Find a printer

Important  For printer troubleshooting or driver information, see:

• Your printer’s manual
• Your printer manufacturer’s Web site
• The Microsoft Product Support Web site
• The Microsoft Office Communities

Which 2007 Microsoft Office system program are you using?

Excel

OneNote

Outlook

PowerPoint

Publisher

Word

Excel

1. If you have never added a printer, you must first set up a printer.

Set up a printer

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, click Add a printer.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
     2. Under Printer Tasks, click Add a printer.
2. Follow the instructions in the Add Printer Wizard.
   If you want to print a test page, make sure the printer is turned on and ready to print.
2. Click the Microsoft Office Button , and then click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

3. In the Name list, select the printer that you want to use.

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OneNote

1. If you have never added a printer, you must first set up a printer.

Set up a printer

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, click Add a printer.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
     2. Under Printer Tasks, click Add a printer.
2. Follow the instructions in the Add Printer Wizard.
   If you want to print a test page, make sure the printer is turned on and ready to print.
2. On the File menu, click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

3. Click Find Printer.
4. In the Name list, select the printer that you want to use.

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Outlook

1. If you have never added a printer, you must first set up a printer.

Set up a printer

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, click Add a printer.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
     2. Under Printer Tasks, click Add a printer.
2. Follow the instructions in the Add Printer Wizard.
   If you want to print a test page, make sure the printer is turned on and ready to print.
2. In an open message, on the File menu, click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

3. Click Find Printer.
4. In the Name list, select the printer that you want to use.

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PowerPoint

1. If you have never added a printer, you must first set up a printer.

Set up a printer

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, click Add a printer.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
     2. Under Printer Tasks, click Add a printer.
2. Follow the instructions in the Add Printer Wizard.
   If you want to print a test page, make sure the printer is turned on and ready to print.
2. Click the Microsoft Office Button , and then click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

3. In the Name list, select the printer that you want to use.

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Publisher

1. If you have never added a printer, you must first set up a printer.

Set up a printer

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, click Add a printer.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
     2. Under Printer Tasks, click Add a printer.
2. Follow the instructions in the Add Printer Wizard.
   If you want to print a test page, make sure the printer is turned on and ready to print.
2. On the File menu, click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

3. Click the Printer Details tab, and then click Find Printer.
4. In the Name list, select the printer that you want to use.

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Word

1. If you have never added a printer, you must first set up a printer.

Set up a printer

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, click Add a printer.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
     2. Under Printer Tasks, click Add a printer.
2. Follow the instructions in the Add Printer Wizard.
   If you want to print a test page, make sure the printer is turned on and ready to print.
2. Click the Microsoft Office Button , and then click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

3. In the Name list, select the printer that you want to use.

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Excel > Saving and printing

Define or clear a print area on a worksheet

Tags  fit to page; page setup; print area; print selection; print setup; printing; shrink to fit

What are tags?

If you print a specific selection on the worksheet frequently, you can define a print area (print area: One or more ranges of cells that you designate to print when you don't want to print the entire worksheet. If a worksheet includes a print area, only the print area is printed.) that includes just that selection. When you print the worksheet after defining a print area, only the print area will print. You can add cells to expand the print area as needed, and you can clear the print area to print the entire worksheet again.

What do you want to do?

Set a print area

Add cells to an existing print area

Clear a print area

Set a print area

1. On the worksheet, select the cells that you want to define as the print area.
2. On the Page Layout tab, in the Page Setup group, click Print Area, and then click Set Print Area.

 Note    The print area that you set is saved when you save the workbook.

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Add cells to an existing print area

1. On the worksheet, select the cells that you want to add to the existing print area.
2. On the Page Layout tab, in the Page Setup group, click Print Area, and then click Add to Print Area.

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Clear a print area

1. Click anywhere on the worksheet for which you want to clear the print area.
2. On the Page Layout tab, in the Page Setup group, click Clear Print Area.

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Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

• How do I make a dynamic print range in excel?
• Print range names and how know if have too many?
• Area prints as A rea, How do I fix this in excell?
• Print Area ranges print on separate pages?

See Also

• Insert, move, or delete page breaks in a worksheet
• Print a worksheet or workbook
• Set page margins before printing a worksheet

Excel > Saving and printing

Set up a new printer

Important  For printer troubleshooting or driver information, see:

• Your printer’s manual
• Your printer manufacturer’s Web site
• The Microsoft Product Support Web site
• The Microsoft Office Communities

1. Do one of the following:
   • In Windows Vista
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, click Add a printer.
   • In Microsoft Windows XP
     1. Click Start, and then click Printers and Faxes.
     2. Under Printer Tasks, click Add a printer.
2. Follow the instructions in the Add Printer Wizard.

If you want to print a test page, make sure the printer is turned on and ready to print.

Excel > Saving and printing

Save a file

Tags  default; file format; file name; files; save; save as; save as template; save document

What are tags?

When you save a file, you can save it to a folder on your hard disk drive, a network location, disk, DVD, CD, the desktop, flash drive, or another storage location. You must identify the target location in the Save in list. Otherwise, the saving process is the same, regardless of what location you choose.

You should save the file frequently while you are working on it to avoid losing data because of an unexpected power failure or other problem.

What do you want to do?

Save a file

Save a copy of a file (Save As command)

Save a file to another format (Save As command)

Save AutoRecover information automatically

Save a file

By default, the Microsoft Office programs save a file in a default working folder. If you want, you can specify a different location.

1. Click the Microsoft Office Button , and then click Save.

Important  If you don't see the Microsoft Office Button , click Save on the File menu.

Keyboard shortcut  To save the file, press CTRL+S.

2. If you are saving the file for the first time, you are asked to give it a name.

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Save a copy of a file (Save As command)

You can also use the Save As command to rename a file or change the location of where you save the file.

Save As dialog box in Windows Vista

Save As dialog box in Microsoft Windows XP

1. Click the Microsoft Office Button , and then click Save As.

Important  If you don't see the Microsoft Office Button , click Save As on the File menu.

Keyboard shortcut  To open the Save As dialog box, press ALT, F, A.

2. In the File name box, enter a new name for the file.
3. Click Save.

Tip  To save the copy in a different folder, click a different drive in the Save in list or a different folder in the folder list. To save the copy in a new folder, click Create New Folder .

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Save a file to another format (Save As command)

1. Click the Microsoft Office Button , and then click Save As.

Important  If you don't see the Microsoft Office Button , click Save As on the File menu.

Keyboard shortcut  To open the Save As dialog box, press ALT, F, A.

2. In the File name box, enter a new name for the file.
3. In the Save as type list, click the file format that you want to save the file in. For example, click Rich Text Format (.rtf), Web Page (1033.aspx or 1033.aspxl), or Comma Delimited (.csv).
4. Click Save.

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Save AutoRecover information automatically

AutoRecover does not replace regularly saving your files. If you choose not to save the recovery file after you open it, the file is deleted, and your unsaved changes are lost. If you save the recovery file, it replaces the original file (unless you specify a new file name). The more frequently your files are saved, the more information is recovered if there is a power failure or other problem while a file is open.

Which 2007 Microsoft Office system program are you using?

Excel

InfoPath

PowerPoint

Project

Publisher

Visio

Word

Excel

1. Click the Microsoft Office Button , and then click Excel Options.
2. Click Save.
3. Select the Save AutoRecover information every check box.
4. In the minutes box, type or select a number to determine how often you want to save files.

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InfoPath

1. On the Tools menu, click Options, and then click the Advanced tab.
2. Select the When filling out forms, save AutoRecover information every check box.
3. In the minutes box, type or select a number to determine how often you want to save files.

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PowerPoint

1. Click the Microsoft Office Button , and then click PowerPoint Options.
2. Click Save.
3. Select the Save AutoRecover information every check box.
4. In the minutes box, type or select a number to determine how often you want to save files.

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Project

1. On the Tools menu, click Options, and then click the Advanced tab.
2. Select the Save every check box.
3. In the minutes box, type or select a number to determine how often you want to save files.

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Publisher

1. On the Tools menu, click Options, and then click the Advanced tab.
2. Select the Save AutoRecover info every check box.
3. In the minutes box, type or select a number to determine how often you want to save files.

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Visio

1. On the Tools menu, click Options, and then click the Save/Open tab.
2. Select the Save AutoRecover info every check box.
3. In the minutes box, type or select a number to determine how often you want to save files.

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Word

1. Click the Microsoft Office Button , and then click Word Options.
2. Click Save.
3. Select the Save AutoRecover information every check box.
4. In the minutes box, type or select a number to determine how often you want to save files.

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See Also

• Automatically save and recover Office files
• Copy a file
• Introduction to new file name extensions and Open XML Formats
• Move a file
• Rename a file
• Save a file in PDF format
• Set or rename a default working folder

Excel > Saving and printing

Set the default printer

Show All

Important  For printer troubleshooting or driver information, see:

• Your printer’s manual
• Your printer manufacturer’s Web site
• The Microsoft Product Support Web site
• The Microsoft Office Communities

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
2. Right-click the printer that you want to be the default printer, and then click Set as Default Printer on the shortcut menu.
   After you set a printer as the default printer, a check mark appears next to the printer icon.

