Print Excel Sheet – Step by Step Guide

We have found out many occasions “Save Paper 🌳” that’s why the government and many companies providing work in computers and other electronic devices such as filling the form, details of goods and services for the less use of paper.

But occasionally we require a hard copy of a particular work as per record for legal matters or sometimes electronic devices do not respond or maybe some other issues. So, for this, we need a Print of pages in our conventional way.

In the following article we will be taking a close look to print Excel workbook or a specific range of data following most recommended steps to avoid any mistakes.

Where is Print Option in Excel?

    • Open an Excel workbook
    • Click on File Tab
    • Click on the Print option
    • Again, click on print it will print page

You can use the shortcut key Ctrl+P to print in Excel.

It will directly take you to backstage.

Click on Print option
Click on Print option.

Managing Print Settings

Like when you check the hard copy of the printed page, many times you will find an error or the worksheet didn’t print in the manner you were looking for as in our example one column (COGS) is not printed on the same page but the next one. So always remember to view the page before giving command Print. By small adjustments, you can save your time and papers.

To resolve this problem, Excel offers seven predefined print options for formatting features (image below).

Click on the Page Layout tab in Excel. Under Page Setup here you will get seven options.

These are seven options to change print settings.

We can fine-tune these seven options to get the printing of Excel data range in our desired manner. Let’s first take a bit to understand each option:

    • Margins: Name itself defined, it is used to adjust spaces between top, bottom, left, right, etc non-printed areas.
    • Orientation: In which direction page should be printed. Orientation is basically two types i.e. landscape and portrait orientation.
    • Size: it enables you to change the size of the paper as required.
    • Print Area: This feature enables you to print only the selected ranges of cells.
    • Breaks: When you want the same data to be print into different pages.
    • Background: A background image makes your work look attractive. The background image does not print with data.
    • Print titles: Print titles are used to print row and column heading to each page.

So always remember to check Preview before Printing of the sheet to make sure you don’t waste paper. you can use the shortcut key Ctrl+F3 for Preview.

View Page Before Print

You can view how the page looks before Print in two ways. First, when you go to give command print, it shows your page on your right side, and the second way to view the page before print follows certain steps:

To display the page before Print.

    • Click on the View tab
    • Under workbook views, there are 4 options
    • Click on Page Layout (image below)
To view page before Print.
To view page before Print.

Print all columns one Page

Many times you will encounter that all columns are not showing in one page, although part of the same data set. Here you will find an easy way to print data on one page in such a scenario. For this, we will use landscape orientation (wider).

Print sheet on same page when more columns.
Print sheet on same page when more columns.

Change to landscape orientation

    • Go to the worksheet Orientation
    • Click on the Page Layout
    • Under Page, Setup click on Orientation
    • Clicking Orientation select landscape

You can also change the size of columns to print on one page.

It takes wider space to print all columns on the same page. When there are more rows (tall) to print select portrait orientation which is by default.

Note: If you wish to print Gridlines and Headings also on a page click on check boxes of View and Print.

Insert Header and Footer

To print a page with a heading in each worksheet on top we will use the header option and show some text, dates, etc. at the bottom we will use footer in Excel.

You have data of worksheet our task is to display certain information (Details of Sale) on the top of the print page and at the bottom also to show the date.

To enter header and footer before the worksheet

  • Click Print Titles under Page Setup Group
  • Select Header/ Footer option 
  • Select Custom Header or Footer
  • Select one of the many options as required
  • To insert a page number, date, time, file path, filename, or tab name, etc…
  • Click OK
To insert header and footer on page.
To insert header and footer on page.

The same steps will be followed for footer to show any values, dates etc at the bottom. here we insert date function  (Image below).

Remember: In case you want Print of each page with the header.

Print Range of Cells

If you did not want to print the entire page but particular cells or ranges. You have worksheet Area & Titles. Our task is to Print the Quantity which is Sold more (option 3).

To print selected values:

  • Open worksheet Area & Title
  • Click on the Page Layout tab
  • Select the range E3 to E13
  • Under Page Setup clicks on the Print area

You will see that information is not looking complete as we can not see the Item information in column B. 

The same steps will be Followed for Titles only instead of selecting the range and enter Print Titles information.

To Print Titles with Data Range:

  • Click Print Titles
  • A dialog box appears to click on Sheet
  • Select which columns (B) and rows (2) you want to show.
  • Click on OK.
To show titles on page.
To show titles on page.

It looks quite well, and the information is also complete.

Break Page for Print

Sometimes you want to specify from which cell range the next page should start print of a few information or work to be printed into different pages for this, you will apply the break option under Page Layout.

To apply break on the spreadsheet:

    • Open the Break worksheet
    • Click on Page Layout
    • Click cells from where you want to start a new page
    • Under Page, Setup click on Breaks
Print from Next Page
Decide from where the next page start

 Print With Comment or Note

When you have data where some comments or notes you have added for any reason and user want a print of Comments on a page. You can do it in two ways: one way is to show print of comment on another page and the Second way is to show on the same page. 

Show comment in print page

  • Select Sheet Print comment.
  • Click Print Titles under Page Setup Group
  • Select the sheet option.
  • In comments and notes select an option
  • Here we select At end of Sheet.
  • Click OK.
Print of Comments in a Page.
Print of Comments in a Page.

In case another user wants a Print of notes on the same page, you will follow the same steps only select option As display on Sheet instead of At the end of the sheet from the dropdown list.

To Display note on Print Page.
To Display note on Print Page.

Remember: You can show only notes in the sheet does not comment.

To Insert Watermark

Watermark is an image or text that appears on each printed page. You can add a company logo, word, and image. Here we insert Text DRAFT in the center section.

Insert Text with Data.
Insert Text with Data.

Print of Text with data

  • Select Sheet Image
  • Click Print Titles under Page Setup Group
  • Select Header/ Footer option 
  • Select the Custom Header.
  • Select one of the many options as required
  • To insert a picture: press inserts picture button.
  • Select any image or text.
  • Click OK.

Remember: You can also insert the Image on data by following the same steps.

Note: Please go through how to delete or ignore watermark or cells from sheet.

Excel formula on Page

Like you have data where you applied certain formula it will give results in the cell but if the user wants a print of what formula is used along with information in the table not result.

Show formula in cell

The easiest way to print formula in a cell instead of the calculated result.

Print and Show Formula on Sheet.
Print and Show Formula on Sheet.
  • Choose sheet formula.
  • Click the cell where the result.
  • Before the equals sign (=) put space in the formula bar.
  • Check the preview.


  • Click on the Formulas tab
  • Under the formula auditing group select Show Formula

For an easy way to learn step by step about how to Sum formula work based on condition in Excel.

Note: You can also learn how you can highlight cell rules to combine with Print making process more robust.