How to get a long spread sheet print on a single page?

Dear Sir,

= Microsoft Excel provides the following ways to view your spreadsheet and adjust how it will look printed:

-              Normal view – This is the default view and is best for on-screen viewing and working

-              Print preview – This shows you a page by page view of exactly how your data will print out

-              Page break preview – This shows you what data will go on each page so you can adjust the print area and page breaks if needed.

= The following options can be helpful in making your spreadsheet printed in one page, but before that you have to tame the Large Spreadsheet:

Once you’ve acquired some basic skills in Excel, the process for formatting a sheet to print is really pretty straightforward:

A.    Setting the Print Area and Print Titles: Right off the bat, you’re going to need to decide how much of the spreadsheet to print. Most of the time, you need to print the entire thing. But that doesn’t let you off the hook here

B.     Inserting Headers and Footers: Once you’re in the Page Setup dialog box, you can define headers and footers to print on every page on the Header/Footer tab

C.     Controlling Margins, Page Orientation, and Page Size: For instance, maybe the sheet makes more sense (and prints more attractively) printed landscape rather than portrait. Or perhaps it’s a good idea to print this on Legal size paper (8.5″ x14″) or even on Ledger size (11″ x14″) rather than Letter (8.5″ x11″).

D.    Inserting/Adjusting Page Breaks: You’re probably familiar with page breaks in Word. Excel’s are different in one key respect: you can define page breaks horizontally and vertically. The easiest way to deal with page breaks in Microsoft Excel is in Page Break Preview mode. Go to the View tab on your ribbon and click Page Break Preview

E.     Previewing the final result and tweaking where necessary: At virtually any point in this process, you can go to Print Preview to check your progress and make a note of any adjustments you need to make.

1-                 Shrinking/Expanding a Spreadsheet Image:

= The Page Setup option under File is used to change the printing specifications. It allowsyou to change the orientation and scaling, adjust the margins, include headers/footers andset the print area. These changes affect only the worksheet's printed appearance, not howit looks on the screen in Normal View.

= Prior to printing your spreadsheet, it is a good idea to first look at it in Print Preview to seehow it will look on the page; then proceed to Page Setup if you wish to change the printingspecifications.

= To Shrink or Expand a Spreadsheet Image:

1) Click on File and select Print Preview or click on the Print Preview icon

2) Click on SETUP…

2-                 Scaling

= When printing a smaller sized spreadsheet one of the things you may want to do is enlargethe image so that it fills the page better.

= To Scale an Image:

1) Click on the Page tab

2) Increase the Adjust to size under Scaling by either typing it or using the up arrow

3) Click OK to view the changes in Print Preview

3-                 Fit to

= If you want to print your spreadsheet on one page but a few columns and/or rows areprinting on a second page, you can adjust the scaling to fit the spreadsheet onto one page.

= To Fit a Spreadsheet on One Page:

1) Click on the Page tab

2) Click on the Fit to option under Scaling

3) Click OK to view the changes in Print Preview

= When you click on Fit to, Excel shrinks the printed image to the appropriate size in orderto fit it on the number of pages you specify.

Note: Excel ignores manual page breaks when you use the Fit to option.

4-                 Changing the Orientation 

= As a default your spreadsheet will print in portrait layout. The User is able to change thepage orientation to horizontal rather that vertical.

= To Change to Landscape:

1) Click on the Page tab

2) Click on Landscape

3) Click OK to view changes in Print Preview

5-                 Repeating Row and Column Labels

= When printing a multi-page spreadsheet it is sometimes useful to repeat the row and column labels on every page.

= To Repeat Row and Column Labels:

1) Click on the Sheet tab

2) Click in Rows to repeat at top (under Print titles) and type the row labels you want repeated on every page (example: If you wanted the data from rows1 and2 to be repeated you would type1:2)

3) For columns to be repeated on every page click in Columns to repeat at left and type in the column labels you want repeated on every page (example: If you want to repeat the data in column A only, type A:A, or for multiple columns type A:C)

4) Click OK to view changes in Print Preview

6-                 Hiding Columns and Rows

= It is sometimes necessary to hide a column and/or row when printing a spreadsheet.

= To Hide a Column or Row

1) Highlight the row(s) or column(s) you want to hide

2) Click on Format

3) Click on either Column or Row

4) Click on Hide

= To Unhide a Column or Row

1) Highlight the outside columns or rows of the ones that are hidden. (for example: if column C is hidden, you want to select columns B and D)

2) Click on Format

3) Click on either Column or Row

4) Click on Unhide

7-                 Freezing Panes 

= When working on large size spreadsheets it is sometimes necessary to keep the row and column labels visible when scrolling through the spreadsheet.

= To Freeze Rows

1) Select the row below the row you want to freeze

2) Click on Window

3) Click on Freeze Panes

= To Freeze Columns

1) Select the column to the right of the column you want to freeze

2) Click on Window

3) Click on Freeze Panes

= To Freeze Both Columns and Rows

1) Click the cell below and to the right of where you want the freeze to appear

2) Click on Window

3) Click on Freeze Panes

= Unfreeze Panes

1) Click on Window

2) Click on Unfreeze Panes

Best wishes,

Lubna Al-Sharif

Excel worksheets don’t always look great on paper because they’re not designed to fit on a page—they’re designed to be as long and wide as you need them to be. This is great for editing and viewing on screen, but it does mean that your data might not be a natural fit to a standard sheet of paper.

However, this doesn’t mean that it’s impossible to make an Excel worksheet look good on paper.  In fact, it’s not even that hard. Here are some tips for printing in Excel:

Preview your worksheet before you print. You can see exactly how your worksheet will look on the printed page by using the Print Preview feature. In terms of saving you time and paper, the preview is your most valuable printing tool. You can even make certain changes within the Print Preview, like clicking on and dragging the print margins to make them wider or narrower. Check the preview as you change printing and layout options to make sure your spreadsheet looks the way you want.

Decide what you’re going to print. If you only need to look at a certain segment of your data, don’t bother printing your whole workbook—just print that data. You can print just the worksheet you’re viewing by going to the print pane and selecting Print Active Sheets, or you can select Print Entire Workbook to print the whole file. You can also print a small segment of your data by selecting the data, then choosing Print Selection in the print options.

Maximize your space. You’re limited by the dimensions of the paper you’re printing on, but there are ways to make the most of that space. Try changing the page orientation. The default orientation is good for data with more rows than columns, but if your worksheet is wider than it is tall, change the page orientation to landscape. Still need more room? You can change the width of the margins on the edge of your paper. The smaller they are, the more room there is for your data. Finally, if your worksheet isn’t huge, try playing with the Custom Scaling Options to fit all your rows, columns, or even your whole worksheet on one page of paper.

in page setup set pages to1 page wide and1 page tall

this will help you to print long spread sheet in single page

Hi, Go to Print preview and look for scaling option and choose “fit sheet on one page”.

Thanks a lot.

On the menu bar click View then select Page Break Preview, then adjust the page break which is represented by the blue line, drag this blue line until all the contents of the spreadsheet is inside. Click print preview to see how the spreadsheet will apprear once printed.

Go to Print then Scaling and select "Fit All Rows on One Page"

Just go to PRINT OPTION, look for SCALING, and select Fit page one page

If you want to print a long spread sheet in a single page you should set the page size in page setup and minimize the spread sheet upto page size

Thanking you and regards

shahid raza

By Selecting Fit To one Page long sheets can be printed on one page