Excel Not Printing Correctly? Fix Page Breaks, Margins, and Scaling

Problem: Data Cut Off at Page Edge

Columns or rows getting cut off? Excel isn't fitting your data to the page.

Fix 1: Page Layout → Scale to Fit → Width: 1 page, Height: Automatic

Fix 2: Page Layout → Margins → Narrow (or Custom for more control)

Fix 3: Switch to Landscape: Page Layout → Orientation → Landscape

Problem: Text Too Small After Scaling

“Fit to 1 page” made everything unreadable? You're trying to fit too much.

Fix: Instead of fitting everything to 1 page, fit width only and let height span multiple pages:

Page Layout → Scale to Fit → Width: 1 page, Height: Automatic

Problem: Page Breaks in Wrong Places

Excel splitting your data awkwardly across pages?

Fix: View → Page Break Preview (or View → Normal to exit)

Drag the blue page break lines to where you want them. Solid lines are manual breaks you've set; dashed lines are automatic.

To insert a manual break: click a cell → Page Layout → Breaks → Insert Page Break

Problem: Headers Only on First Page

Multi-page printouts need column headers on every page.

Fix: Page Layout → Print Titles → Rows to repeat at top: select your header row (like $1:$1)

You can also repeat columns on the left for wide spreadsheets.

Problem: No Gridlines in Printout

On screen you see gridlines, but they don't print by default.

Fix: Page Layout → Sheet Options → Gridlines → check “Print”

Problem: Printing Blank Pages

Getting extra blank pages? There's probably data (or formatting) outside your visible range.

Fix: Press Ctrl+End to find the last “used” cell. If it's way past your data, select and delete those rows/columns, then save.

Or set a specific print area: select your data → Page Layout → Print Area → Set Print Area

Problem: Colors Not Printing

Colors look washed out or don't appear?

Check printer settings: In Print dialog, look for “Print in Color” or “Print in Grayscale”

Check Excel: Page Layout → Sheet Options → make sure “Black and white” isn't checked

Pro Tip: Print Preview First

Always check before printing: Ctrl+P shows print preview. Use the page navigation at the bottom to check all pages.

Official Resources

• Print worksheets — Microsoft's printing guide
• Print areas — control what prints