How to Print Gridlines in an Excel Sheet: Easy Guide

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Printing gridlines in Excel can make your printed sheets look organized and easy to read. Gridlines help divide cells and improve data readability, especially when sharing or presenting data reports. By default, Excel doesn’t print gridlines, but with a few steps, you can enable this feature to print your spreadsheets with visible lines.

In this article, we’ll guide you on how to print gridlines in Excel, covering various Excel versions and customization options to fit your needs.

Why Print Gridlines in Excel?

Printing gridlines is essential if you need a clear and organized data layout in a printed format. Without gridlines, your data may look clustered, and it becomes challenging for others to interpret or follow. Adding gridlines is particularly useful in scenarios where:

• You’re printing financial reports or inventory lists.
• You’re presenting data tables in meetings or sharing Excel sheets with team members.
• You want a printed spreadsheet to resemble the Excel view for consistency.

How to Print Gridlines in Excel

Step 1: Open Your Excel Sheet

To get started, open the Excel sheet where you want to print gridlines. Ensure that all data you need is within the print area.

Step 2: Navigate to the Page Layout Tab

1. Once your sheet is open, go to the Page Layout tab in the Excel ribbon at the top.
2. In the Page Layout tab, you will find various printing options for customization.

Step 3: Enable Print Gridlines Option

1. Look for the Sheet Options group in the Page Layout tab.
2. Under Gridlines, check the box next to “Print.” This enables gridlines for printing. Note that this doesn’t add any visible gridlines to the Excel view but makes them printable.

Step 4: Preview and Print

1. After enabling the Print Gridlines option, go to File > Print to preview how your sheet will look with gridlines.
2. Check if the gridlines are appearing as intended. If everything looks fine, proceed to print.

Customizing Gridlines for Printing in Excel

Adjusting the Gridline Color

In some cases, you may want to adjust the gridline color for better visibility, especially if you are printing in black and white.

1. Go to File > Options.
2. In the Excel Options dialog box, select Advanced from the left pane.
3. Scroll down to the Display options for this worksheet section.
4. Look for the Gridline color option and select a color from the dropdown.

Setting the Print Area for Specific Gridlines

If you only want certain parts of your spreadsheet to print with gridlines, set a print area.

1. Select the cells you want to include in your print area.
2. Go to Page Layout > Print Area > Set Print Area.

Only the selected area will be printed, making your gridlines appear only around the specific data.

Printing Gridlines in Different Excel Versions

How to Print Gridlines in Excel 2016, 2019, and Office 365

1. Open your Excel document.
2. Go to the Page Layout tab and check the Print box under Gridlines.
3. Adjust any additional page setup options if needed and proceed to File > Print.

Printing Gridlines in Excel for Mac

1. Open your Excel for Mac document.
2. Go to the Page Layout tab.
3. In the Sheet Options, find the Print Gridlines checkbox and check it.
4. Once done, go to File > Print to ensure the gridlines appear in the preview.

Using Print Preview to Confirm Gridlines

Using the Print Preview feature allows you to ensure your gridlines are correctly set before printing, saving paper and ink.

Steps to Access Print Preview in Excel

1. Go to File > Print or use the shortcut Ctrl + P.
2. The preview window displays how your sheet will appear on paper.
3. If the gridlines aren’t showing as expected, return to the Page Layout tab and confirm that the Print Gridlines box is checked.

Additional Adjustments in Print Preview

While in Print Preview, you can adjust the scaling options to fit the sheet on one page or modify margins to enhance readability.

Common Issues When Printing Gridlines in Excel

Gridlines Not Showing in Print Preview

If you encounter issues where gridlines don’t appear in the print preview, ensure:

• The Print Gridlines checkbox is enabled.
• The selected gridline color contrasts well for visibility in the preview.

Gridlines Missing in Specific Printers

Sometimes, printer settings or compatibility may affect gridline printing. Try updating printer drivers or experimenting with different gridline colors.

Using Borders as an Alternative to Gridlines

If you want to enhance the visibility of gridlines, consider adding cell borders instead. Borders provide a similar effect and can be customized in style and color for emphasis.

How to Add Borders in Excel

1. Select the range of cells where you want borders.
2. Go to the Home tab and click on the Borders icon in the Font group.
3. Choose All Borders or customize the border style to fit your needs.

Using borders instead of gridlines can also help with better visibility on low-contrast printers.

Comparison: Gridlines vs. Borders for Printing

Printing Additional Elements with Gridlines

Print Headings Along with Gridlines

To make your printed Excel sheet even clearer, include row and column headings.

1. Go to the Page Layout tab.
2. In the Sheet Options group, check the Print box next to Headings.
3. This will add the row numbers and column letters to your printout, making it easier to reference specific cells.

Repeat Headers on Every Printed Page

For larger spreadsheets that span multiple pages, repeat headers on each page.

1. Go to Page Layout > Print Titles.
2. In the Page Setup dialog box, under the Sheet tab, set rows or columns to repeat by specifying their range.

Repeating headers ensures your printed gridlines and data columns remain easy to follow across pages.

Tips for Printing Gridlines Effectively

• Choose a Clear Font: Ensure data in cells is legible by using a standard font style and size.
• Optimize Margins: Adjust margins in the Page Layout to balance white space and gridlines.
• Set Scaling Options: Use scaling options like “Fit Sheet on One Page” for large sheets to keep gridlines intact.

Final Thoughts

Printing gridlines in Excel is a straightforward process that enhances your printed data’s readability and organization. Whether you’re sharing financial data, sales reports, or inventory lists, gridlines make it easier for readers to understand and navigate your information. By following the steps outlined above, you can ensure that your Excel sheets print precisely as intended.

Vaishvi Desai

Vaishvi Desai is the founder of Excelsamurai and a passionate Excel enthusiast with years of experience in data analysis and spreadsheet management. With a mission to help others harness the power of Excel, Vaishvi shares her expertise through concise, easy-to-follow tutorials on shortcuts, formulas, Pivot Tables, and VBA.