Excel Tutorial: How To Keep Header In Excel When Printing


Welcome to our Excel tutorial on how to keep headers in excel when printing. Headers in Excel are crucial for organizing and understanding the data in your spreadsheet. When printing your spreadsheet, it's essential to ensure that the headers stay in place for clarity and reference. In this blog post, we will guide you through the steps to keep headers in Excel when printing.

Key Takeaways

  • Headers in Excel are essential for organizing and understanding data in a spreadsheet.
  • When printing a spreadsheet, it's crucial to keep headers in place for clarity and reference.
  • To keep headers in Excel when printing, go to the Page Layout tab and select the rows to repeat at the top in the Page Setup box.
  • Removing blank rows and formatting headers with bold, underline, font size, and color can improve the overall appearance of the spreadsheet.
  • Preview the print layout to ensure headers are properly displayed before printing.

Understanding Excel Headers

In Excel, headers refer to the top row of a spreadsheet that contains labels or titles for each column. They are typically used to provide context and organization for the data within the spreadsheet.

A. Define what headers are in Excel

Headers in Excel are the labels or titles that appear at the top of each column in a spreadsheet. They are often used to describe the type of data contained in each column, such as "Date," "Product Name," or "Sales Amount."

B. Discuss the purpose of headers in Excel

The primary purpose of headers in Excel is to provide a clear and easily identifiable way to label and organize the data within a spreadsheet. They make it easier for users to understand the content of each column and navigate the spreadsheet effectively. Additionally, headers are essential for when printing the spreadsheet, as they help to ensure that the printed version maintains the same level of organization and clarity as the digital version.

How to Keep Headers in Excel When Printing

When printing your Excel spreadsheet, it's important to ensure that the header row stays at the top of each page. This makes it easier to understand the information being presented. Here’s how you can keep the headers in Excel when printing.

A. Go to the Page Layout tab

To keep headers in Excel when printing, start by going to the Page Layout tab in the Excel ribbon at the top of the screen.

B. Click on the Print Titles option

Once you are on the Page Layout tab, click on the Print Titles option in the Page Setup group. This will open the Page Setup box, where you can make changes to the print settings.

C. Select the rows to repeat at the top in the Page Setup box

In the Page Setup box, go to the Sheet tab. In the "Rows to repeat at top" field, click on the icon to the right and then select the rows that you want to repeat at the top of each page when printing. This will ensure that the header row stays visible on every printed page.

Removing Blank Rows in Excel

When working with large spreadsheets in Excel, it can be frustrating to deal with blank rows that disrupt the flow of your data. Fortunately, there are simple steps you can take to identify and remove these blank rows from your spreadsheet. Here's how:

A. Identify the blank rows in the spreadsheet

Before you can remove the blank rows from your Excel spreadsheet, you'll need to first identify where they are located. To do this, you can visually scan the spreadsheet for any rows that do not contain any data. Alternatively, you can use the Go To Special feature to select all the blank cells in the spreadsheet.

B. Use the filter option to hide the blank rows

Once you've identified the blank rows in your spreadsheet, you can use the filter option to hide them from view. To do this, simply click on the filter icon in the header of your spreadsheet, and then uncheck the box next to "Blanks" in the filter options. This will hide the blank rows from view without actually deleting them.

C. Delete the hidden blank rows

After hiding the blank rows using the filter option, you can proceed to delete them from your spreadsheet. To do this, first make sure that the filter option is still applied to your spreadsheet. Then, select the entire row containing the blank cells, right-click, and choose "Delete" from the context menu. This will remove the hidden blank rows from your spreadsheet.

Tips for Formatting Headers

When it comes to keeping headers in excel when printing, it’s important to make sure that they stand out and are easily visible. Here are a few tips for formatting headers to ensure they are clear and legible:

A. Use bold or underline to make headers stand out

One of the simplest ways to make headers stand out is to use bold or underline formatting. This will help to draw attention to the headers and make them easier to read when the spreadsheet is printed.

B. Adjust the font size for better visibility

Another way to ensure that headers are easily visible when printed is to adjust the font size. Increasing the font size slightly can help to make the headers more prominent and easier to read.

C. Consider using a different color for the headers

In addition to bold, underline, and font size adjustments, consider using a different color for the headers. This can help to further differentiate the headers from the rest of the data on the spreadsheet, making them easier to spot when the document is printed.

By utilizing these formatting tips, you can ensure that your headers remain visible and easily legible when printing your excel spreadsheets.

Testing the Print Layout

Before printing your Excel worksheet, it's important to preview the print layout to ensure that the headers are properly displayed. This can help prevent any unexpected formatting issues when you print the document.

A. Preview the print layout to ensure headers are properly displayed

  • Click on the "File" tab and select "Print" from the menu.
  • Choose the print preview option to see how the headers will appear on the printed document.
  • Check to make sure the headers are visible and positioned correctly on each page.

B. Make any necessary adjustments before printing

  • If the headers are not displaying correctly, go back to the Excel worksheet to make adjustments.
  • Adjust the row and column sizes to ensure that the headers fit properly on the printed page.
  • Consider using the print preview options to make adjustments to the margins, page layout, and header settings.

By thoroughly testing the print layout and making any necessary adjustments, you can ensure that the headers in your Excel worksheet are maintained when printing.


In conclusion, we have discussed the importance of keeping headers in Excel when printing and the frustration of losing important information when it doesn't appear on the printed page. By using the Print Titles feature, you can easily ensure that your headers stay in place when printing. Additionally, adjusting the Page Layout settings can help you customize your printed documents to include all the necessary information. We encourage you to apply these tips and tricks to your own Excel documents to make printing a smoother and more efficient process.

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