I don't see a printer listed

• Do one of the following:
  1. In Windows Vista, in the Printers dialog box, click Add a printer.
  2. In Windows XP, in the Printers and Faxes dialog box, under Printer Tasks, click Add a printer.
• Follow the instructions in the Add Printer Wizard.

I don't see the Set as Default Printer command

Excel > Saving and printing

Cancel printing

Important  For printer troubleshooting or driver information, see:

• Your printer’s manual
• Your printer manufacturer’s Web site
• The Microsoft Product Support Web site
• The Microsoft Office Communities

1. Do one of the following:
   • In Windows Vista  
     1. Click the Start button , and then click Control Panel.
     2. In Control Panel, double-click Printers.
     3. In the Printers dialog box, open the printer that you are using by double-clicking the printer's icon.
   • In Microsoft Windows XP  
     1. Click Start, and then click Printers and Faxes.
     2. In the Printers and Faxes dialog box, open the printer that you are using by double-clicking the printer's icon.
2. Click the print job that you want to cancel.

I don't see my print job listed

3. On the Document menu, click Cancel.

Excel > Saving and printing

Check the progress of your print job

Important  For printer troubleshooting or driver information, see:

• Your printer’s manual
• Your printer manufacturer’s Web site
• The Microsoft Product Support Web site
• The Microsoft Office Communities

Do one of the following:

• In Windows Vista  
  1. Click the Start button , and then click Control Panel.
  2. In Control Panel, double-click Printers.
  3. Select the icon of the printer that you are using, and then click See what's printing on the toolbar.
• In Microsoft Windows XP  
  1. Click Start, and then click Printers and Faxes.
  2. In the Printers and Faxes dialog box, open the printer that you are using by double-clicking the printer's icon.

I don't see my print job listed

Excel > Saving and printing

Select a paper source

Important  For printer troubleshooting or driver information, see:

• Your printer’s manual
• Your printer manufacturer’s Web site
• The Microsoft Product Support Web site
• The Microsoft Office Communities

Many printers have upper and lower trays that contain different sizes of paper. Matching a form to a paper source ensures that your files are always printed on the correct paper size when you select the form within a program. Do the following in these 2007 Microsoft Office system programs:

Which 2007 Microsoft Office system program are you using?

Access

Excel

OneNote

Outlook

PowerPoint

Project

Publisher

SharePoint Designer

Visio

Word

Access

1. On the Page Layout tab, in the Page Setup group, click the Page Setup Dialog Box Launcher.
2. In the Page Setup dialog box, click the Page tab.
3. Under Paper, click the paper source that you want.

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Excel

1. On the Page Layout tab, in the Page Setup group, click the Page Setup Dialog Box Launcher.
2. In the Page Setup dialog box, click the Sheet tab.
3. Click Options.
4. On the Paper/Quality tab, under Tray Selection, click the paper source that you want.

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OneNote

1. On the File menu, click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

2. Click Preferences, and then click the Paper/Output tab.
3. Click the paper source that you want.

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Outlook

1. On the File menu, click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

2. Click Page Setup, and then click the Paper tab.
3. In the Paper source list, click the paper source that you want.

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PowerPoint

1. Click the Microsoft Office Button , and then click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

2. Click Properties.
3. On the Paper/Quality tab, under Tray Selection, click the paper source that you want.
4. In the Page Setup dialog box, click the Page tab.
5. Under Paper, click the paper source that you want.

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Project

1. On the File menu, click Page Setup.
2. Click Options, and then click the Paper/Output tab.
3. Click Select Paper, and then click the paper source that you want.

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Publisher

1. On the File menu, click Print.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

2. In the Publication and Paper Settings dialog box, under Paper, select the paper source that you want from the Source list.

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SharePoint Designer

1. On the File menu, point to Print, and then click Page Setup.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

2. In the Print Page Setup dialog box, click Options.
3. Under Paper, select the paper source that you want from the Source list.

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Visio

1. On the File menu, click Page Setup.

Keyboard shortcut  To display the Print dialog box, press CTRL+P.

2. On the Print Setup tab, click Setup.
3. In the Print Setup dialog box, under Paper, select the paper source that you want from the Source list.

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Word

1. On the Page Layout tab, in the Page Setup group, click the Page Setup Dialog Box Launcher.
2. In the Page Setup dialog box, click the Paper tab.
3. Under Paper source, click the paper source that you want.

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Excel > Saving and printing > Headers and footers

Use headers and footers in worksheet printouts

Tags  footer; footnote; header; insert page number; page; page number; page setup; title

What are tags?

In Microsoft Office Excel, you can add or change headers or footers to provide useful information in worksheet printouts. For example, you can add predefined header and footer information or insert elements such as page numbers, date and time, and the file name. To define where in the printout the headers or footers should appear and how they should be scaled and aligned, you can choose from several header and footer options.

For worksheets (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.), you can work with headers and footers in Page Layout view, or use the Page Setup dialog box to specify the same headers or footers for more than one worksheet at the same time. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can only work with headers and footers in the Page Setup dialog box.

If you work with headers and footers in Page Layout view, you can close the headers and footers by returning to Normal view.

What do you want to do?

Add or change the header or footer text in Page Layout view

Add or change the header or footer text in the Page Setup dialog box

Add a predefined header or footer

Insert specific elements in a header or footer

Specify header and footer options

Return to Normal view to close headers and footers

Add or change the header or footer text in Page Layout view

1. Click the worksheet to which you want to add headers or footers, or that contains headers or footers that you want to change.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3. Do one of the following:
   • To add a header or footer, click the left, center, or right header or footer text box at the top or the bottom of the worksheet page.
   • To change a header or footer, click the header or footer text box at the top or the bottom of the worksheet page respectively, and then select the text that you want to change.
4. Type the new header or footer text.

 Notes 

• To start a new line in a header or footer text box, press ENTER.
• To delete a portion of a header or footer, select the portion that you want to delete in the header or footer text box, and then press DELETE or BACKSPACE. You can also click the text and then press BACKSPACE to delete the preceding characters.
• To include a single ampersand (&) in the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services.
• To close the headers or footers, click anywhere in the worksheet. To close the headers or footers without keeping the changes that you made, press ESC.

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Add or change the header or footer text in the Page Setup dialog box

1. Click the worksheet or worksheets, chart sheet, or embedded chart to which you want to add headers or footers, or that contains headers or footers that you want to change.

How to select multiple worksheets

2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

Excel displays the Page Setup dialog box.

Tip  If you selected a chart sheet or embedded chart, clicking Header & Footer in the Text group on the Insert tab will also display the Page Setup dialog box.

3. On the Header/Footer tab, click Custom Header or Custom Footer.
4. Click in the Left section, Center section, or Right section box, and then click the buttons to insert the header or footer information that you want in that section.
5. To add or change the header or footer text, type additional text or edit the existing text in the Left section, Center section, or Right section box.

 Notes 

• To start a new line in a section box, press ENTER.
• To delete a portion of a header or footer, select the portion that you want to delete in the section box, and then press DELETE or BACKSPACE. You can also click in the text and then press BACKSPACE to delete the preceding characters.
• To include a single ampersand (&) in the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services.
• To base a custom header or footer on an existing header or footer, click the header or footer in the Header or Footer box.

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Add a predefined header or footer

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with the headers and footers in the Page Setup dialog box.

Add a predefined header or footer to a worksheet in Page Layout view

1. Click the worksheet to which you want to add a predefined header or footer.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3. Click the left, center, or right header or footer text box at the top or the bottom of the worksheet page.

Tip  Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4. On the Design tab, in the Header & Footer group, click Header or Footer, and then click the predefined header or footer that you want.

Add a predefined header or footer to a chart

1. Click the chart sheet or embedded chart to which you want to add a predefined header or footer.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the Page Setup dialog box.

3. Click the predefined header or footer in the Header or Footer box.

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Insert specific elements in a header or footer

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with headers and footers in the Page Setup dialog box.

Insert specific header and footer elements for a worksheet

1. Click the worksheet to which you want to add specific header or footer elements.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3. Click the left, center, or right header or footer text box at the top or the bottom of the worksheet page.

Tip  Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4. On the Design tab, in the Header & Footer Elements group, click the element that you want.

Insert specific header and footer elements for a chart

1. Click the chart sheet or embedded chart to which you want to add a predefined header or footer.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the Page Setup dialog box.

3. Click Custom Header or Custom Footer.
4. Use the buttons in the Header or Footer dialog box to insert specific header and footer elements.

Tip  When you rest the mouse pointer on a button, a ScreenTip displays the name of the element that the button inserts.

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Specify header and footer options

For worksheets, you can work with headers and footers in Page Layout view. For other sheet types such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), or for embedded charts (embedded chart: A chart that is placed on a worksheet rather than on a separate chart sheet. Embedded charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or other information in a worksheet.), you can work with headers and footers in the Page Setup dialog box.

