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.

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. Learn how to.

  2. Click File, and then click Print, 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, and then click Open.

  2. Hold down Ctrl and then click the name of each workbook that you want 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.

    Under Settings, click Print Entire Worksheet
  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.

    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.

    Print to File option
  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.

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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 Microsoft Office Button Office button image , and then click Print, or press Ctrl+P.

  3. Under Print what, select an option to print the selection, the active sheet or sheets, or the entire workbook.

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

Tip: To print quickly or to preview the printout before you print, click Microsoft Office Button Office button image , click the arrow next to Print, and then click Quick Print or Print Preview.

Print several worksheets at once

  1. Select the worksheets that you want to print. Learn how to.

  2. Click Microsoft Office Button Office button image , and then click Print.

Tip: To print quickly or to preview the printout before you print, click Microsoft Office Button Office button image , click the arrow next to Print, and then click Quick Print or Print Preview.

Print several workbooks at once

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

  1. Click Microsoft Office Button Office button image , and then click Open.

  2. Hold down Ctrl and select every workbook that you want to print.

  3. 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.

Print an Excel table

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

  2. Click Microsoft Office Button Office button image , and then click Print.

  3. Under Print what, select Table.

Print a workbook to a file

  1. Click Microsoft Office Button Office button image > Print > Print.

  2. In the Name box, select the printer on which you want to print the file.

  3. Select the Print to file check box, and then click OK.

    Print To File
  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.

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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.

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