Excel Printing Tips

How to adjust the settings in Excel to print headings, gridlines, all sheets, and other tips

Print One Page Wide

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

  3. In the Page Setup window, on the Sheet tab, click in the Rows to Repeat at Top box.
  4. 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.
  5. rows to repeat

  6. Click OK, to close the window.

Remove Page 1 Watermark

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.

page break preview

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.

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

Print the Gridlines

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:

  1. On the Excel Ribbon, click the Page Layout tab
  2. Click Print Titles, to open the Page Setup window.
  3. print titles

  4. In the Page Setup window, the Sheet tab should be active -- if not, click the Sheet tab
  5. In the Print section, add a check mark to Gridlines, and click OK

print titles

Print All Sheets in File

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.

To print all the sheets in an Excel file:

  • Right-click on any sheet tab, and click Select All Sheets
  • select all sheets

  • On the Quick Access Toolbar (QAT), click the Print or Preview command. If those buttons are not on the QAT, click the File tab on the Excel Ribbon, and then click Print.
  • print and preview on QAT

  • After you print or preview the sheets, close the Preview window, to return to Excel
  • Click on any sheet tab, to select that sheet and unselect the other sheets.

Print Selected Table

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.

  • Select any cell in the table
  • Click the File tab, and then click Print
  • In the first drop down list under Settings, choose Print Selected Table
  • Then, click the Print command at the top

If you do this frequently, add the command to your Quick Access Toolbar. In the "All Commands" list, look for "Print List".

print and preview on QAT

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

Related Links

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Last updated: October 28, 2018 3:58 PM
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