Choose the header and footer options for a worksheet

1. Click the worksheet for which you want to choose header and footer options.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout View on the status bar to display this view.

3. Click the left, center, or right header or footer text box at the top or the bottom of the worksheet page.

Tip  Clicking any text box selects the header or footer and displays the Header and Footer Tools, adding the Design tab.

4. On the Design tab, in the Options group, select one or more of the following:
   • Select the Different Odd & Even Pages check box to specify that the headers and footers on odd-numbered pages should be different from those on even-numbered pages.
   • Select the Different First Page check box to remove headers and footers from the first printed page.
   • Select the Scale with Document check box to specify whether the headers and footers should use the same font size and scaling as the worksheet.

Tip  To make the font size and scaling of the headers or footers independent of the worksheet scaling to create a consistent display across multiple pages, clear this check box.

• Select the Align with Page Margins check box to make sure that the header or footer margin is aligned with the left and right margins of the worksheet.

Tip  To set the left and right margins of the headers and footers to a specific value that is independent of the left and right margins of the worksheet, clear this check box.

Choose the header and footer options for a chart

1. Click the chart sheet or embedded chart to which you want to add a predefined header or footer.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the Page Setup dialog box.

3. Select one or more of the following:
   • Select the Different Odd & Even Pages check box to specify that the headers and footers on odd-numbered pages should be different from those on even-numbered pages.
   • Select the Different First Page check box to remove headers and footers from the first printed page.
   • Select the Scale with Document check box to specify whether the headers and footers should use the same font size and scaling as the worksheet.

Tip  To make the font size and scaling of the headers or footers independent of the worksheet scaling to create a consistent display across multiple pages, clear this check box.

• Select the Align with Page Margins check box to make sure that the header or footer margin is aligned with the left and right margins of the worksheet.

Tip  To set the left and right margins of the headers and footers to a specific value that is independent of the left and right margins of the worksheet, clear this check box.

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Return to Normal view to close headers and footers

• On the View tab, in the Workbook Views group, click Normal.

Tip  You can also click Normal on the status bar.

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Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

• How do I hide the header and footer on page 1 in Excel?
• Display cell contents in the Header or Footer?
• Can I save custom headers and footers to use in other files?
• Adding Headers and Footer to an Entire Workbook??
• How do I suppress the Header/Footer?
• Excel 2002 : How to remove large page numbers ?
• How do I retrieve a page number in Excel?
• How do you suppress the page number on page one?

See Also

• Preview worksheet pages before printing
• Print a worksheet or workbook
• Use Page Layout view to fine-tune pages before printing
• Ways to format a worksheet

Excel > Saving and printing > Headers and footers

Insert page numbers on worksheets

If you want to number pages when you print a worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.), you can insert page numbers in the headers or footers of the worksheet pages. Page numbers that you insert are not displayed on the worksheet in Normal view — they are only displayed in Page Layout view and on the printed pages.

You can insert page numbers for a worksheet in Page Layout view where you can see them, or you can use the Page Setup dialog box if you want to insert page numbers for more than one worksheet at the same time. For other sheet types, such as chart sheets (chart sheet: A sheet in a workbook that contains only a chart. A chart sheet is beneficial when you want to view a chart or a PivotChart report separately from worksheet data or a PivotTable report.), you can only insert page numbers by using the Page Setup dialog box.

By default, pages are numbered in sequential order starting with page number 1, but you can start the sequence with a different number. You can also change the order in which the pages are numbered.

What do you want to do?

Insert page numbers in Page Layout view

Insert page numbers by using the Page Setup dialog box

Start numbering pages by using a different number

Change the order in which pages are numbered

Insert page numbers in Page Layout view

1. Click the worksheet for which you want to insert page numbers.
2. On the Insert tab, in the Text group, click Header & Footer.

 Note    Excel displays the worksheet in Page Layout view. You can also click Page Layout on the status bar to display this view.

3. On the worksheet, click Click to add header or Click to add footer.
4. This displays the Header & Footer Tools, adding the Design tab.
5. To specify where in the header or footer you want the page number to appear, click inside the Left section, Center section, or Right section box of the header or footer.
6. On the Design tab, in the Header & Footer Elements group, click Page Number.

The placeholder &[Page] appears in the selected section.

7. To add the total number of pages, type a space after &[Page], type the word of followed by a space and then, in the Header & Footer Elements group, click Number of Pages.

The placeholder &[Page] of &[Pages] appears in the selected section.

8. Click anywhere outside the header or footer area to display the actual page numbers in Page Layout view.
9. After you have completed working in Page Layout view, on the View tab, in the Workbook Views group, click Normal.

Tip  You can also click Normal on the status bar.

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Insert page numbers by using the Page Setup dialog box

1. Click the worksheets or chart sheets to which you want to add page numbers.

How to select multiple worksheets

2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

3. In the Page Setup dialog box, on the Header/Footer tab, click Custom Header or Custom Footer.
4. To specify where in the header or footer you want the page number to appear, click inside the Left section, Center section, or Right section box.
5. To insert numbers, click the Insert Page Number button .

The placeholder &[Page] appears in the selected section.

6. To add the total number of pages, type a space after &[Page], type the word of followed by a space and then click the Insert Number of Pages button .

The placeholder &[Page] of &[Pages] appears in the selected section.

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Start numbering pages by using a different number

1. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

2. On the Page tab, in the First page number box, type the number that you want to use for the first page.

Tip  To use the default numbering system, type Auto in the First page number box.

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Change the order in which pages are numbered

By default, Excel numbers and prints pages from the top down and then left to right on the worksheet, but you can change the direction to number and print pages from left to right and then from the top down.

1. Click the worksheet for which you want to change the numbering order.
2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

3. On the Sheet tab, under Page order, click Down, then over or Over, then down.

Tip  The direction of each option is displayed in the preview box.

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See Also

• Print a worksheet or workbook
• Set the printing order of worksheet pages
• Use headers and footers in worksheet printouts

Excel > Saving and printing > Page layout

Use Page Layout view to fine-tune pages before printing

Before you print a Microsoft Office Excel worksheet that contains a large amount of data or multiple charts, you can quickly fine-tune it in the Page Layout view to achieve professional-looking results. As in Normal view, you can change the layout and format of data, but in addition, you can use the rulers to measure the width and height of the data, change the page orientation, add or change page headers and footers, set margins for printing, hide or display gridlines, row and column headings, and specify scaling options. When you finish working in Page Layout view, you can return to Normal view.

 Note    Although Page Layout view is indispensable for many layout tasks that prepare your data for printing, you should use Page Break Preview view to adjust page breaks, and Print Preview view to see how your data will look when it is printed. For more information, see the topics Insert, move, or delete page breaks in a worksheet and Preview worksheet pages before printing.

What do you want to do?

Use rulers in Page Layout view

Change page orientation in Page Layout view

Add or change page headers and footers in Page Layout view

Set page margins in Page Layout view

Hide or display headers, footers, and margins in Page Layout view

Hide or display gridlines, row headings, and column headings in Page Layout view

Select scaling options in Page Layout view

Return to Normal view

Use rulers in Page Layout view

In Page Layout view, Excel provides a horizontal ruler and a vertical ruler so that you can take precise measurements of cells, ranges, objects, and page margins. Rulers can help you position objects and to view or edit page margins directly on the worksheet.

By default, the ruler displays the default units that are specified in the regional settings in Control Panel, but you can change the units to inches, centimeters, or millimeters. Rulers are displayed by default, but you can easily hide them.

Change the measurement units

1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

3. Click the Microsoft Office Button , and then click Excel Options.
4. In the Advanced category, under Display, select the units that you want to use in the Ruler units list.

Hide or display the rulers

1. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

2. On the View tab, in the Show/Hide group, clear the Ruler check box to hide the rulers, or select the check box to display the rulers.

Tip  When the rulers are displayed, Display Ruler is highlighted in the Sheet Options group.

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Change page orientation in Page Layout view

1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

3. On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or Landscape.

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Add or change page headers and footers in Page Layout view

1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

3. Do one of the following:
   • To add a header or footer, point to Click to add header at the top of the worksheet page or Click to add footer at the bottom of the worksheet page, and then click in the left, center, or right header or footer text box.
   • To change the text of a header or a footer, click the header or footer text box at the top or the bottom of the worksheet page respectively, and then select the text that you want to change.

Tip  You can also display headers or footers in Normal view. On the Insert tab, in the Text group, click Header & Footer. Excel displays Page Layout view and positions the pointer inside the header text box at the top of the worksheet page.

4. Type the new header or footer text.

 Notes 

• To start a new line in a section box, press ENTER.
• To delete a portion of a header or footer, select the portion that you want to delete in the section box, and then press DELETE or BACKSPACE. You can also click the text and then press BACKSPACE to delete the preceding characters.
• To include a single ampersand (&) in the text of a header or footer, use two ampersands. For example, to include "Subcontractors & Services" in a header, type Subcontractors && Services.
• To close the headers or footers, click anywhere in the worksheet, or press ESC.

