3- Setting up printable page sizes

This is from (Bring Your Own Laptop). Source: https://bringyourownlaptop.com/courses/microsoft-excel-2016-bootcamp-zero-to-hero-training/setting-up-printable-page-sizes

In Microsoft Excel, what is the purpose of switching from "Normal" view to "Page Layout" view when preparing a document like a quote for printing or PDF export?

A) To enable Excel's advanced formula editor
B) To add colors and images to the spreadsheet
C) To preview how the spreadsheet will look when printed, including page size and margins
D) To switch to a view where you can edit charts directly

Correct Answer: C) To preview how the spreadsheet will look when printed, including page size and margins

Explanation: The "Page Layout" view in Excel shows how the worksheet will appear when printed or exported to PDF. It includes visible page boundaries, headers, footers, and margins, which is essential when designing printable documents like invoices or quotes.

When adjusting a spreadsheet for printing in Microsoft Excel, which tab contains the option to change the paper size (e.g., from A4 to US Letter)?

A) Home
B) View
C) Page Layout
D) Insert

Correct Answer: C) Page Layout

Explanation: The "Page Layout" tab provides access to settings that affect how the document prints, such as paper size, orientation, and margins. Changing from A4 (common in Europe) to US Letter (common in the United States) ensures proper formatting and compatibility for the target audience.

Suppose you're creating an Excel document that needs to use metric units (e.g., centimeters or millimeters) instead of inches. How can you change the measurement units in Excel?

A) Go to View → Change Units
B) Use the Ruler tool in the Insert tab
C) Go to File → Options → Advanced, and look for “Ruler units”
D) Right-click the margin and select “Metric”

Correct Answer: C) Go to File → Options → Advanced, and look for “Ruler units”

Explanation: In Excel, the measurement units (used in margins, page size, etc.) are set in the advanced settings. By navigating to File → Options → Advanced and scrolling to Ruler units, users can switch between Inches, Centimeters, or Millimeters depending on their regional preferences or project requirements.

When printing or exporting a quote from Excel, why might someone choose the 'Wide' margin setting in the Page Layout tab?

A) To make the text smaller and fit more data on the page
B) To reduce the use of white space and save paper
C) To create extra space between the edge of the page and the content, giving a more professional look
D) To automatically center the content both vertically and horizontally

Correct Answer: C) To create extra space between the edge of the page and the content, giving a more professional look

Explanation: 'Wide' margins increase the spacing between the content and the edge of the page. This can improve the visual layout, especially for documents like quotes or invoices that don’t contain large amounts of text and benefit from a centered, spacious design.

What is the main goal of preparing a spreadsheet in Excel using proper page size, margins, and measurement units before adding content like images or quotes?

A) To make it easier to perform mathematical calculations
B) To ensure the spreadsheet looks clean and is properly formatted for printing or PDF export
C) To reduce the file size of the spreadsheet
D) To automatically convert the spreadsheet into a Word document

Correct Answer: B) To ensure the spreadsheet looks clean and is properly formatted for printing or PDF export

Explanation: Setting up the page layout—including choosing the correct paper size, adjusting margins, and using the preferred measurement units—helps ensure that the final printed or digital document looks professional and is readable. This is especially important when sharing documents with clients or colleagues.

When starting a new Excel document intended for printing a quote or invoice, what is the recommended first step according to best practices?

A) Downloading a pre-designed template from the internet
B) Opening a 'Blank workbook' from Excel’s start screen
C) Creating a Word document and importing it into Excel
D) Selecting 'SmartArt' from the Insert tab

Correct Answer: B) Opening a 'Blank workbook' from Excel’s start screen

Explanation: A blank workbook provides a clean slate with no pre-set formatting. In the video, the instructor recommends starting with a blank workbook before setting the page layout and adding content like quotes or images. This approach ensures full control over the design and layout.

In Microsoft Excel, what is one major benefit of switching from 'Normal' view to 'Page Layout' view when designing a document for printing, such as a quote?

