Using Print Preview

by Allen Wyatt
(last updated August 11, 2018)

The Print Preview feature in Excel allows you to see how your worksheet will appear when it is printed. When you choose the Print Preview option that is available on the File menu, your screen changes significantly. The standard user interface is replaced with a minimal collection of tools, allowing the most space possible to display an exact representation of how your workbook will appear when printed.

If printing your workbook would result in more than a single page of output, you can page through the pages by pressing PgUp or PgDn or using the scroll bars. You can also use the Next and Previous buttons to move through the pages in your worksheet. When you finish, press Esc or click your mouse on the Close button to return to normal editing.

The legibility and value of the Print Preview feature depends, in large part, on the quality and size of the monitor you are using with your computer. If you have a larger monitor and you are using Windows in a high-resolution display mode, you might be able to read most of the type on the Print Preview display. If you are using a smaller monitor at a lower resolution, however, you will probably only be able to make out the largest type in your workbook.

You can overcome some of the "tiny type" syndrome by using the Zoom tool while in Print Preview. If you click on the Zoom button in legacy versions, Excel changes the mouse pointer to a magnifying glass. When you then click on any portion of the display, it is magnified so you can read the information on the screen easier.

If you decide you want an actual printed copy while you are using Print Preview, all you need to do is click on the Print button. You can get out of Print Preview by pressing Esc or clicking on Close.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2212) applies to Microsoft Excel 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Applying Formatting to Words

You don't have to select whole words before applying direct character formatting. With the proper Word options set, ...

Discover More

Jumping to the End of a Word

Using shortcut keys to navigate through your document is really handy. One navigation shortcut that Word doesn't provide ...

Discover More

Passing a Data File Name via Command Line to a Macro

Using the command line to pass paramaters to a program is a common occurrence. Using the command line to pass parameters ...

Discover More

Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!

More ExcelTips (menu)

Printing an Entire Workbook by Default

Need to print an entire workbook? It's as easy as adding a single line of code to your macros.

Discover More

Printing Multiple Worksheets on a Single Page

Got a bunch of worksheets and you want to save paper by printing multiple worksheets on a single piece of paper? There ...

Discover More

Specifying a Print Tray for a Worksheet

If you need to modify where a worksheet is printed (meaning, which paper tray it should use), Excel doesn't provide a lot ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 9 + 9?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.