OpenOffice Calc FAQ – Printing Spreadsheets

  • How do I print my spreadsheets?
  • How do I get Sheet1 to print as portrait and Sheet2 to print as landscape?
  • Why does Calc print out all the sheets in the file?
  • How I do select a row (or rows) in my spreadsheet to repeat on every page when printed?
  • How can I print some, but not all, of the cells on a sheet?

How do I print my spreadsheets?
In general, the best way to print large spreadsheets is to first preview the print output, then adjust the print settings to arrive at the desired effect. The following mini-procedures explain the main options for printing spreadsheets.

Previewing the print area
Select File – Page Preview from the main menu
Use the navigation buttons on the tool bar to view the print. If the spreadsheet is too large for one page, some columns may appear on additional pages.
Click the Close Preview to the right of the navigation buttons on the toolbar to close the preview
Make adjustments to the print settings, then preview again. Repeat until the print displays in the desired format.
Notes:
This command will allow you to see the current page number assignments for the data that you want to print. This is especially useful when only a portion of the spreadsheet is to be printed, or when several print ranges are associated with one Calc file.

Formatting the page
Select Format – Page… from the main menu
Select the Page tab in the dialog that appears
Set the paper size
Specify the page orientation by click on the checkbox next to Portrait or Landscape
Adjust the margins, if needed.
Set the table alignment to align the table to the page.
Click OK, or click other tabs in this box to acess more formatting options.

Adjusting the page breaks
Select View – Page Break Preview from the main menu
Place the cursor exactly on top of one of the (blue) page edge lines, then drag each edge to adjust the page boundaries as desired.
To toggle this view off, select View – Page Break Preview again
Notes:
If everything appears gray, this means that no print ranges are defined. If a print range is defined, the printing area will show up with a white background with a blue outline at the page boundary. A gray ‘Page N’, where ‘N’ is the page sequence number for the sheet, will appear in the middle of the print area. If no range is defined for printing, follow the instructions below.

Setting the area to be printed
Go to the desired sheet.
Click and drag to select (highlight) the area of the sheet to be printed.
Select Format – Print Ranges – Add from the main menu
Repeat the above steps for each sheet of the file to be printed.

Adjusting the printout to fit onto one a specific number of pages
2.x
Select Format – Page… from the main menu
Select the Sheet tab in the dialog that appears
Select the Scaling Mode and a scale
Click OK
Use Page Preview (instructions above) to see a preview of what will print. Re-adjust if necessary.

Editing the print range
Select Format – Print Ranges – Edit from the main menu
In the print dialog that appears, look at the Print range setting.
Adjust the cell definition in the range of cells, or select None to clear the print range.
Click OK.

Printing a spreadsheet in the center of the page
Select Format – Page… from the main menu
Select the Page tab
In the Table alignment section, select (or deselect as desired) the boxes next to Horizontal and Vertical. A visual of the table alignment settings will show in the small graphic on the same page as these parameters.

How do I get Sheet1 to print as portrait and Sheet2 to print as landscape?

 

You can assign a different page style to each sheet. To print out different page orientations, you first create a new page style with the desired format options and then apply it to the corresponding sheet(s).

  1. Select Format – Styles and Formatting (in OpenOffice.org 1.1.x: Format – Stylist) or press F11
  2. Click the Page Styles icon (2nd from the left) in the Styles and Formatting window (in OpenOffice.org 1.1.x: Stylist)
  3. Right-click in the page style list and select New…
  4. In the Page Style window, give the new page style a descriptive name, such as Landscape Page
  5. Click on the Page tab and change the Orientation to Landscape
  6. Click OK to close the window
  7. Select the sheet that you want to print in landscape orientation
  8. Double-click the newly created page style (e.g. Landscape Page) to assign that style to the sheet.

Why does Calc print out all the sheets in the file?

 

By default, Calc is configured to do just that [not in 2.4 nor 3.0rc2 (though I wish it was)]. This setting can be changed so that only the current sheet is printed:

  1. Select File – Print from the main menu
  2. Click Options
  3. Check the box Print only selected sheets for Document

To make the change permanent for all occurrences of OpenOffice.org Calc:

  1. Select Tools – Options from the main menu
  2. Select OpenOffice.org Calc – Print and check the box Print only selected sheets for Document
    In OpenOffice.org 1.1.x, the entry is called Spreadsheets instead of OpenOffice.org Calc.

How I do select a row (or rows) in my spreadsheet to repeat on every page when printed?

 

  1. Select Format – Print Ranges – Edit from the main menu
  2. Place the cursor in the input field on the Rows to repeat line
    • Enter the row number manually (e.g. $4 for row 4, $4:$6 for rows 4 to 6), or
    • Click on the icon to the right of the input field, then select a cell on the desired row from the spreadsheet.
      Multiple rows can be specified dragging your mouse across a range of cells.
  3. Click OK.

Notes:

  • The row(s) specified here will be repeated on each print.
  • You will not see a visual change in the spreadsheet, only in the printed copies.
  • Use File – Page Preview to preview pages before printing.
  • You an only select multiple rows id they are consecutive.

How can I print some, but not all, of the cells on a sheet?

 

  1. Select the cell(s) you want to print
  2. Select Format – Print Ranges – Define from the main menu

This sets the print range for that sheet to the set of selected cells.

Notes:

  • You can have different print ranges on each sheet.