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Using Quick Print and Print Preview in Excel

Excel’s Quick Print facility 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 displayed on your Quick Access Toolbar, simply choose it from the Customize Quick Access Toolbar drop-down menu. You will notice that the tooltip which appears when you position the mouse over the Quick Print button has the name of the default printer in brackets. If the printer that is displayed is not the one you anticipated you can simply use the regular Print command instead.

If like a growing number of Word users, most of your documents are sent electronically, you may have Adobe PDF set as the default printer. If this is the case, when you click the Quick Print button, you will be prompted to save the file since printing to Adobe PDF means producing a disc file.

Whatever your default printer, Excel will print the documents using its default settings: moderate margins, no header or footer, no column or row headings and no gridlines. If the document cannot be printed 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 the page boundaries as dotted lines.

Whereas Quick Print sends the document to the printer straight away, Print Preview 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 and then Print Preview.

If the preview of the document looks fine, simply click on the print button to send the document of the printer. If the document needs to be modified in order to be printed correctly, one option is to click on Page Setup. This gives you access to settings such as the orientation, margins, header and footer, as well as other advanced features.

You also have the option of zooming in on your data by clicking on the zoom button. When you click the zoom button a second time, the whole page is displayed once more. Excel allows you to preview all the 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.

Author is a developer and trainer with Macresource Computer Training, an independent computer training company offering Microsoft Excel Training Courses in London and throughout the UK.

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Many of the worksheets that are created in Microsoft Excel contain headings in the top row or left column of the sheet. Normally when we scroll down the sheet, any headings at the top will disappear. Similarly, if we scroll to the right, any headings on the left will disappear. Excel has two commands which can be used to keep these headings in place as we scroll through the worksheet: freeze panes and split panes. We will discuss techniques for splitting panes in another article. This article focuses on the use of the Freeze Panes commane.

The Freeze Panes command, which is located in the View Tab of the Excel Ribbon, allows us to freeze our headings so that, as we scroll the sheet, headings remain in view.

Excel offers us three options: firstly, we can choose “Freeze Top Row”. A bold horizontal line is then displayed underneath the first row which extends into the row headings. As we scroll down the worksheet, the headings at the top of the sheet remain in view. Similarly, we can choose “Freeze First Column”. This time, the bold line extends to the right of the first column and into the column heading area. Then, as we scroll to the right, the first column remains frozen so that we can see the headings it contains and compare them with the data in the adjacent cells. To return to normal scrolling, we simply choose “Unfreeze Panes” in the “Freeze Panes” drop-down menu.

It is also possible to freeze an arbitrary number of rows and columns. To do this, select the cell below the last row you want frozen and to the right of the last column you want frozen. So, for example, to freeze the first row and the first column you would select cell “B2″. Having highlighted the cell, in the “Freeze Panes” drop-down menu, you would then choose “Freeze Panes”.

This time, there are two bold lines: one indicating the column that is frozen and one indicating the row that is frozen. Then, as we scroll down the first row remains frozen and, similarly, when we scroll to the right the first column remains frozen. Once again, to return to normal behavior, we simply choose “Unfreeze Panes” in the “Freeze Panes” drop-down menu.

Since this command allows us to freeze any number of rows or columns, if you are working on a large worksheet perhaps containing multiple row and column headings, you will probably find it pretty much an essential feature.

The writer of this article is a developer and trainer with Macresource Computer Training, a UK IT training company offering Excel 2007 Classes in Birmingham, London, Leeds, Manchester, Bristol, Cambridge, Bradford, Liverpool and throughout the UK.

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