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Set page margins in Page Layout view

1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

3. On the Page Layout tab, in the Page Setup group, click Margins, and then click Normal, Narrow, or Wide.

Tip  For more options, click Custom Margins, and then on the Margins tab, select the margin sizes that you want.

4. To change margins by using the mouse, do one of the following:
   • To change the top or bottom margin, click the top border or the bottom border of the margin area in the ruler. When a vertical double-headed arrow appears, drag the margin to the size that you want.
   • To change the right or left margin, click the right or left border of the margin area in the ruler. When a horizontal double-headed arrow appears, drag the margin to the size that you want.

Tip  A ScreenTip displays the margin size while you are dragging the margin to the size that you want.

 Note    The header and footer margins automatically adjust when you change the page margins. You can also change the header and footer margins by using the mouse. Click inside the header or footer area at the top or the bottom of the page respectively, and then click the ruler until the double-headed arrow appears. Drag the margin to the size that you want.

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Hide or display headers, footers, and margins in Page Layout view

Headers, footers, and margins are displayed by default in Page Layout view. To hide them when you need more workspace, do the following:

1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

3. Click the edge of any border of the worksheet to hide or show the white space around the cells.

Tip  You can also click between pages to hide or show the white space around the cells.

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Hide or display gridlines, row headings, and column headings in Page Layout view

Gridlines, row headings, and column headings are displayed by default in Page Layout view, but they are not printed automatically.

1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

3. On the Page Layout tab, in the Sheet Options group, do one or more of the following:
   • To hide or show gridlines, under Gridlines, clear or select the View check box.
   • To print gridlines, under Gridlines, select the Print check box.
   • To hide or show row and column headings, under Headings, clear or select the View check box.

• To print row and column headings, under Headings, select the Print check box.

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Select scaling options in Page Layout view

1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.

Tip  You can also click Page Layout View on the status bar.

3. On the Page Layout tab, in the Scale to Fit group, do one of the following:
   • To reduce the width of the printed worksheet to fit a maximum number of pages, select the number of pages that you want in the Width list.
   • To decrease the height of the printed worksheet to fit a maximum number of pages, select the number of pages that you want in the Height list.
   • To increase or decrease the printed worksheet to a percentage of its actual size, select the percentage that you want in the Scale box.

 Note    To scale a printed worksheet to a percentage of its actual size, the maximum width and height must be set to Automatic.

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Return to Normal view

• On the View tab, in the Workbook Views group, click Normal.

Tip  You can also click Normal on the status bar.

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See Also

• Insert, move, or delete page breaks in a worksheet
• Prepare a worksheet for printing
• Preview worksheet pages before printing
• Print a worksheet or workbook
• Print landscape or portrait
• Print with or without cell gridlines

Excel > Saving and printing > Page layout

Insert, move, or delete page breaks in a worksheet

Tags  add page break; delete; delete worksheet; new page; numbering pages; page; page number; page setup

What are tags?

To print a worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.) with the exact number of pages that you want, you can adjust the page breaks (page break: Divider that breaks a worksheet into separate pages for printing. Excel inserts automatic page breaks based on the paper size, margin settings, scaling options, and the positions of any manual page breaks that you insert.) in the worksheet before you print it. Although you can work with page breaks in Normal view, we recommend that you use Page Break Preview view to adjust page breaks so that you can see how other changes that you make (such as page orientation and formatting changes) affect the automatic page breaks. For example, you can see how a change that you make to the row height and column width affects the placement of the automatic page breaks.

To adjust page breaks, you can insert your own page breaks, move existing page breaks, or delete any manually-inserted page breaks. You can also quickly reset all page breaks to automatic page breaks. After you finish working with page breaks, you can return to Normal view.

What do you want to do?

Learn more about page breaks

Insert a page break

Move a page break

Delete a page break

Reset all page breaks

Return to Normal view

Display or hide page breaks in Normal view

Learn more about page breaks

Page Break Preview view uses a different format to display each type of page break:

• Dashed lines  A dashed line specifies an automatic page break.

• Solid lines  A solid line specifies a manual page break.

By default, page breaks are not shown in Normal view. However, if you want to view page breaks in Normal view, you can display them in this view.

In Normal view, you can use the Breaks command (Page Layout tab, Page Setup group) to insert, remove, and reset page breaks. You cannot drag page breaks to another location in Normal view.

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Insert a page break

1. Click the worksheet that you want to print.
2. On the View tab, in the Workbook Views group, click Page Break Preview.

Tip  You can also click Page Break Preview on the status bar.

3. Do one of the following:
   • To insert a vertical page break, select the row below where you want to insert the page break.
   • To insert a horizontal page break, select the column to the right of where you want to insert the page break.
4. On the Page Layout tab, in the Page Setup group, click Breaks.

5. Click Insert Page Break.

Tip  You can also right-click the row or column below or to the right of where you want to insert the page break, and then click Insert Page Break.

 Note    If manual page breaks that you insert do not take effect, it may be that the Fit To scaling option has been selected on the Page tab of the Page Setup dialog box (Page Layout tab, Page Setup group, Dialog Box Launcher ). To use the manual page breaks, change the scaling to Adjust to instead.

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Move a page break

Important  To enable dragging of page breaks to another location in a worksheet, make sure that the cell drag-and-drop feature is enabled. If this feature is not enabled, you may not be able to move any page breaks.

1. To verify that drag-and-drop is enabled, do the following:
   1. Click the Microsoft Office Button , and then click Excel Options.
   2. In the Advanced category, under Editing options, select the Enable fill handle and cell drag-and-drop check box, and then click OK.
2. Click the worksheet that you want to print.
3. On the View tab, in the Workbook Views group, click Page Break Preview.

Tip  You can also click Page Break Preview on the status bar.

4. To move a page break, drag the page break to a new location.

 Note    Moving an automatic page break changes it to a manual page break.

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Delete a page break

1. Click the worksheet that you want to print.
2. On the View tab, in the Workbook Views group, click Page Break Preview.

Tip  You can also click Page Break Preview on the status bar.

3. Click the manual page break that you want to delete.

 Note    You cannot delete an automatic page break.

4. On the Page Layout tab, in the Page Setup group, click Breaks.

5. Click Remove Page Break.

Tip  You can also remove a page break by dragging it outside of the page break preview area (to the left past the row headers, or up past the column headers). If you cannot drag page breaks, make sure that the drag-and-drop feature is enabled. For more information, see Move an existing page break.

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Reset all page breaks

 Note    This removes all manual page breaks and resets the worksheet to display only the automatic page breaks.

1. Click the worksheet that you want to print.
2. On the View tab, in the Workbook Views group, click Page Break Preview.

Tip  You can also click Page Break Preview on the status bar.

3. On the Page Layout tab, in the Page Setup group, click Breaks.

4. Click Reset All Page Breaks.

Tip  You can also right-click any cell on the worksheet, and then click Reset All Page Breaks.

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Return to Normal view

• To return to Normal view after you finish working with the page breaks, on the View tab, in the Workbook Views group, click Normal.

Tip  You can also click Normal on the status bar.

 Notes 

• After working with page breaks in Page Break Preview view, you may still see the page breaks in Normal view because page breaks have been turned on automatically. To hide the page breaks, close and reopen the workbook without saving it.
• Page breaks remain visible when you close and reopen the workbook after saving it. To turn them off, clear the Show page breaks check box in the Advanced category of the Excel Options dialog box. For more information, see Display or hide page breaks in Normal view.

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Display or hide page breaks in Normal view

1. Click the Microsoft Office Button , and then click Excel Options.
2. In the Advanced category, under Display options for this worksheet, select or clear the Show page breaks check box to turn page breaks on or off in Normal view.

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Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

• Enlarging spread sheet for printing?
• Delete browsed pages under Insert Hyperlinks?
• When printing, I get 5 extra blank pages. How do I delete them?
• Excel 2002 : How to remove large page numbers ?
• How do I insert page breaks in .txt for use in excel?
• How do I set view page breaks as a default.

See Also

• Define or clear a print area on a worksheet
• Preview worksheet pages before printing
• Print a worksheet or workbook
• Set page margins before printing a worksheet
• Use headers and footers in worksheet printouts
• Use Page Layout view to fine-tune pages before printing

Excel > Saving and printing > Page layout

Set page margins before printing a worksheet

Page margins (margin: The blank space outside the printing area on a page.) are the blank spaces between the worksheet data and the edges of the printed page. Page margins can be used for some items such as headers, footers, and page numbers.

To better align a worksheet on a printed page, you can use predefined margins, specify custom margins, or center the worksheet horizontally or vertically on the page.

 Note    Page margins that you define in a given worksheet are stored with that worksheet when you save the workbook. You cannot change the default page margins for new workbooks.

