OpenOffice.org 2, Firefox, and Thunderbird for Windows All in One [Electronic resources]

Greg Perry, M. T. Cozzola, Jennifer Fulton

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47. Print a Spreadsheet

40 Create a New Spreadsheet

41 Open an Existing Spreadsheet

62 Set Up Calc Page Formatting

Once you're done creating your spreadsheet, you'll want to print it to paper. Calc supports the standard printing options that most Windows programs support. If your document has color charts and you have a color printer, the charts will print just fine. Otherwise, the charts will print in shades of black and gray (and still look fine!).36 Save a Document as a PDF File for more information about PDF files.

47. Print a Spreadsheet

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Before you print, consider looking at the

Page Style dialog box by selecting

Format, Page and then clicking the

Sheet tab. From the

Sheet page, you can specify whether you want to print using any of the following options:

  • Top to bottom, then right Prints the sheet down one column at a time.

  • Left to right, then down Prints the sheet across one row at a time.

  • Spreadsheet elements Requests the printing of any or all of the following: column and row headers, the sheet's grid, notes, graphics, charts, formulas (instead of their results), and zero values (instead of blanks).

  • Scaling Use this option to reduce the size of the printout to fit on one page (if the sheet is small enough) and to specify exactly how many pages you want Calc to attempt to print the sheet to. The scaling options often enable you to squeeze a sheet that's larger than a single page onto one printed page.

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If your sheet produces errors, you might want to print it with the formulas showing so you can more easily locate the problem in the sheet.

1.

Request a Page Preview

Select the

Page Preview option from the

File menu. Calc shows you the current sheet. A

Page Preview toolbar opens, offering one-click access to common previewing tasks such as zooming in or out, viewing the

Page Style dialog box, and closing this view. If you want to print a different sheet, you need to click that sheet name before selecting

File, Page Preview . It's easy to forget that a spreadsheet can have multiple sheets. When one does, you'll preview (and print) each sheet individually.

2.

Review a Sample of the Printed Document

Look over the preview of the sheet to see if it appears to be properly formatted. Click the

Zoom In or

Zoom Out button to increase or decrease the preview.

3.

Close the Preview

Once you've previewed what your sheet will look like printed, click the

Close Preview button on the Page Preview toolbar. If you need to make further edits to your sheet, do so now.

4.

Prepare to Print

Once you're satisfied that the sheet is ready to print, select the

Print option from the

File menu. The

Print dialog box appears.

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To print immediately, click the

Print button on the

Standard toolbar. Calc does not open the

Print dialog box but instead prints the document immediately using the current default print settings.

5.

Select a Printer

Select the printer you want to print to using the

Name drop-down list.

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If you have a fax modem, you can select your fax from the

Name list to send your document to a fax recipient.

6.

Adjust the Properties

If you want to adjust any printer settings, click the

Properties button. The dialog box that appears when you click

Properties varies from printer to printer. Close the printer's

Properties dialog box once you've made any needed changes.

7.

Determine What to Print

Click to select either

All or

Pages to designate that you want to print the entire sheet or only a portion of it. If you clicked

Pages , type the page number or a range of page numbers (such as

2-5 or

1-10, 15-25 ) that you want to print.

8.

Determine the Number of Copies to Print

Click the arrow button next to the

Number of Copies option to determine how many copies you want to print.

9.

Adjust the Print Options

Click the

Options button to display the

Printer Options dialog box. From the

Printer Options dialog box, you can adjust several print settings, such as whether you want graphics, tables, and drawings printed or omitted from the printed sheet.

NOTE

Although it's called the

Printer Options dialog box, this dialog box is not printer specific but rather controls the way your document appears when printed. If, for instance, you want to print for a binder, you can click to select the

Left pages and

Right pages options to leave an extra middle margin on every other printed page.

Click the

OK button to close the

Printer Options dialog box.

10.

Start Printing

Once you've determined how many pages and copies to print, click the

OK button to print your sheet and close the

Print dialog box.