Are you tired of constantly going through menus to get a glimpse of how your Excel sheet will look when printed? Want a quicker way? You can easily add a Print Preview icon to the Quick Access Toolbar in Excel for fast access. Once you do this, you’ll be able to see what your document will look like with just one click!
Step by Step Tutorial to Add a Print Preview Icon to the Quick Toolbar in Excel
Before we dive into the steps, let’s understand what we’re trying to achieve here. By adding a Print Preview icon to the Quick Access Toolbar, you’re essentially placing a shortcut at the top of your Excel window. This will enable you to quickly see how your Excel document will look when printed, without having to navigate through the File tab each time.
Step 1: Open the Excel Options Menu
Open the Excel Options menu by clicking on the File tab and then selecting ‘Options’.
The Excel Options menu is where you can customize your Excel environment to fit your workflow. It’s like the control center of Excel, where all the behind-the-scenes action happens.
Step 2: Select Quick Access Toolbar
In the Excel Options menu, click on ‘Quick Access Toolbar’.
The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab on the ribbon that is currently displayed. You can add almost any command to the Quick Access Toolbar, including Print Preview.
Step 3: Choose Commands Not in the Ribbon
From the ‘Choose commands from:’ dropdown menu, select ‘Commands Not in the Ribbon’.
Commands Not in the Ribbon are all the functions and features that don’t have a default button on Excel’s ribbon interface. By selecting this, you’ll be able to access features that you might not have even known existed!
Step 4: Scroll Down and Select Print Preview Full Screen
Scroll down the list until you find ‘Print Preview Full Screen’ and select it.
Print Preview Full Screen is the function that allows you to see your document as it would appear when printed, but without any of the Excel interface showing – just your document.
Step 5: Click the Add Button
Click the ‘Add >>’ button to move the Print Preview Full Screen command to the Quick Access Toolbar.
By clicking the ‘Add >>’ button, you’re essentially telling Excel, “Hey, I want this feature to be easily accessible at all times, so let’s move it to the Quick Access Toolbar.”
Step 6: Click OK to Save Changes
Finally, click ‘OK’ to save your changes and close the Excel Options menu.
After clicking ‘OK’, your Quick Access Toolbar will now have the Print Preview icon, and you can start using it right away.
After completing these steps, you’ll notice a new icon in your Quick Access Toolbar. This is your new one-click gateway to the Print Preview Full Screen feature. Now, any time you want to check how your document will look when printed, all you have to do is click this icon. Say goodbye to the hassle of multiple clicks through menus!
Tips for Using the Print Preview Icon in Excel
- Keep the Quick Access Toolbar uncluttered by only adding icons you frequently use.
- Customize the Quick Access Toolbar for different workbooks if necessary.
- Use the ‘More Commands’ option in the Excel Options menu to explore additional features you can add.
- Remember that the Quick Access Toolbar is not the same as the Ribbon, and it’s meant for your most-used commands.
- If you make a mistake, you can easily remove icons from the Quick Access Toolbar by right-clicking them and selecting ‘Remove from Quick Access Toolbar’.
Frequently Asked Questions
Can I add other icons to the Quick Access Toolbar?
Yes, you can add almost any command to the Quick Access Toolbar by following similar steps.
Can I move the Quick Access Toolbar below the Ribbon?
Absolutely! Right-click on the Quick Access Toolbar and select ‘Show Below the Ribbon’ for a different layout.
Will the Print Preview icon stay in the Quick Access Toolbar for all my Excel files?
Yes, once you add the icon, it’ll be there for all your Excel documents unless you remove it.
What if the Print Preview icon doesn’t show up after I add it?
Make sure you’ve clicked ‘OK’ to save your changes. If it still doesn’t show up, try restarting Excel.
Can I customize the Quick Access Toolbar for different Excel files?
Yes, there’s an option under the Quick Access Toolbar settings that allows you to customize it for specific workbooks.
Summary
- Open the Excel Options Menu.
- Select Quick Access Toolbar.
- Choose Commands Not in the Ribbon.
- Scroll Down and Select Print Preview Full Screen.
- Click the Add Button.
- Click OK to Save Changes.
Conclusion
Adding a Print Preview icon to your Quick Access Toolbar in Excel is a real time-saver. Whether you’re working on complex spreadsheets or simple data tables, being able to quickly see how your work will look when printed is invaluable. This guide has walked you through the steps to customize your Excel interface for more efficiency. Remember, the key to productivity is not just working harder, but working smarter. By optimizing your Excel setup, you can focus more on the data and less on navigating the program. So, go ahead and give it a try – your workflow will thank you! And remember, if you have any more Excel-related queries or need more tips and tricks to enhance your Excel experience, there’s a whole community out there ready to help. Excel on, folks!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.