How to Print an Excel Spreadsheet

Print a worksheet of the entire workbook

Woman in an office holding papers while using a printer.

Michal Oska/EyeEm/Getty Images

We might live in a digital world, but there are times when you just need to print an Excel spreadsheet. Whether you need to share data with someone who won't have a computer accessible or you need a collection of handouts for the office, follow this easy tutorial to learn how to print an excel spreadsheet or workbook.

This tutorial is compatible with Office for PC 2010, 2013, 2016, and 2019, along with Office for Mac 2011, 2016, and 2019.

If you are looking to print labels from within Excel, check out this guide specifically designed to help you out with the task.

Excel Spreadsheet Print Options

Before diving into your Excel print menu, let's take a moment to understand some of the common options that will be available, no matter if you opt to use a Mac or Windows PC for the process.

Asian businessman in office
Getty Images/beijingstory

Print Selection: When printing your Excel document, you can choose exactly what you would like to print. You can choose between all active sheets, the entire workbook, or the area that is currently highlighted. To highlight a selection in your workbook, simply select the upper rightmost cell, then click and drag to highlight the remainder of your selection.

Collated: This setting tells the printer in which order you would like your document printed. If you are printing multiple copies of data from Excel, the collated setting will print each set of documents together, while the uncollated setting will print all the first pages together, then all the second pages together, and so on.

Orientation: You can select to have your document printed in either a portrait (tall) or landscape (wide) orientation. If the majority of your data runs vertically, select the portrait option, otherwise we recommend selecting landscape.

Page Size: This denotes the size of the paper within your printer. You will need to know this size before printing, the average paper is typically known as letter-sized paper and is 8.5 x 11 inches.

Margins: Need a bit of spacing around your document when it prints? Excel will print documents with a narrow margin by default, but you can adjust this selection if needed.

Scaling: Your spreadsheet may not fit on a single piece of paper, as a result, you have four options for printing: fit sheet on one page, no scaling — print spreadsheet at actual size, fit all columns on one page, and fit all rows on all page. Select the best option based on your data.

Gridlines and Headings: While this particular setting isn't located within the Print menu, it allows you to decide whether you want guidelines and headings to show when printing — follow this separate guide to learn more.

Not sure how a setting will adjust your document? Keep your eyes on the print preview window when adjusting options to see how your document changes.

Print an Excel Spreadsheet (PC)

Print an Excel Spreadsheet (PC)

Follow these steps once you are ready to print your document from your Windows PC running Microsoft Excel.

  1. If you want to only print a selection of your document, highlight it now.

    Otherwise, continue to step 2.

  2. Select the File tab, then select the Print option.

  3. Adjust the print Settings as needed, using the above guide to assist your selections.

    If desired, adjust the Copies setting to the number of copies you will need to print.

  4. Once ready to print, select the Print button to print your document.

Print an Excel Spreadsheet (Mac)

Print an Excel Spreadsheet (Mac)

Follow these steps once you are ready to print your document from your macOS machine running Microsoft Excel.

  1. If you want to only print a selection of your document, highlight it now.

    Otherwise, continue to step 2.

  2. Select the File menu, then select the Print option.

  3. Adjust the print Settings as needed, using the above guide to assist your selections.

    If desired, adjust the Copies setting to the number of copies you will need to print.

  4. Once ready to print, select the Print button to print your document.

Having Trouble with Your Printer?

If you're following the above instructions and your printer doesn't seem to be cooperating, view our guide on troubleshooting your printer. Whether you have a paper jam, connection issues, or are low on ink, the above guide can help get your Excel document printed without trouble.