Be able to control the page layout to print including specified number of pages, print area, display or hide gridlines, display or hide row and column headings

Spreadsheets – Controlling Page Layout for Printing (Cambridge IGCSE 0417)

1. Prepare the worksheet before you set the layout

• Sort the data so that column headings appear on the first printed row and any totals are at the bottom. Sorting is part of the data‑model preparation (AO2) and the order you set will be reflected in the hard copy.
• Verify that all required formulas are correct – errors will appear on the printed sheet as well.
• If you use a named range for the area you want to print, create it now (Formulas → Name Manager → New, e.g. ReportArea = \$A\$1:\$G\$45).

2. Page‑layout options that affect printing

2.1 Scaling – controlling the number of printed pages

1. Open Page Layout → Scale to Fit (or Page Setup → Scaling).
2. Choose one of the three syllabus‑worded options:

   • Fit to one page wide – the sheet will be reduced or enlarged until it fits the width of a single page.
   • Fit to one page tall – the sheet will be scaled so that all rows fit on one page height.
   • Fit to one page wide by one page tall – both width and height are forced onto a single page (useful for very small tables).
   • Alternatively, use Adjust to and enter a percentage (e.g. 80 %).

3. Click OK.

2.2 Margins

• Page Layout → Margins → select Normal, Wide, Narrow or Custom Margins… to enter exact top, bottom, left, right values.
• Use wider margins for binding, narrower margins to maximise printable area.

2.3 Orientation & Paper size

• Orientation: Portrait (vertical) or Landscape** (horizontal) – Page Layout → Orientation.
• Paper size: usually A4 or Letter** – Page Layout → Size. Choose the size supplied by the exam centre.

2.4 Defining a Print Area

1. Select the cells you want to appear on the printed page (or select a named range such as ReportArea).
2. Page Layout → Print Area → Set Print Area.
3. To add more cells later, use Add to Print Area; to remove the setting, choose Clear Print Area.

2.5 Repeat rows/columns (Print titles)

Ensures headings stay visible on every printed page.

1. Page Layout → Print Titles.
2. In the Sheet tab, set:

   • Rows to repeat at top – e.g. \$1:\$1 for the first row.
   • Columns to repeat at left – e.g. \$A:\$A for the first column.

3. Click OK.

2.6 Manual page breaks

• Insert → Page Break to force a new page at a specific row or column.
• View → Page Break Preview – drag the blue lines to reposition breaks for logical pagination (e.g., before a new chapter).

2.7 Gridlines

1. Page Layout → Sheet Options → under Gridlines tick the Print checkbox to show them, or leave it unchecked to hide them.

2.8 Row & column headings

1. Page Layout → Sheet Options → under Headings tick the Print checkbox to include A‑B‑C… and 1‑2‑3… labels, or clear it to omit them.

2.9 Headers and footers

1. Page Layout → Print Titles → click the Header/Footer tab.
2. Choose a preset (e.g. “Page 1 of &[Pages]”) or click Custom Header/Footer and insert any of the following codes:

   • Page number – &[Page]
   • Total pages – &[Pages]
   • File name – &[File]
   • Date – &[Date]
   • Custom text (e.g. “Quarter 1 Sales Report”)

3. Click OK.

2.10 Printing multiple worksheets

• Only the active sheet’s page‑layout settings are applied when you print a single sheet.
• If you need to print several sheets as one document, choose File → Print → Print Entire Workbook and ensure each sheet has its own print area, margins, etc., set correctly.

2.11 Print preview, PDF export, and submission format

• File → Print (or Ctrl + P) opens the Print Preview pane – verify pagination, margins, headings, gridlines, and scaling.
• To share electronically, use File → Save As → PDF (or “Export as PDF”). The PDF respects all layout settings.
• For the IGCSE exam, the final evidence document must be printed (or saved as PDF if the centre permits) and should include the candidate’s name, centre number, and any required cover sheet.

3. Summary of page‑layout settings

4. Practical checklist before printing

• ☑ Sort data so that headings appear on the first printed row.
• ☑ Define the required Print Area (or named range).
• ☑ Set Scaling – choose “Fit to one page wide/tall/both” or a percentage.
• ☑ Choose appropriate Margins, Orientation and Paper size.
• ☑ Decide whether Gridlines and Row/Column headings should be printed.
• ☑ If needed, set Print Titles (repeat rows/columns) and any Headers/Footers.
• ☑ Insert or adjust Page breaks for logical pagination.
• ☑ For multi‑sheet workbooks, verify each sheet’s settings or use “Print Entire Workbook”.
• ☑ Open Print Preview** to verify everything looks correct.
• ☑ Print a test page or export to PDF before the final hard‑copy.
• ☑ Ensure the final printed evidence includes your name, centre number, and any required cover sheet.

Mastering these controls guarantees that your spreadsheets print exactly as required for examinations, reports, and real‑world tasks.