There are situations when you need to print your Excel worksheets. You can always do this as the print feature is always available in MS Excel.
The problem most likely that you will encounter is on how do you configure the number of pages. MS Excel can help you achieve this by applying page breaks.
With this feature, you can set the number of pages you want printed before printing your worksheet.
- An example of a worksheet with page breaks
There are two ways on how you can insert page breaks in your worksheet.
2 Ways to Insert Page Breaks in MS Excel
- Inserting a page break using the Page Layout tab
- Inserting a page break using the Right-click context menu
There are two types of page breaks—vertical and horizontal. This article will guide you on how you can insert them to your worksheets using the methods specified above. Before learning the steps, it is important to understand the difference between these two types. The vertical page break divides your worksheet into vertical sections. In contrast, the horizontal page break divides your worksheet into horizontal sections.
The number of sections created by these breaks will be the number of pages when you print your worksheet. Now, it’s time for you to learn how to insert them.
Let’s get started!
Why Should You Insert Page Breaks in MS Excel?
When you are working on a worksheet that contains many records, you might need to divide it into sections.
This will allow you to save your worksheet in a file format that supports multi-pages.
Also, if you intend to print your worksheets, you need to apply page breaks to adjust the appearance of your pages.
Here are some good rules of thumb that will guide you when to insert page breaks:
- You need to save your worksheet in a .pdf format that requires a certain number of pages.
- You need to adjust the print area of your worksheet.
- You need to include a column or row in the print area of your worksheet.
These situations may require you to apply either one of the methods stated earlier. In the next section, you will learn the different steps of each method.
Do not be frustrated if later on, you have inserted a page break to a wrong area.
You can always revert your changes and do the methods below.
Let’s dive right in!
Method 1: Inserting a Page Break Using the Page Layout Tab
You can insert page breaks to divide your worksheets into sections. Use this method if you want to adjust the sections, particularly the columns and rows you want to include in each section.
Let’s get started!
Step 1: Open your spreadsheet.
Begin by opening the spreadsheet you want to format. Find the file in your computer and open it by double-clicking it.
This will open your spreadsheet in MS Excel.
A sample spreadsheet in MS Excel is being shown below. You can follow this guide by opening your own spreadsheet that needs formatting.
- A spreadsheet without page breaks
Step 2: View your worksheet using Page Break Preview.
Although you can do it in Normal view, MS Excel recommends that you use the Page Break Preview. This will ease the process by providing you with a quick overview of your changes.
You can find this on the Workbook Views group. Access this by clicking the View tab on the ribbon. Afterwards, click the Page Break Preview option from its group.
- Page Break Preview option
Step 3: Select the row or column where you will insert the page break.
You may notice the broken lines across your worksheets. These are default page breaks added by MS Excel.
You can always override the number of the default breaks by adding new page breaks.
To insert a page break, you need to identify first where you will insert it. Decide whether you will insert a vertical or horizontal page break. The following will guide you on deciding where to insert page breaks:
- Vertical Page Break
If you need to insert a vertical page break, identify the column where you will insert it. Select it by clicking its first cell.
- Horizontal Page Break
If you need to insert a horizontal page break, select the row where you will insert it by clicking the first cell of that row.
In the example below, cell E1 is selected. If the Page Break command is called, it will insert a vertical page break on column E.
- The selected column is E
Step 4: Use the Insert Page Break command under the Page Layout tab.
With the cell already selected, click on the Page Layout tab and focus on the Page Setup group. Click the Breaks drop-down button to display the list of commands. From the list, click the Insert Page Break command. Notice that a solid line appears on your worksheet. This means that you have successfully added a page break. You can adjust the page breaks by clicking and moving them to your desired row or column.
- Insert Page Break command
Method 2: Inserting a Page Break Using the Right-click Context Menu
This is a shortcut method on how you can insert page breaks. Unlike the first method, you no longer need to use the Page Layout tab on the ribbon. Instead, you will use the Insert Page Break command found on the Right-click context menu.
Here are steps on how you can achieve this.
Step 1: Open your MS Excel file.
Like the first method, you need to locate the spreadsheet in your computer. Double click it to open it in the MS Excel program. Follow along by opening your own spreadsheet that needs formatting.
Step 2: Access the Page Break Preview mode.
Use the Page Break Preview mode to aid you in inserting page breaks. With this, you will have an overview of the changes you will make. To access this mode, click the View tab on the ribbon. Focus on the Workbook Views group and click the Page Break View option.
Step 3: Determine the area in your worksheet where you will insert the page break.
As in the first method, you need to identify the row or column where you intend to insert a page break. When you choose to insert a page break on a row, the command will insert a horizontal page break. Choosing a column as the place to insert a page break will create a vertical page break. As stated earlier, you can select a row or column by simply clicking its first cell.
Step 4: Use the Insert Page Break command on the Right-click context menu.
With the cell already selected, display the Right-click context menu by right-clicking on the cell. The context menu contains a list of commands to choose from. From here, click the Insert Page Break command. This will insert a page break to your selected column or row. Page breaks are signified by blue lines on your worksheet. The broken blue lines are the default page breaks created by MS Excel. The solid blue lines are the ones that are manually created. Adjust the page breaks by clicking and moving them to your desired area.
- Insert Page Break command
Now that you learned the different ways on how you can insert page breaks in MS Excel, it is time to apply them to your own spreadsheets that need page breaks.
Page breaks can be the ultimate tool in formatting your worksheets into pages. Dividing your worksheets into sections can help solve printing problems such as excluded columns and rows.
Use the methods discussed in this article to help you make your worksheets more organized and make them look professionally done.
We hope you found this article helpful!