Excel Tutorial: How To Print Excel Document With Lines

Introduction


Printing an Excel document with lines is a common requirement for many users. Whether you are preparing a report, financial statement, or any other document, it is essential to maintain the clarity and structure of the data when printing. One important step in this process is to remove any blank rows before printing, as these can disrupt the flow of the document and waste valuable space on the page.


Key Takeaways


  • Removing blank rows before printing is essential to maintain the clarity and structure of the data.
  • Adjusting the page layout and setting print options are crucial steps in preparing an Excel document for printing.
  • Previewing the document before printing and checking the printed document afterwards can help ensure the lines are visible and the content is properly aligned.
  • Practicing these steps will help users become familiar with the process and produce well-formatted printed documents for professional purposes.
  • A well-formatted printed document can have a positive impact on professional presentation and communication.


Step 1: Remove Blank Rows


To begin with, it's important to clean up the Excel document by removing any blank rows. This will ensure that the printed document looks neat and organized.

A. Open the Excel document


  • Launch Microsoft Excel on your computer and open the document that you want to print.

B. Select the rows with blank cells


  • Scroll through the document and identify the rows that contain blank cells. Click and drag to select these rows.

C. Right click and choose "Delete" to remove the blank rows


  • Once the blank rows are selected, right-click on the selection and choose the "Delete" option from the context menu. This will remove the blank rows from the document.

By following these simple steps, you can ensure that the Excel document is free of any unnecessary blank rows, making it ready for printing with lines.


Step 2: Adjust Page Layout


Once you have defined the print area in your Excel document, the next step is to adjust the page layout to ensure that the printed document meets your requirements.

A. Click on the "Page Layout" tab

First, click on the "Page Layout" tab at the top of the Excel window. This tab contains various options for customizing the layout and appearance of your document.

B. Select "Print Area" and choose "Set Print Area" to define the area to be printed

After clicking on the "Page Layout" tab, select the "Print Area" option. From the drop-down menu, choose "Set Print Area" to define the specific area of the document that you want to print. This will ensure that only the necessary content is included in the printed document.

C. Adjust margins, orientation, and size as needed

After defining the print area, you can further customize the page layout by adjusting the margins, orientation, and size. Click on the "Margins" option to choose from preset margin settings or customize your own. You can also select the orientation of the document (portrait or landscape) and adjust the size to fit the content within the printed page.


Step 3: Set Print Options


After you have selected the desired print area and adjusted your page layout, it's time to set the print options for your Excel document.

A. Go to "File" and choose "Print"

Once you have finished formatting your document, go to the "File" tab in the top left corner of the Excel window. From the drop-down menu, select "Print" to open the print options.

B. Select the desired printer

From the print options menu, you can choose the printer you wish to use for printing your Excel document. Make sure that the printer you select is connected and ready to print.

C. Click on "Print Selection" and choose "Print Active Sheets" to only print the selected area

If you only want to print the selected area of your Excel document, click on the "Print Selection" option. This will allow you to print only the specific cells or range that you have highlighted. If you want to print only the active sheets in your workbook, choose the "Print Active Sheets" option.


Step 4: Preview and Print


After formatting your document with gridlines, it's important to preview and print the document to ensure that the lines are visible and that the document is correctly formatted.

A. Click on "Print Preview" to see how the document will look when printed

Before sending your document to the printer, it's a good idea to preview it first. To do this, click on the "File" tab and then select "Print" from the left-hand menu. This will show you a preview of how the document will look when printed.

B. Ensure that the lines are visible and that the document is correctly formatted


While in the print preview, take a close look at the document to ensure that the gridlines are visible and that the overall formatting looks correct. If you notice any issues, go back to the original document and make the necessary adjustments before proceeding to print.

C. Click "Print" to print the document


Once you are satisfied with how the document looks in the print preview, click on the "Print" button to send the document to the printer. Make sure that the correct printer is selected and that any additional print settings (such as number of copies or double-sided printing) are configured according to your preferences.


Step 5: Check the Printed Document


Once you have successfully printed your excel document with lines, it’s important to review the printed document to ensure that the lines are visible and the content is properly aligned. This step allows you to make any necessary adjustments and reprint if needed.

A. Review the printed document to ensure that the lines are visible and the content is properly aligned
  • Examine the printed document carefully to ensure that the gridlines or borders are clearly visible. This is especially important if you have used these lines to enhance the readability of your data.

  • Check that the content of the document, including text and numbers, is properly aligned within the cells. Misalignment can make the document difficult to read and understand.

  • Verify that any custom formatting or styling, such as cell colors or fonts, has been accurately reproduced in the printed version.


B. Make any necessary adjustments and reprint if needed
  • If you find that the lines are not clearly visible or the content is not properly aligned, return to your excel document to make the necessary adjustments.

  • Consider adjusting the page layout, print settings, or formatting options to improve the appearance of the printed document.

  • If the issues cannot be resolved through adjustments, it may be necessary to reprint the document to ensure a professional and polished result.



Conclusion


Following these steps to print an Excel document with lines is crucial for maintaining a professional and organized appearance for your work. By practicing these steps, you can become familiar with the process and ensure that your documents are consistently well-formatted. The impact of a well-formatted printed document cannot be understated, especially for professional purposes where presentation is key. Take the time to master this skill and elevate the quality of your printed Excel documents.

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