1. Select the worksheet or worksheets that you want to print.

How to select worksheets

2. On the Page Layout tab, in the Page Setup group, click Margins.

3. Do one of the following:
   • To use predefined margins, click Normal, Wide, or Narrow.

Tip  If you previously used a custom margin setting, that setting is available as the predefined margin option Last Custom Setting.

• To specify custom page margins, click Custom Margins and then, in the Top, Bottom, Left, and Right boxes, enter the margin sizes that you want.
• To set header or footer margins, click Custom Margins, and then enter a new margin size in the in the Header or Footer box. Setting the header or footer margins changes the distance from the top edge of the paper to the header or from the bottom edge of the paper to the footer.

 Note    The header and footer settings should be smaller than your top and bottom margin settings, and larger than or equal to the minimum printer margins.

• To center the page horizontally or vertically, click Custom Margins and then, under Center on page, select the Horizontally or Vertically check box.

Tip  To see how the new margins will affect the printed worksheet, click Print Preview on the Margins tab in the Page Setup dialog box. To adjust the margins in print preview, click Show Margins, and then drag the black margin handles on either side and at the top of the page.

See Also

• Insert, move, or delete page breaks in a worksheet
• Prepare a worksheet for printing
• Print a worksheet or workbook
• Use headers and footers in worksheet printouts
• Use Page Layout view to fine-tune pages before printing
• Ways to format a worksheet

Excel > Saving and printing > Setup and options

Prepare a worksheet for printing

Your worksheet looks fine on the screen, so you are now ready to print — right? Not necessarily. You could save time and paper by adjusting the format and page layout of your worksheet, or by taking measures to avoid common printing problems before you print your worksheet.

In this article

Making a worksheet easy to read or scan

Fine-tuning the layout of printed pages

Fixing awkward page breaks

Previewing a worksheet before you print it

Printing all or part of a worksheet

Making a worksheet easy to read or scan

To present all of your data on the printed pages, make sure that the data is visible on the screen. For example, if text or numbers are too wide to fit in a column, the printed text will be truncated and the printed numbers will appear as number signs (##). To avoid printing truncated text and number signs in place of text, you can increase the column width to accommodate the data, or you may want to increase the row height by wrapping the text to fit the column width, to make the text visible on the screen and on the printed pages.

 Column sizing

 Row sizing

To make your data easy to read or scan, you may want to apply different formatting to help draw attention to important information. However, keep in mind that some formatting (such as colored text or cell shading) that looks good on the screen may not produce the printed results that you expect when you print on a black-and-white printer. If you use colored text or cell shading, be sure to use colors that contrast well for printing on a black-and-white printer.

You may also want to print a worksheet with gridlines displayed so that the data, rows, and columns stand out better.

For more information, see:

• Change the column width and row height
• Wrap text in a cell
• Ways to format a worksheet
• Print with or without cell gridlines

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Fine-tuning the layout of printed pages

Before you print a worksheet that contains large quantities of data or charts, you can quickly fine-tune the worksheet in the new Page Layout view to achieve professional-looking results. In this view, you can see your data in the context of printed pages. You can easily add or change page headers and footers, hide or display row and column headers, change the page orientation of printed pages, change the layout and format of data, use the rulers to measure the width and height of the data, and set margins for printing.

Adding useful information in headers or footers

You may want to add a header and footer that contain useful information about the printed worksheet, such as a worksheet title, a logo, file information, or page number. Headers and footers that you specify automatically appear on every printed page. You cannot print headers or footers on the first page only, but you can print different headers and footers on the first page as well as on odd and even pages.

 Header

 Footer

Printing row and column headings or labels on every page

If a worksheet spans more than one page, you can print row and column headings or labels (also called print titles) on every page to ensure that the data is properly labeled.

 Column labels

Changing the page orientation of the worksheet

You can adjust the column width and wrap text to fit more columns on the printed page. However, if the worksheet has many more columns than will fit horizontally when you use the default portrait orientation, you can print the data to accommodate additional columns (but fewer rows) by using landscape orientation.

Adjusting the placement, fit, and margins of the worksheet

For a better layout, you may want to center a worksheet horizontally or vertically on the printed page. In Page Layout view, Microsoft Office Excel 2007 provides a horizontal ruler and a vertical ruler, so that you can take precise measurements of cells, ranges, objects, and page margins. Rulers can help you to position objects and to view or to edit page margins directly on the worksheet.

To fit a few more columns on the printed page, you can adjust the width of margins or columns. If your data is too wide for one page, you can adjust vertical page breaks.

If the data is just a bit too large to fit on a printed page, you can scale the worksheet to make it fit. Scaling reduces the horizontal and vertical size of the printed data by a percentage or by the number of pages that you specify.

If some columns contain data that you don't need to print, you can temporarily hide the columns. Hidden data will not be printed.

You can also use Page Layout view to position and resize charts so that they appear exactly where you want them to appear on the printed pages.

For more information, see:

• Use Page Layout view to fine-tune pages before printing
• Add or change page headers and footers
• Add, delete, or move page breaks
• Print row and column headings or labels on every page
• Print landscape or portrait

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Fixing awkward page breaks

Your worksheet data may be too wide or too long to fit on one page, or perhaps you want to keep specific data together on the same page. You can use Page Break Preview view to quickly adjust the vertical and horizontal page breaks (page break: Divider that breaks a worksheet into separate pages for printing. Excel inserts automatic page breaks based on the paper size, margin settings, scaling options, and the positions of any manual page breaks that you insert.). In this view, page breaks that are manually inserted appear as solid lines. Dashed lines indicate where Office Excel 2007 will break pages automatically.

 Automatic page breaks

 Manual page breaks

Page Break Preview view is especially useful for seeing how other changes that you make (such as formatting changes and page orientation) affect the automatic page breaks. For example, changing the row height and column width can affect the placement of the automatic page breaks. You can also make changes to the page breaks that are affected by the margin settings of the current printer driver.

For more information, see Add, delete, or move page breaks.

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Previewing a worksheet before you print it

For an exact preview of how the data will be printed, you may want to preview the worksheet pages in Print Preview view. In this view, you can make any final adjustments to the pages before you print.

For more information, see Preview worksheet pages before printing.

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Printing all or part of a worksheet

You are finally ready to print your data. When you click Print (Microsoft Office Button ), you can specify exactly what you want to print. You can print all of the worksheets in your workbook, print one or more selected worksheets, or print only a selected portion of the worksheet.

If you plan to print a specific portion of a worksheet frequently, you can define it as a print area (Page Layout tab, Page Setup group). That way, every time that you print the worksheet, Excel prints only the data that is specified in the print area.

For more information, see Print a worksheet or workbook.

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See Also

• Ways to format a worksheet

Excel > Saving and printing > Setup and options

I experience problems when I try to print my worksheet

If you are printing to a local printer and are experiencing a printing problem, the problem could be caused by one or more of the following:

• Your printer hardware
• Your printer driver
• Windows XP printing issues
• Excel printing issues

For help about how to diagnose and troubleshoot your printing problem, see How to troubleshoot problems that you may experience when you try to print to a local printer by using Office programs in Windows XP.

Excel > Saving and printing > Setup and options

Preview worksheet pages before printing

1. Click the worksheet or select the worksheets that you want to preview.

How to select worksheets

2. Click the Microsoft Office Button , click the arrow next to Print, and then click Print Preview.

Keyboard shortcut  You can also press CTRL+F2.

3. To preview the next and previous pages, on the Print Preview tab, in the Preview group, click Next Page and Previous Page.

 Note    Next Page and Previous Page are available only when you select more than one worksheet, or when a worksheet contains more than one page of data.

4. To view page margins, on the Print Preview tab, in the Preview group, select the Show Margins check box.

This displays the margins in the Print Preview view. To change margins, you can drag the margins to the height and width that you want. You can also change the column widths by dragging the handles at the top of the print preview page.

Tip  To make page setup changes, on the Print Preview tab, in the Print group, click Page Setup, and then select the options that you want on the Page, Margins, Header/Footer, or Sheet tabs of the Page Setup dialog box.

Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

• How to match data in worksheet same as in Print Preview?
• How do I insert page breaks in .txt for use in excel?
• How can i add a line break into a formula in excel 2000?

See Also

• Define or clear a print area on a worksheet
• Insert page numbers on worksheets
• Insert, move, or delete page breaks in a worksheet
• Use Page Layout view to fine-tune pages before printing

Excel > Saving and printing > Setup and options

Print a worksheet or workbook

You can print entire or partial worksheets and workbooks, one at a time, or several at once. And if the data that you want to print is in a Microsoft Office Excel table, you can print just the Excel table.

You can also print a workbook to a file instead of to a printer. This is useful when you need to print the workbook on a different type of printer from the one that you originally used to print it.

What do you want to do?

