Definition
Print Preview in Excel is a feature that allows you to view how your document will look when it is printed. This includes page layout, cell divisions, and the overall appearance. It helps prevent printing mistakes, conserve paper, and ensure the data is presented in the intended format.
Key Takeaways
- The Print Preview feature in Excel allows users to view their spreadsheet as it will look when printed. This can help to avoid any unwanted surprises or errors before actually committing the file to print.
- Within Print Preview, users can adjust settings such as the page orientation, margins, and paper size. It also provides options to set print areas, enabling users to selectively print sections of the spreadsheet instead of the entire document.
- Print Preview is not only useful for printing physical copies, but also indispensable when saving Excel files as PDFs. Through checking in Print Preview, users can ensure that the PDF will appear exactly as they intend.
Importance
The finance term “Print Preview” in Excel is important as it allows users to view exactly how their financial data and reports will appear on a printed page.
This feature is critical for financial professionals who need to print audit trails, financial reports, invoices, ledgers, and other crucial documents.
By utilizing the “Print Preview” function, users can confirm that formatting, charts, images, and text locations are correctly aligned prior to printing, ensuring a professionally presented hard copy.
This not only saves time and resources by preventing misprints but also helps to maintain the accuracy and comprehensibility of financial data.
It’s an indispensable tool for producing clear, precise, and presentable finance reports.
Explanation
Print Preview in Excel is a feature providing a foresight into how the spreadsheet will appear when it is printed. It is an essential tool for users who need to print their spreadsheets and desire to see how the columns, rows, grids, headers and footers, and other elements align on each printed page.
By using print preview, users are able to observe the layout and adjust settings if necessary before printing, ensuring that all relevant data are appropriately included, and aligning the scales, margins, and orientations to their preference. The purpose of the Print Preview in Excel is to enable users to customize how their data will be presented on paper and to avoid wastage of resources due to incorrect printouts.
It helps to optimize the consumption of paper by predicting the number of pages required for a printout, and allows users to visually analyze whether the printout will adequately serve its intended purpose. For instance, if a report presented to management needs to be in portrait format, or a graph needs to be sized correctly to be clear and readable, the Print Preview function in Excel becomes an indispensable tool.
Users can experiment with different configurations before committing to a physical print, thereby maintaining the quality of output and saving resources.
Examples of Print Preview in Excel
“Print Preview” in Excel is not a finance term, rather it is a feature within Microsoft Excel program that allows users to view how a document will look before it is physically printed. It is highly useful in finance-related works to ensure data correctness and presentation. Here are three real-world examples of using it:
Financial Budget Report: Before presenting a large financial budget report in a meeting, an accountant can use the Print Preview function in Excel to ensure that all rows, columns, and data are aligned correctly. This can save from potential headaches of having to explain misprinted or awkwardly presented information during the meeting.
Invoice Generation: A small business owner processing numerous invoices can use Print Preview to ensure that outputted invoices (customer name, address, ordered items, and total cost etc) are appearing correctly on the page and match the standard format before printing or sending them to the customers.
Financial Forecasting: Financial analysts typically use complex Excel models to project future earnings and profits. By using Print Preview, they can ensure that their spreadsheets—which often include various charts, graphs, and tables—are formatted correctly, that pages are properly separated, and that all necessary data is visible and readable before presenting it to management or clients.
Frequently Asked Questions about Print Preview in Excel
What is Print Preview in Excel?
Print Preview in Excel is a feature that allows you to see what your document will look like before you send it to the printer. This can be helpful to ensure that your document is formatted correctly and will print as expected.
How do I use Print Preview in Excel?
To use Print Preview in Excel, go to the File tab, click on Print, and then you will see the Print Preview of your document. You can also press Ctrl + P on your keyboard to quickly access the Print dialog box.
Can I adjust settings in Print Preview in Excel?
Yes, while in the Print Preview screen, you can adjust settings such as margins, orientation, size, and more to modify how your document will print.
Why can’t I see Print Preview in Excel?
If you can’t see Print Preview in Excel, it may be because your workbook is in Protected View. To disable Protected View, go to File > Options > Trust Center > Trust Center Settings > Protected View, and uncheck all the options.
Can I print directly from Print Preview in Excel?
Yes, you can print directly from Print Preview in Excel. After checking your document in the Print Preview screen, you can click on “Print” to start printing your document.
Related Entrepreneurship Terms
- Spreadsheet Formatting in Excel
- Page Layout View in Excel
- Page Break Preview in Excel
- Excel Print Settings
- Scaling Options in Excel
Sources for More Information
- Microsoft Support: The official site for Microsoft products. You can find useful articles and how-to guides about Excel, including Print Preview.
- Excel Easy: A free tutorial site for Excel beginners. It offers handy tips for Excel including how to utilize Print Preview.
- GCFLearnFree.org: This platform provides free lessons about technology, including Microsoft Excel. They have topics on using Print Preview in Excel.
- ExcelTip.com: A specialist site for Excel users with tips, tricks, and tutorials, covering Print Preview and much more.
