Hints for Printing


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Typically don't print things for yourself that are on the computer.

6 reasons NOT to print:

bulletInformation easier to access and safer (you won't lose it) on the computer than on paper. 
bulletThe information from the computer that you intend to print is usually related to using the computer. 
You are at the computer when you need it.  If you print it, the paper may be somewhere else. 
bulletWhen the information is on an Internet web page, it is likely web information will be updated reNdering the version you have on the paper out-of-date.
bulletLocating the information you need when it somewhere in a stack of paper is much more difficult than on the computer where there are hyperlinks, search facilities and Ctrl + F for finding phrases.
bulletPaper wastes trees and is more expensive.  Paper costs about 1¢ to 20¢ (for color) per  sheet.
bulletPrinting slows you down (particularly when there are paper jams, etc.)
Printing with MS Excel
Printing with MS PowerPoint
Printing with Internet Explorer

When the information is for someone else, you might want to print it.  But more and more, people would prefer it in electronic form (as an email attachment or on a disk or CD) since it is smaller and easier to store and more importantly easier to locate and search later on.

If you really MUST print follow the appropriate rules below.

Every piece of paper that you give someone should have your name, the date and the topic (usually in a header.) 

 Printing with MS Word

 Printing with MS Excel
Printing with MS PowerPoint
Printing with Internet Explorer
Every piece of paper that you give someone should have your name, the date and the topic (usually in a header.) 
To do this with MS Word, select Header Footer from the View menu.  The Header/ Footer toolbar appears

Use the icons:

bullet for page #,
bullet number of pages,
bullet date,
bullet   time,
bullet move from header to footer.

Using Header/Footer causes the same header/footer to appear on every sheet of the document. 
Typing a header on top of the document causes it to appear only on top of page 1.
To have a different header on page 1 than the rest of the document (for example if you have a cover page) use File menu, Page Setup, Layout tab and check "Different first page").

I prefer that documents have a header in the upper right hand of each sheet with your name the date, the CIS100-section and a 1 to 3 word summary of the contents of the paper.  For example:

Suzy Cutie
CIS100-02
Feb 6, 2003
Kiddy Book


Either use the Date icon, which looks like a little paper desk calendar with the 7 and 8, on the Header/Footer toolbar or better use Insert menu Date/Time for the date.

Always preview your page first using the Print Preview icon, which looks like a white sheet of paper with a magnifying glass.  
Then work from the preview menu .  
When the preview icon Zoom icon on Word Print Preview Toolbar is selected (light background), clicking on document zooms in and out. 
Clicking on preview icon deselects it,  enabling  you to edit the document in preview mode.  
Only when you are delighted with what will print, should you waste paper and the time to print it by using the printer icon..

You can also use the Header/Footer feature to insert Page numbers. I recommend they be put centered on the bottom by

bullet moving the cursor to the footer (use the "Switch between Header/Footer" icon)
bullet hitting tab to get to the middle
bullet typing the word Page and a space
bullet clicking on the # icon for the page number
bullet typing a space the word "of" and a space
bullet clicking on the number of pages icon  which is the 2 plus + signs

Printing with MS PowerPoint

Printing with MS Excel
Printing with Internet Explorer
Printing with MS Word
PowerPoint is really NOT meant to be printed, but when you give a talk people like "walk away material" so they don't feel obligated to take notes. 
Give them the material before your talk so they can make notes on it. 

Slides are made to accompany a talk.  They are not made to be read and should have a few key words only  5 or 6  lines with 6 or 7 words per line. 

Never print slides (waste of paper).  Always print Handouts.

Use Print Preview screen to adjust what and how you print.  Options button lets you add/change the header as well as the color scheme.
  1. People are used to dark print on a light background when reading paper so it you have a dark background slide, before printing modify the color scheme using the Options button on Print Preview or Format Menu, Slide Design, Color Scheme to select a white or light background.  This will both greatly speed up printing and make the handouts much more readable.
  1. Put your name and date on the handouts using either
    bulletOptions then Header Footer from the Print Preview screen (best) or
    bulletHeader and Footer from the View Menu, the Notes and Handouts tab
  2. Select either Fixed where you type the date or Update Automatically from Date and Time

Preferable print from the Print Preview screen or select Handouts from Print dialog box.  Select 3, 4, 6 or 9 slides per page.

Printing with Internet Explorer 

 Printing with MS Word
Printing with MS Excel
Printing with  MS PowerPoint

Most stuff on the Internet is meant to be viewed on a screen rather than printed because:

bullettypically you are sitting at the computer and have the Internet available when you want the information
bulletthings are much easier to find on the Internet than on paper using hyperlinks to find the correct page and Ctrl F to find stuff on a page
bulletthings are constantly being updates, changed, new stuff added, obsolete stuff deleted, so if you print Internet pages you are probably looking at out-of-date stuff..
bulletpaper is costly and kills trees

Select Page Setup from the File menu.  

Under Header and Footer, it say the Header

bullet&w, which stand for the world wide web page title
bullet&b, which stands for big blank and shoves the rest to the right hand margin.
bullet "Page", which prints the word "Page",
bullet&p which print whatever page it is on,
bullet" of "prints " of " and
bullet&P for the total number of pages printed.

On the Footer

bullet&u stand for the URL (http://www etc)
bullet&b stand for the big blank that shoves the rest to the right hand margin.
bullet&d stand for the date.  Add &t (for time) a space and your first name or initials to the footer so they print on the lower right
You can determine how much will be printed by the size of the scroll bar to the right of the screen.  If the thumbnail (dark part) takes up most of the scroll bar, then you will only print a page of two.  If the scroll bar is tiny, you could print 100 pages.  

