Printing Workbooks

Printing in Excel can sometimes be complicated. Learn about Excel printing, including setting the right print area, in this lesson.

Introduction

Printing in ExcelIn Excel, there are many things you can do to prepare your workbook for printing. Many of these tasks make it easier to format the spreadsheet for the printed page.

In this lesson, you will learn how to view the spreadsheet in Print Preview, modify margins, change the page orientation, use the Scale to Fit feature, use the Print Titles command, and insert breaks.

Preparing to print and printing

To view the spreadsheet in Print Preview:

Print Preview

Click the Close Print Preview button Close Print Preview to return to the Normal View.

To make previewing your spreadsheet easier, add the Print Preview command to the Quick Access toolbar.

Exploring Print Preview

Once you are in Print Preview, you can access many of the same features that you can access from the Ribbon; however, in Print Preview you can see how the spreadsheet will appear in printed format.

Print Preview

To modify margins, column width, or row height while in Print Preview:

Margins

To modify margins:

Margins

To change page orientation:

Page Orientation

Portrait orients the page vertically, while Landscape orients the page horizontally.

To use Scale to Fit:

Scale to Fit is a useful feature that can help you format spreadsheets to fit on a page. However, be careful with how small you scale the information—it can become difficult to read!

To change the paper size:

To define a print area:

Print Area

To return to the default setting, which is the entire worksheet, click the Print Area command, then select Clear Print Area.

To insert a break:

Click Print Preview to confirm that the break appears in the correct place in your spreadsheet.

To use the Print Titles command:

This is an important command to be familiar with if you intend to print your worksheets. It allows you to select specific rows and/or columns that will be repeated on each printed sheet. Imagine how difficult it would be to read page 48 of a printed spreadsheet if the column and row headings only appeared on the first page.

Print Tiles
Print Tiles

To print from the Microsoft Office button:

Print

You can select Quick Print to bypass the Print dialog box.

Challenge!

Use the Budget workbook or any Excel workbook you choose to complete this challenge.