Excel page numbering question

Excel page numbering question

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We have a new Excel spreadsheet to produce charity accounts that were previously on Lotus and Word.

We now have it all on a single Excel spreadsheet so that the accounts can be printed in one go (ie can produce a pdf copy for submission etc) rather than printing in sections and scanning a full copy.

In Lotus I could set the page numbering in the footer to start at sheet x with the number y and so the cover would not have a page number.

In Excel I can only see how to number the whole document and the only way to have the first inside page as number 1 is to start at 0.  This then leaves the cover with a page number of "0" which I can obviously remove on a hard copy but remains on a pdf copy.

How do I get round this problem?

Any advice gratefully received.

Keith Williams

Aplogies if this question appears twice but when I tried to preview it I got shunted off to a different page and could not get back to my draft question so don't know whether or not it was actually submitted.

Replies (15)

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By Towards excellence
13th Jan 2011 10:58

A bit cheeky, but...

Can I ask how you managed to set up an Excel workbook to generate a PDF? Would be very useful for my charity client.

Sorry, don't know the answer to your question!

SA

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By neileg
13th Jan 2011 11:09

Quick fix

A quick and dirty fix is to put the cover on a separate tab and number the accounts pages on your main tab. When you print, choose Print/ Entire Workbook.

As to how to produce PDFs from Excel, I use Cute PDF which installs as a printer but which actually saves a PDF.

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By User deleted
13th Jan 2011 11:15

Which version of Excel

Excel 2010

Page Layout-->Margins-->Custom Margins-->Header/Footer

Footer-->page number selection

Different first page checkbox

Save As - has PDF option

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By nautical
13th Jan 2011 11:26

excel 2007

so does excel 2007 have 'save as' pdf

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By keith.acklands.co.uk
13th Jan 2011 11:53

print in pdf from excel

We use PDF Creator as a printer.

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By keith.acklands.co.uk
13th Jan 2011 11:56

which version of Excel

We are using Excel 2003 which doesn't seem to have the menu options you describe.

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By User deleted
13th Jan 2011 12:12

One approach for 2003 ...

http://excel.tips.net/Pages/T002187_Using_a_Different_Footer_on_Secondary_Pages.html

Maybe need to upgrade or altenatively look at one of the openSource apps (OpenOffice, Google apps etc.) on the internet (free) & see if they do what you want

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By DerekChaplin
13th Jan 2011 14:52

Depends...

If you have the page number as part of the actual spreadsheet, then it is simple, but I'm guessing that you are in the header/footer section of the page setup. In this instance there should be the option mentioned earlier of a tick box for different first page.

Alternatively - put the cover onto a seperate worksheet within the file, then when saving as pdf, ensure the whole file is saved, rather than the active sheet (again a tick box in the "Options" sub menu on the save as pdf section)

Or it may be easier to select both sheets before saving as pdf, although this may result in the cover being at the end, dependant upon which sheet was active when it is saved!

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By David160
16th Jan 2011 00:10

Try this

Tick the box to have a different header or footer for the first page. (to have more than 1 cover page use several sheets, as they can have separate headers or footers) Put &(&[Page]-1&) in the place in the headers or footers where you want the page number. The -1 is the offset from the cover page (you can adjust this to suit). To print the accounts select all the sheets, at once, you want to print, then click print peview. The first page on the preview is page 1; this is presumably the cover page, where you did not include the page number formula above. Page 2 is the first real page, and will show up as page 1 (ie actual page 2 minus the offset of 1). The next page shows as page 2 etc. Afterwards, remember to deselect the sheets,  otherwise editing will alter all the selected sheets, not just the one you intended.

Let me know how you get on.

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By User deleted
16th Jan 2011 11:39

Excel 2003 - different 1st page

@David160 - in Excel 2003 where exactly do you find '.. Tick the box to have a different header or footer for the first page ..'?

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By David160
19th Jan 2011 01:23

Excel 2003 1st page header

I cannot find out how to have a different 1st page header/footer in Excel 2003. As different sheets can have different headers/footer in Excel 2003, you will have to have a separate sheet for the cover page. If you want, you can also try having more than one sheet in Excel 2007. When printing select all sheets you want to print, then print. Remember to deselect them afterwards to avoid editing more than one sheet at once.

Also try this :-

Go to the page tab on page setup. In excel 2007 go to page layout then click the tiny spot at the bottom right of page setup or click print titles then the page tab.  In 2003, go to file, then page setup. In both versions, change the first page number setting from auto to your required first page number. Remember to include &[Page] in your headers or footers.

Try experimenting with the first page number setting, different first page header/footer (not in Excel 2003), my page number formula, more than one sheet for your output, changing the order the sheets are in the workbook. Use what works best for you.

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By jndavs
21st Jan 2011 18:53

Page numbering

You will need to use at least two sheets, one for un-numbered pages and the other for the rest.

I will assume that your workbook is structured as follows:

Sheet 1: Cover

Sheet 2: Index

Sheet 3: Trustees report

Sheet 4: Accountants report

Sheet 5: SOFA

Sheet 6: Balance sheet

Sheet 7: Notes

Sheet 8: Misc schedules

Page numbering commences with the trustees report so sheets 3 to 8 all have 'Page &[Page]' in their footers.

My copy of Excel can save PDFs natively but with older versions something like CutePDF will do the job.

To print, select all of the sheets (click on sheet 1 then shift or control click the rest) Click your printer icon. Your accounts should be produced, properly numbered. Sending this print job to CutePDF will generate the PDF document you want.

When you have finished printing remember to deselect the sheets as any changes you make will appear on all of them.

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By PUREaccountants
21st Jan 2011 20:30

Excel 2007
In Excel 2007 you save directly to PDF, if you are using an older version than utilising a virtual printer such as CutePDF will solve your problem.

With regards to the page numbering I think this has been covered above.

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By tltodman
24th Jan 2011 10:52

PDF merge

Maybe not the neatest solution but you could save/print to 2 pdf documents - the first one for the pages that are not numbered and the second for the numbered pages.  Then use something like the free BatchPDFmerger (www.mergepdf.net)  to merge the two into a single PDF. Lots of similar progs but that was the one I used.

The free version only lets you merge 2 docs, but each time you create the new doc you can then merge that with the next one if you need to merge more than 2 docs.  Only used this myself for the first time last week when merging Co House draft ann return pages to email to client to approve and did the job fine.

Tracy

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By paulwakefield1
24th Jan 2011 14:11

pdf merging

pdf995 is quite a good pdf printer and allows you to unbundle pdfs and also merge as many as you like in one go. The free version does have irritating nag screens though. The licensed version is relatively cheap (about $10 I think). Not a great interface but can be remarkably versatile.

 

 

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