Using Set Print Area and Print Titles in Excel 2007
This article describes two features which are very useful when printing worksheets in Microsoft Excel: Print Titles and Set Print Area.
Print Titles
In addition to printing headers and footers on every page, Excel also allows you to specify Print Titles. Whereas headers and footers give an overall description of the report, print titles are taken from the worksheet itself. They are normally row and column headings and they are very often an essential part of the printed report.
For example, let's say you have a worksheet with only five average-sized columns but several hundred rows, although the header and footer appear on every page, only page 1 will have column headings. This means that it becomes difficult to know what the figures on the other pages relate to. We can make use of Excel's Print Titles feature to print the column headings on every page. Print Titles are in the Page Setup section of the Page Layout tab; simply click on the button and Excel displays the Page Setup dialog box with the Sheet tab activated. In our five column worksheet example, we would only need to specify the number of rows that we want to repeat at the top of every page. In our example, it would be only the first row. Having clicked to specify row one, we can click Print Preview to see the result and we would see that the headings are repeated at the top of each page.
Only one print area can be specified at a time. The Clear Print Area command will restore normal behaviour; so that, when you print, the entire worksheet will be printed.
When you print a worksheet, Excel normally prints all the data that it contains. However, there are times when you only want to print a selection of your data. Although you can achieve this by hiding rows and columns, Excel offers a simpler solution.
In the Page Layout tab of the Excel ribbon, you will find the Set Print Area drop-down menu. When you click on it, it offers two options: Set Print Area and Clear Print Area. The Set Print Area command allows you to highlight a range of data and specify that this is the only part of the worksheet that will be printed whenever you use the print command. Having chosen the Set Print Area command, Excel displays a dotted lined border around the area that has been set, in much the same way as it normally displays the page boundaries after the print command has been used.
For example, let's say you have a worksheet with only five average-sized columns but several hundred rows, although the header and footer appear on every page, only page 1 will have column headings. This means that it becomes difficult to know what the figures on the other pages relate to. We can make use of Excel's Print Titles feature to print the column headings on every page. Print Titles are in the Page Setup section of the Page Layout tab; simply click on the button and Excel displays the Page Setup dialog box with the Sheet tab activated. In our five column worksheet example, we would only need to specify the number of rows that we want to repeat at the top of every page. In our example, it would be only the first row. Having clicked to specify row one, we can click Print Preview to see the result and we would see that the headings are repeated at the top of each page.
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