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

Published by Patrick Mutisya · 14 days ago

Cambridge IGCSE ICT 0417 – Spreadsheets: Controlling Page Layout for Printing

Spreadsheets – Controlling Page Layout for Printing

This section explains how to prepare a spreadsheet so that it prints exactly as required. You will learn how to:

  • Set the number of pages to print

  • Define a print area

  • Show or hide gridlines on the printed page

  • Show or hide row and column headings when printing

1. Setting the Number of Pages

When a worksheet is larger than one page, you can control how many pages it occupies by adjusting scaling options.

  1. Open the Page Layout (or Page Setup) dialog.

  2. Locate the Scaling section.

  3. Choose one of the following:

    • Fit to: specify the number of pages wide and tall (e.g., 1 page wide by 2 pages tall).

    • Adjust to: set a percentage of the normal size (e.g., 80%).

  4. Click OK to apply the setting.

2. Defining a Print Area

A print area limits the output to a specific range of cells.

  1. Select the cells you want to print.

  2. Go to Page Layout → Print Area → Set Print Area.

  3. If you need to add more cells later, use Add to Print Area. To clear, choose Clear Print Area.

3. Displaying or Hiding Gridlines

Gridlines help readers follow data but are often hidden in professional reports.

  1. Open the Page Layout tab.

  2. In the Sheet Options group, locate the Print checkbox under Gridlines.

  3. Check the box to print gridlines; uncheck to hide them.

4. Displaying or Hiding Row and Column Headings

Row numbers (1, 2, …) and column letters (A, B, …) can be printed if they aid interpretation.

  1. On the Page Layout tab, find the Print checkbox under Headings in the Sheet Options group.

  2. Check to include headings; uncheck to omit them.

5. Summary of Page Layout Settings

SettingLocation in Spreadsheet SoftwareTypical Use
Number of pages (scaling)Page Layout → ScalingFit wide/tall to a specific number of pages
Print areaPage Layout → Print Area → Set Print AreaPrint only selected cells
GridlinesPage Layout → Sheet Options → Print (Gridlines)Show/hide cell borders on printout
Row & column headingsPage Layout → Sheet Options → Print (Headings)Include or exclude A‑B‑C… and 1‑2‑3… labels

6. Practical Checklist Before Printing

  • Set the desired print area.

  • Choose appropriate scaling (fit to pages or percentage).

  • Decide whether gridlines should appear.

  • Decide whether row/column headings are needed.

  • Preview the print layout using Print Preview to confirm.

Suggested diagram: Screenshot of the Page Layout tab showing the Sheet Options group with checkboxes for Gridlines and Headings.

By mastering these controls, you can ensure that your spreadsheets print cleanly, efficiently, and exactly as required for examinations and real‑world tasks.