5/27/2016

Microsoft Excel 2016 Tutorial | Page Break Preview & Scale To Fit

Hello everyone, and welcome again
to our channel, “The Teacher”. In our previous video, which was about Page
Setup and Print Previewing in Excel, we had learned about, that how you can
manually configure Page Settings to adjust contents between the pages. As I had
said in the last video that, our next video will be about, how to use Page
Break Preview and Scale to Fit options. So, in this video, which is basically
covering the same concept as the previous video, we will first talk about using
Page Break Preview option.
When working with larger sheets,
you might consider seeing the Print Preview first, before you actually print
your worksheet, and that you can do from File Menu’s Print option, or you can
also press Control+F2 key to instantly see a preview.
But what happened is, when the
contents are not getting fit, especially when you want all the columns heading
to be printed on a single sheet, you have to manually adjust various page and
print settings, and during this you need to see the Print Preview again and
again, to check if the contents have been fitted or not.
So if you are thinking of a quick
possible solution to this, then you have the Page Break Preview option at the
lower right hand corner of your Status Bar. This option gives you an instant
preview right into your worksheet, and will give you a quick glimpse that what
will happen, if you just go and print this worksheet. As I scroll through this
worksheet, you can see watermarked page numbers over each page, explaining
which contents will be printed on what number of page. So it will not be a good
idea to print this worksheet right away, as certain columns are not getting fit
according to Page Layout that I want for my worksheet, and unnecessarily this worksheet
is expanding over to 8 pages.
In Page Break view, you can see
that your worksheet has been divided into two section, one with the dotted blue
line, and the other with a solid blue line. In Excel Terms, the dotted blue
line refers to the Scaling, and the solid blue line refers to Print Area, and
if you don’t have any idea about those terms, then I will explain them to you
in a minute.
Let’s first see, what these lines
does and how they may help you? Let’s say in a particular scenario, you might
not want to print a few columns in this worksheet. One approach for this is to,
Hide those columns that you don’t wish to print, simply by right-clicking on
column heading, and then click Hide from the context menu. The second approach
is to adjust the solid blue line to set the Print area. For instance, if I
don’t want to print the last Ship Date column, I can just drag and drop the
solid blue line before this column. That’s it, and this column will no longer
be available in printing.
As I said earlier, what the solid
blue line will does, it will set the Print Area of your worksheet, and if you
are interested in knowing that how Excel does this, then you can open the Page
Setup dialog box, and then click the Sheet tab. Here under the Print Area, you
can see a range of columns that will be printed. Before moving that solid blue
line, there was no value in this section. Let’s undo it for a second, and see
it again. So you can notice that when you move the solid blue line to remove
the last columns from the worksheet for printing purposes, Excel actually
adjust the Print Area in the background. But this option is best only for the
last columns while using Page Break Preview, but if you do not want to print a
column from the center of the worksheet, let’s say the Ship Mode column, then
you can go and hide that particular column. So, adjusting the solid blue line
is an easiest method to adjust the last columns of the worksheet for printing
purpose.
Now, let’s talk about the dotted
blue line. As you can see that, still two columns are not getting fit over the
first page, which I want, and the Margins, Orientation, and Paper Size all are
fine. So what I can do here is, I can move this dotted blue and can extended it
over these columns. If I scroll over the worksheet now, then you can see that,
the total number pages now have reduced to 4 from 8, because all the headings
are properly fitted over a single page.
It is extremely important for you
to know that how Excel actually does this? Let’s undo this for a second, and
move the Page Layout tab again. Here do note down the current Scaling percent
under Scale to Fit. So as I move the dotted blue line over these two columns,
you can immediately notice that the scale percent is reduced to 84 percent. So
what the Scale actually does is, it reduces the font size and adjust the column
widths automatically to fit the contents to the worksheet. Do note that, it is
not the same, like if you do this for yourself. Like, if you select the entire
worksheet and then reduce the font size, then you have to manually adjust the
column widths, or you will require to use the Auto Fit Column Width command
from the Cells section of Home tab, and you have to repeat this until
everything fit nicely. Whereas, the Scaling does this for you automatically,
without requiring you run any additional command. Let’s undo all this, and move
back where we were before. So, if you want to quickly adjust the contents over
the page, then you can either adjust the dotted blue line, or you can also go
and can adjust the Scale manually for yourself.
As I said earlier, when the Scale
is reduced, it ultimately reduces the content size, so you must be aware that
how much scale size will be fine, so that after the print out the contents may
not look distorted, and you can have a little idea about this through the Print
Preview.
You can also ask Excel to adjust
the Scale automatically, by telling Excel to fit the contents over one page
according to Width, by setting 1 Page from the Width section. If there are a
fewer columns to adjust, then you can go with this option. You can also do the
same for the page height as well. Like, a fewer rows are extending over to 4th
page. So either can move the dotted blue line manually, or can tell Excel to
adjust the contents over 3 pages from the Height section.


So this is how you can fit
contents over the pages, either manually or using Print Area and Scaling
options. I hope you may found this video useful. Let us know by leaving your
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upcoming videos. Thanks for watching, and we will meet in our next video. Bye
and take care!