If you don't need everything on the web page, save paper and time by highlighting the portion of the web page that you are interested in and select Selection  from Page Range on the Print dialog box. 

It is always best to select Print preview icon or select Print Preview from the File menu to see what will be printed so you don't waste paper and the time.  When delighted, print it by using the printer icon..  
Once the Print dialog box displays, you can select a Page Range so you print only certain Pages such as 3-5 rather than All

In summary: To print and IE page:

  1. Reduce the the font to the smallest (printers have a much better resolution than screens)
  2. Make sure your Page Header/Footer are correct, per above
  3. Highlight ONLY the parts you want on page and select the Selection option button from the Print dialog box

Printing with MS Excel

Printing with MS PowerPoint
Printing with Internet Explorer
Printing with MS Word

Never print a spreadsheet using either File menu Print or the Print icon

Always Preview your page first (never print using either File menu, Print)

bullet

File menu, Print Preview or

bullet

Use the Print Preview icon (a white sheet of paper with a magnifying glass. )
Then work from the preview menu:
  .  
You can click on anywhere on the document to zoom in or click the Zoom on Print Preview Toolbar button.
bullet

You can change the page Margins or column widths by clicking on

bullet

You can use Setup on Excel Print Preview to :
bullet

switch between Portrait, for tall sheets and Landscape for wide wide sheets (Page tab)

bullet

add (for printing Formulas) or remove (for printing formatted values) Gridlines and Row & Column Heading and other Print options (Sheet tab)

bullet

add or change the Header:
bullet

select the Header tab,

bullet

select Custom Header

bullet

in the left section, the center and the right section
bullet

type  and format

bullet

select icons for date

bullet

add or change the Footer: 
bullet

select the Header tab,

bullet

select Custom Footer

bullet

select icons for date, path & file name (yellow folder)

bullet

Only when you are delighted with what will print should you waste paper and the time to print by using the Button

bullet

Excel 2007 Page Layout Ribbon is an easier way for many Page Setup Functions

or Header Footer Ribbon that appears when you are in page Layout View and in the Hear or Footer Area

Printing a spreadsheet requires printing it twice

 

 

 

 

 

 
  1. with correctly formatted numbers with charts (this is for your client or the boss)
    bullet$ on 1st and last row only
    bullet.00 (pennies) ONLY when amount is LESS than $100 or when writing a check
    bulletcomma's on all amounts over 1,000
  2. with formulas (this is for you, the spreadsheet analyst)
    bulletprint Gridlines and Row and Column headings
    bulletif formulas are repetitive,
    print only a few rows by highlighting them and then clicking the Selection Radio Button

To print the formulas rather than the formatted values

bullet

Hold down the Ctrl key and tap the tilde, ~, on the upper left hand (usually) of the keyboard)

bulletAdjust column widths if needed
bulletIf formulas are repetitive print only a few row by
bullethighlight just a few non- repetitive rows
bulletclick the Selection Radio Button on the Print menu
bulletUse File menu and Page Setup, Sheet tab to check and thus print Gridlines and Row and column headings.

To return to Formatted values rather than formulas, do the same thing: 
bulletHold Ctrl key and tap the tilde, ~
bulletFile menu, Page Setup
remove the checkmarks from Gridlines and Row and column headings on the Sheet tab.
bulletIf you set the Print Area remove the restriction by selecting
bulletFile menu,
bulletPrint Area Set,
bulletClear Print Area.

With Excel it is of critical importance that you preview your sheet prior to printing it! 

Look on the bottom left of the screen it should say Preview: Page 1 of 1. 
Notice that Excel will print only 1 or a few pages.

 If by mistake you put something on the bottom (row 86000) or far right (column IV), then you will print pages and pages of blank, or just with your header, and boy will you be embarrassed! 
To avoid printing useless pages use the Print preview icon (or select Print Preview from the File menu. )

If it says something like Preview: Page 1 of 1028.  Don't Print.  Fix by either:

bulletRemove the offending cells() and clear the print Area
bulletGo to the end of the sheet by holding the Ctrl and tapping the End key
bulletDelete the contents of the cell in the "hinterland" or delete the entire row or column
(select the row or column by clicking on its number or letter, then Edit menu, Delete)
bulletOn the File menu, Select Print Area, then select Clear Print Area. 
bulletGo back to cell A1 by holding the Ctrl and tapping the Home key

or

bulletInstruct Excel what area in the spreadsheet that you want to print. 
bulletHighlight the cells to be printed
bulletOn the  File Menu, select Print Area, then select Set Print Area. 

Then do a Print preview again, and it should look like Preview: Page 1 of 1

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This page was created by Professor Maureen Greenbaum and was last updated on 04/01/08
Page Name:  Hints for Printing
URL:             http://faculty.ucc.edu/business-greenbaum/C100PrintingHints.htm

Disclaimer:  Information on this site represents the thoughts and opinions expressed by the author and not that of Union County College.  The author takes full responsibility for the information presented.  By using the information contained herein, the user willingly assumes all risks in connection with such use.  Neither the author nor Union County College shall be held liable or responsible for content, errors, and/or omissions in information herein or information contained on any Web Page to which it is linked.  Furthermore, neither the author nor Union County College shall be liable for any special, consequential, or exemplary damages resulting, in whole or in part, from any user's use of, or reliance on, this material or material set forth on any Web Page to which it is linked. 
Copyright:      ã Maureen Greenbaum Sumware in NJ  2001, '02, '03, '04, '05, '06, '07, 2008.  All rights reserved. AddThis Social Bookmark Button