How to Print Excel Spreadsheet on Multiple Pages (3 Ways)

Printing a large spreadsheet perfectly from Excel is a great task. Almost every people face difficulties when they try to print their Excel spreadsheet. The most common problem is that the columns go on multiple pages or simply the spreadsheet broke due to the page size. As a result, the visualization of that spreadsheet doesn’t remain good enough to understand the data. If you are also facing the same sort of problem, this article may help you to get rid of it. In this article, we will demonstrate to you 3 easy procedures to print an excel spreadsheet on multiple pages.


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3 Easy Ways to Print Excel Spreadsheet on Multiple Pages

For describing the methods, we considered a dataset of 80 householders’ income and expenditure reports of a city. The dataset is in the range of cells B5:K86. We have taken their living place, family members- adults and children, and their house type into account and show them in the report.


1. Scaling Excel Spreadsheet to Print on Multiple Pages

In this method, we will scale up our spreadsheet from the Page Layout ribbon, and then we will be able to print our data from the Print option. Our dataset is in the range of cells B5:K86. The steps of this method are given below:

📌 Steps:

  • First of all, in the Page Layout tab go to the Scale to Fit column.
  • Select the Width: Automatic > 1 page.

Scaling the Excel Spreadsheet to Print on Multiple Pages

  • Now, go to the View tab and select the Page Break Preview from the Workbook View column.
  • A bold blue line will appear around our dataset and show us the preview on the page. It will help us to confirm that all of our columns remain together.

Scaling the Excel Spreadsheet to Print on Multiple Pages

  • Then, go to the File option and select Print.

  • In the Settings option, select the first row in Print Active Sheets.

Scaling the Excel Spreadsheet to Print on Multiple Pages

  • Then, set your Page Orientation. As we have only 9 columns we keep our page in Portrait Orientation. If you have more columns or if the text size is small enough to visualize you can choose the Landscape Orientation.

Scaling the Excel Spreadsheet to Print on Multiple Pages

  • After that, select your desired Page Size. The default page size of Excel is Letter. We choose A4 here, for our convenience.

Scaling the Excel Spreadsheet to Print on Multiple Pages

  • Choose the Margins of the page. Here, we choose Normal Margins. If you have more data columns you can go for the other options for getting a better outlook of your dataset.

Scaling the Excel Spreadsheet to Print on Multiple Pages

  • After completing all the settings, click on the arrow below this page, to see the full dataset and ensure all the data has perfectly set on your page.

  • As we review all pages, we notice a problem in our spreadsheet. We have no heading on the top of our second page. Though it is not a major error, it will be tough for other readers to find any data on that page easily.

  • To resolve this issue, go to the Page Layout tab and click on the Print Titles in the Page Setup column.

Scaling the Excel Spreadsheet to Print on Multiple Pages

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

  • Now, click on Rows to repeat at top and select Row4.

  • Click OK to close the dialog box.
  • Again, click the File > Print > arrow and you will find the heading similar to the first page.

Scaling the Excel Spreadsheet to Print on Multiple Pages

  • Now, select your Printer. If you don’t have any keep the option in Microsoft Print to PDF like us.
  • Finally, click on the Print option to print the document.

How to Print Excel Spreadsheet on Multiple Pages

Thus, we can say our process has worked perfectly and we get the data on our page.

Read More: How to Print Excel Sheet in Full Page (7 Ways)


2. Use of Keyboard Shortcut to Print Excel Spreadsheet

In this procedure, we will use the keyboard shortcut to print our dataset. Though the process is almost similar to the previous method, we are describing this procedure step by step:

📌 Steps:

  • First press Ctrl+P on your keyboard to launch the Print option.

Use of Keyboard Shortcut to Print Excel Spreadsheet

  • Then, set the Print Settings according to your requirement.

Use of Keyboard Shortcut to Print Excel Spreadsheet

  • In our case, we choose Print Active Sheets > Portrait Orientation > A4 > Normal Margins.
  • You can also go to the Page Setup option and can also see many advanced features.

  • Additionally, you can set your custom margins size from the Margins. If you have a limited number of rows and columns to print, you can place them at the center of the page for better visualization. For that features, you have to click on both the Horizontally and Vertically options.

Use of Keyboard Shortcut to Print Excel Spreadsheet

  • Now, if it is required to add any header or footer on your dataset, you can apply it from the Header/Footer tab. We are using our website address as the header and footer of our dataset. Select the Custom Header option.

  • A new dialog box, called Header, will appear. We wrote down our website address in the Centre Section.

  • Now, click OK to close the Header dialog box and you will find the header in the empty Header box.

  • Similarly, follow the same procedure for the footer.

Use of Keyboard Shortcut to Print Excel Spreadsheet

  • Click OK to close the Page Setup dialog box and you will find the header and footer will be shown on the page.
  • Now, the most important task we have to do is to scale our spreadsheet. If you don’t scale your spreadsheet before like the previous method, you must have to do it from here. Go to Custom Scaling and choose the Fit All Columns on One Page option.

Use of Keyboard Shortcut to Print Excel Spreadsheet

  • Now, select your Printer. If you don’t have any keep the option in Microsoft Print to PDF like us.
  • Finally, click on the Print option to print the datasheet.

Scaling the Excel Spreadsheet to Print on Multiple Pages

Through this process, you can also print an Excel spreadsheet on multiple pages.

Read More: How to Print Excel Sheet in A4 Size (4 Ways)


Similar Readings:


3. VBA to Print Excel Spreadsheet on Multiple Pages

Writing a VBA code can also help you to print a spreadsheet on multiple pages. For this process, we are using the same datasheet which we have already used. Our dataset is in the range of cells B5:K86. The steps of this process are given as follows:

📌 Steps:

  • First, go to the Developer tab and click on Visual Basic. If you don’t have that, you have to enable the Developer tab. Or You can also press Alt+F11 for opening the Visual Basic Editor.

VBA code to Print Excel Spreadsheet on Multiple Pages

  • A dialog box will appear.
  • From the Insert tab on that box, click Module.

VBA code to Print Excel Spreadsheet on Multiple Pages

  • Then, write down the following visual code in that empty editor box.

Sub print_sheet_multiple_pages()
Worksheets("sheet1").PrintOut From:=2, To:=3
End Sub
  • Close the Editor tab. Now from the View ribbon, click on Macros > View Macros.

VBA code to Print Excel Spreadsheet on Multiple Pages

  • A new dialog box will appear. Select print_sheet_multiple_pages.

VBA code to Print Excel Spreadsheet on Multiple Pages

  • Click on the Run button to run this code.
  • A small dialog box Printing will appear like the image shown below.

VBA code to Print Excel Spreadsheet on Multiple Pages

  • Then, within a few seconds another large dialog box, titled Save Print Output As, will appear.
  • Write down a name you like to save the PDF file to your desired location. We choose Desktop to save our output file.
  • Finally, click the Save button and the file will be saved.

In the end, we can say that our visual code worked perfectly and we are able to print our spreadsheet on multiple pages.

Read More: How to Print Specific Sheets Using VBA Macro in Excel (4 Ways)


Conclusion

That’s the end of this article. I hope that this article will be helpful for you and you will be able to print your Excel spreadsheet without any hassle. If you have any further queries or recommendations, please share them with us in the comments section below.

Don’t forget to check our website ExcelDemy for several Excel-related problems and solutions. Keep learning new methods and keep growing!


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Soumik Dutta
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