XL: Print Reports Not Using Continuous Page Numbers

ID: Q112101

The information in this article applies to:

Microsoft Excel for Windows, versions 5.0, 5.0c
Microsoft Excel for Windows NT, version 5.0
Microsoft Excel for Windows 95, versions 7.0, 7.0a

SYMPTOMS

In Microsoft Excel, when you print a report (from the File menu, choose Print Report), the pages in your report are not numbered consecutively.

CAUSE

The pages of your report may not be numbered consecutively if the First Page Number setting in the Page Setup dialog box was set to Auto, instead of 1, when the first view in the report was added.

The Print Report command uses the first view in the report to determine the initial page number: when this number is Auto, the Print Report add-in does not acknowledge the Use Continuous Page Numbers setting in the Add Report and Edit Report dialog boxes; instead, each view begins with page 1.

Example

If you have a workbook that contains four worksheets, each with the following defined views


   Worksheet   Defined Views
   -------------------------
   Sheet1      View1, ViewA
   Sheet2      View2, ViewB
   Sheet3      View3, ViewC
   Sheet4      View4, ViewD

and you want to print a report that includes the following views (in the order shown)


   Sheet3, View3
   Sheet2, ViewB
   Sheet1, View1
   Sheet4, ViewD

and you want to use continuous page numbers, the Use Continuous Page Numbers setting will not work correctly unless the First Page Number setting was set to 1 at the time View3 (the first view in the report) was added.

STATUS

Microsoft has confirmed this to be a problem in the Microsoft products listed at the beginning of this article. We are researching this problem and will post new information here in the Microsoft Knowledge Base as it becomes available.

WORKAROUNDS

To print reports with continuous page numbers, the first view in the report must have its First Page Number setting set to 1. To change this setting for your reports, do either of the following:

Change the First Page Number setting for all sheets to 1 BEFORE you add any views

Change the First Page Number setting for the first view in the report, and redefine the view

NOTE: To use either of these workarounds, the Use Continuous Page Numbers check box (in the Edit Report or Add Report dialog box) must be selected.

To change the First Page Number

Setting for all sheets before adding views

From the sheet tab shortcut menu, choose Select All Sheets.

With all the sheets selected, choose Page Setup from the File menu, and select the Page tab.

In the First Page Number box, type "1" (without the quotation marks), and choose OK.

To change the First Page Number setting for the

First view in the report, and then redefine that view

Activate the sheet that contains the first view in the report.

From the View menu, choose View Manager.

From the list of Views, choose the first view in the report and choose the Show button.

From the File menu, choose Page Setup, and select the Page tab.

In the First Page Number box, type "1" (without the quotation marks) and choose OK to accept the change.

From the View menu, choose View Manager. In the View Manager dialog box, choose the Add button.

In the Name box, type

View3

where View3 is the name of the first view in your report.

Under Include With View, make sure that the Print Settings check box is selected. Choose OK.

When you are prompted to "Overwrite existing view <viewname>?", choose OK.

When you print the report, the report should be printed using continuous page numbers.

NOTE: If a different view is printed first, you will need to redefine that view so that the First Page Number setting is 1, not Auto.

MORE INFORMATION

"User's Guide," version 5.0, pages 251, 614-616

Additional query words: 5.00c


Keywords          : 
Version           : 5.00 5.00c 7.00
Platform          : WINDOWS 
Issue type        :

Last Reviewed: July 29, 1999