How to Print in Microsoft Excel - For Beginners

hi there jamie here today at teachers tech hope  you're having a great day today i want to   show you how to print in microsoft excel now  there's lots of times where we don't bother   printing things we can send digital copies uh to  share people with people but there's still times   where you need to print out that data and give it  to somebody else to kind of go through and then   maybe that's the way they like to look through it  and you want to make sure that it's printed out in   a way that's easy to read so i want to go over the  basics of printing in microsoft excel but i also   want to dive a little bit deeper into the page  setup here uh because there's a few things that   are overlooked and it can really help you get  the print job what you really need when you're   handing out to these to other people so let's  get started with how to print in microsoft excel   now you can practice what i'm going to show you  today with any data if you want to use the   same data that i'm using right here i'll put a  link to it and you can download it and open it up   in microsoft excel i am using uh 365 excel here uh  so it's all it's getting updated maybe yours looks   a little different but with what i go through here  today uh you should be able to uh go through it   the same now the first thing i want to point out  when printing is you can use just go up to the   tab up top and go to page layout here and you're  going to have lots of options to set up your   print so you can work from this view i am going  to switch over to the different way to get to

print in a moment and i'll come back to this in  a bit but you do have all these shortcuts here   where you can quickly change or adjust and you can  see even customs from margin to you can change the   orientation so if i go ahead and click on if  i wanted landscape as soon as i click on that   i get these this dotted line that goes down right  here now this shows me what would be printed   and you can see right away that i'd be missing  something on this if i was going to switch back to   portrait and then that dotted line moved  over because it's a little skinnier here   and it shows me what's going to be printed so  i could go through and make adjustments even my   scale to fit and here i can make it fit on one  page and if i take a look at the dotted line i   can get an idea of what's being printed but what  i like to do most of the time when i'm printing   is i go to the file here and i go to print and  now again this you could do either way on it

and you'll be able to set things up i just like  the way this looks right here it kind of gives   me this print preview in this format on a page so  we're going to go down these different options we   have when we can quickly make some adjustments to  print our data i but then i want to kind of dive   into this page setup where we can do a few more  things that can really make your document look   a lot better when it's printed now just to start  off it's very simply you can hit print and it's   going to print in this case we'll print all these  uh pages that i have here and you can see it's not   set up right because i haven't adjusted anything  from landscape or portrait or to fit things on   i can choose my copies at this point i can use  the arrow keys to go up or i can actually type   in a number uh and go from there so very simple  just to print if everything's looking good   now as we go down here i want to point out  that this is where you select your printer

but the thing i want to point out you can actually  print to pdf so this is available in all different   types if you're using microsoft word or powerpoint  you notice we do have save as adobe pdf but we can   print if i go ahead and hit this as soon as i  hit print it's going to turn this into a pdf so   this is where it's going to create a pdf document  if i go ahead and it will save it on my computer   as a pdf so i just wanted to point that out  i'm just going to go back to print and then   just continue on down here but do take a look  at all the different printers making sure you   have the right one uh that you're going to print  too now this next point is a important one it's

do you want to print a selection or the whole  thing so right now if i hit print on this this   would print three copies of everything that we  have now if i go back and select maybe a few   different rows the movies like this and then go  back to file and then print you'll be able to see   if i drop down here i can go to print selection so  as soon as i hit print selection it's only picking   the ones that i selected it still doesn't fit very  well on this page but it is the ones i selected so   i do have to do some customizations of this you  can see where i can even go from page one to page   depending on what you want uh from start to finish  on it you can set those pages up right there i'm   just going to go back to active sheets you do have  the option to print the entire workbook from here   too now correlated uh if so in this case i all  these pages i have six pages right now if i was   gonna just leave it at this it would print one  two three four five six in order and then or   else it could drop down and have it uncorrelated  so all the ones would be together the twos to be   together and then threes and so on so that would  be an option maybe how you're handing things out   if it was one at a time versus maybe packages  on it too portrait orientation so i'm going to   change it to landscape maybe that will look better  for here uh you can see it gives me a little bit   more room but it's very quick to change back and  forth from those two here uh you know for this   demo right now i'm just going to leave it at the  portrait and i'm going to make some changes on it   this is where you pick what type of paper you're  using so in this case right now it's letter   but if i was going to use a legal document you  can see how it changes longer it adapts to what   it would look like on that paper so i could  pick i could go to more paper sizes here and   it's going to open up uh just the page setup that  i've been to before so find the correct paper so   maybe if you wanted to print something larger when  you're handing it out you could go to a tabloid or   depending on how big you want you can pick the  right sizes here i'm just going to leave it at   letter for this example we have customization  of our margins here so i can pick the   uh different ones so if it was normal it didn't  look like much change because i believe that was   the same size we have wide uh you can see things  slightly moving around but we can go to custom

