Defining Page Setup Options

In Excel page setup options can help you make your worksheet look more professional. Learn all about using the page setup feature in Excel here.

Introduction

By the end of this lesson, you should be able to:

  • Set page margins
  • Change page orientation and paper size
  • Create headers and footers
  • Create sheet settings

Setting page margins

The page margins define where on the page Excel will print the worksheet. By default, the top and bottom margins are set at 1 inch in Excel 2003, while the left and right margins are set at .75 inch. Margin settings can be changed to whatever you want. Different margins can be defined for each worksheet in the workbook.

To change the margins in the Page Setup dialog box:

  • Select the correct worksheet.
  • Choose File Page Setup from the menu bar.

    File and Page Setup Menu Selections
  • Select the Margins tab.

    Margins Tab on the Page Setup Dialog Box
  • Use the spin box controls to define the settings for each page margin—top, bottom, left, right, header, and footer.
  • Click the OK button to change the margin settings.

Changing the page orientation and paper size

The Page tab of the Page Setup dialog box lets you change page orientation (portrait or landscape) or paper size (letter size or legal size). The default paper size in Excel 2003 is 8.5 x 11 inches, with a portrait orientation (prints up and down on the long side of the page). A landscape orientation, on the other hand, prints up and down on the short side of the page.

Page Orientation

To change page orientation:

  • Select the correct worksheet.
  • Choose File Page Setup from the menu bar.
  • Click the Page tab.

    Page Tab on the Page Setup Dialog Box
  • Choose an orientation (portrait or landscape) for the worksheet.
  • Select a paper size from the list of available paper size options that appear in the list box.
  • Click on the paper size.
  • Click OK to accept the page settings.

The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits on a specified number of pages when you print. Click the Fit to: option button, and enter the desired number of pages wide and pages tall.

The Page tab of the Page Setup dialog box lets you define the resolution of the print job. Print quality is measured in dpi, or dots per inch. High dpi provides a better print quality.

Creating headers and footers

Headers and footers can be added to any worksheet, although they are not required. A header is any information that appear at the top of each page, while a footer prints at the bottom of the page. If you want a header or footer inserted onto a page, you will have to define them. Excel 2003 defaults to no header and no footer.

To create a header:

  • Choose File Page Setup from the menu bar.
  • Select the Header/Footer tab in the Page Setup dialog box.

    Headers and Footers
  • Click the Header drop-down list, and select one of the predefined headers:

    Headers and Footers

    OR

    Click the Custom Header button to create your own header. Follow the instructions in the Header dialog box to make your entry.

Custom Header Dialog Box

  • Click OK to return to the Page Setup dialog box.

To create a footer:

  • Choose File Page Setup from the menu bar.
  • Select the Header/Footer tab in the Page Setup dialog box.
  • Click the Footer drop-down list, and select one of the predefined footers.

    Predefined Footer Listbox

    OR

    Click the Custom Footer button to create your own footer. Follow the instructions in the Footer dialog box to make your entry.

You can insert placeholder buttons into both the header and footer to format text and insert page numbers, dates, times, file names, and tab names. Excel replaces these placeholders with the information each represents when the worksheet is printed. Follow the instructions in the Header and Footer dialog boxes.

Creating sheet settings

The Sheet tab in the Page Setup dialog box provides additional print options that you may want to add to your worksheet.

Sheet Tab on the Page Setup Dialog Box

Print area

By default, Excel prints from the A1 to the last occupied cell in a worksheet. You can specify a different range of cells to print.

Print titles

Prints column and row labels on each page of the printout. Specify these rows or columns in the Rows to Repeat at Top and Columns to Repeat at Left textboxes.

Print - gridlines

This determines whether gridlines are printed. However, turning off gridlines does not affect their appearance in Normal View.

Print - black and white

If you used colors in your worksheet but don't want to waste the ink in your color printer, use black and white.

Print - draft quality

Choose draft quality to print the worksheet without gridlines or graphics.

Print - row and column headings

Click this option to include row numbers and columns letters in your printed document.

Page order

This determines the order in which worksheets are printed.

Challenge!

  • Open your Monthly Budget file.
  • Change the right and left margins to .5".
  • Verify that the top and bottom margins are 1".
  • Change the page orientation to landscape, and verify that the page size is 8.5" x 11".
  • Create a custom footer with your name or GCF user name in the left section and the date in the right section.
  • Save and close the document.