How to adjust the settings in Excel to print headings, gridlines, all sheets, and other tips
If an Excel sheet has data that won't fit one page across, you can change the Scaling setting, to force it to fit.
Follow these steps to change the page scaling setting in Excel 2010:
Now all the columns will fit across a single page when printed, and down as many pages as required, to fit all the rows.
Follow these steps to change the page scaling setting in Excel 2007:
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.
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:
When you open an Excel file, or switch to a different worksheet, you might see a large Page 1 watermark in the middle of the sheet.
This is a sign that you are in Page Break Preview, and this video shows how to turn that setting off and on. You will also see the benefits to using Page Break Preview, such as adjusting the location of the page breaks, and seeing how the printed pages will look, before you actually print them.
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.
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.
By default, Excel does not show the gridlines when you preview or print a sheet, even if the gridlines are visible on the sheet.
If you want to print the gridlines, adjust one of the Page Setup options:
Instead of printing sheets one at a time, use this quick and easy tip to print all the sheets in an Excel file at once. Watch this video to see how to select and print the sheets, and then unselect the sheets, after you print. This step is important, to make sure that you don't accidentally overwrite the worksheet data. Written instructions are below the video.
When you're working with a named Excel table, here's a quick way to print just the table, without all the other stuff that's on the worksheet.
If you do this frequently, add the command to your Quick Access Toolbar. In the "All Commands" list, look for "Print List".
To see the steps for setting print scaling to fit all the columns, and set the heading rows, please watch this short video tutorial
Last updated: October 28, 2018 3:58 PM
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