.

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I CAN’T SCALE A CHART TO PRINT THE SIZE I WANT OR PRINT MULTIPLE CHARTS ON A SINGLE PAGE?


For chart sheets, set the print size. If the chart is on a chart sheet, you can scale it when you print it. Activate the chart sheet, click “Page Setup” on the “File” menu, and then click the “Chart” tab. Under “Printed chart size”, click the scaling option you want.

If you click “Custom”, the chart will be printed at the size you make it when you drag its selection handles.

For embedded charts, drag to resize. If the chart is an embedded chart on a worksheet, resize the chart by clicking it and then dragging its selection handles.

To print charts together on a page, embed them. You cannot print multiple chart sheets on a single page. To print two or more charts on a page, create embedded charts, and then resize them to fit on a single page. You can use the “Page Break Preview” command on the “View” menu to more closely see the location of the charts in the print area.