down here so at this point i can go and adapt uh  to any of these ones here if i just go ahead and   change it should make a slight move so you  can adjust the margins how you'd like on it   now this is an important one the scaling is  what's going to make it fit to your page so if   i drop down here you'll be able to see do i want  it to fit on one page so if i go to fit one page   it puts all my different so now i have a hundred  different movies on there but that's a little bit   small that's not going to be that good to read on  it so maybe that if that worked for you i could   change you could change the paper size and see  how different things look but uh something better   maybe i want to try to fit all the columns across  and it's going to fit in there so now i have all   you can see i have all the columns across and  it's turned into two different pages uh like this   you notice how uh the headings on this one as  you go to page two the headings aren't on this   there's a setting which i'll show you in a moment  that you can make sure the heading goes on every   page so as you hand them out it makes it easy so  people can connect the numbers to the heading on   it too okay so now i've kind of gone through just  these quick drop down ones i want to move over   uh to the customization here so i'm just going  to go back to no scaling here and then go to

page setup so when we look at page setup you can  see we can quickly change portrait to landscape at   this point so i'm going to go to landscape right  now we could make our adjustments here also to   the percentage so i can go down or i could type  the number if i wanted to put in a certain number   if i hit okay you can see how it adjusts  so you can really fine tune it to fit uh   on a page so as i go back to page setup most of  the quick things that you're going to be doing   are going to be just through these drops down drop  downs but what i want to show you here as we move   on i'm going to go back to the margins and i know  i already showed you this but this is something uh

right here if you want your information centered  you can see as you can center it horizontally or   vertically if i select it i hit ok it will adjust  on the page so if you want everything centered   it's an easy way to do that if you go back to  page setup to margins you have that option to   check it or uncheck it on it the next point what  i want to go to is the header and footer here

so if you want something in the header you can  drop down you could have your page numbers up   there so you could have page one or so i'm going  to put it on to my footer so this makes it really   easy to put your page numbers here so if i go i'm  just going to go page one of question mark here   uh also you have some options if there's different  odd and even pages different first pages uh scale   with document i'm leaving this align with paper  margins i'm going to leave that as soon as i hit   ok now you can see at the very bottom i have these  different page numbers that are on them so if you   want a quick way to put page numbers remember  in the page setup go to your header footer uh   in here and then you can go and choose your page  numbers and it shows what it looks like right in   here you can do custom header and custom footer  so if you uh wanted to go through and add your own   this is where you would go through and do it here  now i want to point out with sheet here notice i

can't do anything here uh to get to this is where  i was talking about you could make sure that your   headers are on every page and then this looks like  i can't do this at this point i can't click in but   if i go okay and i'm going to go back now and  what i'm going to do is just go to page layout   and notice we have print titles uh i also want  to point out notice that there's breaks here   i have a different video all about adding page  breaks to uh your video so i'll put a link to that   that can really help with printing and everything  too to make sure all the breaks in the right place   i'll put a link to that down below and up in the  card but anyway with the print titles if i click   on this now what you get to notice i can select  this here so we have print titles and if i go   and just select it here's my titles that i'm  going to select i'm going to just highlight   across and i'm just going to hit enter and it's  gone and selected here so i'm going to go and hit   i can hit print preview from this point here and  what i want to point out as i go down now notice   the print preview as i go to each page the title  is on each page so this is a really handy feature   a lot of people overlook this it's easy to add if  i go back to page setup into sheet you can see it   here i can't make the changes here but  if i go back and go to my under the page layout   tab under the print titles this is where you make  the changes and we do have the options through for   columns to repeat if you want to make sure if you  want to print with grid lines you can check that   it will print with the grid lines on it or  turn that off and you see you have a few more   options here to adjust how you want to print and  even in the order that you want to print so maybe   depending on how you have your sheet set  up and you have you put your page breaks in   again i'll go take a look at that video if you're  printing and how you want it to uh the order that   you want things to print in it all right so that  covers most the features that i want to show you   in these print i do uh printing i do want to point  out when you look at page layout you get these   options here that you can work with the  drop downs and if you ever need to get to the   page uh set up you can click and open it at any  point to make those and if you follow these uh   these dotted lines you can see in here what is  exactly the area that it's going to be printing to   and it's up to you which way that sometimes i do  use this here so again i have my grid lines turned   off right now if i click that you can see they're  back on if i wanted to print the grid lines then   i could make sure that that's part of the option  so you can adjust in different ways so i hope you   like this little tutorial today on how to print  in microsoft excel this is kind of a beginner's   tutorial but hopefully i gave you a couple tips  that uh that help you get your printing set up   stay tuned for next week more tech  tips and tutorials on teachers tech