Excel Tutorial: How To Print Excel Table


Are you struggling to print your Excel tables without the hassle of blank rows showing up in your printed document? Knowing how to properly format and print your Excel tables is an essential skill for anyone working with data. In this Excel tutorial, we will guide you through the process of printing your tables with ease, so you can present your data in a professional and organized manner.

Key Takeaways

  • Knowing how to properly format and print Excel tables is essential for anyone working with data.
  • Removing blank rows from Excel tables is significant for a professional and organized presentation of data.
  • Adjusting print settings and previewing the print layout are important steps in ensuring the table prints correctly and efficiently.
  • Previewing the print layout before printing can help in identifying and addressing any potential issues.
  • Practicing these Excel printing techniques can lead to better productivity and presentation of data.

Removing blank rows from excel table

When preparing to print an excel table, it is crucial to ensure that unnecessary blank rows are removed. This not only makes the table look more professional but also saves paper and ink when printing. Additionally, removing blank rows ensures that the printed table is easier to read and interpret.

A. Explain the significance of removing blank rows for printing
  • Professionalism: Removing blank rows helps in presenting a clean and organized table for printing, which is essential for professional documents.
  • Resource conservation: Eliminating blank rows reduces unnecessary waste of paper and ink when printing the excel table.
  • Readability: A table without blank rows is easier to read and comprehend, making it more user-friendly for those viewing the printed document.

B. Provide step-by-step instructions on how to remove blank rows from an excel table
  • Step 1: Open the excel file containing the table from which you want to remove blank rows.
  • Step 2: Select the entire table by clicking and dragging the mouse or using the keyboard shortcut Ctrl + A.
  • Step 3: Click on the "Data" tab in the Excel ribbon at the top of the screen.
  • Step 4: In the "Sort & Filter" group, click on the "Filter" button. This will add filter arrows to the header row of the table.
  • Step 5: Click on the drop-down arrow in the header of the column where you want to remove blank rows.
  • Step 6: Uncheck the "Blanks" option from the list of filter criteria. This will hide the blank rows from the table.
  • Step 7: Select the visible rows (excluding the blank ones) by clicking and dragging or using the keyboard shortcut Ctrl + Shift + ↓.
  • Step 8: Right-click on the selected rows and choose "Delete" from the context menu. Then select "Delete Sheet Rows" to remove the blank rows from the table.
  • Step 9: Turn off the filter by clicking on the "Filter" button in the "Data" tab again.
  • Step 10: Your excel table is now free of blank rows and ready to be printed.

Adjusting print settings

When it comes to printing an Excel table, adjusting the print settings is crucial to ensure that the table is displayed and printed properly. By adjusting the print settings, you can control the page layout, including the page orientation, page size, margins, and print quality. This allows you to optimize the appearance of the table when printed, making it easier to read and analyze.

A. Discuss the importance of adjusting print settings for the excel table

Adjusting print settings is important because it allows you to customize the appearance of the Excel table when it is printed. This ensures that the table is displayed in a way that is easy to read and analyze, which is essential for presenting and sharing data effectively.

B. Provide a guide on how to access and modify print settings in Excel

Accessing and modifying print settings in Excel is a straightforward process. To do this, follow these steps:

1. Accessing print settings

  • Open the Excel file containing the table you want to print.
  • Click on the "File" tab at the top left corner of the Excel window.
  • Select "Print" from the menu to access the print settings.

2. Modifying print settings

  • Once you have accessed the print settings, you can modify various options such as page orientation, page size, margins, and print quality.
  • To modify these settings, click on the respective options and select the desired settings from the dropdown menus.
  • You can also preview how the table will appear when printed by clicking on the "Print Preview" option.

By following these steps, you can easily access and modify the print settings in Excel to ensure that the Excel table is printed in the desired format.

Previewing the print layout

Previewing the print layout in Excel can help ensure that your table will print exactly as you want it to. It allows you to see how the table will be arranged on the page and make any necessary adjustments before sending it to the printer.

