Print in Excel

Misprints are annoying. That’s why it’s good to use and understand settings like page breaks skillfully beforehand. This chapter shows how to adjust the printout perfectly.

Print in Excel

We click the File tab on the left side.

Then we select the Print option and see this screen:

Note: Alternatively, the key combination CTRL + p can be pressed.

To start the printing process, just click on the large print icon. The number of copies can be set in the field on the right.

Print options

Select printer

Clicking on this area shows all installed printers – including the virtual printers or programs like “Microsoft Print to PDF” that create a file instead of a paper print. We select the appropriate printer.

Print area

The print area determines whether the entire workbook, the active sheet or only the previously selected selection is printed. Usually the active sheet is selected to print all information.


As soon as several copies are to be printed, we have the choice between the options: Sorted and Separated. Sorted means that the copies will be printed one after the other. Separated means that the pages will be printed one after the other.


Depending on how the table is created, we set the portrait or landscape format. The portrait format is suitable for few columns and many rows.


Scaling means the adjustment of the table size. If you do not want to spend too much time on pagination and adjustments, the option Display sheet on one page is selected – in this case the font size can become very very small.

Advanced options

Further down you will find the link Page setup. After clicking on it, the page setup dialog box “Page setup” opens with further setting options:

Set up page

In the Paper Format tab we can set the orientation and scaling, as well as the format and resolution.

Edit header and footer

We edit the header and footer in the corresponding Header/Footer tab. The header is visible at the top of every page in every printout and helps the reader to orientate himself. In our example, we add the information about the number of pages, so that on page two, for example, it says page 2/7.

To do this, we click on the “Custom Header Button”.

The header dialog box opens.

In the next step we click once in the “Right Section” area so that this area is selected. Now we type the word Page with the keyboard.

After that put cry click on the Insert Page Number button (red arrow) and see how in the Right pane the code &[Pages] has been inserted. This code ensures that the page number adjusts dynamically on the page in question.

In addition to the current page, the header should also list the corresponding total number of pages. Therefore we insert the / symbol with the keyboard in the right area.

Now we insert the code &[Pages] with the button “Insert number of pages”. We apply the settings by clicking OK.

And this is how the result looks like: In the printout, page x / y will be at the top right. To close the dialog box, we click OK again to return to the Print area.


The Page Setup dialog box also has the Margins tab. Here you can set the distances of the page margins. For example, if the pages are to be punched on the left, the left margin should be increased.

Set page breaks

When the tables become larger than there is room for in a sheet, Excel sets page breaks that determine from when a new page begins. The page breaks are set automatically and unfortunately they are not always optimal. To see the current page breaks, we navigate to the View tab in the Workbook Views area and click the Break Preview button.

Then we see dashed lines representing the page breaks.

To move a page break we click on the corresponding dashed line and hold down the mouse button.

Then we drag the line to our desired position and release the mouse button there.

Now the page break has moved. In our example we have moved the page break line to the right. This has the effect of increasing the number of columns on a page.

On the print preview we see that there are now more columns on a page and the font size is smaller accordingly.