How to Print Excel Sheet

Printing an Excel sheet is a fundamental operation that is needed by almost everyone who uses the software. Whether you’re printing out tables, charts or graphs, there’s always the need to generate physical copies of data. Printing from Excel is a straight-forward process that involves a few clicks and setup options, and it’s a great way to share information with people who may not have access to your electronic copy. In this post, we’ll explain step-by-step how to print an Excel sheet, and highlight a few tips to ensure that you get the best possible print results.

Select the area to print

The first step to print an Excel sheet is to select the area you want to print. To do this, click on the cell at the top left corner of the area you want to print and drag your mouse down to select all the cells you want to include. If you want to print the entire workbook, click on the triangle dropdown arrow next to “Print Active Sheets” and choose “Print Entire Workbook”.

Adjust the page layout

Before you print, you may want to adjust the page layout to ensure that your data fits nicely on the page. Click on the “Page Layout” tab, and then use the “Page Setup” option to adjust margins, orientation, scaling, and more to your liking.

Adjust scaling

One of the most useful features for fitting data onto a page is scaling. By default, Excel will automatically scale your sheet to fit onto a single page. However, you can also choose to have it fit onto multiple pages or to make it smaller or larger as needed. To do this, simply change the scaling percentage in the “Scaling” section of the “Page Setup” menu.

Preview your print job

Before sending your sheet to the printer, it’s always a good idea to preview it to ensure everything looks as you expect it to. Click on the “File” tab, choose “Print”, and then click on “Print Preview”. From here, you can scroll through your pages and adjust any settings as needed.

Print your sheet

Once you’re happy with how your sheet looks, it’s time to print! Click on the “File” tab, choose “Print”, and then choose your print settings. Make sure your printer is selected, and choose the number of copies you want to print. Finally, click on “Print” and watch your data come to life on paper!

Print options

When you click on “Print”, there are a few additional options you may want to take note of. For example, you can choose to print in color or in black and white, and you can choose to print the gridlines and headings in your sheet or not. Make sure to explore these options to get the exact printout you want.

Print format tips

When printing Excel sheets, it’s important to consider the format of your data to ensure it’s printed correctly. Here are some tips:

Print titles

If your sheet has headings or titles, make sure to print those on every page to make your printout more readable. Click on the “Page Layout” tab, and then choose the “Print Titles” option. Here you can select rows or columns to repeat on every printed page.

Avoid blank pages

If you have a large workbook, it’s possible that you’ll end up with blank pages in your printout. To avoid this, click on the “Page Layout” tab, and then choose “Scale to Fit”. Under “Scaling”, set the “Fit To” option to 1 page wide by 9999 pages tall. This will ensure that all your data fits onto the least amount of pages possible, and prevent any unwanted blank pages.

Printing Charts and Graphics

Printing charts and graphics is a great way to show data in a visual format. Here are some tips to get the best print results:

Choose the right size

When you copy and paste a chart or graphic into another program like Microsoft Word or PowerPoint, it will automatically adjust in size to fit the new docment. However, when printing directly from Excel, you need to manually choose the size. Click on the chart or graphic you want to print, and then adjust its size using the handles in the corner. To get the best possible quality, make sure to print at 100% of the size used in Excel.

Check the resolution

Another important factor to consider when printing graphics is resolution. Make sure to check the resolution of your chart or graphic before printing to ensure it comes out as sharp and clear as possible. Click on the chart or graphic, and then choose the “Format” tab. Under “Size”, choose “More Options” and make sure the resolution is set to “High Fidelity”.

Printing an Excel sheet can seem like a daunting task, but with the right tools, it can be a breeze. Remember to select the right area to print, adjust your page layout, preview your printout, and choose the right print settings. Additionally, keep in mind tips for printing charts and graphics, and always double-check your print options before printing. Following these best practices will ensure you get the best possible print results from your Excel sheets every time.

FAQ

Here are some frequently asked questions related to printing Excel sheets:

Can I print a specific range of cells?

Yes, you can print a specific range of cells by selecting the area you want to print, and then choosing the “Print Selection” option in the print dialog box. This will print only the selected cells, rather than the entire sheet.

How can I fit my data on fewer pages?

You can fit your data on fewer pages by adjusting the scaling under “Page Setup”. Choose the “Scale to Fit” option, and set the “Fit to” option to the desired number of pages. Additionally, you can adjust margins and orientation to help fit your data onto fewer pages.

How can I print my sheet in landscape mode?

To print your sheet in landscape mode, click on the “Page Layout” tab, and then choose the “Orientation” option. Select “Landscape” and your sheet will be printed in landscape mode.

How can I make sure my sheet prints in color?

Before printing, make sure to click on the “File” tab, and then choose “Print”. Click on the “Printer Properties” option, and make sure that color printing is enabled in the printer’s settings.

Why is my chart not printing correctly?

If your charts or graphics are not printing correctly, it could be due to a variety of factors. Make sure your print settings are correct and that you’ve selected the right chart size and resolution. Additionally, check that the printer you’re using supports high-quality graphics printing and that it’s connected properly to your computer.