Printing, Sharing, and Collaboration
Scope
Printing, Sharing and Collaboration tests getting output onto paper or PDF and letting others work on the file safely.
Printing
Ctrl+P opens print view: choose active sheets, entire workbook or selection; set copies, collation, orientation, paper size, margins, scaling (Fit Sheet on One Page, Fit All Columns on One Page, or custom %) and print titles. Print titles repeat rows at the top or columns at the left on every page and are set in Page Setup, not by selecting cells. Page Break Preview lets you drag breaks. Gridlines and headings print only when enabled in Sheet options. Exporting as PDF preserves layout but not formulas.
Sharing and protection
Files stored on OneDrive or SharePoint support co-authoring with AutoSave and version history. Comments (with @mentions) are threaded; Notes are the older style and do not print by default. Protect Sheet restricts editing of cells, formatting or inserting rows while optionally allowing selection. Protect Workbook restricts adding, deleting or moving sheets. A password to open encrypts the file; marking as final only discourages editing. Inspect Document removes hidden metadata and personal information before distribution.
Worked example
A 40-page report must repeat row 1 on every page. Selecting row 1 and printing does not achieve this. Page Layout > Print Titles > Rows to repeat at top: $1:$1 does. If the sheet then prints too small, adjust scaling separately, because the print titles setting does not affect size.
Traps
- A saved print area excludes any columns added outside it later.
- Fit To overrides manual scaling percentages, so the two settings conflict.
- Sheet protection is not encryption; anyone can reopen an unprotected copy.
- CSV export keeps values only, losing formulas, formatting and extra sheets.