How to Print in MS Excel: Step-by-Step Guide (2024)

Printing in MS Excel is a straightforward process that allows you to convert your digital spreadsheets into physical copies. In this article we will provide you with complete guide on how to print in MS Excel and how to print everything form preparing your worksheet and finally getting superior prints. If you are a professional or businessmen or a student so you read the following article for learning how to print in MS Excel for enhance your productivity and you can also able to share the information excellently. 

Microsoft Excel has become a necessary tool for establishing and examining data. However, there are times when we need to print our Excel spreadsheets for various purposes, such as sharing reports, creating physical backups, or presenting data in meetings. I will guide you through in this article the step-by-step process of how to printing in MS Excel Sheet, after the completely read this article you can easily convert your digital database into hard copy.

Printing your Excel spreadsheets is essential when you need hard copies for reference, analysis, or sharing information. In MS Excel you can customize the printing options before the preparing of documents. In this article I will guide you how to printing in MS Excel and produce highly good-looking printouts.

Whether you're a scholar, a qualified, or a corporate, learning how to print in MS Excel can enhance your efficiency and you also able for share the information brilliantly. In the following sections, we will be providing to you guide on how to print in MS Excel, converting everything from preparing your worksheet to selecting print options and finally obtaining high-quality prints.

Preparing the Worksheet

For ensure that your data is correctly organized and formatted before the printing. Follow these steps to prepare your worksheet for printing:

Step 1: Open the Excel Worksheet:

Open the Excel sheet that you want to print. Launch MS Excel and locate the file and folders.

Step 2: Check and Format Data

Make any necessary adjustments, such as correcting formulas or removing unnecessary information. Additionally, format your data using appropriate fonts, font sizes, and cell alignments for better readability. And make sure that it is accurate and up-to-date and Review your data. 

Step 3: Adjust Column Width and Row Height

To optimize the appearance of your printed worksheet, adjust the column width and row height as needed. This will ensure that your data is neatly presented on paper without any truncation or overlapping.

Step 4: Add Headers and Footers (If Required)

Headers and footers provide additional context and professionalism to your printed documents. Consider adding relevant information, such as page numbers, titles, dates, or your company logo. 

For the add headers and footers in the excel sheet, go to the "Insert" tab, click on "Header & Footer," and customize them accordingly what is your requirements.

Adjusting Page Setup and Customize the Print Options

For the customize the print options, click on the "Print Options" which is link within the print settings & preview window. This will provide additional settings to perfectness your printout.

To achieve the desired layout and formatting for your printed Excel worksheet, you need to adjust the page setup. Follow these steps for the page settings:

Step 5: Access Page Setup

Go to the "Page Layout" tab & click on the small arrow in the bottom-right corner of the "Page Setup" group. This will open the "Page Setup" dialog box, where you can modify some printing settings.

Step 6: Set Paper Size and Orientation

Again, go to the "Page Setup" dialog box, click on the "Page" tab. Here, you can select the multiple paper size, like A4, legal or Letter, and choose the required orientation, whether it is landscape or horizontal and portrait or vertical.

Step 7: Adjust Margins and Scaling

To optimize the use of space on the printed page, adjust the margins settings to define the space between the content and the edges of the paper and Determine how the content will be scaled on the printed page. You can choose to fit the content to a specific number of pages or adjust the scale manually. you can scale the worksheet to fit on a single page or specify a specific number of pages for larger spreadsheets. You can also set margins that provide sufficient white space around your data and ensure that the content is not cut off during printing.

Previewing the Print

To avoid any surprises when printing, it's advisable to preview the print layout before sending your worksheet to the printer. Follow these

Steps to Preview your Excel Print:

Step 8: Access Print Preview

Click on the "File" tab and select "Print" which is also available in the left hand menu. This will display a preview of your worksheet as it will appear on paper.

Step 9: Navigate the Print Preview

In the print preview mode, you can navigate through different pages of your worksheet using the arrow buttons. Take time to confirm that all the data and arranging are correct and no surprising page breaks or other issues.

To ensure that your printout appears as expected, take advantage of the "Print Preview" option. Click on the "Print Preview" button within the print settings and preview window. This will display a preview of how the printed document will look. Use the navigation options to flip through the pages and review the content. If any adjustments are needed, go back to the print settings and modify accordingly.

Selecting Print Options

Now that your worksheet is prepared, and you have adjusted the necessary page settings, Follow these steps to choose the appropriate print options:

Step 10: Access Print Options

In the "Print" tab, you'll find various settings and configurations to refine your print job. 

