Printing excel worksheets can be a hassle when the output is not as desired. It can be frustrating when the final printout is not what you expected, especially when important data is at stake. Fortunately, there are several ways to print excel without any problems. In this article, we will walk you through some of the best practices for printing excel files, so you can have a clear and accurate printout.
Print Excel Without Cutting Out the Edges
There are many factors that play a role in printing an excel worksheet. One of the most common issues is that some of the edges are cut out when the file is printed. This happens when the page orientation is not set correctly, and the data extends beyond the printable area of the paper. Here are some easy steps to avoid this issue:
Set the Page Orientation to Landscape
The default orientation in excel is portrait, but if your data spans several columns or rows, you’re going to want to switch to landscape. Here’s how:
- Select the “Page Layout” tab from the ribbon at the top of the screen.
- Select “Orientation.”
- Select “Landscape.”
By switching to the landscape orientation, you’ll be able to fit more data horizontally on the page, and avoid any cutting of the edges when you print your worksheet.
Adjust the Margins
Margins are the blank spaces that separate the data from the edges of the paper. If the margins are too small, the data can cut out during printing. Here’s how to adjust the margins:
- Select the “Page Layout” tab from the ribbon at the top of the screen.
- Select “Margins.”
- Select “Custom Margins.”
- In the “Page Setup” window, you can change the margins by entering the values in the “Top,” “Bottom,” “Left,” and “Right” fields.
If you have a printer that can’t print to the edge of the page, make sure to leave a margin of about one inch on all sides.
Use Print Preview
Before you print your worksheet, it’s a good idea to use the print preview feature to see how the data will fit on the page. This way, you can make adjustments as necessary before printing. Here’s how to use print preview:
- Select the “File” tab at the top of the screen.
- Select “Print.”
- Select “Print Preview.”
- You can use the zoom slider to adjust the magnification of your worksheet.
Make sure to check the print preview carefully to ensure that all the data you want to print is visible and there is no cutting out of the edges.
Print Multiple Pages on One Sheet
If you have a large excel worksheet with many pages, it can be helpful to combine them onto a single sheet of paper to save space. Not only will this save paper, but it can also make it easier to read and compare data. Here are some easy steps to print multiple pages on one sheet:
Set the Page Scaling to Fit More Pages on One Sheet
The page scaling option in Excel is what allows you to fit multiple pages onto one sheet. Here’s how to use it:
- Select the “File” tab at the top of the screen.
- Select “Print.”
- Select “Page Setup.”
- Select the “Scaling” tab.
- Select “Fit to” under the “Page” section and adjust the “Width” and “Height” as needed.
This will shrink the size of each page to fit onto one sheet of paper, allowing you to see multiple pages at the same time.
Select Pages to Print
If you only want to print specific pages on one sheet, you can use the “Page Range” option in the print settings. Here’s how:
- Select the “File” tab at the top of the screen.
- Select “Print.”
- Select “Print Settings.”
- Select the “Pages” option and enter the page numbers you want to print.
By selecting specific pages, you can print the data you need while still keeping it all on one sheet.
Adjust the Orientation
Adjusting the orientation of the page can also help you fit more data onto one sheet. Here’s how to do it:
- Select the “Page Layout” tab from the ribbon at the top of the screen.
- Select “Orientation.”
- Select “Landscape” for wider data, or “Portrait” for taller data.
By changing the orientation of the page, you can fit more data onto one sheet and have a clear and concise printout.
FAQs About Printing Excel Files
Q: How do I print excel rows on every page?
A: You can use the “Print Titles” option to print certain rows or columns on every page. Here’s how:
- Select the “Page Layout” tab from the ribbon at the top of the screen.
- Select “Print Titles.”
- In the “Page Setup” window, select the “Sheet” tab and select the rows or columns you want to repeat on every page.
By repeating rows or columns on every page, you can make sure that important data is always visible, even when scrolling through a large worksheet.
Q: Can I print comments in Excel?
A: Yes, you can print comments by selecting the “Page Layout” tab from the ribbon at the top of the screen, selecting “Print Titles,” and selecting the “Sheet” tab. From there, select “Comments” under the “Print” section. Comments will be printed as a separate page at the end of the worksheet.
Conclusion
Printing excel files can be a challenge, but with these tips, you can avoid any issues and have a clear and accurate printout. By setting the page orientation to landscape, adjusting the margins, and using print preview, you can avoid cutting out any edges. Additionally, by using the page scaling option, selecting specific pages to print, and adjusting the orientation as needed, you can fit more data onto one sheet of paper. These tips, along with the ability to print comments and repeat rows or columns, can help you get the most out of your excel worksheets when printing.
