Print a worksheet or workbook

You can print entire or partial worksheets and workbooks, one at a time, or several at once. And if the data that you want to print is in a Microsoft Excel table, you can print just the Excel table.

You can also print a workbook to a file instead of to a printer. This is useful when you need to print the workbook on a different type of printer from the one that you originally used to print it.

In this article


Before you print

Before you print a worksheet that contains large quantities of data or charts, you can quickly fine-tune the worksheet in the Page Layout view to achieve professional-looking results. In this view, you can see your data in the context of printed pages. You can easily add or change page headers and footers, hide or display row and column headers, change the page orientation of printed pages, change the layout and format of data, use the rulers to measure the width and height of the data, and set margins for printing.

To present all of your data on the printed pages, make sure that the data is visible on the screen. For example, if text or numbers are too wide to fit in a column, the printed text will be truncated and the printed numbers will appear as number signs (##). To avoid printing truncated text and number signs in place of text, you can increase the column width to accommodate the data. You can also increase the row height by wrapping the text to fit the column width, to make the text visible on the screen and on the printed pages.


List formatted for on-screen viewing

1  Column sizing

2  Row sizing


To make your data easy to read or scan, you may want to apply different formatting to help draw attention to important information. However, keep in mind that some formatting (such as colored text or cell shading) that looks good on the screen may not produce the printed results that you expect when you print on a black-and-white printer. If you use colored text or cell shading, be sure to use colors that contrast well for printing 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 a partial or entire worksheet or workbook

  1. Do one of the following:
    • To print a partial worksheet, click the worksheet, and then select the range of data that you want to print.
    • To print the entire worksheet, click the worksheet to activate it.
    • To print a workbook, click any of its worksheets.
  2. Click File, and then click Print.

Keyboard shortcut  You can also press CTRL+P.

  1. Under Settings, select an option to print the selection, the active sheet or sheets, or the entire workbook.

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 several worksheets at once

  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 (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

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 on the shortcut menu.

  1. Click File, and then click Print.

Keyboard shortcut  You can also press CTRL+P.

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Print several workbooks at once

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.

  1. Hold down CTRL and click the name of each workbook that you want to print.
  2. On a computer that is running Windows Vista    
    • Right-click the selection, and then click Print.

On a computer that is running Microsoft 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 activate the table.
  2. Click File, and then click Print.

Keyboard shortcut  You can also press CTRL+P.

  1. Under Settings, click Selected Table.

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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 the printer on which you want to print the file.
  2. Click Print to File, and then click Print.
  3. In the Print to File dialog box, under Output File Name, type a name for the file that you want to print.

Note    If you print a workbook to a file so that you can later print the file on a different type of printer from the one that was originally used to print the document, the page breaks and font spacing may change.

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Applies to:
Excel 2010