Quattro Pro provides extensive printing options. For example, you can specify a printer or preview a print job to see how it will look when you print.
In this section, you'll learn about
previewing a print job
setting up a printer
printing the active spreadsheet or notebook
printing data
printing charts and maps
printing selected print areas
printing to a file
printing headers and footers
printing headings
customizing print settings
saving, restoring, and naming default print settings
spacing a print job
Previewing a print job
You can preview a print job before you print it.
When you are previewing a print job, you can view data in more or less detail by zooming.
To preview a print job
Click File Print preview.
You can also
Print from print preview Click the Print button on the toolbar.
Exit print preview Click the Cancel preview button on the toolbar.
Note
Before you can preview a print job, a printer must be installed on your computer.
To increase or decrease the zoom level while previewing a print job
1 Click File Print preview.
2 On the toolbar, click one of the following buttons:
Zoom in-increases the zoom level
Zoom out-decreases the zoom level
Tip
You can also increase the zoom level by left-clicking a page or decrease the zoom level by right-clicking a page.
Setting up a printer
Many printer settings are printer-specific; therefore, not all printer settings may be available for your printer. Consult your printer manual for more information. Before you can print in Quattro Pro, you need to have a printer set up on your computer. If multiple printers are connected to your computer, you can specify which printer to use in Quattro Pro, or you can add a new one.
To specify a printer for Quattro Pro
1 Click File Print.
2 Choose a printer from the Name list box.
To add a printer
1 Click File Print.
2 Click the Details tab.
3 Click Add printer.
4 Follow the instructions in the Add printer wizard.
Printing the active spreadsheet or notebook
Quattro Pro lets you print part of a notebook or an entire notebook. For example, you can print a simple list or a multiple-page report. Once you have started printing your work, you can cancel the print job.
You can print the spreadsheet grid lines to make a report look more like the notebook on the screen.
You can also print cell comments
To print the active spreadsheet or a notebook
1 Click File Print.
2 Click the Print tab.
3 Enable one of the following options:
Current sheet-prints the active spreadsheet
Notebook-prints a notebook
4 Type a value in the Number of copies box.
5 Enable one of the following options:
Collate-prints multiple copies sorted by sets of copies
Group-prints multiple copies sorted by page
6 Click Print.
To cancel a print job
1 Click File Print.
2 Click the Print tab.
3 Click Status.
4 In the dialog box that displays, choose a print job.
Current print jobs display in the order they were sent.
5 Click Document Cancel printing.
Note
If your printer has a large memory buffer, printing may continue for a few moments after you cancel the print job.
To print grid lines or cell formulas
1 Click File Page setup.
2 Click the Options tab.
3 Enable one of the following check boxes:
Cell formulas
Gridlines
4 Click Print.
To print cell comments
1 Click View Comments.
2 Click File Print.
Note
If the cell contains a formula that is set to print, spreadsheet comments will not print.
Printing data
Quattro Pro lets you print data without soft page breaks. Turning off page breaks is useful for producing long printouts on continuous-form paper. When you turn off page breaks, soft page breaks are ignored, but hard page breaks still exist. For more information about setting page breaks, see "Working with page breaks."
You can also print a notebook on a set number of pages.
To print data without soft page breaks
1 Click File Page setup.
2 Click the Print margins tab.
3 Disable the Break pages check box.
To print data on a set number of pages
1 Click File Page setup.
2 Click the Print scaling tab.
3 Enable the Shrink to option.
4 Type a value in the following boxes:
Desired width
Desired height
Printing charts and maps
Any graphics (charts, buttons, drawn shapes) in a selected print area print with the notebook data. You can print maps the same way. Quattro Pro also lets you print multiple charts or maps. You can save time when printing graphics if you display only the outline of graphics on the screen.
To print a graphic
1 Click File Print.
2 Click the Print tab.
3 In the Print area, enable the Selection option.
4 Click the Range picker tool.
5 Select the cells containing the graphic.
6 Press ENTER.
7 Click Print.
To print a chart or map
1 Click the border of a chart or map.
2 Click File Print.
3 Enable the Selected chart option.
Tips
You can also select a chart or map by clicking a chart or map icon on the Objects sheet.
You can print more than one chart or map by holding down SHIFT and then clicking the charts or maps.
To print all charts or maps
1 Click View Objects page.
2 Click Edit Select all.
3 Click File Print.
Tip
You can also print all charts or maps by clicking the Quick tab button to the left of the spreadsheet tabs.
