How to Print Over an Already Printed Format in Excel
Printing over an already printed format in Excel can be a precise and efficient task, allowing you to maintain consistency and avoid re-keying data. Here’s a comprehensive guide on how to achieve this accurately and effectively.
Steps to Print Over an Existing Format in Excel
Printing over an existing format in Excel requires meticulous attention to detail, especially when ensuring that your print settings are correctly configured. Follow these step-by-step instructions for a successful print:
1. Open Your Excel File
Start by opening the Excel document that you want to print.
2. Check the Print Area
Go to the Page Layout tab. Click on Print Area and select Set Print Area if you want to define a specific area to print. This step is optional if you want to print the entire sheet.
3. Adjust Page Layout
Still under the Page Layout tab, adjust settings like Orientation: Portrait or Landscape, Size: A4 Letter, and Margins to match your previous print format.
4. Preview the Print
Click on File Print. This will show you a preview of how your document will look when printed. Ensure it aligns with the existing format you want to overwrite.
5. Select the Printer
Ensure the correct printer is selected. If you're using a specific printer that has been used previously, select that printer from the dropdown menu.
6. Print Settings
Click on Printer Properties if available to adjust any specific settings like quality or paper type that match your previous print.
7. Print
Once everything looks correct in the preview, click the Print button.
Additional Tips
Use the Same Printer: If you want to overwrite a physical print, ensure you are using the same printer with the same settings as before.
Check for Layers: If you are printing on top of a previous printout, ensure that the ink or toner settings are appropriate for the paper used.
Test Print on Plain Paper: If you are concerned about aligning perfectly over an existing print, consider doing a test print on plain paper first to check alignment before using the final paper.
Cheat Method
Here is a method I have used in the past for manual alignment:
Enter all of the relevant information into an Excel spreadsheet in the approximate layout of the form you have been given. Print out this spreadsheet. Place your form over the printed spreadsheet and hold up to a light. Note the alignment and placement errors in your spreadsheet. Repeat steps 1-4 until everything lines up perfectly. Take the form and insert it into the printer. BE VERY CAREFUL OF THE ALIGNMENT OF THE PAPER AT THIS STAGE. If you are not sure of the paper alignment, get a blank sheet and draw an image on one side for reference. Check the alignment by printing a test page. Print the spreadsheet onto the form. Everything should line up perfectly!Works like a charm. Good luck!