Print in Microsoft Excel

How to print Excel spreadsheet?

In this article, we are going to learn how to print a page and how to change the print settings in Excel.

Print option is used to generate the hard copy of data which we prepared as hard copy in the computer. While printing the Excel spreadsheets, we have to take care of few things. Let’s learn how many options are there to print the Excel file.

Print option is available under the Page layout tab and shortcut key for printing is Ctrl+P.

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Let’s start learning every options one by one:-

Copies option is used to define the number of copies to the printout of a document. For example, we want 3 copies to a document we have to define the number of copies as showing in the below image.

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Printer option we used to select the printer from which we want to get the print out.

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Print Area: -Under the settings option, we can select the print area. We have 3 options:    1. Print Active sheets 2. Print Entire Workbook 3. Print Selection

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Collated & Uncollated–We use this option while printing the multiple copies. It helps to switch between collated and uncollated. For example, we have 3 pages and 3 copies that we want to print out. If we choose the Collate option then printing sequence will be 1st copy =>1st page, 2nd page and then 3rd page. But if we select the uncollated option then sequence will be 1st page => 3 copies.

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Portrait Orientation–We use this option to give the printout in portrait or landscape layout.

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Letter:–While printing this option, we use to select the paper size according to our requirement. For example, to give the printout for envelop, we select the paper size of envelope size, for letter we select the paper of letter size, etc.

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Normal Margins:–We use this option to set up the margins of the page from all the side of the page. In the below image, you can see the normal margins and we can set margins according to our requirement as well.

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No Scaling:–We use this option when we want to take all the information on the minimum page.

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Page Setup

Page setup option is also used to set the page alignment, orientation, etc. In the Page setup section, we have options of Margins, Orientation, Size, Print Area, Breaks, Background, Print titles, etc.

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What is Margins in Excel and how to set the Margins?

Margins option is used to set the margin sizes for the entire document or the current selection as per the requirement. In Excel, we have auto set up margins; if we want to change the margins as per our requirement, then we can change it through Custom Margins.

The shortcut key to use margins option is Alt,P,M

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What is orientation in Excel and how to set the orientation?

Orientation option is used to give the printout layout. We can set the data as portrait or landscape layout.

The shortcut key to use Orientation option is Alt,P,O

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What is size in Excel and how to set the size?

Size option used to select the paper size accordingly. In Excel we have option to select the paper size as per our requirement like for letter we can select letter size etc.

The shortcut key to use size option is Alt,P,SZ

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What is print area in Excel and how to set print area on a worksheet?

Print Area: - When we print to specific area in the whole document, print area will just include the selection. We can select the print area when you do not want to print the entire worksheet, after you define a print area to print a worksheet, only the print area is printed.

The shortcut key to use print area option is Alt,P,R

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Break option used to print the document with the exact number of pages that we want, we can adjust the page breaks in the worksheet before we print it.

The shortcut key to use break option is Alt,P,B

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Background option is used to insert the background of the printout to make the document attractive.

The shortcut key to use background option is Alt,P,G

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Print titles option is used to give the title in row and column. It will repeat on every page.

The shortcut key to use background option is Alt,P,I

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Page setup dialog box: - It will open when we click in the Page layout tab > Page setup > Right corner arrow sign.

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Through Page Setup dialog box, we can set the page using all those features which we can use in the menu tab.

There are 5 examples to give the print out:-

  1. How to print Excel spreadsheet?

Let’s say we have data in the Excel spread sheet.

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Now, we want to printout the document. We need to follow below given steps:-

  • Press the key Ctrl+P.
  • Print page will get open.

 

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  • We can see the preview of this page. If the preview is OK then we just need to click on print option to get the printout.

How we can centralize the data while printing?

We have data in the range A1:D11 and we want to get the printout of the data in the center on the page.

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To centralize the page, we use the Margins option. Follow below steps to centralize data on the page:

  • Go to Page layout tab > Page Setup > Margins.

 

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  • In above image, auto set up margins are showing. To set up margins as per our requirement, we need to click on Custom Margins.
  • Page setup dialog box will be opened. In the Margins tab, check the horizontally and vertically options.

 

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  • Click on OK.
  • Press the printout shortcut key: -Ctrl+P.
  • Where we can see the print preview.

 

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This is the way we can centralize the data on the paper while printing.

  1. How to get the multiple printout?

We have data in which we have 3 pages to printout, and for every page, we want to return multiple copies.

 

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Follow below given steps:-

  • Press the printout shortcut key: - Ctrl+P.
  • Print page will open.

 

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  • At the bottom of the page, we can see the number of pages.
  • 1 is mentioned in the copies option.
  • To give the multiple printout, we will increase the number of copies.

 

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There is an option of Collated and Uncollated. This option we use while printing the multiple copies.

Use of Collated option in multiple copies:-

We are having 3 pages to give the printout so collated option will help to get the printout 123, 123, 123 in this way. It means first printout we will get of the first page, then for the second page and then third page. This process will repeat 3 times because we have opted for the 3 copies.

Use of Uncollated option in multiple copies:-

We are having 3 pages to give the printout so uncollated option will help to get the printout 111, 222, 333 in this way. It means 1st page’s 3 copies then 2nd page’s 3 copies, and then 4th page’s 3 copies we get.

This is the way to get the multiple copies.

 

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Users are saying about us...

  1. I use Excel 2010, and expect the Print function to recognize the high-lighted section of the worksheet when I give the Print command. But the default "Print Active Sheets" always comes up, and often I have hit the print button before realizing that the "print selection" option is not recognized. I was able to do this in Excel 7, and I have wasted a lot of paper by expecting that characteristic to be continued in the upgrade. Not being able to set a DEFAULT to "Print Selection" is a step backward. I have not found any article that tells me how to do this.
    HELP> Thank you.

    • Ramandeep Singh

      Hi Marguerite,

      You can use below macro for printing the selected area. Run below macro after selecting the data which needs to be printed.

      Sub SelectionPrinting()

      Selection.PrintOut

      End Sub

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