How to Print an Excel Spreadsheet on Multiple Pages (3 Methods)

Dataset Overview

For describing the methods, we will use a dataset of 80 householders’ income and expenditure reports of a city. The dataset is in the range of cells B5:K86. It contains the home type, number of adults and children, and region.

Method 1 – Scaling Method

Steps

Open the Excel spreadsheet you want to print across multiple pages.
Go to the Page Layout tab in the Excel ribbon.
Adjust Scaling Options:
- Click on the Scale to Fit column.
- Choose Width: Automatic and set it to 1 page.

Scaling the Excel Spreadsheet to Print on Multiple Pages

Switch to the View tab.
Select Page Break Preview from the Workbook View options.
A bold blue line will appear around your dataset, showing a preview of how it will fit on the printed page. Confirm that all columns remain together.

Scaling the Excel Spreadsheet to Print on Multiple Pages

Click the File menu and choose Print.

In the Settings section, select the first row under Print Active Sheets.

Scaling the Excel Spreadsheet to Print on Multiple Pages

Set the Page Orientation based on your data. For 9 columns, use Portrait Orientation. Adjust to Landscape Orientation if needed.

Scaling the Excel Spreadsheet to Print on Multiple Pages

Choose your desired Page Size (e.g., A4).

Scaling the Excel Spreadsheet to Print on Multiple Pages

Select the Margins (we recommend Normal Margins).

Scaling the Excel Spreadsheet to Print on Multiple Pages

Review the full dataset by clicking the arrow below the preview.
Ensure that all data is correctly positioned on the pages.

If you notice missing headers on subsequent pages, resolve this:

Go to the Page Layout tab.
Click Print Titles in the Page Setup column.

Scaling the Excel Spreadsheet to Print on Multiple Pages

A new dialog box, entitled Page Setup, will appear.

In the dialog box, select Rows to repeat at top and choose Row 4.

Click OK to close the dialog box.
Click the File > Print > arrow.
Verify that the heading appears consistently across pages.

Scaling the Excel Spreadsheet to Print on Multiple Pages

Select your printer (or use Microsoft Print to PDF).
Click Print to generate the document.

How to Print Excel Spreadsheet on Multiple Pages

By following these steps, you’ll successfully print your Excel data across multiple pages while maintaining readability and consistency.

Method 2 – Printing an Excel Spreadsheet Using Keyboard Shortcuts

Steps

Open the Excel spreadsheet you want to print.
Press Ctrl+P on your keyboard to launch the Print dialog.

Use of Keyboard Shortcut to Print Excel Spreadsheet

Configure the Print Settings according to your requirements:

Use of Keyboard Shortcut to Print Excel Spreadsheet

Choose Print Active Sheets, select Portrait Orientation, click on A4 and choose Normal Margins.
Explore Additional Settings in the Page Setup option.

Adjust custom margins if needed.
Consider centering rows and columns for better visualization.

Use of Keyboard Shortcut to Print Excel Spreadsheet

Go to the Header/Footer tab.
Select Custom Header.

Enter your desired content (e.g., website address) in the center section.

Click OK to close the Header dialog box.

Repeat the process for the footer.

Use of Keyboard Shortcut to Print Excel Spreadsheet

Ensure your spreadsheet fits on one page:
- Go to Custom Scaling.
- Choose Fit All Columns on One Page.

Use of Keyboard Shortcut to Print Excel Spreadsheet

If you have a physical printer, choose it.
Otherwise, use Microsoft Print to PDF.
Click Print to generate the printed document.

Scaling the Excel Spreadsheet to Print on Multiple Pages

By following these steps, you’ll successfully print your Excel data using keyboard shortcuts.

Method 3 – Printing an Excel Spreadsheet Using VBA

Steps

Go to the Developer tab in Excel.
Click on Visual Basic to open the Visual Basic Editor.
If you don’t see the Developer tab, enable it by going to Excel Options, selecting Customize Ribbon and clicking on Developer.

VBA code to Print Excel Spreadsheet on Multiple Pages

In the Visual Basic Editor, click on the Insert tab.
Choose Module to create a new module.

VBA code to Print Excel Spreadsheet on Multiple Pages

In the empty editor box, enter the following code:

Sub print_sheet_multiple_pages()
Worksheets("sheet1").PrintOut From:=2, To:=3
End Sub

Close the Editor tab.
Go back to the Excel workbook.
Click on the View tab.
Select Macros and choose View Macros.

VBA code to Print Excel Spreadsheet on Multiple Pages

In the dialog box, choose print_sheet_multiple_pages.

VBA code to Print Excel Spreadsheet on Multiple Pages

Click the Run button to execute the code.
A small Printing dialog box will appear.

VBA code to Print Excel Spreadsheet on Multiple Pages

A larger dialog box titled Save Print Output As will appear.
Specify a name for the PDF file and choose your desired location (e.g., Desktop).
Click Save to save the output file.