Printing, Page Setups & Final Tasks -

ICDL Complete Course

Module 5 – Spreadsheets

Lesson 8 – Printing, Page Setup and Final Tasks

Before printing or sharing a spreadsheet, it is important to check layout, page setup and formatting. This lesson explains how to prepare spreadsheets for printing or exporting as a PDF.

1. Page Orientation

Orientation controls the direction of the printed page.

Portrait – tall page (default).
Landscape – wide page (better for large tables).

Orientation example

Interactive check: When would you choose Landscape?

When your spreadsheet has many columns and you need more horizontal space.

2. Paper Size

A4 – standard size in the UK.
Letter – used mainly in the USA.

Paper sizes

Quick question: Which is standard in the UK?

3. Margins

Margins control the empty space around the edges of the printed page.

Normal margins – suitable for most work.
Narrow margins – fit more data per page.
Custom margins – user-defined.

Margins example

Try it: What margin type helps fit large tables?

Narrow margins

4. Scaling Options

Scaling helps fit all data onto one page or fewer pages.

Fit Sheet on One Page
Fit All Columns on One Page
Fit All Rows on One Page

Scaling example

Interactive check: Which option ensures nothing is cut off horizontally?

Fit All Columns on One Page

5. Page Breaks

Automatic page breaks added by the system.
Manual page breaks to control printing.
Remove page breaks if needed.

Page break example

Quick check: What does a blue line usually indicate?

An automatic page break.

6. Print Area

Print area allows printing only a selected part of the worksheet.

Select the range to print.
Go to Page Layout → Print Area → Set Print Area.
To remove, select Clear Print Area.

Print area example

Try it: Why might print area be useful?

To print only your final table and not extra notes or blank cells.

7. Headers and Footers

Headers appear at the top; footers appear at the bottom of every printed page.

Common uses:

Page numbers
Document title
Date / time
Company or school name

Headers and footers example

Interactive check: What should you ALWAYS include in long spreadsheets?

Page numbers

8. Repeat Rows and Columns

Repeating rows ensures headings appear on every printed page.

Repeat Row 1 (headings) on all printed pages.

Why is this important for long tables?

So readers can see headings on every page without scrolling.

9. Print Preview

Print Preview shows exactly how the spreadsheet will look on paper.

Use it to:

Check column widths
Check page breaks
Check orientation
Ensure headings repeat

Print preview example

Quick check: What do you fix if text is cut off?

Adjust scaling or column widths.

10. Export to PDF

PDF is a secure and professional format for sharing spreadsheets.

Benefits:

Keeps layout unchanged
Prevents accidental changes
Works on all devices

PDF export example

Interactive: Why send a spreadsheet as PDF?

Because it is locked, consistent, and safe for all users.

11. Final Checklist Before Printing

Are column widths correct?
Are headings visible?
Is the print area set correctly?
Is orientation correct?
Do you need gridlines?
Do you want page numbers?
Is the scaling suitable?

12. Practical Activity

Open a multi-row spreadsheet.
Set the sheet to Landscape orientation.
Apply Fit All Columns on One Page.
Insert a header with the file name.
Add page numbers to the footer.
Repeat Row 1 on every printed page.
Preview the print layout.
Export the final result as a PDF.