Easy steps show how to fix Excel printing problems. Fit all columns on 1 page, repeat headings on all pages, print gridlines, remove Page 1 in middle of sheet, and more Excel printing tips
When printing a large Excel sheet, you can change a few settings, to make the printed pages easier to read.
This short video shows the steps to fit all the columns, and set the heading rows, and there are written steps below the video.
If the Excel sheet is too wide to print across one page, you can adjust its scaling, to fit all columns on one page. There are two places where you can change the scaling setting:
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 scaling setting in the Page Setup dialog box
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.
Note: If the Rows to Repeat option is not available, see the next section, on how to fix that problem.
To repeat headings on each printed page:
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 worksheet gridlines when you preview or print a sheet, even if the gridlines are visible on the sheet.
If you want to print the gridlines, follow these steps, to change one of the Page Setup options:
Instead of printing sheets one at a time, watch this short video to see how to print all the sheets in an Excel file at once. Be sure to watch to the very end, to see an important step! If you don't do that step, you could accidentally overwrite the worksheet data
Written instructions are below the video.
When you're working with a named Excel table, this video shows a quick way to print just the table, without all the other stuff that's on the worksheet. There are written steps below the video.
To print a named Excel table, without printing other items on the worksheet, follow these steps:
If you do this frequently, add the command to your Quick Access Toolbar. In the "All Commands" list, look for "Print List".
When you open an Excel file, or switch to a different worksheet, you might see a large "Page 1" in the middle of the sheet.
It looks like a watermark, but don't worry -- that text won't appear on your printed worksheet.
That "Page 1" is a sign that you are in Page Break Preview, instead of Excel's Normal view or Page Layout view..
Watch this short video to see how to turn that setting off and on. You will also see how Page Break Preview can be helpful. It lets you
Last updated: March 26, 2021 10:31 AM
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