Using the Print Preview Window

Before you print a document, you can view it as it will look when you print it out.

Access the Print Preview window in two ways:

  • Select Print Preview from File > Print .
  • Click the Preview button from the Print dialog box.
Note: The Print Preview window is only available when you are printing a single document (a spreadsheet, graph, report, or a single page within a workbook). It is not possible to preview an entire workbook when you have selected it for printing. The way a document appears in the window depends on the resolution of your printer and the available fonts and colors. The status bar at the bottom of the window shows the current page number.

Under Margins are options to adjust the Left, Right, Top, and Bottom margins, as well as how far the header and footer prints from the edge of the page. You can modify the margin information in any of these fields by entering new measurements and clicking the Adjust button.

You can control whether the margins are measured in inches or centimeters. To measure in centimeters, select the Use metric measurements check box on the General tab of the Options dialog box. To measure in inches, clear the Use metric measurements check box (the default setting). Alternatively, to adjust the margins, drag the margin lines with the mouse (the mouse pointer changes into a double-headed arrow, or , see the above illustration).

The Header/Footer button accesses the header and footer information for the report.

Option Description
Print Displays the Print dialog box.
Next Page Views the next page of the active report in the Print Preview window.
Prev Page Views the previous page of the active report in the Print Preview window.
Two Page Gives a two-page view of the active report in the Print Preview window.
Margins Shows or hides the margin information at the right side of the Print Preview window.
Zoom In Magnifies the view of the active report.
Zoom Out Decrease the magnification of the view; you can zoom out to a full-page view.
Close Closes the Print Preview window and returns to an editable view of the active report.