Excel Printing Options

Learn how to utilize the Excel Printing Options to customize your printing.

Excel gives you a vast amount of options for printing spreadsheets, worksheets and specific print areas.  For example, you can set repeating rows for each page printed or even set a specific area within a worksheet to print.  NOTE:  Prior to printing, it is a good idea to preview the worksheet to make sure it’s going to look the way you want it to.  Below are the step by step instructions for Excel Printing.

  1. Click the File tab.
  2. Click Print.  ALT + F, P  or  CTRL + P

The print window opens, giving you access to a full range of print options all available on one page, including a preview of the document.Excel Printing Options

Print Settings

  1. Selecting what to print – Click the down arrow next to Print Active Sheets to choose what to print. Excel Printing Options
    • Print Active Sheets. It is selected by default and prints the entire worksheet.
    • Print Entire Workbook
    • Print Selection
    • Print Selected Table
  2. Pages – Select the range of pages to print.Excel Printing Options
  3. Print One or Two Sided – Click the down arrow next to Print One Sided to choose whether to print one sided or both sides.Excel Printing Options
    • Print One Sided  – will only print on one side of the paper.
    • Print on Both Sides – Flip pages on long edge will print on both sides of the paper and flip the page over book-style.  Note:  Your printer must be capable of duplexing for this option.
    • Print on Both Sides – Flip pages on short edge will print on both sides of the paper and flip the page over clipboard-style.  Note:  Your printer must be capable of duplexing for this option.
  4. Collated or UncollatedExcel Printing Options
    • Collated 1,2,3…1,2,3 will print the worksheet in ordered sets.
    • Uncollated 1,1,1…2,2,2 will print the worksheet in stacks of each page.
  5. Orientation will allow you to choose either Portrait or Landscape printing. Portrait is the default.Excel Printing Options
  6. Paper Size will allow you to change the paper size of the document before printing.  Note:  Changing this option will repaginate your worksheet.Excel Printing Options
  7. Margins will allow you to change the margins of the document before printing. Excel lists a couple predefined margin configurations and gives you the option to customize the margins.Excel Printing Options
  8. Scaling Options – Click on the down arrow next to Fit All Columns on One Page to select the appropriate scaling options.Excel Printing Options
    • No Scaling is the default. It prints the sheets at their actual size.
    • Fit sheet on One Page shrinks the printout so that it fits on one page.
    • Fit All Columns on One Page shrinks the printout so that it is one page wide.
    • Fit All Rows on One Page shrinks the printout so that it is one page high.
    • Custom Scaling Options are also available, allowing you to determine how you want the pages sized.
  9. Page Setup will allow you to use the Page Setup menu options for setting margins, orientation, paper size, etc. This gives you more flexibility in setting configurations for various sections in the worksheet.Excel Printing Options

Setting Specific Print Area

  1. Select the cells you need to print.  Note:  To select multiple print areas, hold down the CTRL key and click the areas you want to print.  Each print area will print on its own page.
  2. Click the Page Layout tab.
  3. Click Print Area from the Page Setup group.Excel Printing Options
  4. Click Set Print Area to set the print area to the rows/columns you highlighted. NOTE:  Clicking the Clear Print Area will clear any previously selected print areas.Excel Printing Options
  5. To see the print area you’ve selected, click the View tab and click Page Break Preview in the Workbook Views group.Excel Printing Options

Repeating Rows on Each Page

  1. Click the Page Layout tab.
  2. Click the Page Setup arrow on the Page Setup group.Excel Printing Options
  3. The Page Setup dialog box will open.Excel Printing Options
  4. Click the Sheet tab.Excel Printing Options
  5. Click the icon to the right of the Rows to repeat at the top: field.Excel Printing Options
  6. Click the row(s) to be repeated and press Enter to set the row(s).Excel Printing Options
  7. Click OK to complete the process. NOTE:  Use the Columns to repeat at left to set the appropriate columns to be repeated on each page.Excel Printing Options
  8. The selected rows will now print on each page of the printout.Excel Printing Options

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