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Printing Workbooks Microsoft Office 2007

    After you create a spreadsheet, you can print it out for others to see. When printing spreadsheets, you need to take special care how your spreadsheet appears on a page because a large spreadsheet will likely get printed on two or more sheets of paper.

    This can cause problems if an entire spreadsheet prints on a one page but a single row of numbers appears on a second page, which can make reading and understanding your spreadsheet data confusing. When printing spread­sheets, take time to align your data so that it prints correctly on every page.

    Using Page Layout view

    Excel can display your spreadsheets in two ways: Normal view and Page Layout view. Normal view is the default appearance, which simply fills your screen with rows and columns so you can see as much of your spreadsheet

    As possible.

    Page Layout view displays your spreadsheet exactly as it will appear if you print it. Not only can you see where your page breaks occur, but you can also add any headers to the top of your spreadsheet as well.

    To switch back and forth from Normal view to Page Layout view, follow these steps:

    1. Click the View tab.

    2. Click the Normal or Page Layout View icon in the Workbook Views group, as shown in Figure 7-20.

    You can also click the Normal or Page Layout View icons in the bottom-right corner of the Excel window.

    Printing Workbooks Microsoft Office 2007

    Figure 7-20:

    The Page Layout view clearly shows where page breaks occur at the bottom and sides of your spreadsheet.

    Adding a header (or footer)

    Headers and footers are useful when printing out your spreadsheet. A header may explain the information in the spreadsheet, such as 2007 Tax Return Information, and a footer may display page numbers. To create a header or footer, follow these steps:

    1. Click the Insert tab.

    2. Click the Header & Footer icon in the Text group.

    Excel displays the Design contextual tools tab and creates a text box for your header and footer, as shown in Figure 7-21.

    3. Type your header text in the header text box.

    4. Click the Go To Footer icon in the Navigation group.

    Excel displays your footer text box.

    5. Type your footer text in the footer text box.

    Printing Workbooks Microsoft Office 2007

    Figure 7-21:

    The Design contextual tools pro­vides tools for creating a header or footer.


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