Print a partial or entire worksheet or workbook

Print several worksheets at once

Print several workbooks at once

Print an Excel table

Print a workbook to a file

Print a partial or entire worksheet or workbook

1. Do one of the following:
   • To print a partial worksheet, click the worksheet, and then select the range of data that you want to print.
   • To print the entire worksheet, click the worksheet to activate it.
   • To print a workbook, click any of its worksheets.
2. Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

3. Under Print what, select an option to print the selection, the active sheet or sheets, or the entire workbook.

 Note    If a worksheet has a defined print area, Excel will print only the print area. If you don't want to print a defined print area, select the Ignore print areas check box.

Tip  To print quickly or to preview the printout before you print, click Microsoft Office Button , click the arrow next to Print, and then click Quick Print or Print Preview.

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Print several worksheets at once

1. Select the worksheets that you want to print.

How to select multiple worksheets

2. Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

Tip  To print quickly or to preview the printout before you print, click Microsoft Office Button , click the arrow next to Print, and then click Quick Print or Print Preview.

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Print several workbooks at once

All workbook files that you want to print must be in the same folder.

1. Click Microsoft Office Button , and then click Open.

Keyboard shortcut  You can also press CTRL+O.

2. Hold down CTRL and click the name of each workbook that you want to print.
3. On a computer that is running Windows Vista  
   • Right-click the selection, and then click Print.

On a computer that is running Microsoft Windows XP  

• In the Open dialog box, click Tools, and then click Print.

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Print an Excel table

1. Click a cell within the table to activate the table.
2. Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

3. Under Print what, select Table.

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Print a workbook to a file

1. Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

2. In the Name box, select the printer on which you want to print the file.
3. Select the Print to file check box, and then click OK.
4. In the Print to File dialog box, under Output File Name, type a name for the file that you want to print.

 Note    If you print a workbook to a file so that you can later print the file on a different type of printer from the one that was originally used to print the document, the page breaks and font spacing may change.

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See Also

• Change the print resolution or print quality for a worksheet
• Create and print mailing labels for an address list in Excel
• Define or clear a print area on a worksheet
• Include row and column headings when printing a worksheet
• Insert page numbers on worksheets
• Insert, move, or delete page breaks in a worksheet
• Preview worksheet pages before printing
• Print landscape or portrait
• Print with or without cell gridlines

Excel > Saving and printing > Setup and options

Change the print resolution or print quality for a worksheet

Using a high dots-per-inch (dpi) resolution for printing produces quality printing results, but it may take longer to print. You can change the resolution settings to a lower dpi setting, depending on the type of printer that you use. If the printer that you use supports draft quality printing, you can specify draft quality for faster printing instead.

What do you want to do?

Change the print resolution

Specify draft quality printing

Change the print resolution

1. Click the worksheet for which you want to change the print resolution.
   1. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

2. On the Page tab, in the Print quality box, click the resolution that you want to use.

 Note    The dpi settings that are available depend on the type of printer that you are using.

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Specify draft quality printing

1. Click the worksheet that you want to print by using draft quality printing.
   1. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

2. On the Sheet tab, under Print, select the Draft quality check box.

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See Also

• Print a worksheet or workbook

Excel > Saving and printing > Setup and options

Print landscape or portrait

To change the number of rows and columns that are printed on a page, you can set the printing orientation of a worksheet to landscape or portrait as you work on the worksheet, or as you preview the worksheet before you print. In either case, Excel shows page breaks that indicate the number of columns and rows that will print per page.

What do you want to do?

Change the page orientation in the worksheet

Change the page orientation when you are ready to print

Change the page orientation in the worksheet

1. Select the worksheet or worksheets for which you want to change the orientation.

How to select worksheets

2. On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or Landscape.

Excel adjusts the automatic page breaks in the worksheet so that you can see exactly how many columns and rows will fit on a printed page.

 Note    The orientation setting is stored with the worksheet when you save the workbook.

Tip  To see the borders of printed pages more distinctly, you can work in Page Layout view (View tab, Workbook Views group). For more information about how to work in Page Layout view, see Use Page Layout view to fine-tune pages before printing.

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Change the page orientation when you are ready to print

1. Select the worksheet, worksheets, or worksheet data that you want to print.
2. Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

3. In the Print dialog box, select the options that you want, and then click Print Preview.
4. On the Print Preview tab, in the Print group, click Page Setup.
5. On the Page tab, under Orientation, click Portrait or Landscape.

 Note    The orientation setting is stored with the worksheet when you save the workbook.

6. Click OK.
7. When you are ready to print, click Print.

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See Also

• Define or clear a print area on a worksheet
• Preview worksheet pages before printing
• Print a worksheet or workbook
• Use Page Layout view to fine-tune pages before printing

Excel > Saving and printing > Setup and options

Include row and column headings when printing a worksheet

Tags  column headings; header; insert page number; numbering pages; page number; print column heading; print row heading; printing; repeat; title

What are tags?

To make rows and columns easier to identify in a printout of a worksheet, you can include their row headings (row heading: The numbered gray area to the left of each row. Click the row heading to select an entire row. To increase or decrease the height of a row, drag the line below the row heading.) and column headings (column heading: The lettered or numbered gray area at the top of each column. Click the column heading to select an entire column. To increase or decrease the width of a column, drag the line to the right of the column heading.).

1. Select the worksheet or worksheets that you want to print.

How to select worksheets

2. On the Page Layout tab, in the Sheet Options group, select the Print check box under Headings.

Tip  You can also select the Row and column headings check box on the Sheet tab of the Page Setup dialog box (Page Layout tab, Page Setup group, Dialog Box Launcher ).

Related Office Online discussions

Read related questions and answers from other Microsoft Office customers.

• How do I repeat rows that are not connected?
• How to print line numbers but not column headers?
• "Print Titles" in Excel is disabled. How to enable it?
• How do I set up print titles in Excel?
• How do I enter rows to repeat on sheet tab?
• Repeat first row at the top of page?

See Also

• Preview worksheet pages before printing
• Print a worksheet or workbook
• Repeat rows or columns as titles or labels on every printed page

Excel > Saving and printing > Setup and options

Set the printing order of worksheet pages

You can control the order in which worksheet pages are numbered and printed when the data does not fit on one page. By default, Excel prints pages from the top down and then left to right on the worksheet, but you can change the direction to print pages from left to right and then from the top down.

1. Click the worksheet for which you want to change the printing order.
2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page Setup.

3. On the Sheet tab, under Page order, click Down, then over or Over, then down.

Tip  The direction of each option is displayed in the preview box.

See Also

• Insert page numbers on worksheets
• Print a worksheet or workbook
• Print landscape or portrait

Excel > Saving and printing > Setup and options

Print with or without cell gridlines

To make a printed worksheet or workbook easier to read, you can print the worksheet or workbook with gridlines displayed around the cells.

1. Select the worksheet or worksheets that you want to print.

How to select worksheets

2. On the Page Layout tab, in the Sheet Options group, select the Print check box under Gridlines.

3. Click Microsoft Office Button , and then click Print.

Keyboard shortcut  You can also press CTRL+P.

 Note     Worksheets print faster if you print without gridlines.

See Also

• Preview worksheet pages before printing
• Print a worksheet or workbook

Excel > Saving and printing > Setup and options

Repeat rows or columns as titles or labels on every printed page

If a worksheet produces more than one printed page, you may want to repeat specific rows or columns as titles or labels at the top or at the left of every printed page. For example, you can repeat rows 1 and 2 on every printed page if these rows contain labels that help you understand the data in your worksheet.

1. Select the worksheet that you want to print.

How to select worksheets

2. On the Page Layout tab, in the Page Setup group, click Print Titles.

3. On the Sheet tab, under Print titles, do one or both of the following:
   • In the Rows to repeat at top box, type the reference of the rows that contain the column labels.
   • In the Columns to repeat at left box, type the reference of the columns that contain the row labels.

Tip  You can also click the Collapse Dialog button at the right end of the Rows to repeat at top and Columns to repeat at left boxes, and then select the title rows or columns that you want to repeat in the worksheet. After you finish selecting the title rows or columns, click the Collapse Dialog button again to return to the dialog box.

See Also

• Create and print mailing labels for an address list in Excel
• Freeze or lock rows and columns
• Include row and column headings when printing a worksheet
• Preview worksheet pages before printing
• Print a worksheet or workbook

Excel > Working with other programs

Create and print mailing labels for an address list in Excel

If you want to send a mass mailing to an address list that you maintain in a Microsoft Office Excel worksheet (worksheet: The primary document that you use in Excel to store and work with data. Also called a spreadsheet. A worksheet consists of cells that are organized into columns and rows; a worksheet is always stored in a workbook.), you can use a Microsoft Office Word mail merge. The mail merge process creates a sheet of mailing labels that you can print, and each label on the sheet contains an address from the list.

To create and print the mailing labels, you must first prepare the worksheet data in Excel and then use Word to configure, organize, review, and print the mailing labels.

Tip  If Microsoft Office Access is installed on your computer, you can instead export your address list from Excel to Access and then use Access to create and print mailing labels. For more information, see Exchange (copy, import, export) data between Excel and Access and Create mailing labels in Access.

