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Microsoft Excel 2003/2004

Printing Basics

When printing in Excel 2003/2004, you can print all or part(s) of the current workbook or worksheet.

return to topPrinting Tips

return to topSetting a Default Printer

If you would like your printed documents to be directed to the same printer each time you print, it may be helpful to set a default printer.

Windows:

  1. From the Start menu, select Printers and Faxes
    The Printers and Faxes dialog box appears.

  2. Right click the printer to be set as your default printer » select Set as Default Printer
    A checkmark appears next to the new default printer.

  3. From the File menu, select Close

Macintosh:

  1. Double click MACINTOSH HD » APPLICATIONS » UTILITIES » PRINT CENTER
    The Printer List dialog box appears.
    Printer List dialog box

  2. Select the printer to be set as your default printer

  3. On the toolbar, click MAKE DEFAULTMake Default button
    In the printer list, the default printer is shown in bold print.

  4. From the Printer Setup Utility menu, select Quit Printer Setup Utility

return to topPrinting the Current Worksheet

When printing your worksheet, you may not want to print the entire workbook. You can print a selected worksheet from the workbook. This will print all the active cells on the current sheet of the workbook.

  1. From the File menu, select Print...
    The Print dialog box appears.

  2. In the Print what section, select Active sheet(s)

  3. Click PRINT
    The current worksheet is printed.

return to topPrinting the Entire Workbook

Printing the entire workbook will print all sheets of the workbook that contain data.

  1. From the File menu, select Print...
    The Print dialog box appears.

  2. In the Print what section, select Entire workbook

  3. Click PRINT
    The entire workbook is printed.

return to topDefining the Print Area

Unless you specify a print area, Excel assumes you want to print the active area of the current worksheet. You can specify a different print area through several options: the Page Setup dialog box and the Print Area command.

Defining the Print Area: Dialog Box Option

HINT: For more information about the Page Setup dialog box Sheet tab options, refer to Sheet Tab Options.

  1. From the File menu, select Page Setup...
    The Page Setup dialog box appears.

  2. Select the Sheet tab

  3. In the Print area text box, type the range of cells to be printed
    OR
    To select the area,
    1. Windows: Click COLLAPSE DIALOGCollapse Dialog box button
      Macintosh: Click COLLAPSE DIALOGCollapse Dialog box button
    2. Select the desired range of cells
    3. Windows: Click RESTORE DIALOGRestore Dialog button
      Macintosh:
      Click EXPAND DIALOGExpand Dialog box button

  4. Click OK
    The print area is defined.

Defining the Print Area: Print Area Option

The Print Area command is useful when you want to print a specific range of cells. The print area will remain in Excel's memory until it is cleared or replaced.

To set the print area:

  1. Select the cells to be printed

  2. From the File menu, select Print Area » Set Print Area
    The print area is set.

To clear the print area:

  1. From the File menu, select Print Area » Clear Print Area
    The print area is cleared.

return to topPrinting a Range of Cells

If you are printing a range, you can define it prior to accessing the Print dialog box or within the Print dialog box. To select a print range, specify a range manually or type a range in the Print dialog box. When typing a range, you can use cell references or range names. For information on creating range names, refer to Working with Range Names.

Unless a print range is given, Excel prints everything on the current worksheet. The default would result in a printout containing all cells from A1 to the last column and row containing information.

Selecting a Print Range Manually

  1. Select the range of cells to be printed
    OR
    From the Name Box pull-down list, select the range name to be printed

  2. From the File menu, select Print...
    The Print dialog box appears.

  3. In the Print what section, select Selection

  4. Click PRINT
    The specified range of cells is printed.

Selecting Multiple Ranges

Even with well-designed worksheets, you may want to print specific non-contiguous ranges. Selected ranges will print on separate pages.

  1. Select the first range to be printed

  2. Windows: Press [Ctrl] + select the second range to be printed
    Macintosh: Press [command] + select the second range to be printed

  3. For each additional range to be printed, repeat step 2

  4. From the File menu, select Print...
    The Print dialog box appears.

  5. In the Print what section, select Selection

  6. Click PRINT
    The selected ranges of cells are printed.

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