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You need to produce a list of people. Should be no big
deal, right? Create a table in Word or maybe a spreadsheet in Excel. You can
create columns for names and phone numbers easily enough. But now you think
about it, it would be great to have a list that has names and maybe a
membership number. Or maybe a sign in sheet for your regular meetings. Or what
about a list,with company name and their titles so you can group people from
the same company!
But wait, if you have that many columns of information, how
will you ever fit it all on one page? You can flip your spreadsheet to print
landscape and decrease your font size, but it would be really great if you
could just select the columns you want to print and not worry about the other
ones.
This is easily done with a few simple steps in Excel.
1. Start
by typing all your information, starting at column A. Make sure you separate
first name from last name, this allows more flexibility later should you decide
to merge a letter to your list of names.
2. Go into the File menu and choose Page Setup. Click on the Sheet tab.
Here you will set up the rows and
columns to print on every page. Later, you will select only the data you want
to print and these corresponding rows and columns you choose on this screen
will automatically print.
3. Click
in the Rows to Repeat at Top text area.
 
4. Next,
click anywhere in the row that contains your heading row. This step is
something you should do in all Excel spreadsheets in order to have this row
repeat at the top of every page. You will see that the row number, along with
some dollar signs appear. Don’t let the dollar signs scare you, just ignore
them!
5. Now
you will do the same with the columns. Click on the Columns to Repeat at Left
text area and then click in your spreadsheet where the columns you wish to
always appear are. In our case, it is column A and B. This is the secret to
making great reports in Excel!
6. After
you’ve clicked OK to save your changes, the rest is very simple. Select
the cells you want printed, excluding the rows and columns you chose in the
above steps. For example, if you want a list of names and phone numbers, simply
drag your mouse over all the phone numbers.
7. Now you’re ready to print. Go into the File menu and choose Print. The
trick here is to click on the Selection option to make it only print your print
titles that you set up earlier and the selected cells. You may want to click
on Preview the first time, just to make sure everything looks good before you
actually print.
8. There
you have it! Only the selected information prints with the print titles!
Remember when setting up your spreadsheet, put like columns together so that
you can print multiple columns this way (i.e., for an address list, you would
select the address fields, plus city, province/state and postal/zip code).
Next time you print, you can select something different, such as Company
and Title, and repeat step 7. Another great list!
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