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.

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Before you print

Before you print anything in Excel, do remember that there are many options available for an optimal print experience. For more information, see Printing in Excel.

Important: 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.

Print one or several worksheets

1. Select the worksheets that you want to print.

2. Click File > Print, or press CTRL+P.

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

Print one or several workbooks

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

1. Click File > Open.

2. Hold down CTRL click the name of each workbook to print, and then click Print.

Print all or 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.

3. Under Settings, click the arrow next to Print Active Sheets and select the appropriate option.

4. Click Print.

   Note: If a worksheet has defined print areas, Excel will print only those print areas. If you don't want to print only the defined print area, select the Ignore print area check box. Learn more on setting or clearing a print area.

Print an Excel table

1. Click a cell within the table to enable the table.

2. Click File, and then click Print.

3. Under Settings, click the arrow next to Print Active Sheets and select Print Selected Table.

4. Click Print.

Print a workbook to a file

1. Click File, and then click Print, or press Ctrl+P.

2. Under Printer, select Print to File.

3. Click Print.

4. In the Save Print Output As dialog box, enter a file name and then click OK. The file will be saved in your Documents folder

Important: If you print the saved file on a different printer, the page breaks and font spacing may change.

Print a worksheet

For best results with printing your worksheet, use the Print command in Excel for the web, not your browser’s Print command. You can print the entire worksheet or just the cells you want.

If you want to print a range of cells, select them. To print the entire worksheet, don’t select anything.

1. Click File > Print > Print.

2. If you selected a range of cells, but decide to print the entire worksheet, switch to Entire Workbook before you hit Print.

Note: If you are using Excel Web App with SharePoint 2010, see Print a document in Office Web Apps.

Change a selected print area

In Excel for the web, you can either specify an area you want to print or print an entire worksheet. If you select a print area, but decide to change the specified area, here’s how you can preview your changes:

1. On the worksheet, click and drag to select the cells you want to print.

2. Click File > Print > Print.

3. To print only the selected area, in Print Options, click Current Selection.

4. If the print preview shows what you want printed, click Print.

To change the print selection, close print preview by clicking on the X, and repeat the previous steps.

To print the entire worksheet, click File > Print > Print. Make sure Entire Sheet is checked, and click Print.

If you have the Excel desktop application, you can set more print options. Click Open in Excel and select multiple print areas on a worksheet.

Print a worksheet that has hidden rows and columns

In Excel for the web, when you print a worksheet with hidden rows or columns those hidden rows and columns won’t be printed. If you want to include the hidden rows and columns, you’ll need to unhide them before you print the worksheet.

You can tell if rows or columns are hidden either by the missing header labels or by the double lines as shown in this picture.

Here’s how you can unhide rows or columns:

1. Select the range of headers surrounding the hidden rows or columns. In this example, select all row headers between 2 and 7 to unhide rows 3 and 6.

2. Right-click the selection and pick Unhide Rows (for columns, pick Unhide Columns).

3. Click File > Print.

4. Click Print for a print preview.

5. In the Print Options box, make sure Entire Sheet is selected, and click Print.

Note: The row and column labels don’t show in print preview and the printout.

Print a workbook

If your Excel for the web workbook has only one worksheet, you can just print the worksheet. But if the workbook has multiple worksheets you’ll need to go to each worksheet by clicking its sheet tab, and then print that worksheet.

Not sure if the workbook has any hidden worksheets? Here’s how you can verify:

1. Right-click any sheet tab.

2. If the Unhide option is available, the workbook has one or more hidden worksheets. Click Unhide to show and unhide the worksheets.

3. When you unhide a worksheet, the sheet tab in the worksheet becomes available. Click the sheet tab and print the worksheet.

Print a table

Sometimes you want to print only part of a worksheet, like a table. You can do this in Excel for the web as long as the table has less than 10,000 cells. For worksheets more than 10,000 cells you have to use the Excel desktop app.

To print a table:

1. To select all the cells in the table, click the first cell and scroll to the last cell.

   If your table has a lot of columns, instead of scrolling, click the first cell, press and hold the Shift key and click the last cell.

2. Click File > Print > Print.

3. Select Current Selection if it isn’t already selected, and then click Print.

4. If you like the print preview, click Print. If not, close the view and make any required changes.

Learn how you can print a table with gridlines.

Print page numbers on a worksheet

You can’t insert, view or print page numbers in Excel for the web. However, if you have the Excel desktop application, you can add page numbers either at the top (headers) or at the bottom (footers) of the worksheet and print it.

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Use the Open in Excel button to open the workbook and, add page numbers in the Page Layout view, and then print the worksheet from Excel. Here’s how:

1. Click Open in Excel and insert page numbers on worksheets.

2. Print the worksheet.

See also

• Preview worksheet pages before you print.

• Print rows with column headers on top of every page.

Need more help?

You can always ask an expert in the Excel Tech Community, get support in the Answers community, or suggest a new feature or improvement on Excel User Voice.

Instead of a physical printer, you can select Adobe PDF in almost any Windows or Mac OS application. Print to PDF creates an electronic copy of your file that you can save to disk.

Note: Printing a file to PDF using the Adobe PDF printer flattens the file.

Note:

Ensure that Acrobat is installed on your computer, otherwise, the Adobe PDF printer or the Save As Adobe PDF option won't appear. Don’t have Acrobat? Try Acrobat for free.

Watch this video tutorial to use the Adobe PDF Printer to create PDFs from almost any application.

Video (03:34) | Contributers: lynda.com, Claudia McCue

Choose Adobe PDF as the printer in the Print dialog box.

To customize the Adobe PDF printer setting, click the Properties (or Preferences) button. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences.)

Click Print. Type a name for your file, and click Save.

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For more information on Adobe PDF printer settings, see Using the Adobe PDF printer.

The Adobe PDF printer is not available on Mac. However, you can use the Save As Adobe PDF option to print a file to PDF on Mac.

Note:

In macOS Mojave (v10.14), when you try to print a document to PDF using the System Print Dialog > Save As Adobe PDF, the following error message is displayed: 'This workflow contains the action Save As Adobe PDF, which is provided by a third party. Third party actions must be explicitly enabled.'

To resolve this error, see Error in saving as Adobe PDF | macOS Mojave 10.14.

Click the PDF button and choose Save As Adobe PDF.

Printable Excel Tutorial In Pdf

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