How to Print an Entire Workbook in MS Excel

Even in this digitized world, we need printouts. We need hard copies of books, reports, financial statements, and more. A workbook printout can aid in many ways, including the following:

  • You will not be at the mercy of the internet connectivity to use the workbook.
  • You do not need your laptop or phone to view the workbook.
  • Once the data is ready, a workbook printout is more portable and workable to use.
  • Most people prefer using a printout rather than viewing the data online.

2 Methods to print an entire workbook in Microsoft Excel:

  • Use the Print Entire Workbook option
  • Use the Print Active Sheets option

Let us begin.


Method #1: Use the ‘Print Entire Workbook’ Option

If your workbook has multiple sheets, you simply need to go through the following steps to print the entire workbook.

Step #1: Open your workbook

Open the workbook on your laptop or desktop that you want to print.

Step #2: Navigate to the File Tab

Click on the File Tab, scroll to the print option and then click on Print.

Alternatively, you can use the keyboard shortcut: Ctrl + P where you press the Ctrl button on your keyboard, and then the letter P.

A Print window will open.

Step #3: Customize page setup

In this Print pane, you will see options like:

Page Collation – Pages will be printed in the same sequence as they will be used. If you print more than one copy of a multi-page document, it would print one complete set at a time.

Page Orientation – The page will be printed in either landscape or portrait orientation, which means with landscape orientation the longer side of the document will be the bottom edge of the paper. With portrait, the shorter side of the page will be the bottom edge.

Custom Page Size – Several page sizes are available for selection, such as A4, A3, US Letter and US Legal. Choose the page size that matches the paper in your printer.

Margins – You can choose between normal, wide, narrow and custom, which means the wide edge around your printed area will be bigger or smaller. 

Scaling – Decide whether you want your printout to fit on one page, or flow over several pages.

Step #4: Select the workbook

From the Print dropdown, select Print Entire Workbook.

Step #5: Choose the printer

From the Printer option, choose the printer you want to use. 

When you click on the arrow next to the printer name, it will open up with several options if you are in an office environment. Click on the printer name you want to use.

You can keep a track of the number of pages at the bottom of the screen.

Step #6: Choose the number of copies

From the Copies section, choose the number of copies of printouts you need by either typing in the number in the space provided, or clicking on the small up arrow to increase the number.

Step #7: Click on Print

Once you click on the Print button, the workbook will get printed as per the settings you selected.


Method #2: Use the ‘Print Active Sheets’ option 

If your workbook has just one sheet, you can use the following steps.

Step #1: Open your workbook

Open the workbook on your laptop or desktop that you want to print.

Step #2: Navigate to the File Tab

Click on the File Tab, scroll to the print option and then click on Print.

Alternatively, you can use the keyboard shortcut: Ctrl + P where you press the Ctrl button on your keyboard, and then the letter P.

A Print window will open.

Step #3: Customize page setup

In this Print pane, you will see options like:

Page Collation – Pages will be printed in the same sequence as they will be used. If you print more than one copy of a multi-page document, it would print one complete set at a time.

Page Orientation – The page will be printed in either landscape or portrait orientation, which means with landscape orientation the longer side of the document will be the bottom edge of the paper. With portrait, the shorter side of the page will be the bottom edge.

Custom Page Size – Several page sizes are available for selection, such as A4, A3, US Letter and US Legal. Choose the page size that matches the paper in your printer.

Margins – You can choose between normal, wide, narrow and custom, which means the wide edge around your printed area will be bigger or smaller. 

Scaling – Decide whether you want your printout to fit on one page, or flow over several pages.

Step #4: Select the active sheets

Click on the Print dropdown underneath the heading Settings, and select the Print Active Sheets option.

Step #5: Choose the printer

From the Printer option, choose the printer you want to use. 

When you click on the arrow next to the printer name, it will open up with several options if you are in an office environment. Click on the printer name you want to use.

You can keep a track of the number of pages at the bottom of the screen.

Step #6: Choose the number of copies

From the Copies section, choose the number of copies of printouts you need by either typing in the number in the space provided, or clicking on the small up arrow to increase the number.

Step #7: Click on Print

Once you click on the Print button, the workbook will get printed as per the settings you selected.


Conclusion

With the help of printouts, you have your entire workbook with you for a quick glance, to give a presentation to others, and for review. You don’t need to go back to your laptop or your desktop for this. The bonus is that you can use your printout while traveling without any interruptions.

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