Print a worksheet or workbook

You can print Microsoft Excel worksheets and workbooks one at a time, or several at one time. You can also print a partial worksheet, such as an Excel table.

In this article


Things to know before you print

  • Before you print a worksheet that contains large quantities of data, you can quickly fine-tune the worksheet in the Page Layout view. You can see and edit elements such as margins, page orientation and headers and footers
  • Make sure the data is visible on the screen. For example, if text or numbers are too wide to fit in a column, they will appear as number signs (##). You can widen the column to prevent this.

List formatted for on-screen viewing

1  Column sizing

2  Row sizing


 Note    Some formatting, such as colored text or cell shading, may look good on the screen but not look how you expect when it prints on a black-and-white printer. You may also want to print a worksheet with gridlines displayed so that the data, rows, and columns stand out better.

Additional resources

Print one or several worksheets

  1. Select the worksheets that you want to print.

ShowHow to select multiple worksheets

To select Do this
A single sheet

Click the sheet tab.

Active sheet tab

If you don't see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

Tab scrolling buttons

Two or more adjacent sheets Click the tab for the first sheet. Then hold down Shift while you click the tab for the last sheet that you want to select.
Two or more nonadjacent sheets Click the tab for the first sheet. Then hold down Ctrl while you click the tabs of the other sheets that you want to select.
All sheets in a workbook Right-click a sheet tab, and then click Select All Sheets on the shortcut menu.

Tip    When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets.

  1. Click File, and then click Print.

Keyboard shortcut You can also press Ctrl+P.

  1. Click the Print button or adjust Settings before you click the Print button.

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Print a part of a worksheet

  1. Click the worksheet, and then select the range of data that you want to print.
  2. Click File, and then click Print.

Keyboard shortcut You can also press Ctrl+P.

  1. Under Settings, click the arrow next to Print Active Sheets and select Print Selected Table.
  2. Click the Print button.

Note    If a worksheet has defined print areas, Excel will print only those print areas. If you don't want to print only a defined print area, select the Ignore print area check box.

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Print one or several workbooks

All workbook files that you want to print must be in the same folder.

  1. Click File, and then click Open.

Keyboard shortcut    You can also press Ctrl+O.

Hold down Ctrl and then click the name of each workbook that you want to print.

  1. Do one of the following:
    • On a computer that is running Windows 7 or Vista    
  • Right-click the selection, and then click Print.
  • On a computer that is running Windows XP    
  • In the Open dialog box, click Tools, and then click Print.

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Print an Excel table

  1. Click a cell within the table to enable the table.
  2. Click File, and then click Print.

Keyboard shortcut You can also press Ctrl+P.

  1. Under Settings, click the arrow next to Print Active Sheets and select Selected Table.
  2. Click the Print button.

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Print a workbook to a file

  1. Click File, and then click Print.

Keyboard shortcut You can also press Ctrl+P.

  1. Under Printer, select Print to File.
  2. Click the Print button.

In the Print to File dialog box, under Output File Name, type a name for the file and then click OK. The file will appear in your default folder (usually My Documents).

Note    If you later print the file on a different type of printer, the page breaks and font spacing may change.

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Excel 2013