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Use a screen reader to print an Excel workbook

Use a screen reader to print an Excel workbook

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home.

For people who aren't using a screen reader, see Print a worksheet or workbook (in Windows), Print a sheet or workbook (in Mac OS), or Print a worksheet (in Excel Online).

Use Excel 2016 with your keyboard and a screen reader such as JAWS or Narrator, the built-in Windows screen reader, to print worksheets, workbooks, and selected cells. Keyboard shortcuts help you quickly print what you want, the way you want.

Notes: 

Print your workbook

  1. In your worksheet or workbook, select what you want to print, and then press Ctrl+P (or Ctrl+F2).

  2. Excel opens with the focus on the Print button and you hear: “Backstage view, Print group box, Print button.” In Narrator, you hear: “Off, Print button.”

    • To print one copy, press Enter (or Alt+P, P).

    • To print more than one copy, press Alt+P, N. The Copies combo box opens and you hear “Copies, Edit spin box.” In Narrator, you hear “Copies, Editing 1.”

      To select the number of copies you want, use the Up arrow key or type a number, and then press Enter.

    • To select another printer, press Alt+P, I to open the Printer combo box. Use the arrow keys to select or add a new printer or fax to send the spreadsheet report to. Excel automatically places the focus on the name of the default printer in Windows.

    • To select printer settings, press the Tab key until you hear the name of the combo box with the options you want and then press Enter, or press the keyboard shortcut for the setting option you want. The printer settings and their keyboard shortcuts are:

      Printer settings option

      Shortcut

      Print What combo box: use to choose between printing only the active (selected) worksheets in the workbook (the default), the entire workbook, the current cell selection in the current worksheet, or the currently selected table in the current worksheet.

      Alt+P, A

      Pages spin boxes: use to restrict what's printed to just the range of pages you type in these boxes, or select using the spinner button.

      Alt+P, H for first page in range;

      Alt+P, J for last page in range

      Two-Sided Printing combo box: use to select whether to print on one side or both sides of the paper.

      Alt+P, D

      Collation combo box: use to select whether or not to collate copies. 

      Alt+P, C

      Orientation combo box: use to select the page orientation, Portrait or Landscape.

      Alt+P, O

      Page Size combo box: use to change paper size selection.

      Alt+P, L

      Margins combo box: use the arrow keys to select predefined margins, or press A to activate the Custom Margins option to customize the margins.

      Alt+P, M

      Scale to Fit combo box: use to select whether to print the page at actual size or shrink it to fit on one page.

      Alt+P, S

  3. When you’ve finished making your selections, press Alt+P, P, or press the Tab key until you hear "Print" and then press Enter).

See also

Use a screen reader to create a workbook in Excel 2016

Use a screen reader to sort or filter a table in Excel

Excel keyboard shortcuts and function keys for Windows

Basic tasks using a screen reader with Excel

Set up your device to work with accessibility in Office 365

Learn how to navigate in Excel using accessible features

Use Excel for Android with TalkBack, the built-in Android screen reader, to print an Excel workbook.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For touch capabilities in Excel for Android, go to Excel for Android touch guide.

  • This topic assumes that you are using the built-in Android screen reader, TalkBack. To learn more about using TalkBack, go to Android accessibility.

  • This topic assumes you are using this app with an Android phone. Some navigation and gestures might be different for an Android tablet.

In this topic

Print your workbook

  1. Tap the File button in the top left corner of the screen. You hear: "Double-tap to activate, double-tap and hold to long press." Double-tap the screen to activate the File menu. You hear: "File menu open."

  2. Tap the Print button. You hear: "Print button, double-tap to activate, double-tap and hold to long press." Double-tap the screen.

  3. The first time you print in Excel for Android, a dialog box opens and TalkBack reads the text, "Allow Excel to use an online service from Microsoft to prepare files for printing?" Tap the Allow button. You hear: "Allow button, double-tap to activate, double-tap and hold to long press." Double-tap the screen to continue and open the Print dialog.

    Note: Excel for Android requires the Microsoft online service to print. If you tap and then double-tap the Don't Allow button on the online service dialog box, you return to your Excel workbook without printing. Tap, then double-tap, the Learn More hyperlink in the dialog box to learn about the online printing service.

  4. While the Print dialog opens, you hear: "Print, getting file ready to print, press cancel to stop." Tap, then double-tap, the Cancel link to cancel printing.

  5. In the Print dialog, select the printer settings. For more information on these settings, refer to Print options.

  6. Once you select a printer, the Print button appears near the top right of the screen. Tap the Print button. TalkBack says, "Print button, double-tap to activate." Double-tap the screen.

Print options

With the exception of choosing a printer, to change the following settings, follow the instructions in the previous section until you reach the Print dialog.

