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.
Print is one of the most common tasks performed in excel. It is a print of specific selection on a worksheet or a print area (One or more range of cells) or range of data
Top 12 Useful Tips to Consider Before Taking a Print in Excel
Let’s look out 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 File > Print option
- Printer drop-down menu appears and then click on Add Printer
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
By default prints 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 below-mentioned steps, initially, you have to select the worksheet or worksheets for which you want to change the orientation
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 print out. Click the “Print Area” option on the Page Layout tab, and in the “Page Setup” section select “Set Print Area.”
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 printout. The print area can be done by below mentioned steps, i.e. go to the “Page Layout tab -> print area > clear print area.”
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#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
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
#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.
Now, when you take a print out of your document, you’ll get lines between the cells.
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.
#6 – Number of Spreadsheet Report Copies
Suppose, if you want to take a printout, 1 copy by default it appears, you can take a 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
#7 – Collate the Pages of Each Copy (Either collated or Uncollated)
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
#9 – Change the Page Margins from the Default Normal Margins to Either Wide or Narrow
#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 Page Layout tab to change these settings
#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)
Here, I have selected Page 1 as a header, under the header option of page setup. When I check in print preview in excel, you can observe at top of the page. It can be customized based on your choice
Similarly, under the footer option of page setup, I have selected wallstreetmojo.com,
When I check in print preview, you can observe at bottom of the page. It can be customized based on your choice
#12 – Print resolution or Print quality for a worksheet.
It depends on a type of printer, you use. It will appear in the print quality option under the page setup window.
Things to Remember
- In Excel, you can also take a print of Excel Comments. For that, You need to select as displayed on the sheet under the comments section of the sheet in page setup.
- Later you can check in print preview excel option, where the comment section appears at the specific cell.
- Various print out options
You have an option to either take a print out of an entire worksheet or workbook or selection made
This has been a guide to Print in Excel. Here we provide 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 –