How to Print in Excel


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In this tutorial, it will be explained about how to print in excel. How to print excel sheet is surely important to know if you often make documents or similar things in this software. Usually, after making these kinds of things, we need to print them in a hardcopy form. To do this, you simply need to know how to print an excel spreadsheet.


Why do We Need to Learn How to Print Excel File?


When we work on something in our spreadsheet, sometimes we need to make a hardcopy version of that work. This is often needed if we deal with reports, presentation materials, or other documents that have printing needs. Maybe we want to show our work results in the hardcopy form to other people or there are other purposes. For these purposes, we need to utilize the printing feature in this software.

As an example of this need in our work, let’s say we analyze sales performance data of a company product. Suddenly, our boss asks the analysis result to be printed so she can read it while going to an event in another place. The printing process must be done quickly so it will not be waited for too long by our boss. If we don’t understand how to print excel documents correctly, then most probably we will panic. Moreover, if the analysis has quite the amount of sheets. It will become messy if we still don’t know how to print in excel correctly.

Because of this, you better learn how to print in excel correctly as soon as possible if you haven’t. Knowing how to print in excel is seriously needed especially if you often do your job in this software. Nobody can know for sure when we need to convert our work into hardcopy. It is better we know the way so the knowledge can then be utilized anytime it is needed.


What is How to Print in Excel?


How to print in excel is a spreadsheet feature to put your file data in this software into papers neatly. In practice, there are settings that you can change so you can produce the printing details that you need. You just need to know how to change the settings. This will be explained more in the following part.


How to Print Out Excel Sheet?


The following will explain how to print in excel so the result will be organized and not cut. First, there will be an explanation about how to activate the printing feature for you who have not understood it. Then, we will explain about the printing settings and how to use it so the hardcopy can be perfect.


How to Print in Excel

  1. Click File and choose Print or just press Ctrl + P (Command + P on Mac)

    How to Print in Excel - Screenshot of Step 1

  2. Manage the printing result as you need it. The following is the description of the setting details
    • Copies: How many copies to process

      How to Print in Excel - Screenshot of Step 2-1

    • Scope:
      • Active Sheets: The printing scope becomes all the filled parts in the active sheet
      • Entire Workbook: The printing scope becomes all the sheets in the active workbook
      • Selection: The printing scope becomes all the current highlighted cells

      How to Print in Excel - Screenshot of Step 2-2

    • Pages … to ….: From page which to which the printing will be done. The determination of the page numbers is from the scope settings

      How to Print in Excel - Screenshot of Step 2-3

    • Paper Sides:
      • One-Sided: The data will only be written on one side of your paper
      • On Both Sides (Flip Pages on Long Edge): The data will be written on both sides of your paper. Your paper is assumed to be portrait orientation and the data will be printed like in a book
      • On Both Sides (Flip Pages on Short Edge): The data will be written on both sides of your paper. Your paper is assumed to be landscape orientation and the data will be printed like in a book

      How to Print in Excel - Screenshot of Step 2-4

    • Collated/not:
      • Collated: The hardcopy pages will be made in proper order
      • Uncollated: The hardcopy pages can be made in random order

      How to Print in Excel - Screenshot of Step 2-5

    • Using staples/not: Are your pages using staples or not? If yes, then determine where they are placed and in which sides of your paper

      How to Print in Excel - Screenshot of Step 2-6

    • Orientation:
      • Portrait: Your hardcopy pages will show the data in portrait
      • Landscape: Your hardcopy pages will show the data in landscape

      How to Print in Excel - Screenshot of Step 2-7

    • Paper size: The determination of the page size that will be used. Fit it with the paper size that you prepare for the printing process

      How to Print in Excel - Screenshot of Step 2-8

    • Margin: The distance between the edge of your paper and the most outer edge of your data

      How to Print in Excel - Screenshot of Step 2-9

    • Scaling:
      • No Scaling: The printing will be done according to the data actual size
      • Fit Sheet on One Page: The printing will be done by fitting in the whole sheet’s content into one page
      • Fit All Columns in One Page: The printing will be done by fitting in the content of the whole columns into one page
      • Fit All Rows in One Page: The printing will be done by fitting in the content of the whole rows into one page
      • Custom Scaling Options: Your own settings of the scaling if the options above are still not enough

      How to Print in Excel - Screenshot of Step 2-10

  3. If all is okay, then click Print

    How to Print in Excel - Screenshot of Step 3




How to Print in Excel so There Will Be No Cut

  1. First, know what parts that you don’t want to be cut. Is it the rows, columns, or the whole sheet (usually the rows or probably the sheets to a lesser degree)?
  2. After you know, do the settings in the scaling part before you convert your data to its hardcopy version
  3. Do the scaling settings like this:
    • If you don’t want the columns to be cut, then choose Fit All Columns in One Page
    • If you don’t want the rows to be cut, then choose Fit All Rows in One Page
    • If you don’t want the sheets to be cut, then choose Fit Sheet on One Page



How to Print in Excel so There Will Be No Cut

If you want to make your sheet contents fit into one paper, then pick Fit Sheet on One Page for scaling.


Exercise


After you have learned how to print in excel optimally, now is the time to do exercise. This exercise is done so your understanding of what has been learned will be better.

Download the exercise file below or open a spreadsheet file where you have any data to be printed.

Link of the exercise file:
Download here

Now, try to do the hardcopy conversion process with your printer. Try to make the result uncut in its columns, rows, and make one hardcopy full page for all the sheet contents. How is the result? Can you do it?


Additional Note


By default, the gridlines in the spreadsheet will not be printed when you convert your data into hardcopy. If you want to print them too, then here is how to print gridlines in excel too: check the Print checkbox in the Gridlines part of the Page Layout tab. You can see below for a clearer picture where you should do the checking.

How to Print in Excel - Screenshot of Additional Note





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