What do you want to do?

Step 1: Prepare the worksheet data in Excel for the mail merge

Step 2: Configure the labels for the mail merge in Word

Step 3: Link the worksheet data to the labels in the mail merge

Step 4: Define the list of recipients that you want to include on the labels

Step 5: Populate the labels with placeholders for address information

Step 6: Preview and print the labels

Step 7: Save the labels for future use

Step 1: Prepare the worksheet data in Excel for the mail merge

In Excel, your address list must match the tabular structure that mail merge requires.

1. On a worksheet, do the following to arrange the address list:
   • Use column headers that clearly identify the type of data that each column contains.

Tip  For example, use column headers such as First Name, Last Name, Address, and City instead of Column 1, Column 2, Column 3, and Column 4.

• Use a separate column for each element that you want to include in the mail merge.

Tip  You can also use the mail merge to create form letters that address each recipient by their first name, if you store first and last names in separate columns. You can also add a separate column for a title, such as Mr. or Ms.

• Include only rows and columns that contain data. Do not include blank rows or columns in the address list, because the list of labels that is created might not be complete beyond the blank rows and columns when you set up the labels for the mail merge in Word.
2. To help locate and select the address list during the mail merge, do the following to define a name (name: A word or string of characters that represents a cell, range of cells, formula, or constant value. Use easy-to-understand names, such as Products, to refer to hard to understand ranges, such as Sales!C20:C30.) for the address list:
   • On the worksheet, select the whole address list, including the cells that contain column headers.
   • On the Formulas tab, in the Defined Names group, click Define Name.

• In the Name box, type a name for the address list, such as Holiday_Cards, and then click OK.

Tip  The first character of a name must be a letter, and you cannot use a space between words. Instead of a space, use an underscore character (_).

3. Save and close the workbook.

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Step 2: Configure the labels for the mail merge in Word

You configure the layout of the labels just once, for all the labels in the mail merge. In a mail merge, the document that you configure for the layout is referred to as the main document for labels (or label main document). In this document, you can also configure any content that you want repeated on each label, such as a company logo or your return address on shipping labels.

Chances are that you already have a package of label sheets from one of the label sheet suppliers such as Avery, AOne, or Formtec. Each label sheet is a certain size and contains a certain number of labels with specific dimensions.

To configure the label main document, you match its dimensions with the dimensions of the labels on the worksheets that you plan to use.

1. Start Word.

By default, a blank document opens. Leave it open. If you close it, the commands in the next step are not available.

2. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.

3. Click Labels.
4. In the Label Options dialog box, you have several choices to make.

The type of printer that you are using to print the labels.

The supplier that produced your label sheets.

The number that corresponds to the product number listed on your package of label sheets.

The product number for my label sheets does not match any one of the choices in the Label Options dialog box.

1. Measure the labels on the sheet that you are using, and note the measurements and how many labels fit on a single sheet.

 Note    Measure the labels carefully. The actual label size might be smaller than the size that is indicated by the label manufacturer. For example, a 1-by-2-inch label might actually be 15/16-inch high and 1 15/16-inches wide.

2. In the Product number list, select a label type that is similar in size to your labels.

If you do not see a substitute label type that you can use in the Product number box, you still might be able to use another one of the listed labels. If you don't see a label type that fits your needs, you can create a new label size.

3. Click Details, and then compare the label dimensions and the number of labels per sheet (for labels printed on laser and ink-jet printers, also referred to as page printers) or the number of columns on the label form (for labels printed on dot-matrix printers, also referred to as continuous-feed printers).
4. Do one of the following:
   • If the dimensions and label layout match those of your labels, use the selected label.
   • If the dimensions and layout do not match your labels, click Cancel.
5. In the Label Options dialog box, click the printer type (either Continuous-feed printers or Page printers), and then click New Label.
6. Type a name in the Label name box, select the height, width, margins, and other options for your label, and then click OK.

The new label appears in the Product number box as Label name - Custom. The label is also added to the Other/Custom category. The next time that you use your custom labels, make sure that you select Other/Custom in the Label vendors list.

5. After you select the label options that you want, click OK.

Word creates a document that uses a table to lay out the labels. If you do not see lines separating the labels in the layout, click the Layout tab under Table Tools, and then in the Table group, click View Gridlines.

Interrupt and resume a mail merge

If you need to interrupt your work on a mail merge, you can save the label main document as you would any other document and resume the merge later. Word retains the data source and field information in the document that you save. If you were using the Mail Merge task pane when you stopped working on the merge, Word returns to your place in the task pane when you resume the merge.

1. When you are ready to resume the merge, open the label main document that you saved.

Word displays a message box that asks you to confirm that you want to open the document and run an SQL command (the SQL command connects Word to your Excel source file).

2. Click Yes to connect to your Excel source file and retrieve your address list.

The text of your label main document, along with any fields that you inserted, appears.

3. Click the Mailings tab, and resume your work.

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Step 3: Link the worksheet data to the labels in the mail merge

To merge the address information into your labels, you must connect the labels to the worksheet that contains your address list.

1. If this is the first time that you have ever connected to a worksheet, do the following:
   1. Click the Microsoft Office Button , and then click Word Options.
   2. Click Advanced.
   3. Scroll to the General section, and select the Confirm file format conversion on open check box.
   4. Click OK.
2. With the mail merge main document open, in the Start Mail Merge group on the Mailings tab, click Select Recipients, and then click Use Existing List.

3. Locate the Excel worksheet in the Select Data Source dialog box, and double-click it.
4. In the Confirm Data Source dialog box, click MS Excel Worksheets via DDE (*.xls), and then click OK.

 Note    If you do not see MS Excel Worksheets via DDE (*.xls) in the list, select the Show all check box.

5. In the Microsoft Office Excel dialog box, for Named or cell range, select the cell range or worksheet that contains the information that you want to merge, and then click OK.

 Note    The labels are now connected to the worksheet data, but the sheet of labels is still blank. If needed, you can define the list of recipients as described in step 4, or you can start populating the labels with placeholders for the address information, as described in step 5.

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Step 4: Define the list of recipients that you want to include on the labels

Word generates a label for each address in your mailing list. If you want to generate labels for only certain addresses in your mailing list, you can choose which addresses (records) to include.

To narrow the list of recipients or to use a subset of the records in your data file, do the following:

1. On the Mailings tab, in the Start Mail Merge group, click Edit Recipient List.

2. In the Mail Merge Recipients dialog box, do one of the following:
   • Select individual records  This method is most useful if the list is short. Select the check boxes next to the recipients that you want to include, and clear the check boxes next to the recipients that you want to exclude.

Tip  If you know that you want to include only a few records in your merge, you can clear the check box in the header row and then select only those records that you want. Similarly, if you want to include most of the list, select the check box in the header row, and then clear the check boxes for the records that you do not want to include.

• Sort records  Click the heading of the column that you want to sort by. Word sorts the list in ascending alphabetical order (from A to Z). Click the column heading again to sort the list in descending alphabetical order (Z to A).

To specify more advanced sorting options, click Sort under Refine recipient list and select your sorting preferences on the Sort Records tab in the Filter and Sort dialog box. For example, you can specify that recipient addresses must be alphabetized by last name within each postal code, and that postal codes are listed in numeric order.

• Filter records  This method is useful if the list contains records that you do not want to see or include in the merge. After you filter the list, you can select or clear the check boxes to include or exclude specific records.

To filter records, do the following:

1. Under Refine recipient list, click Filter.
2. On the Filter Records tab in the Filter and Sort dialog box, select the criteria that you want to use to filter your records.

For example, to generate labels only for addresses in Australia, click Country or Region in the Field list, Equal to in the Comparison list, and Australia in the Compare to list.

3. To further refine the filter, click And or Or, and then select more criteria.

For example, to generate labels only for businesses in Munich, you specify records whose City field contains Munich and whose Company Name field is not blank. If you use Or instead of And in this filter, your mail merge includes all Munich addresses in addition to all addresses that include a company name, regardless of city.

 Note    If you have installed address validation software on your computer, you can click Validate addresses in the Mail Merge Recipients dialog box to validate your recipients' addresses.

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Step 5: Populate the labels with placeholders for address information

When you perform the mail merge, the mail merge fields are filled with information from your address list.

After you connect your labels to your address list, you are ready to add placeholders that indicate where the addresses will appear on each label. You can also type text that you want repeated on each label, such as a company logo or your return address on a shipping label.

The placeholders for the addresses are called mail merge fields. Mail merge fields in Word correspond to the column headers in the data file that you choose.

Columns in a data file represent categories of information. Mail merge fields that you add to the labels are placeholders for these categories.

Rows in a data file represent records of information. Word generates a label for each record when you perform a mail merge.

By putting a mail merge field in the original label that you configured in the label main document, you indicate that you want a certain category of information, such as name or address, to appear in that location.

 Note    When you insert a mail merge field into the label main document, the field name is always surrounded by chevrons (« »). These chevrons do not show up on the final labels — they just help you distinguish the fields in the label main document from the regular text.

