Printing Spreadsheets

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Revision as of 12:55, 7 January 2008

In a Writer document, each page on screen is printed on one page of paper, but a Calc document can contain several sheets, and each sheet can be bigger than a sheet of paper. You may want also print only a part of the document or of a sheet. Thus, you have to set up the printing options.
To adjust some of these options and to see the output, you need to use the Page Preview.

Contents 1 Using the Page Preview 2 Setting the Page Breaks 3 Printing selected sheets 4 Printing only a Range of Cells 5 Centering a Table or a Chart on a Page 6 Setting the Page Scale 7 Limiting the Number of Pages to Print

Using the Page Preview

• Go to the File menu and choose Page Preview.
• In the window that opens, you can see the whole document by using the browsing buttons in the Page Preview toolbar.
• Click on the Format Page button, the Page Style: Default window opens.
• Click on the various tabs to access to some formatting options: orientation, borders, background, header, footer, scale, etc.
• Close the Page Preview by clicking on the Close Preview button.

Setting the Page Breaks

• Choose the View menu, then select Page Break Preview.
• Blue lines show the page breaks. You can move a blue line with the mouse to set the page break to a new position.
• To return to the usual display of the sheet, go to the View menu and click on Normal.

Printing selected sheets

• Select the sheets you want to print by clicking on their tabs while holding the Command key.
• Go to the File menu and click on Print…, or press Command-P.
• In the window that appears you can choose your printer and set up some options. Click Print.
• In the Printer Options window, check the Print only selected sheets box and click OK.
• You can set that option as the default option for all print jobs, by choosing NeoOffice, then Preferences…, NeoOffice Calc and Print.

Printing only a Range of Cells

Several methods are available:

1. Defining a print range
   • Select the range you want to print, e.g. a part of a table or a chart.
   • Go to the Format menu and choose Print Ranges, then Define.
   • To add other print ranges, select them, go to the Format menu and choose Print Ranges, then Add.

   You can also select the print range(s) in the Page Break Preview, then right-click or Ctrl-click on the selection and choose Define Print Range or Add Print Range in the contextual menu.

2. Select a part of the sheet
   • Select the range you want to print.
   • Go to the File menu and click on Print…, or press Command-P.
   • In the Printing Selection dialog which appears (after the Printer Options window), click on Selection.
3. Hiding the non printable cells
   • Select the rows and the columns to be hidden.
   • Right-click or Control-click on the headers of these rows or columns.
   • In the contextual menu, click on Hide.
   • To show again these rows and columns, select the whole sheet by pressing Command-A, and choose Format then Row or Column and Show.

In each case, the Page Preview allows you to verify that only the selected ranges will be printed.

Centering a Table or a Chart on a Page

• Select the table or the chart.
• Go to the Format menu, choose Page….
• Click on the Page tab.
• In the Layout settings, check Horizontal or Vertical (you can check both of them). A little preview area allows you to see the print output.
• Click OK.

Setting the Page Scale

If your sheet is small and you want it occupies a larger part of the page, use the following method :

• Go to the File menu and click on Preview.
• Click on the Format page button.
• In the window that opens, click on the Sheet tab.
• Increase the scaling percentage.
• Click OK.
• Repeat this step until you get the size you want.

Limiting the Number of Pages to Print

• Go to the Format menu, choose Page….
• In the Sheet tab, in the Scaling mode, choose Fit print range(s) to width/height, and set the width and height in pages in the appropriate fields, as you wish.
  • If your document contains many rows, set the Height in pages to a great value.
• Click OK.