To print an Excel 2013 spreadsheet cleanly, work through five settings before you hit Print: set a print area so only the cells you need print, choose landscape for wide sheets, use scaling (like Fit All Columns on One Page) so columns don’t spill onto extra pages, repeat header rows on every page with Print Titles, and check the result in File > Print preview. This guide walks through each step and the fixes for the most common printing problems.
The same settings work in Excel 2016, 2019, 2021, and Microsoft 365.
Printing checklist
| Setting | Where | Why |
|---|---|---|
| Print area | Page Layout > Print Area > Set Print Area | Prints only the range you choose |
| Orientation | Page Layout > Orientation | Landscape fits wide sheets |
| Margins | Page Layout > Margins | Narrow margins give more room |
| Scaling | File > Print > Scaling, or Page Layout > Scale to Fit | Fits columns or the whole sheet on fewer pages |
| Print titles | Page Layout > Print Titles | Repeats headers on every page |
| Gridlines and headings | Page Layout > Sheet Options | Makes printed data easier to read |
| Page order and breaks | Page Setup > Sheet, and View > Page Break Preview | Controls how pages split and in what order |
Step 1: Set a print area
- Select the cells you want to print.
- Click Page Layout > Print Area > Set Print Area.
For a one-time print, you can instead select cells and choose File > Print > Print Selection. To avoid printing blank pages, see how to prevent extra pages from printing.
Step 2: Choose orientation, paper size, and margins
- Page Layout > Orientation > Landscape for sheets wider than they are tall.
- Page Layout > Size to pick Letter, Legal, or A4.
- Page Layout > Margins > Narrow for more space. Check Custom Margins > Center on page > Horizontally for a balanced look.
Step 3: Scale to fit
- Click File > Print.
- Under Settings, change No Scaling to Fit All Columns on One Page (best for long lists) or Fit Sheet on One Page (best for small reports).
More tips: how to fit a spreadsheet on one page.
Step 4: Repeat headers on every page
- Click Page Layout > Print Titles.
- Click in Rows to repeat at top and select your header row, like row 1.
- For wide sheets, set Columns to repeat at left too.
- Click OK.
See how to print the top row on every page.
Step 5: Add finishing touches
- Gridlines: Page Layout > Sheet Options > Gridlines > check Print.
- Row and column headings: Check Headings > Print in the same group.
- Headers and footers: Insert > Header & Footer to add a title, page numbers, or the date. To change the starting page number, see how to change the first page number.
Step 6: Preview before printing
Press Ctrl + P and page through the preview on the right. Use Show Margins (the icon at the bottom right) to drag margins directly. For more control, switch to View > Page Layout while you work.
Frequently asked questions
Why does Excel print blank pages?
Formatting or stray data far from your table can extend the used range. Set a print area, or delete unused rows and columns and save.
How do I print without cutting off columns?
Use landscape, narrow margins, and Fit All Columns on One Page.
How do I save my print settings?
Print settings are saved with the worksheet when you save the workbook.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
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