What is Page Setup in Excel?
While creating the reports in excel even though 99% of the effort goes to clean, manipulate, design and beautify the report, 1% of the effort is to set up the page to print the created report. In this article, we will show you how to setup the page in excel.
When the report needs to submit to the management often times we need to give the copy of the report through printing, this requires extensive excel page setup knowledge. We need to do some settings in terms of margins, orientation, headers and footers, and many other settings. These are all built-in tools to excel itself but needs some sort of introduction to start using it.
How to Change the Default Page Setup in Excel?
Below are the steps to change the default page setup in excel.
#1 – Setup Print Area
The first thing we need to do while printing is to set the print area. For an example look at the below data in a worksheet.
First select the print area i.e. data range from A1:N32. After selecting the data range go to PAGE LAYOUT >>> Print Area >>> Set Print Area.
This will setup the print area.
Short cut key to setup the print area is ALT + P + R + S.
#2 – Page Break View
Once the print area is set up we cannot simply print the data, because the data is not in order. For an example press Ctrl + P to see the Print preview.
As we can see in the above image data is not coming in order from column A to column L it is coming in one page and remaining portion coming in other pages.
So, if we print like this we cannot read the report properly.
To check which data coming in the first sheet and which data coming in the second sheet go to VIEW tab and click on “Page Break Preview”.
In the above image, we can see the “Page Break Preview”. The blue line (next to column L) is the indication that from column A to Column L belongs to Page 1.
The reaming columns M & N will come in the next pages.
How to Set up Page in Excel?
Here are the steps to Setup a page in excel.
To make the page comes in the single page we need to setup the page. To setup, the page follows the below steps in Excel.
Step 1: Go to Page Layout tab click on the small arrow mark under page setup group.
Step 2: Once you click on small arrow mark it will open up the below dialogue box.
Step 3: In the below window “Fit to 1 Page”.
Step 4: Click on print preview in the same window to see the preview of the same.
Step 5: Now we can see the print preview.
This looks on one page but not able to read properly. In the same print preview window change the orientation from Portrait to Landscape.
Now our print preview looks like this.
Print Rows and Column Headings Along with the Data
Not only the data we can print rather we can print excel rows and columns headings as well. Row headings are represented by numbers and column headings are represented by alphabets.
In order to print these rows and columns headers along with the data, we need to make some settings.
Go to PAGE LAYOUT tab click on the small arrow mark under page setup group in Excel.
Once you click on small arrow mark it will open up the below dialogue box.
In the above window click on the “Sheet” tab. Under this tab, we have several options. Check the box “Row and Column Headings” then, click on “Print Preview” to see the view.
As we can see in the below image, we can see row & column headings.
Print Data Headers in all the Pages
Once the data extended to multiple sheets we don’t get data headers in all the pages, this makes the report reading very difficult. So, in these multiple printing sheets, we need to change the settings to “Repeat the rows”.
In the Page Setup excel window go to Sheet tab, in this tab we have an option called “Rows to repeat at top”.
In this option place, a cursor inside the box chooses the data header row to repeat the headers in all the pages of the print. Click on OK, it will repeat the row at the top in all the sheets.
Things to Remember here
- First, we need to set up the print area.
- It depends on the data size we need to choose orientation style.
- We can repeat excel row headers and column headers.
- We can also repeat data headers in all the printing sheets.
This has been a guide to Page Setup in Excel. Here we discuss how to use page setup in Excel along with practical examples and downloadable templates. You may learn more about excel from the following articles –