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Intro to Excel
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Intro to Excel

Print a worksheet or workbook

You can print entire or partial worksheets and workbooks, one at a time, or several at once. And if the data that you want to print is in a Microsoft Excel table, you can print just the Excel table.

You can also print a workbook to a file instead of a printer. This is useful when you need to print the workbook on a different type of printer from the one that you originally used to print it.

Before you print

Before you print anything in Excel, remember that there are many options available for an optimal print experience. For more information, see Printing in Excel.

Important: Some formatting, such as colored text or cell shading, may look good on the screen but not look how you expect when it prints on a black-and-white printer. You may also want to print a worksheet with gridlines displayed so that the data, rows, and columns stand out better.

Print one or several worksheets

  1. Select the worksheets that you want to print. 

  2. Select File > Print, or press CTRL+P.

  3. Select the Print button or adjust Settings before you select the Print button.

Print one or several workbooks

All workbook files that you want to print must be in the same folder.

  1. Select File > Open.

  2. Hold down CTRL click the name of each workbook to print, and then select Print.

Print all or part of a worksheet

  1. Click the worksheet, and then select the range of data that you want to print.

  2. Select File, and then click Print.

  3. Under Settings, select the arrow next to Print Active Sheets and select the appropriate option.

    Under Settings, click Print Entire Worksheet
  4. Select Print.

    Note: If a worksheet has defined print areas, Excel will print only those print areas. If you don't want to print only the defined print area, select the Ignore print area check box. Learn more on setting or clearing a print area.

Print an Excel table

  1. Select a cell within the table to enable the table.

  2. Select File, and then select Print.

  3. Under Settings, select the arrow next to Print Active Sheets and select Print Selected Table.

    Print Selected Table
  4. Select Print.

Print a workbook to a file

  1. Select File, and then select Print, or press Ctrl+P.

  2. Under Printer, select Print to File.

    Print to File option
  3. Select Print.

  4. In the Save Print Output As dialog box, enter a file name and then select OK. The file will be saved in your Documents folder

Important: If you print the saved file on a different printer, the page breaks and font spacing may change.

Print a worksheet

For best results with printing your worksheet, use the Print command in Excel for the web, not your browser’s Print command. You can print the entire worksheet or just the cells you want.

If you want to print a range of cells, select them. To print the entire worksheet, don’t select anything.

  1. Select File > Print > Print.

    Print selected cells

  2. If you selected a range of cells, but decide to print the entire worksheet, switch to Entire Workbook before you hit Print.

    Print setup screen

Change a selected print area

In Excel for the web, you can either specify an area you want to print or print an entire worksheet. If you select a print area, but decide to change the specified area, here’s how you can preview your changes:

  1. On the worksheet, click and drag to select the cells you want to print.

  2. Select File > Print > Print.

  3. To print only the selected area, in Print Options, select Current Selection.

  4. If the print preview shows what you want printed, select Print.

To change the print selection, close print preview by clicking on the X, and repeat the previous steps.

To print the entire worksheet, select File > Print > Print. Make sure Entire Workbook is selected.

Print Entire Workbook in Excel for the web

If you have the Excel desktop application, you can set more print options. Select Open in Excel and select multiple print areas on a worksheet.

Button to Edit in Excel

Print a worksheet that has hidden rows and columns

In Excel for the web, when you print a worksheet with hidden rows or columns those hidden rows and columns won’t be printed. If you want to include the hidden rows and columns, you’ll need to unhide them before you print the worksheet.

You can tell if rows or columns are hidden either by the missing header labels or by the double lines as shown in this picture.

double lines between rows and columns indicate hidden rows or columns

Here’s how you can unhide rows or columns:

  1. Select the range of headers surrounding the hidden rows or columns. In this example, select all row headers between 2 and 7 to unhide rows 3 and 6.

    select the range of headers around hidden rows or columns

  2. Right-click the selection and pick Unhide Rows (for columns, pick Unhide Columns).

  3. Select File > Print.

  4. Select Print for a print preview.

    Print preview

  5. In the Print Options box, make sure Entire Sheet is selected, and select Print.

Note: The row and column labels don’t show in print preview and the printout.

Print a workbook

If your Excel for the web workbook has only one worksheet, you can just print the worksheet. But if the workbook has multiple worksheets you’ll need to go to each worksheet by selecting its sheet tab, and then print that worksheet.

sheet tabs

Not sure if the workbook has any hidden worksheets? Here’s how you can verify:

  1. Right-click any sheet tab.

    Right-click any sheet tab to check for hidden worksheets.

  2. If the Unhide option is available, the workbook has one or more hidden worksheets. Select Unhide to show and unhide the worksheets.

  3. When you unhide a worksheet, the sheet tab in the worksheet becomes available. Select the sheet tab and print the worksheet.

Print a table

Sometimes you want to print only part of a worksheet, like a table. You can do this in Excel for the web as long as the table has less than 10,000 cells. For worksheets more than 10,000 cells you have to use the Excel desktop app.

To print a table:

  1. To select all the cells in the table, select the first cell and scroll to the last cell.

    If your table has a lot of columns, instead of scrolling, select the first cell, press and hold the Shift key and select the last cell.

  2. Select File > Print > Print.

    Print selected cells

  3. Select Current Selection if it isn’t already selected, and then select Print.

    Print Current Selection in Excel for the web

  4. If you like the print preview, select Print. If not, close the view and make any required changes.

    Print preview of table

Learn how you can print a table with gridlines.

Print page numbers on a worksheet

You can’t insert, view or print page numbers in Excel for the web. However, if you have the Excel desktop application, you can add page numbers either at the top (headers) or at the bottom (footers) of the worksheet and print it.

Use the Open in Excel button to open the workbook and, add page numbers in the Page Layout view, and then print the worksheet from Excel. Here’s how:

  1. Select Open in Excel and insert page numbers on worksheets.

  2. Print the worksheet.

See also

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