To save time when printing graphics
1 Click Format Notebook properties.
2 Click the Display tab.
3 Enable the Show outline option.
Printing selected print areas
You can choose to print selected areas of the document. Quattro Pro lets you print both contiguous and noncontiguous cells including 3-D selections. When you print noncontiguous selections, each selection will print just below the selection preceding it. You can also change the print selection or print only certain pages of a spreadsheet.
Quattro Pro will not split a column. If the full column will not fit on a page, it prints on the next page. If the data in the print selection is wider than one page, as many columns as possible print on the first page and all rows for those columns are printed. Then, the next columns are printed, starting at the first row of data until all data in the selection has printed. The data prints on as many pages as necessary.
To print contiguous blocks of cells
1 Click File Print.
2 Click the Print tab.
3 In the Print area, enable the Selection option.
4 Click the Range picker tool.
5 Select the cells containing the graphic.
6 Press ENTER.
7 Click Print.
To print noncontiguous blocks of cells
1 Click File Print.
2 Click the Print tab.
3 In the Print area, enable the Selection option.
4 Click the Range picker tool.
5 Select a cell or group of cells.
6 Hold down CTRL, and select other groups of cells.
7 Press ENTER.
8 Click Print.
To print 3-D selections of cells
1 Click File Print.
2 Click the Print tab.
3 In the Print area, enable the Selection option.
4 Click the Range picker tool, and select the cell or group of cells on the first spreadsheet.
5 Hold down SHIFT, and click the tabs for the spreadsheets that contain the remaining data for the 3-D block.
The spreadsheet tabs selected display a black underline.
6 Press ENTER.
7 Click Print.
To change the cell selection
1 Click File Print.
2 Click the Print tab.
3 In the Print area, enable the Selection option.
4 Click the Range picker tool.
5 Select the new cells you want.
6 Press Enter.
The new coordinates display in the Selection box.
To print certain pages of the active spreadsheet
1 Click File Print.
2 Click the Print tab.
3 In the Print area, enable the Current sheet option.
4 Type values in the following boxes:
From-the first page to print
To-the last page to print
5 Click Print.
Printing to a file
If you want to print from a computer on which Quattro Pro is not installed, or if you take your printing to a service bureau with high-quality printers, you can store the document as a print file. This file, called a binary file, contains instructions in the printer's native language for creating the document. For example, if your printer is a PostScript printer, Quattro Pro creates a PostScript file. If your printer is an HP LaserJet, it creates a PCL (Printer Control Language) file.
Quattro Pro lets you revert to printing a documents on a specific printer.
To print to a file
1 Click File Print.
2 Click the Details tab.
3 Choose a printer from the Name list box.
4 Enable the Print to file option, and specify a filename.
If you do not specify a filename extension, the extension .prn is used.
5 Click Print.
Tip
If you want to store the file in a directory other than the default, or on a floppy disk, specify the complete path to the file in the Print to file box.
To print to a selected printer
1 Click File Print.
2 Click the Details tab.
3 Choose a printer from the Name list box.
4 Enable the Port option.
Printing headers and footers
Quattro Pro lets you print headers or footers. You can also hide headers or footers if you do not want them to display on the printout.
To print a header or footer
1 Click File Page setup.
2 Click the Header/footer tab.
3 In the Header or Footer area, enable the Create check box.
4 In the Create box, type the text to display in the header or footer.
5 Click Print.
Note
The Create check box is automatically enabled if headers and footers already exist in a document.
To hide a header or footer
1 Click File Page setup.
2 Click the Header/footer tab.
3 In the Header or Footer area, disable the Create check box.
Note
Hiding a header or footer does not delete it from the document.
Printing headings
Quattro Pro lets you repeat a row or column title on each page of a spreadsheet. You can print row and column titles, and you can choose to print as headings the row letters and column numbers that display on your screen.
To print row titles as the top heading on each even-numbered page
1 Click File Page setup.
2 Click the Options tab.
3 In the Top heading box, click the Range picker tool.
4 Select the address of any cell in the row whose title you want to print.
5 Click Print.
Do not include top headings in the print selection, or they will print twice.
Notes
The entire row is used as the heading, regardless of the cell you select.
If the heading extends beyond the width of the even-numbered page, printing of the heading will continue on the odd-numbered page.
To print column titles as the left heading on each page
1 Click File Page setup.
2 Click the Options tab.
3 In the Left heading box, click the Range picker tool.
4 Select the address of any cell in the column whose title you want to print.
5 Click Print.
Do not include left headings in the print selection, or they will print twice.
