Excel - Columns and Rows as Print Borders
Recently, I had a client ask me how she can print a report from Excel without having to print the full spreadsheet. Excel contains many tricks to accommodate printing - one of the best is the ability to specify the rows or columns as borders that print on every page, no matter what data you picked. It’s similar to using Splitting or Freezing frames in your view.
Let me show you what I mean graphically; say you have this sheet – but only want to print the area I have bordered …
If you printed this sheet normally you’d get all data or if you tried to specify just that data to print you wouldn’t see the left column that denotes the Month or possibly the header rows that give the titles.
To solve this you want to set up the page so that you choose the rows and columns to print on any page and then specify the data to print.
Let’s get started:
- Identify the data to print as well as the rows and columns you want to see.
- Click on Page Layout tab and choose Print Titles, this will bring up the Page Setup Window (you might recognize this window from Page Setup in earlier Excel versions) – see the window below.
- Where it says “Rows to repeat at top” click on the print icon – it will put you back into the worksheet where you can now highlight the rows to repeat. You will see that Excel puts a dollar sign ($) in front of the row (numbers) and column (letters). The $ tells Excel that this entry is an absolute reference – meaning that no matter where the data moves the cell references will not change.
- Do the same thing as above for the “Columns to repeat at left”.
- Now highlight the data that you want to print (but don’t choose the rows or columns of the borders you’ve already identified).
- Go to the MS Icon in the upper left corner, click on it and choose Print and then Print again (Note – Print Preview does not recognize the area you have highlighted so you will not be able to see the true results until you print).
- In the Print window go to Print What” and select “selection”. This tells Excel only to print what you have chosen surrounded by the borders you set up – see the final results below.
There are many ways to control your printing, this is just one of the ways. If you have questions or a MS Office project contact me at firstname.lastname@example.org I have years of experience and can help you.
Copying Web Page Content
Some times you need to copy content from a web page – whether it is text, links, graphics or other content. Have you done this and discovered when you put it into a program like Word you get a lot of stuff you didn’t want? Or have you had the need to print out only one part of an article? Then read on for some hints and information.
Text – put your cursor at the beginning or end of the desired text and drag your mouse till you get it all. NOTE: if there are several columns of data on the web page keep your cursor within the column you are seeking – otherwise you will get text from the next column and can create confusion.
Select the whole page – put your cursor any where on the page and click Ctrl-A to highlight the whole page. NOTE: this will highlight all text (and it’s formatting), graphics, form, or search boxes, advertising, and some design elements.
Graphics/Photos – to capture right click on the item you want and choose copy or save.
URL Links – either highlight the click itself or right click to choose copy link location.
(I am going to use Word as my sample of where to paste, but you can do this with email, Excel, PowerPoint or other programs.)
Paste (Ctrl-V ) – what ever you copied will be pasted into your document. This includes the text (and formatting), graphics, form boxes, and links. Be careful using this Paste option – because the form boxes and text formatting can create havoc in your document (if you don’t believe me tried it!). See the example below from the top of this web page – the upper part of the example is how a Paste would look in Word (see the table structures and graphics).
Paste Special – you can reach Paste Special in Word (and most other MS programs) from the home menu ribbon or by right clicking and choosing Paste Special. Depending on what you have copied you will be presented with a variety of options - here are a few you are most likely to see (the bottom part of the example above shows how using Unformatted Text will affect the paste):
- HTML Format – pastes in the content as it would look on a web page. This includes URL links, table structures, graphics, etc.
- Unformatted Text – just the text – no formatting or graphics
- Unformatted Unicode Text – just the text – same as above
I used these methods the other day to copy off biographies with pictures I was editing for a client’s web site. You could use this if you want to print just a part of an article (copy and paste only the part of the article in Word and print it)or are copying a graphic into a presentation. Try this out for yourself and if you need help with a web or marketing project contact me at email@example.com.
You Have To Laugh
Funny Video: White Elephant Origami - https://www.youtube.com/watch?v=vYrQ2j0Z8h8&feature=youtu.be