A. Highlight the benefits of previewing the print layout before printing
  • Identify any potential formatting issues
  • Ensure the table fits within the page boundaries
  • Adjust margins and page orientation if needed
  • Save time and paper by avoiding multiple test prints

B. Explain how to use the print layout preview feature in Excel

To preview the print layout in Excel, follow these steps:

Step 1: Open the Excel table you want to print

Make sure the table is formatted and arranged as you want it to appear on the printed page.

Step 2: Click on the "File" tab

In the top-left corner of the Excel window, click on the "File" tab to open the backstage view.

Step 3: Select "Print" from the menu

On the left-hand side of the backstage view, select the "Print" option to display the print settings.

Step 4: Click on "Print Preview"

At the top of the print settings, click on the "Print Preview" button to enter the print layout preview mode.

Step 5: Review the print layout

In the print layout preview mode, you can see how the table will appear on the printed page. Use the navigation buttons to scroll through the pages and verify the layout.

Step 6: Make any necessary adjustments

If you notice any issues with the print layout, such as cut-off text or improper formatting, return to the Excel window and make the necessary adjustments to the table.

By previewing the print layout in Excel, you can ensure that your table will print correctly and avoid any last-minute surprises when it comes out of the printer.

Printing the Excel Table

Once you have created and formatted your Excel table, the next step is to print it out for easier reference or sharing with others. Here are the final steps and tips for ensuring a smooth printing process.

Discuss the final steps before printing the excel table

  • Review the table: Before printing, take a moment to review the table and ensure that all the data is accurate and up to date. Make any necessary adjustments or formatting changes as needed.
  • Set print area: Select the specific range of cells that you want to print by setting the print area. This can be done by going to the Page Layout tab, clicking on Print Area, and selecting Set Print Area.
  • Preview: Use the Print Preview option to see how the table will appear on paper. This will allow you to make any additional adjustments to the layout, scale, or margins before printing.
  • Print settings: Adjust the print settings such as orientation (portrait or landscape), paper size, and margins to ensure that the table fits properly on the printed page.

Provide tips for ensuring the table prints correctly and efficiently

  • Use page breaks: If the table is large, consider inserting manual page breaks to control where the table breaks across pages and ensure readability.
  • Scale to fit: If the table is slightly larger than the printed page, use the Scale to Fit option to automatically adjust the table size to fit within the defined print area.
  • Select appropriate print options: Choose whether to print the gridlines, headings, or comments within the table based on the needs of the printed document.
  • Review in print preview: Always review the table in print preview mode to catch any potential issues such as cut-off data or awkward page breaks before sending it to the printer.

Troubleshooting common printing issues

When it comes to printing Excel tables, there are a few common problems that may arise. Understanding these issues and knowing how to solve them can save you a lot of time and frustration.

A. Identify common problems that may arise when printing excel tables
  • Incorrect page setup

    One common problem is when the printed table doesn't look like it does on the screen. This can be caused by incorrect page setup settings, such as margins, orientation, and scale.

  • Missing or cut off data

    Another issue that often occurs is missing or cut off data when printing. This can be due to the data exceeding the print area or improper print settings.

  • Page breaks

    Page breaks can disrupt the flow of the table when printing, causing it to appear disjointed and confusing. This is a common issue that many users encounter.

B. Offer solutions and workarounds for these issues
  • Correct page setup

    To fix incorrect page setup issues, go to the Page Layout tab, click on the "Page Setup" dialog box launcher, and adjust the settings for margins, orientation, and scale.

  • Adjust print area

    If data is missing or cut off when printing, adjust the print area by selecting the range of cells you want to print, then go to the Page Layout tab, and click on "Print Area" > "Set Print Area".

  • Manage page breaks

    To manage page breaks, go to the Page Layout tab, click on "Breaks" and then "Reset All Page Breaks" to remove any existing breaks and ensure a smooth printing experience.


In conclusion, this tutorial has covered the key steps for printing an excel table effectively. From setting print area and adjusting page layout to choosing proper print options, we have discussed all the necessary aspects to ensure a neat and professional printout. I encourage all the readers to practice these excel printing techniques for better productivity and to enhance their proficiency with excel.

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