Tap on Copies, Paper Size, or the arrow below these settings. If you tap the arrow, you hear "Expand handle, double-tap to activate." If you tap Copies or Paper Size, you hear "Summary, copies 1, paper size letter, double-tap to activate." You may have different default settings than 1 and letter, depending on your printer. Double-tap the Expandhandle, Copies, or Paper Size to open to the print options. You hear "Print options expanded."

Set the printer

In the Print dialog, tap on the printer's drop-down list. You hear "Drop-down list, (the name of the selected printer), double-tap to change." Double-tap to open a list of available printers. Tap, then double-tap the name of the printer you wish to use to select it.

  • To add a new printer, tap, then double-tap All printers from the drop-down list. This opens the All printers dialog. Tap, then double-tap Add printer.

  • By default, Excel for Android includes Save to PDF and Save to Google Drive as printer options, which print to a PDF to be saved to your phone or Google Drive account respectively. When either of these printers is selected, certain options are unavailable. For example, Copies is unavailable when Save to PDF is selected, and Two-sided is unavailable when either printer option is selected.

Select the number of copies

From the expanded Print options menu, tap on the Copies edit box. You hear "1, edit box for copies, double-tap to enter text, double-tap and hold to long press." Double-tap and enter the number of copies you want to print with the number keyboard.

Print in color or black and white

From the expanded Print options menu, tap on the Color drop-down list. You hear "Drop down list color, for color, double-tap to change." Double-tap and tap on color, black and white, or another available option. The items on the list will depend on your printer. When you tap on an item on the list, you hear "Selected, (the item selected), double-tap to toggle."

Print single- or double-sided pages

From the expanded Print options menu, tap on the Two-sided drop-down list. You hear "Drop down list, (the current selection), for two-sided, double-tap to change." Double-tap the list, then tap and double-tap your selection.

Select paper size

From the expanded Print options menu, tap on the Paper size drop-down list. TalkBack says, "Drop down list, (the current selection), for paper-size, double-tap to change." Double-tap to open the list. Scroll through the list with two fingers, and tap on the paper size you want to use. Double-tap the selection to set the paper size.

Set orientation

From the expanded Print options menu, tap on the Orientation drop-down list. You hear "Drop down list, (the current selection) for orientation, double-tap to change." Double-tap to open the list, and then tap and then double-tap either Portrait or Landscape to select.

Set page range to print

From the expanded Print options menu, tap on the Pages drop-down list. You hear "Drop down list, (the current selection), for pages, double-tap to change." Double-tap and then tap and double-tap All to print all pages. Tap and double-tap Range to enter a page range in the edit box. Type in the pages you want to print.

Note: You can also change the pages to print from the Print dialog box. From the dialog, tap on the image of a page. You hear "Checked (or not checked) page X of Y, check box, double-tap to toggle." Double-tap individual pages to check or uncheck them. Checked pages print, unchecked pages do not print.

See also

Use a screen reader to insert a table in an Excel worksheet

Use a screen reader to sort or filter a table in Excel

Basic tasks using a screen reader with Excel

Set up your device to work with accessibility in Office 365

Learn how to navigate in Excel using accessible features

Use Excel 2016 with your keyboard and Narrator, the built-in Windows screen reader, or Job Access With Speech (JAWS) for Windows to print an Excel workbook.

Notes: 

In this topic

Print your workbook

  1. Select the data you want to print, then press Ctrl+P.

  2. The Print frame opens. Excel places the focus on the Print button, and you hear “Backstage View, Print group box, Print button.” (In Narrator, you only hear “Print Button.”)

  3. To specify the number of copies to print, either press Tab to move to the Copies spin box or press Alt+P, N. You hear “Copies colon edit spin box.” (In Narrator, you hear “Copies, editing 1.”) In the Copies spin control, type the number of copies you want to print, or use Up arrow to change the number of copies. Press Enter to confirm your choice.

  4. To select a printer, either press Tab to move to the Printer control or press Alt+P, I. You hear the name of the selected printer. Use the Up and Down arrow keys to move through the list of printers. (In Narrator, you hear “Select name of printer,” the number of the selected printer, and the total number of printers available.)

  5. If you don't hear the name of the printer you want to use, press Down arrow to cycle through the listed printer options. After the list of printer options, you'll reach the Add Printer link and then Print to File option.

  6. Press Enter when you hear "Add Printer" to open the Find Printers dialog box, and use Tab to navigate. Press Spacebar when you hear "Print to File" to select this option. When you select the Print button, a File Explorer dialog box opens prompting you to specify a file name.

  7. Press Tab to move to the Settings group. Choose the settings you want. The next section of this topic provides more details for each option.

