Prepare Outputs: Page Setup, Printing and Exporting
Page setup
Before printing, set orientation (portrait or landscape), paper size, margins and scaling such as fit to one page wide. Define a print area so stray notes are excluded, and set print titles (rows or columns repeated on every page) for long tables. Headers and footers carry page numbers, file names and dates without altering cell content.
Controlling the output
Print Preview shows exactly what will print, including page breaks; manual page breaks can be inserted or removed. Gridlines and row or column headings are off by default and must be enabled in the sheet options if wanted. You can print the entire workbook, the active sheet, a selected range, or selected charts.
Traps
- A saved print area persists and can silently cut off newly added data.
- "Fit to 1 page" shrinks the text, so check legibility before accepting it.
- Print titles require entire rows or columns, not an arbitrary cell selection.
- Hidden rows and columns remain hidden in print unless unhidden.
- Exporting to PDF freezes the layout, and the PDF cannot be edited afterwards.
Rule of thumb
Preview first, then adjust in order: orientation, scaling, print area, print titles, headers and footers.
Worked example
A 60-row price list set to landscape, fitted to one page wide, with row 1 set as a repeating title row, prints legibly across several pages with the headings repeated at the top of each page.