Excel Tutorial: How To Print In Excel With Columns And Rows


Understanding how to print in Excel with columns and rows is a critical skill for anyone working with spreadsheets. Whether you are creating a report, a budget, or a simple list, knowing how to properly format and print your data is essential for a professional and polished presentation. In this blog post, we will provide a step-by-step tutorial on how to print in Excel with columns and rows, ensuring that your documents look organized and easy to read.

Key Takeaways

  • Understanding how to print in Excel with columns and rows is a critical skill for professional presentation of data.
  • Setting up the print area and adjusting the page layout are essential steps for a clean and organized printout.
  • Adding headers and footers with relevant information can enhance the professionalism of the printed document.
  • Utilizing the print preview feature and making necessary adjustments is crucial before sending the document to print.
  • Practicing printing in Excel with columns and rows is encouraged for a polished and professional finish.

Setting up the print area

When it comes to printing in Excel, it is essential to set up the print area to ensure that only the necessary columns and rows are included in the printout. This can help in avoiding unnecessary waste of paper and ink, and also ensure a clean and concise printout.

Selecting the range of cells to be printed

To set up the print area, start by selecting the range of cells that you want to include in the printout. This can be done by clicking and dragging your mouse over the desired cells, or by using the shift key and the arrow keys to select a specific range.

Adjusting the print area to include desired columns and rows

Once the range of cells is selected, go to the "Page Layout" tab and click on "Print Area" in the "Page Setup" group. From the drop-down menu, select "Set Print Area" to define the selected range as the print area. You can also adjust the print area by clicking and dragging the blue lines that appear around the selected cells.

Removing blank rows to ensure a clean and concise printout

It is common to have blank rows in your Excel sheet, especially if your data is not continuous. However, these blank rows can lead to unnecessary pagination and can make the printout look cluttered. To remove blank rows, go to the "Home" tab, click on "Find & Select" in the "Editing" group, and then select "Go To Special." In the "Go To Special" dialog box, choose "Blanks" and click "OK." This will select all the blank cells in the sheet, which you can then delete by right-clicking and selecting "Delete" from the context menu.

Adjusting the page layout

When printing in Excel, it's important to ensure that the page layout is set up correctly to achieve the desired printout. This can include selecting the print orientation, setting the paper size and margins, and adjusting the scaling options if necessary.

Selecting the print orientation (portrait or landscape)

Before printing your Excel worksheet, you may need to consider whether the print orientation should be in portrait (vertical) or landscape (horizontal) mode. This can be selected in the Page Layout tab under the Orientation option.

Setting the paper size and margins for the printout

It's essential to set the correct paper size and margins to ensure that the content fits neatly on the printed page. This can be adjusted in the Page Layout tab under the Size and Margins options. Common paper sizes include letter (8.5" x 11") and legal (8.5" x 14"). Margins can be adjusted to create more white space around the content.

Adjusting the scaling options if necessary

If the content doesn't fit neatly on the page, scaling options can be adjusted to make the printout smaller or larger. This can be found in the Page Layout tab under the Scale to Fit group. Options include adjusting the width, height, or percentage of the normal size.

Adding headers and footers

Headers and footers are essential for organizing and customizing the appearance of your printed Excel sheets. They allow you to include important information such as page numbers, titles, file names, and dates.

a. Inserting headers containing relevant information

  • Go to the Insert tab on the Excel ribbon.
  • Click on the Header & Footer button.
  • Select the Header option and enter the relevant information such as page numbers or titles.

b. Including footers with additional details

  • Follow the same steps as adding headers, but select the Footer option.
  • Add additional details like file names or dates to the footer section.

c. Customizing the appearance and placement of headers and footers

  • To customize the appearance and placement of headers and footers, go to the Page Layout tab.
  • Click on the Headers & Footers button to access customization options.
  • You can adjust the font, size, alignment, and positioning of the headers and footers to suit your preferences.

Previewing the printout

Before sending your document to print, it's essential to utilize the print preview feature to ensure that the appearance of the document is as intended. This can help you catch any potential formatting issues and make necessary adjustments before it's too late.

  • Utilizing the print preview feature to check the appearance of the document
  • Excel provides a convenient print preview feature that allows you to see exactly how your document will look when printed. To access this feature, simply go to the "File" tab and select "Print." You can then use the preview pane to scroll through the pages and check for any layout or formatting issues.

  • Making any necessary adjustments before sending the document to print
  • If you notice any issues during the print preview, such as cut-off text or misaligned columns, you can make adjustments directly from the print preview pane. For example, you can adjust the margins, orientation, or scaling to ensure that the document looks just right when printed.

Printing the document

Printing a document in Excel with columns and rows is a common task that many users need to perform. In order to ensure that your document is printed correctly, you need to follow a few simple steps.

a. Selecting the appropriate printer and print settings

Before you print your Excel document, it's important to make sure that you have selected the appropriate printer and print settings.


  • Click on "File" and then select "Print" from the dropdown menu.
  • Choose the printer that you want to use from the list of available printers.
  • Adjust the print settings as needed, including the paper size, orientation, and margins.

b. Choosing the number of copies and other printing options

Once you have selected the printer and adjusted the print settings, you can choose the number of copies and other printing options.


  • Specify the number of copies that you want to print.
  • Check any additional printing options, such as double-sided printing or printing in black and white.
  • Preview the document to ensure that it will be printed correctly.

c. Executing the print command and monitoring the printing process

After you have selected the appropriate printer and print settings, and chosen the number of copies and other printing options, you can execute the print command and monitor the printing process.


  • Click on the "Print" button to send the document to the printer.
  • Monitor the printing process to ensure that the document is being printed correctly.
  • If any issues arise during the printing process, such as paper jams or other errors, take the necessary steps to resolve the issue before attempting to print again.


In conclusion, we have covered the essential steps to print in Excel with columns and rows to achieve a professional finish. We discussed setting print options, adjusting page layout, and previewing the print layout to ensure everything looks perfect before printing.

  • Recap: We learned how to set print area, adjust margins, and choose the appropriate print options.
  • Practice: I encourage you to practice printing in Excel with columns and rows to enhance your proficiency and create professional-looking documents.

With practice, you will be able to confidently utilize Excel's printing features to present your data in a clear, organized manner.

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