  8. Press Tab to move to the Print button or press Alt+P, P. Select the Print button to print your workbook.

Print Settings

In the Settings group, you can specify settings for several options when printing:

Set what to print

To choose between printing only the active sheets in the workbook, the entire workbook, or the current selection, press Tab to move to the Print What combo box or press Alt+P, A. You hear "Print What, (the selected option), editable combo box." Press Enter, then use the Up and Down arrow keys to select what you want to print.

To ignore a pre-defined print area in your workbook, use Down arrow to scroll through the Print What options until you hear "Ignore print area, uncheck menu item." Press Spacebar to check the Ignore Print Area menu item.

Set the page range

To set a page range to print, press Tab to move to the Pages spin boxes. Alternately, press Alt+P, H for the first page spin box or Alt+P, J for the last page spin box. You hear "Pages, editing."

  • In the first page box, type the page number of the first page you want to print or use Up arrow to choose the page number.

  • In the last page box, type the page number of the last page you want to print or use Up arrow to choose the page number.

Set single-sided or double-sided printing

To set single-sided or double-sided printing, press Alt+P, D. You hear “Print one sided, 1 of 3.” In the Print One-Sided list, select the option you want. (This option is only available if your printer supports double-sided printing.) If you select double-sided printing, you hear “Print on both sides."

Set collation and stapling

You only see the collating option if your printer supports it. To set collation, press Tab to move to the Collation combo box or press Alt+P, C. Press the Up and Down arrow keys to select from Collated (you hear "Collated, 1 of 2") or Uncollated (you hear “Uncollated”), then press Enter.

You also only see the stapling option if your printer supports stapling. To set stapling, press Tab to move to the Stapling combo box, and press the Up and Down arrow keys to select from options for No Staples, One Staple, or Two Staples.

Set the page orientation

To set the page orientation, press Tab to move to the Orientation combo box or press Alt+P, O. You hear "Orientation." Press the Up and Down arrow keys to select from Portrait Orientation (you hear "Portrait Orientation") and Landscape Orientation (you hear "Landscape Orientation.")

Set the page size

To set the page size, press Tab to move to the Page Size combo box or press Alt+P, L. You hear "Page size." Use the Up and Down arrow keys to select your desired page size. You hear the page dimensions or paper size for each size available on the list.

Select the More Page Sizes link from the bottom of the list to open the Page Setup dialog box for further page sizes or to set a custom page size.

Set the page margins

To set page margins, press Tab to move to the Margins combo box or press Alt+P, To set a custom margin size, press Down arrow through all the margin options. After the list of margins, you reach the Custom Margins link. Press Enter to select the link.

M. You hear "Margins." Use the Up and Down arrow keys to select Normal Margins (you hear "Normal Margins"), Narrow Margins (you hear "Narrow Margins"), or Wide Margins (you hear "Wide Margins.")

Set the page scaling

To set the page scaling, press Tab to move to the Scale to Fit combo box or press Alt+P, S. You hear "Scale to Fit." Use the Up and Down arrow keys to select the page scaling you want.

To set custom page scaling, press Down arrow through all the Scale to Fit options. After the list, you reach the Custom Scaling Options link. Press Enter to select the link.

Page Setup

To change additional Page, Margins, Header/Footer and Sheet settings, press Tab to move to the Page Setup link at the bottom of the Print frame. You hear "Page setup hyperlink." Press Enter to open the Page Setup dialog box.

See also

Get started using a screen reader with Excel Mobile in Windows 10

Use keyboard shortcuts with an external keyboard in Excel Mobile for Windows 10

Learn how to navigate in Excel using accessible features

Use Excel Online with a screen reader such as JAWS or Narrator, the built-in Windows screen reader to print an Excel workbook.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you could get new features faster, visit When do I get the newest features in Office 2016 for Office 365?.

  • For keyboard shortcuts, go to Keyboard shortcuts in Excel Online.

  • This topic assumes that you are using the built-in Windows screen reader, Narrator. To learn more about using Narrator, go to Get started with Narrator.

  • This topic makes note of the JAWS functionality as well. To learn more about JAWS for Windows, go to JAWS for Windows Quick Start Guide.

  • When you use Excel Online, we recommend that you use Microsoft Edge as your web browser. Because Excel Online runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not Excel Online.

In this topic

Print your workbook

  1. Press Alt + Windows Key to reveal the ribbon. You hear "Selected, home tab item." Press F, followed by P, and then P once more to open the Excel Online Print Settings dialog box. You hear "Dialog print settings, focus on selected, active sheet, radio button."

  2. Choose the Excel Online print settings you want, as detailed in the section immediately below, then press Tab until you hear "Print button." Press Enter to select the Print button and open the Edge Print dialog box. You hear "Print dialog, printer," followed by your currently selected printer.