What happens when you merge  

When you perform the mail merge, information from the first row in the data file replaces the fields in the first label. Then, information from the second row in the data file replaces the fields in the second label, and so on.

Working with fields: Examples  

When you design labels, you can link any column heading from your data file to a field in a label.

For example, suppose you have a subscriber list to your newsletter, and your data file includes a column, called ExpireDate, that stores the date that each subscription expires. If you insert an «ExpireDate» field in the label main document before you run the merge, that information is added to each mailing label.

You can combine fields and separate them with punctuation marks. For example, to create an address, you can configure the fields in the label main document as follows:

«First Name» «Last Name»

«Street Address»

«City», «State» «Postal code»

For combinations that you use frequently, like address blocks and greeting lines, Word provides composite fields that group a number of fields together. For example, the Address Block field is a combination of several fields, including first name, last name, street address, city, and postal code.

You can customize the content in each of these composite fields. For example, in the address, you may want to select a formal name format (Mr. Roger Harui). In the greeting, you might prefer to use "To" instead of "Dear."

Map the mail merge fields to your data file  

To make sure that Word can find a column in your data file that corresponds to every address element, you might need to map the mail merge fields in Word to the columns in your data file.

To map the fields, click Match Fields in the Write & Insert Fields group on the Mailings tab.

The Match Fields dialog box appears.

The elements of an address are listed on the left. Column headings from your data file are listed on the right.

Word searches for the column that best matches each element. As the graphic illustrates, Word automatically matched the data file's Surname column to Last Name, but Word was unable to match other elements, such as First Name.

In the list on the right, you can select the column from your data file that matches the element on the left. In the graphic, the Name column is now matched with First Name. It is okay that Courtesy Title, Unique Identifier, and Middle Name are not matched, because the mail merge label does not need to use every field. If you add a field that does not contain data from your data file, it will appear in the merged document as an empty placeholder — usually a blank line or an empty block of space.

Type the content and add the fields  

1. In the original label that you configured in the label main document, click where you want to insert the field.
2. Use the Write & Insert Fields group on the Mailings tab.

3. Add any of the following:

Address Block with name, address, and other information

1. Click Address Block.
2. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want to apply, and then click OK.
3. If the Match Fields dialog box appears, this means that Word is unable to find some of the information that it requires to complete the address block. Click the arrow next to (not matched), and then select the field from your data source that corresponds to the field that is required for the mail merge.

Individual fields

4. On the Mailings tab, in the Write & Insert Fields group, click Insert Merge Field.
5. In the Insert Merge Field dialog box, do one of the following:
   • To select address fields that will automatically correspond to fields in your data source, even if the names of those fields are not the same as the field names in Word, click Address Fields.
   • To select fields that always take data directly from a column in your data file, click Database Fields.
6. In the Fields box, click the field that you want.
7. Click Insert, and then click Close.
8. If the Match Fields dialog box appears, this means that Word is unable to find some of the information that it requires to insert the field. Click the arrow next to (not matched), and then select the field from your data source that corresponds to the field that is required for the mail merge.

Custom fields from Microsoft Office Outlook contacts

9. In Outlook Contacts, on the View menu, point to Current View, and then click Phone List.
10. Right-click a column heading, and then click Field Chooser.
11. In the drop-down list at the top of the Field Chooser dialog box, select User-defined fields in folder.
12. Drag the field that you want to add from the dialog box to the column headings. A little red arrow helps you place the field in the location that you want.
    

 Note    You can add a new field in the Field Chooser dialog box by clicking New at the bottom.

13. After you add all of your custom fields to the view, close the Field Chooser dialog box.
14. To remove a field that you do not want included in the mail merge, click the field name in the column heading in Phone List view, and drag it off the column heading.
15. In Outlook Contacts, select individual contacts by holding down SHIFT and clicking to select a range, or by holding down CTRL and clicking to select individual contacts. If you want to include all the contacts currently visible in the view, do not click any contacts.
16. On the Tools menu, click Mail Merge.
17. If you selected individual contacts to include in the mail merge, click Only selected contacts. If you want to include all the contacts that are currently visible in the view, click All contacts in current view.
18. If you configured the Phone List view so that it displays exactly the fields that you want to use in the mail merge, click Contact fields in current view. Otherwise, click All contact fields to make all of the contact fields available in the mail merge.
19. To generate a new main document for the mail merge, click New document. Otherwise, click Existing document, and then click Browse to locate the document to use as the main document.
20. To save the contacts and fields that you selected so that they can be reused, select the Permanent file check box, and then click Browse. Outlook saves the data in a Word document (.doc or .docx for Word 2007 or later) as comma-delimited data.
21. Select Mailing Labels.
22. Click OK. After the document opens in Word, on the Mailings tab, in the Write & Insert Fields group, click the arrow next to Insert Merge Field, and then click the fields that you want to add to the label main document.
4. After you finish setting up the first label the way you want it, in the Write & Insert Fields group, click Update Labels.

Word replicates the layout of the first label to all the other labels.

 Notes 

• You cannot type merge field characters («« »») manually or use the Symbol command on the Insert menu in Word. You must use mail merge.
• If the merge fields appear inside braces, such as { MERGEFIELD City }, Word is displaying field codes (field code: Placeholder text that shows where specified information from your data source will appear; the elements in a field that generate a field's result. The field code includes the field characters, field type, and instructions.) instead of field results (field results: Text or graphics inserted in a document when Microsoft Word carries out a field's instructions. When you print the document or hide field codes, the field results replace the field codes.). This doesn't affect the mail merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes.

Format the merged data  

Database and spreadsheet programs, such as Access and Excel, store the information that you type in cells as raw data. Formatting, such as fonts and colors, that you apply in Access or Excel is not stored with the raw data. When you merge information from a data file into a Word document, you are merging the raw data without the applied formatting.

To format the data in the document, select the mail merge field and format it, just as you would format any text. Make sure that the selection includes the chevron characters (« ») that surround the field.

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Step 6: Preview and print the labels

After you have added the fields to the original label that you configured in the label main document, you are ready to preview the mail merge results. After you are satisfied with the preview, you complete the mail merge and print the labels. You can then save the label main document for future use.

Preview the mail merge

You can preview your labels and make changes before you actually complete the mail merge.

To preview, do any of the following in the Preview Results group of the Mailings tab:

• Click Preview Results.
• Page through each label by clicking the Next Record and Previous Record buttons in the Preview Results group on the Mailings tab.
• Preview a specific label document by clicking Find Recipient.

 Note    Click Edit Recipient List in the Start Mail Merge group on the Mailings tab to open the Mail Merge Recipients dialog box, where you can filter the list or remove recipients from the merge if you see records that you do not want to include.

 Note    Word uses a table to lay out a sheet of labels on the page. As you page through the labels, the active record is displayed in the first cell of the table, with the following records displayed in subsequent cells.

Complete the mail merge

To print the labels, do the following:

1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Print Documents.

2. Choose whether to print the whole set of labels, only the label that is currently visible, or a specific subset of the labels.

To change individual labels, do the following:

1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Edit Individual Documents.

2. Choose whether you want to edit the whole set of labels, only the label that is currently visible, or a specific subset of the labels. Word saves the labels that you want to edit to a separate file.

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Step 7: Save the labels for future use

Remember that the merged labels that you save are separate from the original label that you configured in the label main document. It is a good idea to save the label main document itself if you plan to use it for another mail merge.

When you save the label main document, you also save its connection to the data file. The next time that you open the label main document, Word will prompt you to choose whether or not to merge the information from the data file into the label main document again.

• If you click Yes, the document opens with the information from the first record that was merged in.
• If you click No, Word breaks the connection between the label main document and the data file, reformats the label main document as a standard Word document, and replaces the fields with the unique information from the first record.

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See Also

• Define and use names in formulas

Excel > Saving and printing > Setup and options

Print comments

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If your worksheet contains comments, you can print them as they appear on the sheet or at the end of the sheet.

1. Click the worksheet that contains the comments that you want to print.
2. To print the comments in place on the worksheet, display them by doing one of the following:
   • To display an individual comment, click the cell that contains the comment, and then on the Review tab, in the Comments group, click Show/Hide Comment.

Tip  You can also right-click the cell and then click Show/Hide Comments on the shortcut menu.

• To display all comments, on the Review tab, in the Comments group, click Show All Comments.

Tip  You can move and resize any overlapping comments.

How to move or resize comments

1. Click the border of the comment box so that handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) appear:

2. Do one or both of the following:
   • To move the comment, drag the border of the comment box.
   • To change the size, drag the handles on the sides and corners of the comment box.
3. On the Page Layout tab, in the Page Setup group, click the dialog box launcher next to Page Setup.

4. On the Sheet tab, in the Comments box, click As displayed on sheet or At end of sheet.
5. Click Print.

Tip  To see how comments are printed, you can click Print Preview before you click Print.

See Also

• Annotate a worksheet by using comments