Excel Tutorial: How To Print Entire Excel Spreadsheet


Printing an entire Excel spreadsheet is often necessary for various reasons, such as creating a hard copy for record-keeping or sharing with colleagues who prefer to review documents offline. In this Excel tutorial, we will guide you through the simple steps to print the entire spreadsheet so that you can easily access and share your data in a convenient format.

A. Explanation of the importance of printing an entire Excel spreadsheet

Printing an entire Excel spreadsheet is important for keeping a physical copy of the data for record-keeping, sharing the information with others, or presenting the information in a meeting. It provides a clear and tangible representation of the data that can be easily referenced.

B. Brief overview of the steps to follow in the tutorial

In this tutorial, we will provide a step-by-step guide on how to print the entire Excel spreadsheet. This will include selecting the print settings, previewing the print layout, and ensuring that all the necessary data is included when printing. By following these simple steps, you can quickly and efficiently print the entire spreadsheet.

Key Takeaways

  • Printing an entire Excel spreadsheet is important for record-keeping, sharing information, and presenting data in meetings.
  • Selecting the entire spreadsheet and removing blank rows are crucial steps before printing.
  • Adjusting print settings and previewing the layout help ensure the entire spreadsheet is printed correctly.
  • Monitoring the printing process and troubleshooting any issues are necessary for a successful printout.
  • Mastering the process of printing entire Excel spreadsheets enhances proficiency in Excel capabilities.

Step 1: Selecting the entire spreadsheet

Before you print your entire Excel spreadsheet, you'll need to ensure that the entire spreadsheet is selected. Here's how to do it:

A. Open the Excel spreadsheet you want to print

First, open the Excel spreadsheet that you want to print. If you haven't already done so, launch Microsoft Excel and navigate to the spreadsheet you want to print.

B. Click on the cell at the intersection of the rows and columns to select the entire spreadsheet

To select the entire spreadsheet, click on the cell at the intersection of the rows and columns. This cell is labeled "A1" and is located at the top-left corner of the spreadsheet. Clicking on this cell will select the entire spreadsheet, including all rows and columns.

Step 2: Removing blank rows

After ensuring that the entire spreadsheet is visible and properly formatted, the next step is to remove any unnecessary blank rows that may be present. This will help streamline the printing process and ensure that only relevant data is included in the printout.

A. Scroll through the spreadsheet to identify any blank rows

Begin by carefully scrolling through the entire spreadsheet to visually identify any blank rows that need to be removed. Look for rows that do not contain any data or have been mistakenly left empty.

B. Highlight the blank rows by clicking and dragging the cursor

Once the blank rows have been identified, use the cursor to highlight them by clicking and dragging over the row numbers on the left-hand side of the spreadsheet. This will select the entire row and indicate which rows are to be removed.

C. Right-click on the highlighted rows and select the "Delete" option

After the blank rows have been highlighted, right-click on any of the selected rows to open the context menu. From the menu options, select the "Delete" option to permanently remove the highlighted blank rows from the spreadsheet.

Step 3: Adjusting print settings

After selecting the "Print" option, it's essential to review and adjust the print settings to ensure the entire spreadsheet is printed correctly.

  • A. Click on the "File" menu and select the "Print" option
  • Once you have your spreadsheet ready for printing, click on the "File" menu located in the top-left corner of the Excel window. From the drop-down menu, select the "Print" option to proceed to the print settings.

  • B. Review the print settings to ensure the entire spreadsheet will be printed
  • Before finalizing the printing process, it's important to review the selected print settings. This ensures that the entire spreadsheet, including all the data and formatting, will be printed without any omissions.

  • C. Adjust settings such as orientation, margins, and scaling as needed
  • Depending on the size and layout of your spreadsheet, you may need to make adjustments to the print settings. This can include changing the orientation from portrait to landscape, adjusting the margins to fit the content properly on the page, and scaling the spreadsheet to fit within the specified number of pages.

Step 4: Previewing the print layout

After setting up the print area, it’s important to preview the print layout to ensure that the entire Excel spreadsheet will be printed without any cut-off or incomplete sections.

A. Click on the "Print Preview" option to see how the spreadsheet will look when printed

Before sending the spreadsheet to the printer, it’s essential to see a preview of how it will appear on paper. To do this, click on the "Print Preview" option. This will display a representation of the spreadsheet as it will appear when printed, allowing you to check for any potential issues.

B. Check for any cut-off or incomplete sections

While in the print preview mode, carefully inspect the spreadsheet for any cut-off or incomplete sections. This may be indicated by missing rows or columns, or content that extends beyond the page boundaries.

C. Make adjustments as necessary to ensure the entire spreadsheet will be printed

If any issues are identified during the preview, make the necessary adjustments to the print area, page setup, or formatting to ensure that the entire spreadsheet will be printed as intended. This may involve adjusting the print area, adjusting margins, or scaling the content to fit within the printable area.

Step 5: Printing the spreadsheet

Once you have formatted your Excel spreadsheet to your liking, it's time to print it out for your records or to share with others. Follow the steps below to print your entire Excel spreadsheet.

A. Click on the "Print" button to send the spreadsheet to the printer

After you have reviewed the formatting and layout of your spreadsheet, click on the "File" tab at the top of the Excel window. In the drop-down menu, select "Print". This will open the print settings and preview window.

B. Monitor the printing process to ensure all pages are printed correctly

In the print settings and preview window, you can review how your spreadsheet will appear on paper. Ensure that all the pages are displaying correctly and that no important information is getting cut off. You can also select the number of copies you want to print and choose the printer you want to use.

C. Troubleshoot any issues that may arise during the printing process

If you encounter any issues during the printing process, such as pages not printing correctly or the printer jamming, take the necessary steps to troubleshoot and resolve the problem. This may involve checking printer connections, reloading paper, or addressing any error messages on the printer.


Printing the entire Excel spreadsheet is a crucial skill for professionals who rely on clear and accurate data presentation. By following this tutorial, you can ensure that all data, including formulas and formatting, are captured in the printed copy. I encourage you to practice the tutorial steps and become proficient in this process to save time and increase efficiency in your Excel tasks. Mastering Excel printing capabilities will enhance your overall productivity and help you present your data in a professional and polished manner.

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