How to Use Print View – Excel: Step-by-Step Guide


Michael Collins

Ever found yourself in a situation where you need to print a spreadsheet from Excel and it just doesn’t look right? Fear not, because Print View in Excel is here to save the day! With just a few clicks, you can see exactly how your document will look when printed, and make any necessary adjustments before hitting that print button. Let’s dive into how you can use Print View to ensure your spreadsheets always look their best on paper.

Step by Step Tutorial: How to Use Print View in Excel

Before we jump into the steps, let’s talk about what Print View is and what it does. Print View in Excel is a feature that allows you to preview your spreadsheet exactly as it will appear on a printed page. This is super helpful for checking to make sure everything fits properly, looks neat, and is ready for printing. Now, let’s get to the steps.

Step 1: Open your Excel Document

Open the Excel document you want to print.

When you have your document open, you want to make sure you’re on the worksheet that you want to print. If you have multiple worksheets, you’ll need to repeat these steps for each one you want to preview and print.

Step 2: Go to the ‘File’ Tab

Click on the ‘File’ tab in the upper-left corner of Excel.

The ‘File’ tab is where all the magic happens! This is the gateway to options like saving, opening new documents, and, you guessed it, printing.

Step 3: Select ‘Print’

From the menu, select ‘Print.’

This will take you to the Print settings and the Print Preview area. Here, you can choose your printer, specify the number of copies and adjust settings like which pages to print.

Step 4: Check Out Print View

The Print View will automatically display on the right side of the screen.

In Print View, you can see what your document will look like when printed. Pay attention to things like margins, page breaks, and whether all your data fits on the page. If something looks off, you can close Print View and adjust your spreadsheet accordingly.

After you complete the action, you should have a good idea of what your printed document will look like. If you’re satisfied with the preview, you can go ahead and print your document. If not, you can adjust your spreadsheet and check the Print View again.

Tips for Using Print View in Excel

  • Always check the Print View before printing to save paper and avoid mistakes.
  • Make sure your data fits on one pageā€”if it doesn’t, consider adjusting the scale or page layout settings.
  • Use page breaks to control where one page ends and the next begins.
  • Check for any headers, footers, or additional elements that may appear differently in Print View.
  • Remember that what you see in Print View is what you get, so it’s the best way to ensure your printout looks perfect.

Frequently Asked Questions

How do I change the page orientation in Print View?

In the Print settings, look for the ‘Orientation’ option and select either ‘Portrait’ or ‘Landscape’ to change the page orientation.

Changing the page orientation can drastically affect how your data fits on the page, so be sure to check the Print View after making this change to ensure everything still looks good.

Can I adjust the margins in Print View?

Yes, in the Print settings, you can click on ‘Margins’ and select from predefined options or set custom margins.

Adjusting the margins can help you fit more data onto each page or make your document look neater.

What if my data doesn’t fit on one page in Print View?

You can adjust the scaling options in the Print settings to shrink or enlarge your data to fit on the page.

Be careful with scaling, as shrinking your data too much can make it difficult to read when printed.

Can I preview multiple sheets at once in Print View?

No, Print View only previews the active sheet, but you can select multiple sheets to print from the Print settings.

If you need to preview multiple sheets, you’ll have to switch between them and view each one separately in Print View.

How do I get out of Print View?

Simply click on the ‘Back’ arrow in the upper-left corner of the Print settings, or press the ‘Escape’ key on your keyboard.

After you exit Print View, you’ll be returned to your normal Excel workspace where you can continue working on your spreadsheet.


  1. Open your Excel document.
  2. Click on the ‘File’ tab.
  3. Select ‘Print’.
  4. Check out Print View.


Using Print View in Excel is a straightforward process that can save you a lot of headaches. By previewing your spreadsheets before printing, you ensure that your hard work is presented exactly as you intended. Whether you’re printing a simple table or a complex report, it’s always worth the extra minute to check the Print View. Don’t let a poorly printed document be the reason your work doesn’t shine. Remember, a good printout can make all the difference in making a great impression! So go ahead and give it a try; your future self will thank you for those perfectly printed Excel spreadsheets.