One way to control the amount of data to print on each page is to use page breaks. If you don’t know how to break down spreadsheets for printing, you are not alone.
Following any one of the five methods below will help you split your spreadsheet.
5 Methods of inserting page breaks in Microsoft Excel:
- Inserting page breaks along the rows
- Inserting page breaks along the columns
- Resetting all page breaks
- Removing page breaks
- Moving page breaks
Method #1: Inserting a Page Break along the Rows
If you have many rows in your spreadsheet and want to ensure they are printed exactly how you want them, then apply this method.
Step #1: Select the first row
Select the first row you want on the next page by clicking on its number to the extreme left.
Step #2: Insert a page break
From the main menu bar, select the Page Layout tab.
From the ribbon that appears, select the icon ‘Breaks’.
When you click on it, a drop-down menu will appear.
Select Insert Page Break.
You will now see a thick line just above the selected row.
Step #3: Preview the pages
To test and see how your printed pages will look, click File in the main menu bar.
Next, click on Print.
You will see the first page of the worksheet.
Click the arrows below your print preview, to see the other pages.
Or
Select View from the main menu bar.
From the new ribbon select the Page Break Preview icon.
Your spreadsheet will now reflect a new layout, which will be the way the pages will print.
Note: The page will break at the top when you insert a page break along the rows.
Method #2: Inserting a Page Break along the Columns
If you have many columns in your spreadsheet and want to ensure they are printed exactly how you want them, then apply this method.
Step #1: Select the first column
Select the first column you want to appear on the next page.
Step #2: Insert a page break
From the main menu bar, select the Page Layout tab.
From the ribbon that appears, select the icon ‘Breaks’.
When you click on it, a drop-down menu will appear.
Select Insert Page Break.
You will get a thick line on the left side of the selected column.
Step #3: Preview the pages
To test and see how your printed pages will look, click File in the main menu bar.
Next, click on Print.
You will see the first page of the worksheet.
Click the arrows below your print preview, to see the other pages.
Or
Select View from the main menu bar.
From the new ribbon select the Page Break Preview icon.
Your spreadsheet will now reflect a new layout, which will be the way the pages will print.
Note: The page will break to the left when you insert a page break along the columns.
Method #3: Resetting All Page Breaks
On occasion, you may find you have messed up all your page breaks. Do not panic. Following the steps below will help you remove all the page breaks in a few clicks.
Step #1: Click ‘Page Layout’
From the main menu bar, select the Page Layout tab.
Step #2: Select ‘Reset All Page Breaks’
From the ribbon that appears, select the icon ‘Breaks’.
When you click on it, a drop-down menu will appear.
Select Reset All Page Breaks.
Method #4: Removing Page Breaks
If you have made a mistake with one page break and do not want to reset everything – here is how to remove one page break.
Step #1: Remove a page break
Select the page break you want to remove, by selecting the column or row just after this page break.
From the main menu bar, select the Page Layout tab.
From the ribbon that appears, select the icon ‘Breaks’.
Select ‘Remove Page Break.’
Depending on which row or column you selected, that break will now disappear.
Method #5: Moving Page breaks
When you have a large spreadsheet and you want to be very specific regarding what is printed on each page, you can have full control of the breaks by moving them around.
Step #1: Select ‘Page Break Preview’
Select View from the main menu bar.
From the new ribbon select the ‘Page Break Preview’ icon.
Your spreadsheet will now be clearly depicted with page number watermarks, as well as thick blue lines, to indicate how the sheet will be printed.
Step #2: Move the Page break
Select and hold the page break you want to move by clicking on it with you mouse, and holding the button in.
Drag the line (cursor/mouse) it in the direction you want.
This will let you move the Page Break in any direction.
Release the mouse button/cursor/ blue line once it is in the right position.
Conclusion
Besides these valuable guides, there are other ways to limit the amount of data displayed and printed on a page.
For example, you can change the page orientation or margins. However, inserting page breaks gives the best results.
You can control the information on each page with page breaks exactly how you want them.