*.prn files - do they have a use

Well, yes, but .csv is the industry standard to do what you want.
(ctands for Comma Separated Values) and all workings are removed. Its actually a similar format to .prn, which is a printer definition file from DOS days.

I used to use PRN files a lot inthe old days where I took a floppy to Tech to get things printed (no emai then)

I simply set up the Tech printer driver on my own computer, and then used the print to local file option, and then whack on a floppy. Sorry, I mean put it onto a floppy disk.

Then at techh, go into DOS and type 'copy file.prn > prn' and this sent it to the printer. Oh wait, that might have been 'copy file.prn | prn'...oh, i forget...

The problem is that "print to file" produces a file which is useful only on the particular printer it is made for. It's not a good idea to assume that someone who is "elsewhere" has a particular make and model of printer. Even if you ask them: many people have severe dificulty with technical questions like "what make and model of computer do you have". ;-) You tend to get answers like "the one on Bill's desk", or "a beige coloured one".

By the way, copy /b file.prn prn: is the DOS command. (It usually needs the "/b" -- binary -- option.

godfather's .csv idea will normally be an "export" option, won't it? It is likely to be a printable ASCII file, but it won't be pretty --- it's certainly not like a .PRN file. No columns, no formatting. It is really meant to be imported into a worksheet, which I suppose can then be printed, by Excel.

Can you (I know nothing about Excel) create a "table" output, which would be importable to Word, which could then be used to print? Or just an ASCII output file ... ?

The .csv is (by default) the standard transfer between various spreadsheets, they all seem to accept csv input. Excel has it as a standard file type selectable when saving. The csv file is very small in file size as well, for e-mailing.

Everything in the way of formulas is lost.

You can achieve the same thing and keep formatting by selecting the entire spreadsheet and file-copy-paste special-values.

That leaves you with the same sheet (save it under a different name) with no formulas, just the end values. Its also a common way of interchanging data, as nobody likes giving too much away!

Could always just use a screen capture.

Instead of using the "Copy" command as mentioned above it is easier to just use the "Print filename.prn" command.

try printing to a free pdf printer (http://www.pdf995.com/) and emailing that.

Just had a thoughut - why not export as HTML - then your client can view nicely iline in their mail, assuming they are not using some stodgy old text only email client

You can "right click" on the *.prn file and send to some text editor
That is if you have set up a text editor on the right click option.

And read it just like any other text file.

If and only if it is a plain bog text file for a plain bog teletype emulation. If it is a nice "graphic" output for a clever printer, it will be a binary image file. If it's for a PostScript printer, it will be readable, but it is likely to be enormous. "output to file" is not intended to make a readable file. It is meant to produce a file which can be printed later on a particular printer, perhaps because the printer is offline, out of paper, or away for repair.

It should be as simple as Highlighting the portion that you want to send <sans the extra doodads> Copy & paste to word....

then email that....

Yep just tested it, the paste will copy the top layer you highlight, and make a duplicate in word.

Copying the image into Word is a good method as no formulae are carried over, and the overall format is preserved, colours and all. The two disadvantages are actually carrying out the operation (not easy to make this part of an automated procedure for dummies) and the splitting of a spreadsheet printout, where in the Excel environment the print output has been scaled to fit say one page.

I tried your free pdf printer but I end up with a file that opens in Internet explorer and looks and behaves as the original spreadsheet; you can read all the formulae, alter cells and so on. Also I found that the *.updf file can only be opened if you have the special program installed. Now I know it’s free but this is still an irritation to the recipient.

In the kind replies from other respondents, many of the options involved losing original formatting/special colouring etc. In effect I seem to be looking for a ‘prn?file which is usable by anybody, regardless of printer installed: In addition to the copy/paste (from Excel to Word) advice from flying_green_leprechaun (and that too has some limitations) I could probably get the result I want by scanning a printout and e-mailing the picture: painfully clumsy though! ?big files too.

Greg, what about just using a copy of the final spreadsheet, (using "save as") and highlight all of it, edit|copy edit|paste special - values

That gives an exact equivalent of the original, with no formula, only the values.

Have to agree that the best way is the repeated one outlined by Godfather.

Furthermore, if your end user doesn't have Excel (or the same version as you or later) they can download a free viewer program from the Micro$oft site.

I found that trying to do that failed where merged cells had been used. Also you lose all column width settings, colours, justification etc.

Mike S

Mike
Sounds like you done a <paste all> rather than just a <paste values>. If you need other than just values try using the options you want one at a time.

Its important that you dont copy it and paste it to a new spreadsheet, rename a copy of your old one and edit-copy edit-paste special-values while it is all highlighted, dont paste it somewhere else, then all the things you mention (colours, merged cells) will still be there, only the formula have disappeared.

This by the way is very common in business as nobody wants the origin of any figures disclosed. The final sheet is much smaller for e-mailing as well.

I don't recall seeing you mention that you needed to keep all the formatting earlier, as much of the advise was unhelpful in that case.

Pasting over an existing renamed file is usually the best option in these cases.

Aha Godfather. When I actually follow instructions and paste it back where it was the result is magic. Thank you.

This solution still begs the question of setting it up for a dummy to run. That's my problem though.

Mike S

Hmmm ... if you can see all you want from the spreadsheet on screen without needing to scroll just hit the PrintScrn key, then paste to Paint and save as jpg.

Hypersnap (http://www.hyperionics.com/hsdx/index.asp) is a good tool to capture a region of your screen to *.jpg that can be simply emailed.
Not strictly for dummies to operate, but 5 mins of tinkering would have you competent.
The Benefit being that you would be able to capture regions larger than your monitor as a *.jpg