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The printed version.
Open the template in Excel.
Most templates here are targeted to be printable on A4 paper, as the default template shipped with Invoice Manager for Excel. This simple invoice template shows you how to change the paper size.
While A4 paper is common in many business documents, you may decide to choose another paper type and size for your invoices.
In this tutorial we'll create a simple invoice template that changes the paper type from "A4 8.27 X 11.69" to "B5 7.17 X 10.12 inch". The base template used in this sample is c4051 Simple Invoice Template - Discount Amount Field. The result of this customization, a simple invoice template that is printable on the B5 paper size, could be downloaded for free from InvoicingTemplate.com.
The reason for changing to this new paper type is that it is common and also similar to the original paper size. Changing to other paper sizes and types is possible, but more time and effort may be involved in order to rearrange the fields and controls to create a professional and useful invoicing format and layout that is printable on a single page.
Here are the steps to do this customization.
- Backup the template. This customization does not change the underlying database, so it is not required to back up the database file.
- Open the invoice template.
- Click the "Design Mode" button on the "Invoice" ribbon tab to push it down. Invoice Manager for Excel must be installed in order to show this ribbon tab. Invoice Manager for Excel is free within the trial period (30 days). After the trial period, you need a valid license in order to keep it.
- Go the Excel "Page Layout" ribbon tab. Click "Size" in the "Page Setup" group and choose our target paper size "B5 7.17 inch X 10.12 inch" from the list.
- Go to Microsoft Excel "View" ribbon tab. Choose "Page Break Preview". In this preview screen, Excel shows how many pages will be printed for the currently defined print area, and what content / fields will be on each page. In this sample, Excel shows that the invoice form that we copied from c4051 Simple Invoice Template - Discount Amount Field will be printed using 4 pages after the paper size changed to B5.
- On the horizontal direction, The "Line Total" column cannot be fit into the first page. To make it fit, we narrow download the width of the "Line Total" column a bit. You can adjust the widths of the other columns too. In this sample, we try to narrow column F, G, H and J too. If Excel finds the content of the printable invoicing form could fit into one page on the horizontal direction, it removes the vertical page break line (blue dashed line) automatically.
If the page break cannot be removed by narrowing the column widths, you need to consider removing some columns from printing.
- On the vertical direction, Excel shows that there are 4 rows need to be printed on the second page. This is not a big number. So we could first to try hide some empty rows. In this sample, R40, R41 and R46 are all empty. Since we hope to leave some space between the "Total" cell and the "Thank you for your business" label, we hide R40 and R41, and then narrow the height of R46. To hide a row, right-click a row heading and then choose "Hide" from the shortcut menu. To narrow a row, just drag the bottom-border of the row and move it up (slightly).
There are still 2 rows left to be put onto the second page. Check the entire printable form we found that R6, R7 and R20 are all empty rows and could be narrowed. So we make them smaller. If this is still not enough to make the form be printable on a single page, you may need to consider narrow the heights of those non-empty rows.
- Before finish, check the entire form carefully and make sure everything is in order. In this example, we need to adjust the width of the decorative line underneath "Phone Number,Web Address, etc.", which is named "oknWidget_1" in this sample. To do this, we click to select the object, drag the right-side of the selection mark (push the SHIFT key on keyboard to force it either vertical or horizontal) to make it fit into the page break mark.
- Go to Excel menu File / Print to see the print preview.
- If everything is OK, return to normal view by pushing down the "Normal" button on Excel "View" ribbon tab.
- Exit design mode by clicking the "Design Mode" button again on the "Invoice" ribbon tab.
- Save the customization result by clicking the Save button on Excel quick access toolbar.
If the difference between the new and original paper size is major, the basic techniques - applied in this tutorial - hide or narrow rows / columns - may be not enough. You need to consider other options such as removing / hiding fields.
Also, you may need to switch between several views many times - normal view, page break view and print preview etc.
Changing the paper type and size of an existing invoice template is usually a time-consuming job, like it in the real / physical world. Sometimes it even results in redesign of forms. Hope this simple tutorial, and the simple invoice template created in this tutorial, give you some ideas and a good starting point.
Format and Specification
|Name||Simple Sample - Changing Paper Size|
|Category||Sales Invoice Template|
|Release Date||Thursday, January 28, 2016|
|Format (XLS or XLSX)||.xlsx|
|Line Height (Points)||18.00|
|Papaer Size / Orientation||Portrait|
|Default Margins (Points)|
|System||Windows 7 and later, and Excel 2007 and later.|