Using Print Preview

by Allen Wyatt
(last updated June 8, 2013)

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

Word Won't Capitalize Some Sentences

By default, Word capitalizes the first letter of sentences as you type. If you notice that Word doesn't capitalize some ...

Discover More

Controlling the Printing of Highlighting

Using Word's built-in highlighter tool can be a great way to add markup to a document and attract a reader's eyes to specific ...

Discover More

Who Has the File Open?

Open a workbook that someone else is working on, and you won't be able to save your changes back into the same file. Wouldn't ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More ExcelTips (menu)

Massive Printouts

Have you ever wanted to do a simple printout, only to find that Excel spit out dozens of pages, and most of them were blank? ...

Discover More

Selecting a Paper Size

Excel can print your worksheet on just about any paper size you can imagine. How you select the paper size you want used ...

Discover More

Printing Only Selected Pages

When you print a worksheet, you don't need to print the whole thing. You can print only the pages you want. Here's how to do ...

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. 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 eight minus 8?

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.