Excel online training course

excel lesson 9, Configure worksheet layout

Working with page break

Excel will automaticly apply a page end.
When we have data which are no longer visible in the print preview, this data will be printed on a next page.
Maybe you have a title which will be printed at the end of a page while the corresponding data will be printed on the next page.
This is very annoying, but to prevent this Excel allows us to set page breaks.

To alter this we click on "View" and "Page break preview" in the menubar.
This will open the "Page break preview" view of our worksheet.

The page breaks are shown by dotted lines.
Click and drag these dotted lines to the location you want them to be to set your own page breaks.
Select "View" and "Normal" in the menubar to return to the normal view of your worksheet.

Header and footer text

In all our spreadsheets we can add header and footer texts.
To open the window for this we click on "View" and "Header/Footer" in the menubar.
This actually opens the "Page Setup" window where the Header/Footer tab is selected.

You can choose for default header and footers from Excel itsself by clicking on the black arrows of the corresponding field.
Or you can make one yourself by clicking on the "Custom Header/Footer" button.
We make our own header in this example and so we click on the "Custom Header" button.
This will open the "Header" window.

We can choose the left, center or right side of our spreadsheet to place a Header by choosing a field and entering text or another type of file in it.
Excel gives us different buttons to add information in our Header or Footer.

Fonttype   Path & Filename
Page number   Filename
Total pages   Sheet name
Date   Insert Image
(only in XP en 2003)
Time   Edit Image
(Only in XP en 2003)
We choose to place our logo in the Header text and a pagenation in the Footer text.
Click on "Ok" once your done.
And click on "Ok" once more to close the "Header/Footer" window.
Click on the "Print Preview" button in the standard toolbar to see a example:

Page formatting

When we want to configure the formatting of our page to print, we click on "File" and "Page Setup" in the menubar.
The "Page Setup" window will now be opened.

This window exists of four tabs:
I will explain these very fast since these are all equal for every Windows application.

In the "Page" tab we can change the orientation of the print from Portrait to Landscape.
In the "Scaling" section we can adjust the size of the print in percentages.
Or make it fit to print.
What paper size and print quality are need no explenation i think.
And in the First page number field we choose for "Auto" or we can enter a number here ourselves. In the Margins tab we set the print margins for our worksheet.
Left, Right, Top, Bottom, Header and Footer.
Not alot to explain about this.
Maybe the only thing to mention is, is that on the bottom you can check "Horizontally" or "Vertically" to center the print.

The "Header/Footer" tab is allready explained in the previous part of this lesson.

And the final tab is the "Sheet" tab.
In the "Sheet" tab we can enter a range to print in the first field.
We can repeat colomns or rows on each page, in the second and third field.
And in the Print section of this tab we can check a few settings, for example to also print the grid of our spreadsheet.

And what can be interesting is that (in XP and 2003) you can choose, how and if your Cell Errors will be printed.
And this is in relation to the formulas on your worksheet.

Lets say you have a formula in a cell which calculates the averages of the two cells above.
But there is no data in these cells yet, then Excel will show the following:

To avoid this when we are printing our spreadsheet we choose <blank> from the list "Cell errors as:".

This way Excel will not print anything from this cell.