Page Layout View

Does the nature of an Excel spreadsheet – lots of data, displayed in rows and columns – really necessitate drab looking documents?  Personally, I don’t believe so.  And the good news is that, by working in Page Layout View, making your Excel spreadsheet pop becomes a breeze.

Here’s an example.  I recently set up a pricelist which includes data that’s linked to a quote template.  Although this spreadsheet was initially set up for internal use only, I thought it’d be great to also have the option to send the pricelist out to potential clients.

Now, it’s important that all communication documents look great because first impressions count, so a bit of formatting was required.  I generally work in Normal View when entering data into a spreadsheet (that’s the Excel default) but, when I begin formatting and adding colour to my spreadsheet, I always switch to Page Layout View.

Page Layout View in Excel

Here’s how:

  • Ribbon: Select View > Page Layout;
  • Keyboard shortcut: Alt, W, P for Page Layout View (and Alt, W, L to switch back to Normal View).

Page Layout View basically displays what your page will look like when printed, which means you can:

  • Get a better visual representation of how your data will be positioned on the page;
  • More easily control how your data flows from page to page;
  • Quickly insert information into your headers and footers (by clicking directly within the header or footer);
  • Change margin sizes (by using the vertical and horizontal rulers);
  • Easily add other elements, such as logos, images, cell formatting, etc, and ensure they’re visually balanced.

I’m sure you’ll find using Page Layout View is a time saving tool which makes it easier and quicker to visually navigate your spreadsheet.  The end result: a great looking, professional spreadsheet that you’ll feel proud to send out into the world.