Print in Excel

How to Print in Excel?

Print in Excel is simple as printing a sheet or a data, while we can print the entire worksheet in one print we also have options to print only certain amount of data or certain table, we have different print options available in the print tab from the file section such as print the active workbook or print the selected area or print a number of pages.

The print is one of the most common tasks performed in excel. It is a print of a specific selection on a worksheet or a print area (One or more range of cells) or a range of data.

Top 12 Useful Tips to Consider Before Taking a Print in Excel

Let’s lookout how to print with multiple options & criteria.

#1- Check Whether the Printer is Connected or Not

Once your printer is installed, you have to ensure that it’s connected to your computer or not. You can connect or add a printer in Excel using the File and Print options.

How to Connect & Add a Printer?
  • In Excel, click on the File > Print option.

Print in Excel - 2

  • Printer drop-down menu appears and then click on Add Printer.

Print in Excel - 3

Set your default printer

  • Open the Devices and Printers dialog box.
  • In the Search box, type Devices and Printers, and then click Devices and Printers.
  • Under Printers, right-click the printer, which you want as your default printer, and click Set as default printer.

#2 – Printing a Worksheet Either in Landscape or Portrait Orientation

Print in Excel - 4

By default, print worksheets in portrait orientation (also called taller than wide). It has options for you, where You can change the page orientation to landscape mode also based on a worksheet-by-worksheet basis to improve the outlook.

It can be done by the below-mentioned steps; initially, you have to select the worksheet or worksheets for which you want to change the orientation.

Print in Excel - 5

You can apply page orientation to multiple or adjacent sheets by Clicking the tab for the first sheet. Then hold down the Shift key while you click the tab for the last sheet or other sheets that you want to select.

#3 – Setting a Print area

Setting a print area where you can either define or set a print area for selected data. In print area option allows you to select specific cells on a worksheet that can be printed off separately from the rest of the page based on the selection.

Print Area can be done by the below-mentioned procedure, open an Excel worksheet containing data, and highlight the cells which you want to take a printout. Click the “Print Area” option on the Page Layout tab, and in the “Page Setup” section, select “Set Print Area.”

Print in Excel - 6

The print area will be saved once you save the workbook. Now, when every time you want to take a print out of that worksheet, it will consider only to print the data defined in the print area. Therefore, it’s better to clear the print area once you have taken the printout. The print area can be done by the below-mentioned steps, i.e., go to the “Page Layout tab -> print area  > clear print area.”

Print in Excel - 7

#4 – Page Breaks in a Worksheet

If your document is going to print over or it contains multiple pages, you can control the layout of it by adding page breaks or delete page breaks in a worksheet

It is dividers that break a worksheet into separate pages for printing

Print in Excel - 8

Usually, by default, Excel inserts automatic page breaks based on the paper size, scale options, margin settings, and the positions of any manual page breaks that you insert.

Suppose you want to take a print out of an exact number of pages, then you can adjust the page breaks

In-Page Break Preview, by default, dashed lines are page breaks that are automatically added. Whereas Solid lines are page breaks that are added manually

Print in Excel - 9

#5 – Page Layout & Print Preview

You have an option to Print with or without gridlines in your printed data.

Under the Page Layout tab, In the Gridlines heading of sheet options, make sure to select the checkbox of Print.

Print in Excel - 10

Now, when you take a print out of your document, you’ll get lines between the cells.

Print in Excel - 11

Under the Page Layout tab, Under the heading of sheet options, if you want row numbers & column alphabet to appear, you can select the checkbox of Print. when you take a print out of your document, it will appear at the top section and left corner.

Print in Excel - 12

#6 – Number of Spreadsheet Report Copies

Suppose, if you want to take a printout, 1 copy by default it appears, you can make multiple copies by clicking on arrows next to copies box, you can take a print out on both sides of the paper or single side based on the printer you use

Print in Excel - 13

#7 – Collate the Pages of Each Copy (Either collated or Uncollated)

Print in Excel - 14

If excel contains multiple pages, you can switch between Collated and Uncollated options. E.G., if you want to take a printout of 3 copies, Collated prints the entire first copy, then the entire second copy and later 3rd one, etc. whereas Uncollated prints 3 copies of page 1, 3copies of page 2, and later 3copies of page 3, etc.

#8 – Change the Paper Size Based on your Requirement

Print in Excel - 15

#9 – Change the Page Margins from the Default Normal Margins to Either Wide or Narrow

Print in Excel - 16

#10 – Scaling options

Suppose if you miss out last rows or columns on a single page, then you can consider Width, Height, and Scale options in print options or the Scale to Fit group in the Page Layout tab to change these settings

Example - 17

#11 – Addition of Headers and Footers in a Worksheet

To consider row or column headers on top of every page or not (A header appears at the top of every printed page, whereas a footer appears at the bottom of every printed page)

Example - 18

Here, I have selected Page 1 as a header, under the header option of page setup. When I check in print preview in excelPrint Preview In ExcelPrint preview in Excel is a tool used to represent the print output of the current page in the excel to see if any adjustments need to be made in the final production. Print preview only displays the document on the screen, and it does not more, you can observe at the top of the page. It can be customized based on your choice

Example - 19

Similarly, under the footer option of page setup, I have selected,

Example - 20

When I check in the print preview, you can observe at the bottom of the page. It can be customized based on your choice

Example - 21

#12 – Print resolution or Print quality for a worksheet.

It depends on the type of printer you use. It will appear in the print quality option under the page setup window.

Example - 22

Things to Remember

Example - 23

  • Various print out options

You have an option to either take a print out of an entire worksheet or workbook or selection made

Example - 24

Recommended Articles

This has been a guide to Print in Excel. Here we provide the top 12 useful tips to print an excel sheet like a pro, including page break, page area, excel print preview, header and footers in Excel, margins, and more. You may learn more about excel from the following articles –

  • 35+ Courses
  • 120+ Hours
  • Full Lifetime Access
  • Certificate of Completion