Try it! Transcript

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Use print preview to change many default print settings and see what you'll print. Also, select a specific range of cells to print, and print a table in a worksheet.

Print a part of a worksheet

1. Click the worksheet, and select the range of data that you want to print.

2. Click FILE > Print. You can also press Ctrl+P.

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

4. Click the Print button. 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, check the Ignore print area box.

Print an Excel table

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

2. Click FILE > Print. You can also press Ctrl+P.

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

4. Click the Print button.

Print gridlines in a worksheet

1. Select the worksheet or worksheets that you want to print.

2. On the PAGE LAYOUT tab, in the Sheet Options group, check the Print box under Gridlines.

3. Click FILE > Print. You can also press Ctrl+P.

Want more?

Freeze or lock panes

Insert headers and footers

Print a worksheet or workbook

When you work on a worksheet, you may want to view it in the Page Layout view to get a better idea of how it'll print.

Click the VIEW tab, and click the Page Layout button.

This view shows print related details, such as page breaks, and headers and footers.

For more information about headers and footers, see the link to Insert headers and footers in the course summary at the end of the course.

It is also a good idea to make sure all of the data in your worksheet is visible on the screen.

For example, some of the dates are too wide for column A, they appear as number signs.

If I don't fix this, they'll print this way.

I point between columns A and B in the column header. Click and hold the left mouse button and drag it to the right to make the column wider.

Now all of the dates in column A are visible.

I click FILE and Print.

In the bottom right of the print preview, I click the Zoom to Page icon, to make it easier to review the worksheet, and the dates are visible.

From the print preview, you can change many default print settings.

Click in Copies and type the number of copies you want to print.

Click the arrow next to the current printer and click the printer you want to use.

Note that changing the printer may change some of your print options.

Click the arrow next to Print One Sided and click one of the Print on Both Sides options.

If your printer doesn't print on both sides, this option won't appear.

In the Print worksheets and workbooks video earlier in this course, we printed a specific worksheet and an entire workbook.

You can also print specific cells in a worksheet by selecting the range of cells you want to print.

Click a cell in the corner of the range and drag the mouse over the remaining cells. To print additional non-contiguous ranges, press and hold the Ctrl key, and select the additional ranges. Press the Ctrl+P keyboard shortcut to print.

Click the arrow next to Print Active Sheets, click Print Selection, verify the print preview contains only the cells you selected, and click Print.

If you are going to frequently print the same cells in a worksheet, you can configure them as the print area for the worksheet, so you don't have to select them every time you want to print.

You can also print specific cells in a worksheet by selecting the range of cells you want to print. Click a cell in the corner of the range, and drag the mouse over the remaining cells.

To print additional non-contiguous ranges, press and hold the Ctrl key, and select the additional ranges. Press the Ctrl+P keyboard shortcut to print.

Click the arrow next to Print Active Sheets, click Print Selection. To create print areas on multiple worksheets, you use the same steps.

We'll cover printing multiple worksheets a little later in this video.

You can also add to the print area.

Select other cells on the same worksheet. On the PAGE LAYOUT tab, click Print Area, and click Add to Print Area. You can do this multiple times.

To remove the print area from a worksheet, on the PAGE LAYOUT tab, click Print Area, and click Clear Print Area.

Repeat these steps for each worksheet you want to remove the print area from.

To print a table in a worksheet, I click any cell in the table, press Ctrl+P, click the arrow next to Print Active Sheets, click Print Selected Table, verify the print preview contains only the table, and click Print.

If you want to print multiple worksheets, click the tab of the first worksheet you want to print. Press and hold Ctrl.

Click the tab of each additional worksheet you want to print. Click FILE and Print. Make sure Print Active Sheets is selected. If you want, click the next page arrow to preview all of the pages, and click Print.

To print multiple workbooks, they must be in the same folder.

I click File Explorer and go to the folder that contains the workbooks, check the workbooks I want to print, right-click the selected workbooks, and click Print. They print with the default print settings.

Up next, Print a worksheet on a specific number of pages.