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Excel Printing Tips

For information on printing Excel comments, please visit:
Printing Excel Comments

 

Print One Page Wide - Excel 2010

If an Excel sheet has data that won't fit one page across, you can change the Scaling setting, to force it to fit.

Excel 2010 Print Setting

Follow these steps to change the page scaling setting in Excel 2010:

  1. On the Ribbon, click the File tab, then click Print
  2. In the Settings section, click the arrow at the right of No Scaling
  3. Click on Fit All Columns on One Page

    4. fit all columns on one page

Now all the columns will fit across a single page when printed, and down as many pages as required, to fit all the rows.

Excel 2007 Print Setting

Follow these steps to change the page scaling setting in Excel 2007:

  1. On the Ribbon, click the Page Layout tab
  2. In the Page Setup group, click the Dialog Launcher, at the bottom right

    page setup dialog launcher

  3. In the Page Setup window, on the Page tab, click the 'Fit to' option for Scaling
  4. Enter 1 as the number of page(s) wide
  5. Clear the box for the number of pages tall, then click OK

    page scaling

This will limit the file to printing one page across, but won't limit the number of pages down. You don't have to guess the number of pages required, just leave it blank and Excel will figure it out for you.

Headings On Every Printed Page

In a long Excel worksheet, you might have headings in the top rows, to explain what is in each column of data.

When you print the worksheet, you can repeat those headings on each printed page, by setting the Print Titles, as described below.

To repeat headings on each printed page:

  1. On the Ribbon, click the Page Layout tab, and click Print Titles

    2. print titles

  2. In the Page Setup window, on the Sheet tab, click in the Rows to Repeat at Top box.
  3. On the worksheet, select the row(s) that you want to print at the top of each page. The row numbers will appear in the Page Setup window.

    4. rows to repeat

  4. Click OK, to close the window.

Rows to Repeat Not Available

Occasionally, when the Page Setup window opens, the Rows to Repeat at Top command is not available. As shown in the screen shot below, that setting, and a few others, are greyed out.

rows to repeat grey

This happens if you open the Page Setup window from the Print Preview window. In the screen shot above, I clicked the Page Setup link in the Preview window, and those commands were grey.

To solve the problem:

  1. Close the Page Setup window, if the Rows to Repeat and other commands are grey.
  2. On the Ribbon, click the Page Setup tab
  3. Click Print Titles, to open the Page Setup window again, with the commands active.

    print titles

Watch the Excel Printing Tips Video

To see the steps for setting print scaling to fit all the columns, and set the heading rows, please watch this short video tutorial

 

 

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Last updated: May 17, 2013