Printing in Excel works best when you first set up the page, then preview the output, and then print or save as PDF. Use this article to find setup steps and common fixes quickly.
Tip
If you need help connecting to a printer, see Connect to a printer in Excel.
Set up before you print
- Adjust margins: Set page margins before printing a worksheet.
- Fit content on fewer pages: Scale a worksheet.
- Choose orientation: Print a worksheet in landscape or portrait orientation.
- Control page breaks: Create manual page breaks in a worksheet.
- Include gridlines: Print gridlines in a worksheet.
- Add headers or footers: Headers and footers in a worksheet.
- Repeat row and column labels on each page: Print rows with column headers on top of every page.
- Balance speed and quality: Change the print resolution or print quality for a worksheet.
Preview and print the right content
- Preview pages before printing: Preview worksheet pages before you print.
- Print a selected area only: Change or clear a print area on a worksheet.
- Print a worksheet or workbook: Print a worksheet or workbook.
Troubleshoot common printing and PDF issues
Excel and Windows can show different wording for similar print problems. Start with the issue that best matches your scenario.
| If you see this problem | Start here |
|---|---|
| Print is unavailable, or printer settings are grayed out | My Print button and some printer settings aren’t available |
| Nothing happens when you print, printer is offline, or Excel can’t send the job | Nothing happens when I try to print in Excel |
| A print job is stuck in queue | Cancel printing in Excel |
| Printer doesn’t appear in Excel | Connect to a printer in Excel |
| PDF output fails, or you can’t complete Save as PDF | Save or convert to PDF |
| You need more PDF export options | More about PDF options |
For Windows-level diagnostics (including built-in troubleshooting paths for Windows 10 and Windows 11), see Fix printer connection and printing problems in Windows.
Printing vs saving as PDF
- Printing sends a job to a physical printer or virtual printer from File > Print.
- Saving as PDF creates a
.pdffile from File > Save As. - If Excel opens a print-style path when you expected a PDF file, use File > Save As, and then select PDF (*.pdf) as the file type.
See Also
- Quick start: Print a worksheet
- Connect to a printer in Excel
- Nothing happens when I try to print in Excel
- Save or convert to PDF
Need more help?
You can always ask an expert in the Excel Tech Community or get support in Communities.