The Ultimate Guide to Excel’s Print Shortcuts

• Press ‘Ctrl + P’ to open the print dialog box.
• ‘Set Print Area’ option can be used to print only the necessary parts of your worksheet.
• You can print gridlines and manage multiple print areas.
• Know how to clear and adjust print areas.

 

Basic Print Shortcuts

Ctrl + P

You can use the shortcut – Ctrl + P to open the print dialog box. The preview of the printout can be viewed here, and you can also access other printing functionalities.

This shortcut works in almost every version of Excel and helps you quickly check your page layout before printing.

Set Print Area

• Select the cells you want to print
• Go to Page Layout
• Select Print Area > Set Print Area

Setting a print area is useful when you only need to print a specific table or section from a large worksheet.

 

Customize Your Printouts

Print All Grid Lines

Gridlines can make large tables easier to read, especially when sharing printed reports with a team. You can print gridlines in the printed worksheet for better clarity. To do so,

• Go to Page Layout
• Find the Sheet Options group
• Tick the ‘Print’ checkbox under ‘Gridlines’

Your grid lines are print-ready.

Multiple Print Areas

By holding down the Ctrl key while selecting the ranges you wish to print, you can define multiple print sections. This ability to segregate data into distinct printable parts promises clean and targeted printouts. To set them, just click ‘Set Print Area’ in the ‘Page Layout’ tab. And remember, Excel remembers these settings the next time you’re ready to print.

If you prefer keyboard shortcuts, Alt + P + R can swiftly set the print area for you, letting you stay focused on the data instead of going through menus. Each selected area gets its own page, creating a series of clearly defined documents from one Excel sheet.

This feature is helpful when your worksheet contains separate sections that should not appear on the same printed page.

 

Tips and Tricks

• To clear all print areas, go to ‘Page Layout’, find ‘Print Area’ and select ‘Clear Print Area’.

•  To keep related data together, make sure that the cells are contiguous before setting the print area.
• If “Rows to repeat at top” is grayed out, make sure to launch ‘Page Setup’ from the ‘Page Layout’ tab.
• After setting your print area, press ‘Ctrl + P’ to assess and adjust settings, then ‘Ctrl + P’ again to print.
• Use’Ctrl + Arrow keys‘ to quickly move across ranges before setting the print area.
• Use’F9′ to recalculate your sheet and make sure that the data is accurate before you print.

 

FAQs

What is the shortcut key for print?

The shortcut key to open the print dialogue box in Excel is ‘Ctrl + P’.

Can I Create a Keyboard Shortcut to Set the Print Area in Excel?

Yes, you can create a keyboard shortcut to set the print area in Excel. You can record a macro and assign a shortcut key to it.

How to make sure That My Entire Worksheet Prints Correctly?

To make sure that your entire worksheet prints correctly,

• Check your print area settings
• Confirm that no rows or columns are hidden
• Use ‘Page Layout’ to adjust scaling and page breaks
• Preview the print layout using ‘Ctrl + P’ before printing

What is Ctrl Shift F3 in Excel?

In Excel, ‘Ctrl + Shift + F3’ is a shortcut used to create names in a workbook from a selected range. It allows you to use the values in the row or column of your selection as the names for the rest of the selected data.

How to use print preview in Excel?

To use print preview in Excel, press ‘Ctrl + P’ or ‘Ctrl + F2’.