How to Print from Excel in Office 2011 for Mac

3 of 5 in Series: The Essentials of Printing Documents, Spreadsheets, and Presentations in Office 2011 for Mac

Before you can print your Excel 2011 for Mac spreadsheet, you need to be familiar with Excel's print options. Head to the Print group on the Layout tab of the Office 2011 for Mac Ribbon, and you'll find the printing tools you'll use most often when printing from Excel 2011 for Mac:

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  • Preview: Displays a preview of your document in the Mac OS X Preview application. Adobe Reader or Adobe Acrobat may intercept this action.

  • Repeat Titles: Displays the Sheet tab of the Page Setup dialog.

  • Gridlines: Selecting this check box prints all the lines between the rows and columns.

  • Headings: Prints row numbers and column letters.

  • Fit To: You can shrink the width and height of the printed output separately so that the content fits in a few less pages.

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You have several ways to adjust the way you print Excel files on the Sheet tab of the Page Setup dialog, accessed by clicking the Repeat Titles button:

  • Rows to Repeat at Top: If you want the first row (probably composed of column headings) to repeat on each printed page, use this setting.

  • Columns to Repeat at Left: This option is like setting a row to print, except you click a column instead.

  • Print Area: Type in a range, name of a table, PivotTable, query table, or some other named object. Separate multiple ranges or objects with commas. Each object or range prints on a new sheet of paper.

  • Black and White: Prints in black and white. You will choose this option if you have some colored areas in the worksheet that you want to print as black and white.

  • Draft Quality: Prints to a lower fidelity, draft output.

  • Comments: The Comments pop-up menu lets you choose from these options:

    • None: Don't include comments.

    • At End of Sheet: Show all comments at the end of the printed sheet.

    • As Displayed on Sheet: Show comments as they appear on the worksheet.

  • Page Order: You get two options within this area:

    • Down, Then Over: Prints pages from your worksheet, from top to bottom leftwards, and then the same way from top to bottom subsequently. Think about printing pages as in a flipped N.

    • Over, Then Down: Prints pages from your worksheet, from left to right topwards, and then the same way from the left to right subsequently. Think of printing pages in a sequence as in a Z.

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