Excel – Printing Large Spreadsheets

Often law firms receive large spreadsheets from clients that need to be printed or converted to PDF.  These documents are not typically setup to print but only to view on screen.  So you may need to know how to fit all columns on the page to print and add a header or footer.  Without some minor changes it may not print properly. There are three main settings to look at or change when printing large spreadsheets.

Issue 1 – Print Area: It’s only printing a portion of the spreadsheet

It may be necessary to clear and reset the print area in order to get all of the spreadsheet to print. If the print area is set too large, multiple blank pages will print. Setting a Print Area lets you print only what you want to print. If you see text or data on the screen page that is not printing, it’s possible the print area settings need to be reset or cleared.

Clear Print Area

  1. Place your cursor on the page you want to clear
  2. Page Layout tab | Page Setup group | Print Area button
  3. Select Clear Print Area

Set Print Area

  1. Select the range of cells to be printed
  2. Page Layout tab | Page Setup group | Print Area button
  3. SelectSet Print Area

Note: A black dotted line will surround the print area when the print area has been set. Data/text that extends past the set print area will not print.

Issue 2 – Scale to Fit Rows\Columns to fit on page

Sometimes a spreadsheet will be too wide to fit on one page when printed, others will be too small, leaving too much blank space on the page, or will print with one column printing on a separate page. The Print Scaling feature makes it easy to fit a document on one page without having to resize the font or move column margins.

Scale while in Print Preview

  1. File tab | Print
  2. Select Settings group
  3. Click No Scaling,
  4. Select Fit All Columns on One Page

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