There may be times when you want to print a workbook to view and share your data offline. Once you've chosen your page layout settings, it's easy to preview and print a workbook from Excel using the Print pane.
Optional: Download our practice workbook.
Watch the video below to learn more about page layout and printing.
Click the buttons in the interactive below to learn more about using the Print pane.
Here, you can choose how to scale your worksheets for printing.
Here, you can adjust the page margins.
You can choose the paper size you want to use, if your printer supports this setting.
Here, you can choose portrait or landscape orientation.
If you are printing multiple copies, you can choose whether they will be collated or uncollated.
Here, you can choose to print the active sheets, the entire workbook, or a selection.
If you have multiple printers, select the one you want to use.
Click this button to print the workbook.
Here, you can choose how many copies you want to print.
You can click the arrows to view a different page in the Preview pane.
The Zoom to Page button on the right will zoom in and out in the Preview pane.
The Show Margins button on the left will show the margins in the Preview pane.
Here, you can see a preview of how your worksheets will look when printed.
Before you print an Excel workbook, it's important to decide exactly what information you want to print. For example, if you have multiple worksheets in your workbook, you will need to decide if you want to print the entire workbook or only active worksheets. There may also be times when you want to print only a selection of content from your workbook.
Worksheets are considered active when selected.
In our example, we'll print the records for the top 40 salespeople on the Central worksheet.
If you prefer, you can also set the print area in advance so you'll be able to visualize which cells will be printed as you work in Excel. Simply select the cells you want to print, click the Page Layout tab, select the Print Area command, then choose Set Print Area. Keep in mind that if you ever need to print the entire workbook, you'll need to clear the print area.
On occasion, you may need to make small adjustments from the Print pane to fit your workbook content neatly onto a printed page. The Print pane includes several tools to help fit and scale your content, such as scaling and page margins.
Excel offers two page orientation options: landscape and portrait. Landscape orients the page horizontally, while portrait orients the page vertically. In our example, we'll set the page orientation to landscape.
If some of your content is being cut off by the printer, you can use scaling to fit your workbook to the page automatically.
Keep in mind that worksheets will become more difficult to read as they are scaled down, so you may not want to use this option when printing a worksheet with a lot of information. In our example, we'll change the scaling setting back to No Scaling.
If your worksheet uses title headings, it's important to include these headings on each page of your printed worksheet. It would be difficult to read a printed workbook if the title headings appeared only on the first page. The Print Titles command allows you to select specific rows and columns to appear on each page.
A margin is the space between your content and the edge of the page. Sometimes you may need to adjust the margins to make your data fit more comfortably. You can modify page margins from the Print pane.
You can adjust the margins manually by clicking the Show Margins button in the lower-right corner, then dragging the margin markers in the Preview pane.