  3. Choose the Edge print settings you want, as detailed in the third section on this page, then press Tab until you hear "Print button." Press Enter to select the Print button and print your workbook.

Print settings

Choose what to print

When you open the Excel Online Print Settings dialog box, you hear "Dialog print settings, focus on selected, active sheet, radio button." To print the active sheet, leave Active Sheet selected. Use the arrow keys to change the radio button to Entire Workbook or Current Selection. For each radio button, you hear "Selected," the active sheet, Entire Workbook or Current Selection, "radio button." Press Tab to move to other settings or to the Print button.

Set the page orientation

In the Excel Online Print Settings dialog box, press Tab until you hear "Selected, portrait, radio button." Use the arrow keys to toggle the Page Orientation setting between the Portrait and Landscape radio buttons.

Select the paper size

In the Excel Online Print Settings dialog, press Tab until you hear "Select," followed by the name and description of the default or previously selected paper size. For example, you may hear "Select, letter, 8.5 x 11, editable combo box." Use the Up and Down arrow keys to scroll through the available paper sizes until you hear the size you want. Press Tab to navigate to other settings or the Print button.

Set the page scaling

In the Excel Online Print Settings dialog box, press Tab until you hear "No scaling, no scaling, editable combo box." Use the Up and Down arrows to select between No Scaling, Fit Sheet on One Page, Fit All Columns on One Page, and Fit All Rows on One Page. The screen reader recites each of the items on the list as you highlight them. Once you select the scalingyou want, press Tab to move to other fields in the Print Settings dialog box.

Set Microsoft Edge print settings

Reach the Edge Print dialog by selecting the Print button on the Excel Online Print Settings dialog, or press Ctrl + P from your Excel Online workbook to reach the Edge Print dialog directly.

Note: The print settings shown in the Edge Print dialog, as well as those available via the More Settings hyperlink, are based on the currently selected printer. Depending on your printer model, some of the settings below may not be available.

Select a printer

When you initially reach the Edge Print dialog, you hear "Print dialog, printer," followed by your currently selected printer. Use the Up and Down arrow keys to change the selected printer. You hear the name of each printer as you scroll through the list, and the other settings available in the Edge Print dialog change with each printer selected.

Set the page orientation

Press Tab to move to the Orientation drop-down list. You hear "Orientation, portrait, combo box." Press Down arrow to change to Landscape. You hear "Landscape." Press Tab to move to other fields in the dialog.

Note: Orientation can also be set in the Excel Online Print Settings dialog, as detailed in the Set Excel Online print settings section above.Orientation mayalso be available as a setting after selecting the More Settings hyperlink on the Edge Print dialog.

Set the number of copies to print

Press Tab to move to the Copies field. You hear "Copies, editing, 1." Type in the number of copies you want to print. You can also press Tab until you hear "Increase copies button." Press Enter to increase the number of copies by one. When two or more copies are selected, the Decrease Copies button allows you to decrease the number of copies by one.

Select pages to print

Press Tab to move to the Pages combo box. You hear "Pages," the current selection, "combo box." Use the Up and Down arrow keys to choose between All, Current Page, and Page Range. If you select Page Range, the Range field appears. Press Tab. You hear "Page range, editing." Type the page range you want to print.

Set the page scaling

Press Tab to move to the Scale combo box. You hear "Scale," the current selection, "combo box." Use the Up and Down arrow keys to choose either Shrink to Fit or a scaling percentage.

Set the margins

Press Tab until you hear "Margins," the current selection, "combo box." Scroll between Normal, Narrow, Moderate and Wide with the Up and Down arrow keys to set the margins. You hear the name of each setting as it is selected.

Print headers and footers

Press Tab until you hear "Headers and footers," the current selection, "combo box." Use the Up and Down arrow keys to select Off to not print headers and footers, or On print headers and footers. You hear "Off" or "On" as you scroll to each option

More settings

Press Tab until you hear "More settings link," and press Spacebar to enter the More Settings dialog. The settings available in this dialog depend on the printer selected. Potential settings include Collation, Stapling, Pages Per Sheet, Paper Type, Color Mode, and Paper Tray. There may also be settings, such as Orientation and Paper Size, that are editable in the Excel Online Print Settings dialog or the Edge Print dialog. Press Tab to move between the settings, and use the Up and Down arrow keys to scroll through the options in each combo box. When you are done adjusting the settings, press Tab until you hear "Okay button." Press Enter to return to the main Edge Print dialog.

See also

Create a table in Excel Online when using a screen reader

Add comments to an Excel Online worksheet using a screen reader

Keyboard shortcuts in Excel Online

Basic tasks using a screen reader with Excel

Learn how to navigate in Excel using accessible features

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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