For a long time, I have used a lot of colors in my spreadsheets. Usually there are a lot of numbers to keep track of and the colors help. For example, if I’m reconciling a bank statement, I might color a transaction after it is reconciled. If I’m creating a financial or budget report, I might color numbers that need special attention. I might also include notes on the bottom or on the side.
All of these colors and notes are fine for me, but can be distracting if I send the report to others. Recently I sent a report to someone who printed it. The coloring actually made it practically impossible to read. Is a report worth the time and effort if the user can’t read or understand it?
Instead of removing all my notes and colors before I send out a report. I do these two things which I show in the video:
- Adjust Print Area: If I have notes on the side or on the bottom, I adjust the print area (there’s a button down in the lower right) to exclude these.
- Print to Black & White: Under Page Layout, you can click a button to print in Black and White. That way when you print or PDF the report, it comes out with only black numbers and a white background.
Like I said, the video shows you exactly how to do this.
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