Note
The entire column is used as the heading, regardless of the cell you select.
To print top column letters and left row numbers as headings
1 Click File Page setup.
2 Click the Options tab.
3 Enable the Row/column borders check box.
4 Click Print.
Customizing print settings
In Quattro Pro, the default page setting prints data on 8.5" by 11" paper in portrait orientation. You can change the paper size and orientation to suit the data. When you change the print orientation, the margins change to match the new orientation setting. For example, the top margin stays with the top of the notebook data printed, along with the header and top heading (if any).
Quattro Pro also lets you center print selections between the left and right margins.
You can shrink the width and height if a print selection. You can also shrink or enlarge print selections by an exact percentage. For example, specifying 110% enlarges output by 10%; specifying 90% reduces it by 10%.
If the printed document is not readable because of colored background or text, you can adjust the settings to print all backgrounds white, all text black, and all lines black.
To change paper size
1 Click File Page setup.
2 Click the Paper type tab.
3 Choose a paper size from the Type list.
To change paper orientation
1 Click File Page setup.
2 Click the Paper type tab.
3 Enable one of the following options:
Portrait
Landscape
To center print selections between left and right margins
1 Click File Page setup.
2 Click the Options tab.
3 Enable the Center cells check box.
Note
Extra blank columns on the right or left side of a print selection affect centering. Do not include these blank columns in the print selection if you want the data to be centered.
To shrink the width and height of a print selection
1 Click File Page setup.
2 Click the Print scaling tab.
3 Enable the Shrink to option.
4 Type a value in the Desired width box.
5 Type a value in the Desired height box.
To shrink or enlarge a print selection
1 Click File Page setup.
2 Click the Print scaling tab.
3 Enable the Scale to option.
4 Type a value in the % of normal size box.
To print in black and white
1 Click File Print.
2 Click the Details tab.
3 Enable the Adjust image to print black and white check box.
Saving, restoring, and naming default print settings
Initially, Quattro Pro installs default print settings. You can change the default print settings and save the changes as new default settings. You can restore the original settings by reloading the defaults.
You can also save the current print settings as named settings. Any named settings you have created are not affected when you restore the default settings. Named print settings are saved with the notebook, and you can update or delete them as necessary. You can use the named settings to print reports, pages, or spreadsheets within the same notebook.
To save changes to the default print settings
1 Click File Print.
2 Modify any print settings.
3 Click Save settings.
4 Click Page setup.
5 In the Spreadsheet page setup dialog box, modify any page setup settings.
6 Click Save defaults.
7 Click OK.
8 Click Close.
To restore the default print settings
1 Click File Page setup.
2 Click Load defaults.
To save the current print settings as a named setting
1 Click File Page setup.
2 Click the Named settings tab.
3 Type a setting name in the New set box.
4 Click Add.
To update or delete a named setting
1 Click File Page setup.
2 Click the Named settings tab.
3 Click one of the following buttons:
Update
Delete
To print using a named setting
1 Click File Print.
2 Click Page setup.
3 In the Spreadsheet page setup dialog box, click the Named settings tab.
4 Choose a named setting from the Named settings box.
5 Click Use.
6 Click OK.
7 Click Print.
Spacing a print job
You can keep or collapse the blank lines between each cell selection. You can add space between print selections or between each printed spreadsheet. One line of space equals a sixth of an inch. Quattro Pro also lets you choose to print each selection or spreadsheet on a new page.
To keep or collapse blank lines between cell selections
1 Click File Page setup.
2 Click the Options tab.
3 In the Print between selections area, enable one of the following options:
In place-keeps blank lines between cell selections
Collapse blanks-collapses blank lines between cell selections
To add space between each printed selection
1 Click File Page setup.
2 Click the Options tab.
3 In the Print between selections area, enable the Lines option, and type the number of lines you want to print between each selection.
Tip
You can also add space between each printed selection by holding down Ctrl and selecting a blank group of cells between each selection.
To add space between each printed spreadsheet
1 Click File Page setup.
2 Click the Options tab.
3 In the Print between 3-D sheets area, enable the Lines option, and type the number of lines you want to print between each spreadsheet.
To start each printed selection on a new page
1 Click File Page setup.
2 Click the Options tab.
3 In the Print between selections area, enable the Page advance option.
To start each printed spreadsheet on a new page
1 Click File Page setup.
2 Click the Options tab.
3 In the Print between 3-D sheets area, enable the Page advance option.
