Lesson 11 Page Layout

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Excel 2013Page Layout

Introduction

Many of the commands you'll use to prepare your workbookfor printing and PDF export can be found on thePageLayouttab. These commands let you control the way yourcontent will appear on a printed page, including the pageorientation, margin size, and more. Other page layoutoptions, such as printtitlesand pagebreaks, can helpmake your workbook easier to read.

Page Layout View

Before you start modifying a workbook's page layout, you may want to view the workbook inPage Layout view,which can help you visualize your changes.

l To access Page Layout view, locate and select the Page Layout viewcommand in the lower-right cornerof your workbook.

Page Orientation

Excel offers two page orientation options:landscapeand portrait. Landscape orients the page horizontally,while Portraitorients the page vertically. Portrait is especially helpful for worksheets with a lot of rows, whileLandscape is best for worksheets with a lot of columns. In the example below, Portrait orientation works bestbecause the worksheet includes more rows than columns.

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Video: Page Layout

Watch the video (4:02). Need help?

Selecting Page Layout view

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To Change Page Orientation:

1. Click thePage Layouttab on the Ribbon.

2. Select the Orientationcommand and then choose either Portraitor Landscapefrom the drop-down menu.

Portrait and Landscape orientation



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3. The page orientation of the workbook will be changed.

To Format Page Margins:

A marginis the space between your content and the edge of the page. By default, every workbook's margins areset to Normal, a one-inch space between the content and each edge of the page. Sometimes, you may need toadjust the margins to make your data fit more comfortably on the page. Excel includes a wide variety ofpre-defined margin sizes.

1. Click thePage Layouttab on the Ribbonand then select the Marginscommand.

2. Select the desired margin sizefrom the drop-down menu. In our example, we'll select Narrowto fit more ofour content on the page.

Choosing a page orientation



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3. The margins will be changed to the selected size.

To Use Custom Margins:

Excel also allows you to customize the size of your margins in the Page Setupdialog box.

1. From the Page Layouttab, click Margins. Select Custom Margins... from the drop-down menu.

Choosing a pre-defined margin size



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2. The Page Setupdialog box will appear.

3. Adjust the values for each margin and click OK.

Selecting Custom Margins...



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4. The margins of the workbook will be changed.

To Include Print Titles:

If your worksheet uses titleheadings, it's important to include those headings on every page of your printedworksheet. It would be extremely difficult to read a printed workbook if the title headings appeared only on thefirst page. The Print Titlescommand allows you to select specific rows and columns to appear on each page.

1. Click the Page Layouttab on the Ribbon, then select the Print Titlescommand.

Setting custom page margins

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Clicking the Print Titles command



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2. The Page Setupdialog box will appear. From here, you can choose rowsor columnsto repeat on eachpage. In our example, we'll repeat a row.

3. Click theCollapse Dialog button next to the Rows to repeat at top:field.

4. The cursor will become a small selection arrow and the Page Setupdialog box will be collapsed. Selectthe row(s)you want to repeat at the top of each printed page. In our example, we'll select row 1.

5. Row 1 will be added to the Rows to repeat at top:field. Click the Collapse Dialog button again.

Clicking the Collapse Dialog Button

Selecting row 1



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6. The Page Setupdialog box will expand. Click OK. Row 1 will be printed at the top of every page.

To Insert a Page Break:

If you need to print different parts of your workbook across separate pages, you can insert a page break. Thereare two types of page breaks: verticaland horizontal. Vertical page breaks separate columns, while horizontalpage breaks separate rows. In our example, we'll insert a horizontal page break.

1. Locate and select the Page Break viewcommand. The worksheet will appear in Page Break view.

2. Select the rowabove where you want the page break to appear. For example, if you want to insert a page

Clicking the Collapse Dialog button

Clicking OK

Selecting Page Break View



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break between rows 28 and 29, select row 29.

3. Click the Page Layouttab on the Ribbon, select the Breakscommand and then click Insert Page Break.

4. The page break will be inserted, represented by a dark blue line.

Selecting a row

Inserting a page break



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When viewing your workbook in Normal view, inserted page breaks are represented by a solid gray line, whileautomatic page breaks are represented by adashed line.

To Insert Headers & Footers:

The inserted page break

Viewing inserted and automatic page breaks in Normal view

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You can make your workbook easier to read and look more professional by including Headers & Footers. Theheaderis a section of the workbook that appears in the top margin, while the footerappears in the bottommargin. Headers and footers generally contain information such as page number, date, and workbook name.

1. Locate and select the Page Layout viewcommand. The worksheet will appear in Page Layout view.

2. Select the desired headeror footeryou wish to modify. In our example, we'll modify the footerat thebottom of the page.

3. The Header & Footer Toolstab will appear on the Ribbon. From here, you can access commands thatwill automatically include page numbers, date, workbook name, and more. In our example, we'll add pagenumbers.

Selecting Page Layout View

Selecting a footer to modify

Adding page numbers from the Header & Footer Tools tab



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4. The footer will change to include page numbers automatically.

Excel uses the same tools as Microsoft Word to modify headers and footers. Check out our lesson onHeaders, Footers and Page Numbersfrom our Word 2013tutorial to learn more.

Challenge!

The newly added footer

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1. Open an existing Excel workbook. If you want, you can use the Lesson 11Practice Workbook.

2. Change thepage orientationto Landscape.

3. Try modifying the marginsof a worksheet.

4. Try using the Print Titlescommand to include a row or column on every page ofyour workbook. If you are using the example, use the Print Titles command tomake row 1 of the Scheduleworksheet appear at the top of every page

5. Insert a pagebreak. If you are using the example, insert a page break betweenrows 19 and 20 on the Scheduleworksheet.

6. Navigate to Page Layout viewand insert a headeror footer.


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Lesson 11 Page Layout