How to Print Preview in Excel – Use of Print Preview Option 

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Today, you will get to know how to print preview in Excel besides other printing options and settings. Most of the time users tend to get stuck between finalizing the sheet for printing. In that case, you will get help from this post as you will get to know how to adjust the page for printing, how to use print preview, and get awesome prints of the documents.

So, let’s get started:

What is Print Preview in Excel Spreadsheets?

Excel printing settings have a print preview feature that simply shows how a document could be printed and how it will appear on paper.

You can easily manage the printing settings the way you need them to and your final print has everything you need such as content, margins, and another formatting. It is always helpful to go for a print preview before you finally print any document.

If there are unwanted things you need to remove from the sheet, you can easily do it before printing. It will save both time and energy.

How to Print Preview in Excel? (Example)

To understand how you can have a view of the finalized document before printing, you can follow the steps given below:

Suppose you have a large dataset report:

  • Select the entire data for printing.

  • Now, press the CTRL + P keys from the keyboard.
  • A new window of printing options will pop up.

  • In the new window, you will notice two sections; Print Setting Options and Print Preview section. Another section will appear at the end of the screen in which you will find the number of sheets to be printed. For instance, you have to print 36 sheets and only one sheet’s preview is visible.
  • Have a look at the data headers and see through Print Preview.

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In the data used here, you can see 11 headers given below:


You would need this data to be printed on a single page but have a look at the print preview:

Only 4 headers are visible out of 11.

Other columns will be printed after these 4 headers. You would have to arrange them in order once they are all printed.

It is a tiring job no doubt, that’s why you always have to preset the printing options and use the Print Preview option.

How to Setup the Page of Print Preview?

  • For this, you need to select the data to set the page.
  • Now, open the Page Layout tab and choose the Print Area option.
  • Click on the Set Print Area option.

  • You can set the area that you need to print.
  • Press CTRL + P once again to open the Print Preview screen.

  • Here you need all of the headers to be printed on a single sheet and for this, you have to choose the Fit All Column on One Page option located under page scaling.
  • To see all the options, click on the No Scaling drop-down menu.

  • From there, you can choose Fit All Columns on One Page.

  • Now, you will notice all the columns are set on one page. The difference you will notice is the font size because of the large dataset the font size is trimmed.

  • Because of the small font size, how would you be able to read the content and confirm whether it is right or not?
  • For this issue, you need to adjust the scaling by changing the direction of a page from Portrait to Landscape.

  • This change would be helpful as now you can easily read the contents on the sheet.
  • From 36 to 13 total pages are left now. By using the same option, you can set up the print area, columns’ width, page direction, and lots of other settings.

To Sum Up:

In this post, you have come to know how to print previews in Excel with the help of an example. Excel always lets you avail multiple features to solve whatever query you have. Therefore, you don’t need to worry about anything when it comes to working with Excel.

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