A) Page Layout view allows access to chart editing tools
B) Page Layout view shows how the document will appear when printed, including margins and page breaks
C) Page Layout view enables password protection features
D) Page Layout view disables all gridlines for a cleaner look

Correct Answer: B) Page Layout view shows how the document will appear when printed, including margins and page breaks

Explanation: The 'Page Layout' view in Excel is designed for users who need to prepare their document for printing. It visually represents the page size, margins, headers/footers, and where content will break across pages—features not visible in 'Normal' view.

When designing Excel documents for printing, such as quotes or reports, why might someone choose to change the paper size from A4 to US Letter?

A) Because US Letter uses less ink
B) Because A4 is no longer supported by Excel
C) Because their target audience is based in a country that uses US Letter as the standard paper size
D) Because US Letter allows for better spreadsheet formatting features

Correct Answer: C) Because their target audience is based in a country that uses US Letter as the standard paper size

Explanation: Different countries use different standard paper sizes. For example, the US uses 'Letter' size (8.5 x 11 inches), while many countries in Europe use 'A4'. When creating a document to share with users in another region, it's important to select the appropriate paper size to ensure correct formatting when printed.

Excel allows users to choose between different units of measurement (inches, centimeters, millimeters) for features like margins and ruler guides. Where can this setting be changed?

A) Insert tab → Page Tools
B) File tab → Options → Advanced → Ruler Units
C) View tab → Gridlines → Units
D) Page Layout tab → Measurement Settings

Correct Answer: B) File tab → Options → Advanced → Ruler Units

Explanation: To customize measurement units in Excel, users must go to the File tab, choose Options, navigate to the Advanced section, and then scroll to find Ruler Units. From there, they can choose inches, centimeters, or millimeters, depending on personal or regional preferences.

What determines the default unit of measurement (such as inches or centimeters) shown in Excel for margins and rulers?

A) The Excel template selected at startup
B) The default language setting of Excel
C) The country or regional settings on the user’s computer
D) The number of sheets in the workbook

Correct Answer: C) The country or regional settings on the user’s computer

Explanation: Excel uses the regional settings of your operating system to determine whether to display units in inches, centimeters, or millimeters. For example, users in the U.S. will typically see inches, while users in Europe may see centimeters or millimeters.

Why might someone choose to increase the page margins when preparing a quote in Excel?

A) To reduce the white space and maximize data visibility
B) To make room for inserting multiple charts
C) To improve visual appearance by centering the content and leaving space near the edges
D) To automatically increase font size

Correct Answer: C) To improve visual appearance by centering the content and leaving space near the edges

Explanation: Wide margins help make a document more readable and visually balanced by leaving space around the content. In the video, the instructor applies the 'Wide' margin setting to make the layout look cleaner and more professional, especially since quotes typically contain less content.

What kind of project is being prepared in the video tutorial, which requires careful layout and print formatting in Excel?

A) A bar chart for sales analysis
B) A financial forecast report
C) A printable quote for clients
D) A timesheet for employee hours

Correct Answer: C) A printable quote for clients

Explanation: The video tutorial is part of a series focused on creating a quote document using Excel. The instructor walks through formatting steps like adjusting page size, margins, and measurement units to prepare the spreadsheet for professional printing or PDF export.

After setting the page size and margins, what is the next step the instructor plans to demonstrate in the tutorial series?

A) Inserting charts and trendlines
B) Importing data from another file
C) Adding images to the quote layout
D) Creating pivot tables

Correct Answer: C) Adding images to the quote layout

Explanation: At the end of the video, the instructor previews the next tutorial topic, which involves adding images—such as company logos or product visuals—to the formatted quote document.

Why does the instructor recommend not relying on the default Excel cells for a document intended for printing, such as a quote?

A) Because they don’t support text formatting
B) Because they can’t be copied into other documents
C) Because they won’t fit neatly on a single printed page without layout adjustments
D) Because they don’t allow for chart insertion

Correct Answer: C) Because they won’t fit neatly on a single printed page without layout adjustments

Explanation: The default cell layout in Excel does not match standard paper sizes and often results in misaligned or cropped printouts. To ensure everything fits neatly on one page, it's important to switch to 'Page Layout' view and configure page size and margins accordingly.