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ExcelIntermediate~30 min practiceLesson 27 of 34

Prepare a workbook for print and PDF

Set the print area and inspect the PDF the recipient will read.

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In this lesson

Choose paper and scaling settings, export the report and check every record in the output.

Example

An asset report that fits on a readable page

Enter Code, Item, Location and Quantity in A1:D5: K01 Keyboard West 8, M01 Monitor East 5, D01 Dock North 3 and H01 Headset West 12. Add total quantity 28 below the list and a note identifying it as practice data.

How it works

A worksheet and a printed page have different limits. Print Preview shows whether the columns fit, the text is readable and the print area includes only the report.

The PDF is a fixed report; the workbook remains the editable source. Record the export date and any filters so the recipient can understand which rows the PDF contains.

Steps

  1. Enter the assets and total, then adjust widths so names and locations are readable. Clear filters for an all-assets report, or label the subset you intend to print.

  2. On desktop, select the report and note and choose Page Layout > Print Area > Set Print Area. In web Excel, use the available selection or sheet print options.

  3. Choose Letter or A4 and the orientation that fits the columns. Note the paper size so another reader can reproduce the layout.

  4. Use a fit-to-width setting that keeps text readable. Open Print Preview and inspect margins, text size and page count; avoid forcing a long report onto one page.

  5. For a desktop multipage test, use Print Titles to repeat the header row. Add temporary rows on a copy until there is a second page and check that its headers appear.

  6. Export or print to PDF and open the file. Check the first and last assets, total 28, data note, line breaks and any blank pages.

  7. Keep the XLSX alongside the PDF and add a short note with the report scope and export date. Check source accessibility and retain a readable table alternative for readers who need it.

Try it yourself

  1. Add Stand quantity 2 at the North location and update the total to include it. Export a second revision and verify that the final record and revised total appear in the PDF.
  2. Compare A4 and Letter previews without changing the source data. Record whether page count or clipping changes, and choose one supported layout for the final training deliverable.
Show expected result
  • The original all-assets report shows all four records and quantity 28; no hidden filter should make the output look like a complete list when it is only a subset.
  • The revised report includes Stand and total quantity 30. Its PDF is opened and visually checked, while the editable workbook remains available separately.

If something goes wrong

Print Preview contains many blank pages.
Inspect the print area and far-away formatted or occupied cells. Reset the print area to the intended report without deleting other workbook content.
The PDF text is too small.
Relax Fit to one page, reduce unnecessary widths or allow more pages. Reopen the PDF at a normal reading size before sending it.

Quick check

Try these questions after the exercise. Check the result in your app before marking the lesson complete.

1. What should be checked after PDF export?
2. What is the total after adding two stands?
3. Which source should remain editable?

Choose an answer for all 3 questions to check your understanding.

Optional: try it with Copilot

If you have Copilot, try this after the exercise. Keep the original file and compare its suggestions with your own result.

Review my print settings for this report: scope, Letter or A4, scaling and repeated headers. Give me a short checklist for inspecting the exported PDF.

More from Microsoft

These Microsoft guides cover the tools used in this lesson.

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