Using the Print Preview Window

Before you print a document, it is useful to see how it will look when you print it.

To access the Print Preview window, select Print Preview from the File menu, or click the Print Preview  toolbar button.

You can also access the Print Preview window from the Print dialog box by clicking the Preview button.

Note that the Print Preview window is only available when you are printing a single document (a spreadsheet, graph, report, or a single page within a workbook). It is not possible to preview an entire workbook when you have selected it for printing. The way a document appears in the window depends on the resolution of your printer and the available fonts and colors. The status bar at the bottom of the window shows the current page number.

Under Margins are options to adjust the Left, Right, Top, and Bottom margins, as well as how far the header and footer will print from the edge of the page. You can modify the margin information in any of these fields by entering new measurements and clicking the Adjust button.

You can control whether the margins are measured in inches or centimeters. To measure in centimeters, select the Use metric measurements check box on the General tab of the Options dialog box. To measure in inches, clear the Use metric measurements check box (the default setting). Alternatively, to adjust the margins, drag the margin lines with the mouse (the mouse pointer will change into a double-headed arrow, or , see the above illustration).

The Header/Footer button accesses the header and footer information for the report (see Create a Custom Header or Footer).


Click the Print button to display the Print dialog box.

Next Page

Click the Next Page button to view the next page of the active report in the Print Preview window.

Prev Page

Click the Prev Page button to view the previous page of the active report in the Print Preview window.

Two Page

Click the Two Page button to see a two-page view of the active report in the Print Preview window.


Click the Margins button to show or hide the margin information at the right side of the Print Preview window.

Zoom In

Click the Zoom In button to magnify the view of the active report.

Zoom Out

Click the Zoom Out button to decrease the magnification of the view; you may zoom out to a full-page view.


Click the Close button to close the Print Preview window and return to an editable view of the active report.