Step 11: Specify Print Range

If you only want to print a specific area within your Excel spreadsheet, you can select that range of cells before going the print settings. To do this, click and drag over the cells you want to print or hold down the CTRL key on Keyboard while clicking separate cells. After selecting the wanted range, proceed with the print settings as outlined above, ensuring the appropriate options are selected for printing the chosen range.

If you only want to print a specific range of cells or a particular section of your worksheet, select the desired range before proceeding with the print. This can help you save paper and printing resources.

Step 12: Choose Number of Copies

Confirming the number of copies you want to print or you can click or  type which number of copies you want of Excel spreadsheet. If necessary, adjust other settings such as collation, page order, or duplex printing, depending on your printer capabilities and preferences.

Printing the Worksheet

After configuring all the necessary print settings, it's time to print your Excel worksheet. Follow these steps to initiate the print process:

Step 13: Print the Worksheet

Click on the "Print" button in the print settings or, for use the shortcut key press, Ctrl+P and click Enter key later on Go for the printer to obtaining your printouts.

Step 14: Start Printing

Once you are satisfied with the print settings and preview, it's time to print your Excel spreadsheet. Click on the "Print" button within the print settings and preview window to initiate the printing process. Alternatively, you can choose the "Quick Print" option to print using the default settings without previewing.

In MS Excel, there are several shortcut keys that you can use for printing. The shortcut keys can help you save time and quickly perform printing tasks in MS Excel. Here are some commonly used shortcut keys related to printing in Excel: 

For example,

  • to quickly open the Print dialog box, press Ctrl+P
  • to prints the current worksheet, press Ctrl+Shift+F12 
  • to prints the active window or dialog box, press Alt+Print Screen
  • to quickly set print options, press Ctrl+Shift+P
  • to displays the Print Preview window, press Ctrl+F2
  • to prints the current selection, press Ctrl+D


Printing in MS Excel is a valuable skill that allows you to transform digital data into tangible outputs. If you following above mentioned guide which is provided by me through step-by-step, you can easily print your Excel spreadsheets while keeping accurateness, readability, and expert formatting. Make sure to prepare your worksheet, adjust page setup, preview the print, select appropriate print options, and finally, send the print job to your printer. 

Printing in MS Excel is a straightforward process once you understand the necessary steps. Remember to review and adjust the print settings and preview your document before printing to achieve the desired results. With these skills in hand, you'll be able to produce professional-looking printouts from your Excel spreadsheets with ease.


1. Can I print only selected cells from my Excel worksheet?

Yes, you can specify a print range to print only the selected cells or a particular section of your worksheet. This can help conserve paper and focus on the essential data.

2. How can I ensure that my Excel worksheet fits on a single page when printing?

Yes, you can ensure that, in the "Page Setup" dialog box, click on the “Page tab”, you can adjust the scaling options to fit your worksheet on a single page. Experiment with different scaling percentages until you achieve the desired result.

3. What if my printed Excel spreadsheet has cut-off content or unexpected page breaks?

Previewing the print layout using the print preview feature allows you to identify and resolve issues such as cut-off content or unexpected page breaks. Make adjustments to margins, scaling, or print range to rectify these problems.

4. Can I add headers and footers to my printed Excel spreadsheet?

Yes, you can customize headers and footers in Excel to include information such as page numbers, titles, dates, or your company logo. This adds professionalism and context to your printed documents.

5. How can I print multiple copies of my Excel worksheet?

When selecting print options, you can specify the number of copies you want to print. Additionally, you can adjust settings such as collation and page order to ensure the printed copies are organized as desired.

In conclusion, printing in MS Excel is a simple yet essential process that enables you to convert your digital spreadsheets into tangible documents. If you following above mentioned instructions provided in this article, you can surely print your Excel worksheets, ensuring that your data is effectively connected in both formats. Mastering the art of printing in Excel will enhance your productivity and enable you to share information conveniently and professionally.

Tag: - how to print in excel, excel printing, print excel worksheet, print excel workbook, print excel data, print excel on one page, print excel row and column headings, print excel to file, excel print settings, set up the selected worksheets so that they will each print on one page, how to print multiple pages on one page, how to fit excel sheet on one page, how to print excel spreadsheet on one page, how to print an excel spreadsheet, how to print excel on one page, how to print page in excel.


Post a Comment


Post a Comment (0)

Previous Post Next Post