How to Print an Excel Spreadsheet on Multiple Pages (3 Methods)

Dataset Overview

For describing the methods, we will use a dataset of 80 householders’ income and expenditure reports of a city. The dataset is in the range of cells B5:K86. It contains the home type, number of adults and children, and region.

Method 1 – Scaling Method

Steps

• Start by opening the Excel spreadsheet you want to print across multiple pages.
• Go to the Page Layout tab in the Excel ribbon.
• Adjust Scaling Options:
  • Click on the Scale to Fit column.
  • Choose Width: Automatic and set it to 1 page.

• Switch to the View tab.
• Select Page Break Preview from the Workbook View options.
• A bold blue line will appear around your dataset, showing a preview of how it will fit on the printed page. Confirm that all columns remain together.

• Click the File menu and choose Print.

• In the Settings section, select the first row under Print Active Sheets.

• Set the Page Orientation based on your data. For 9 columns, use Portrait Orientation. Adjust to Landscape Orientation if needed.

• Choose your desired Page Size (e.g., A4).

• Select the Margins (we recommend Normal Margins).

• Review the full dataset by clicking the arrow below the preview.
• Ensure that all data is correctly positioned on the pages.

• If you notice missing headers on subsequent pages, resolve this:

• Go to the Page Layout tab.
• Click Print Titles in the Page Setup column.

• A new dialog box, entitled Page Setup, will appear.

• In the dialog box, select Rows to repeat at top and choose Row 4.

• Click OK to close the dialog box.
• Click the File > Print > arrow.
• Verify that the heading appears consistently across pages.

• Select your printer (or use Microsoft Print to PDF).
• Click Print to generate the document.

By following these steps, you’ll successfully print your Excel data across multiple pages while maintaining readability and consistency.

Read More: How to Print Multiple Sheets in Excel

Method 2 – Printing an Excel Spreadsheet Using Keyboard Shortcuts

Steps

• Begin by opening the Excel spreadsheet you want to print.
• First press Ctrl+P on your keyboard to launch the Print dialog.

• Configure the Print Settings according to your requirements:

• Choose Print Active Sheets > Portrait Orientation > A4 > Normal Margins.
• Explore additional settings in the Page Setup option.

• Adjust custom margins if needed.
• Consider centering rows and columns for better visualization.

• Go to the Header/Footer tab.
• Select Custom Header.

• Enter your desired content (e.g., website address) in the center section.

• Click OK to close the Header dialog box.

• Repeat the process for the footer.

• Ensure your spreadsheet fits on one page:
  • Go to Custom Scaling.
  • Choose Fit All Columns on One Page.

• If you have a physical printer, choose it.
• Otherwise, use Microsoft Print to PDF.
• Click Print to generate the printed document.

By following these steps, you’ll successfully print your Excel data using keyboard shortcuts.

Read More: How to Print Excel Sheet in Full Page

Method 3 – Printing an Excel Spreadsheet Using VBA

Steps

• Go to the Developer tab in Excel.
• Click on Visual Basic to open the Visual Basic Editor.
• If you don’t see the Developer tab, enable it by going to Excel Options > Customize Ribbon > Developer.

• In the Visual Basic Editor, click on the Insert tab.
• Choose Module to create a new module.

• In the empty editor box, enter the following code:

Sub print_sheet_multiple_pages()
Worksheets("sheet1").PrintOut From:=2, To:=3
End Sub

• Close the Editor tab.
• Go back to the Excel workbook.
• Click on the View tab.
• Select Macros > View Macros.

• In the dialog box, choose print_sheet_multiple_pages.

• Click the Run button to execute the code.
• A small Printing dialog box will appear.

• Shortly after, a larger dialog box titled Save Print Output As will appear.
• Specify a name for the PDF file and choose your desired location (e.g., Desktop).
• Click Save to save the output file.

By following these steps, you’ll successfully print your Excel spreadsheet on multiple pages using VBA.

Read More: How to Make Excel Spreadsheet Bigger When Printing

Download Practice Workbook

You can download the practice workbook from here:

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