How to Print From Google Sheets (in 6 Steps)

Last Updated on January 10, 2024 by Jake Sheridan

In this guide, you will learn all about printing in Google Sheets.

How to Print From Google Sheets

Google Sheets gives you plenty of options to choose from when you decide to print out a spreadsheet document.

To ensure that you print your spreadsheets correctly, you’ll need to familiarize yourself with each of these options.

Follow this step-by-step guide to figure out the best way to print your documents in Google Sheets.

Step 1

Open the Google Sheets document that you would like to print.

Adjust your sheet to ensure it’s ready for printing.

This can include setting the correct data range, adjusting columns and rows to a readable size, and ensuring you have the appropriate headers in your tables.

In this guide, we’ll print out a single table containing monthly sales of four different products.

Step 2

Click on File in the top menu bar, then select Print from the dropdown menu.

Alternatively, you can use the keyboard shortcut Ctrl + P (Command + P on Mac).

Step 3

In the Print settings pop-up window, you can choose a variety of print options.

Here’s a quick summary of each of these options:

  • (1) Print: Use this option to determine the part of your spreadsheet you wish to print out. You can select the current sheet, the entire workbook, or the current selected range.
  • (2) Paper size: This option allows you to select the size of the paper you are printing on.
  • (3) Page orientation: With this setting, you can choose between a landscape or portrait orientation
  • (4) Scale: Use this setting to adjust how your sheet fits on the printed page, such as fitting to width or height.
  • (5) Margins: You can choose your margin type with this option (Normal, Narrow, Wide, or Custom)

Other formatting options are available, including:

  • Show gridlines
  • Show notes
  • Horizontal and vertical alignment

Step 4

Before printing your document, you can also choose to add headers and footers to your document.

For example, you can automatically place page numbers to your output as well as the current workbook title.

For more advanced control, you can click on Edit Custom Fields to access a header and footer editor.

This editor gives you six locations in your page for you to add the information you want.

In our example above, we’ve filled out three fields for the current date, the sheet name, and the current page number.

Step 5

Once you are satisfied with the setup, click the Next button to proceed.

Step 6

A new window will pop up, allowing you to select your printer.

Choose your printer from the list of available options and specify which pages you want to print out.

Click on Print to send your document to your chosen printer.

How to Adjust the Print Area in Google Sheets

Sometimes, you may want to only print a certain range or area of a spreadsheet.

For example, your spreadsheet may contain multiple datasets and you only want to print out a specific range containing your desired dataset.

By default, Google Sheets will print out your current sheet, however there’s an available setting that allows you to choose a specific range in your sheet to print out.

In this guide, we’ll go over each step you need to adjust the print area in Google Sheets.

Step 1

First, open the document that you want to print out.

Use your cursor to select the specific range you want to print. This selected range will be the basis of our print area later.

In the example above, we just want to print cells B5:G20

Step 2

Next, click on File in the menu bar and select the Print option.

Alternatively, you can use the keyboard shortcut Ctrl+P (Windows) or Cmd+P (Mac).

Step 3

In the Print settings dialog box, click on the first dropdown menu under Print.

Choose the option labeled “Selected cells…”

Step 4

The print preview should now show just the cells you’ve selected earlier.

Click on Next to proceed to the actual Print dialog box.

In the Print dialog box, you can choose which printer to send your file to.

Alternatively, you can save your file as a PDF first before printing.

After choosing the file’s print destination, click on Print.

How do I print header rows for each Google Sheets page?

When printing larger datasets, Google Sheets will automatically split your data into a multi-page document for printing.

One issue with this feature is that only the first page you’ll print out will contain the header row, making it difficult to navigate the data in the succeeding pages.

Luckily, Google Sheets allows you to add headers to each page by freezing the header row and adjusting the print settings to repeat frozen rows.

Here’s how you can add header rows for each printed page in Google Sheets:

Step 1

Open the document containing the sheet you would like to print.

In this example, we’ll print a table containing a dataset of recent credit card transactions.

Step 2

To ensure that our table’s header row is always visible, we’ll need to freeze the first row.

Click View > Freeze > 1 row to freeze the first row in the current sheet.

Step 3

Next, click on File > Print or use the keyboard shortcut Ctrl+P.

Step 4

In the Print settings dialog page, expand the Headers & footers section and ensure that the Repeat frozen rows option is checked.

Step 5

Double-check your document in the provided print preview.

If you’ve done every step correctly, each page of your table should have the same header row.

How do I change print margins in Google Sheets?

Here’s how you change the print margins in Google Sheets:

Step 1

First, open the document you want to print. In the File menu, click on the Print option.

Step 2

In the Print settings pop-up window, head to the Margins section and expand the drop-down list.

You can choose between normal margins, narrow margins, or wide margins. Alternatively you can provide custom numbers.

With the custom numbers option, you can fill out your preferred sizes for the top, bottom, left, and right margins.

Step 3

You may prefer to change the print margin by adjusting the scale of your document.

Click the Scale option in the Print settings dialog box.

You can choose to scale the sheet to match the height of a single page (Fit to height) or match the width of a single page (Fit to width).

You can also scale your spreadsheet to fit to the page size or choose a custom scaling percentage (100%, 50% and so on).

How to print from Google Sheets app

Here’s a quick guide on how to print a spreadsheet through the Google Sheets app.

Step 1

First, open the Google Sheets app on your mobile device.

Navigate your files until you find the spreadsheet you would like to print out.

Click on the three dots next to the document’s name to access the file options menu.

Step 2

In the File options menu, click on Print.

Step 3

You should now see a print dialog containing a preview of what your spreadsheet will look like once printed.

You can click on each page to toggle whether you want to include the page in the final output.

Besides sending your document to a nearby printer, you may also save the output as a PDF file.

Click on the circular icon near the top to start downloading the PDF file to your mobile device.

Step 4

Click on the small arrow icon at the top of the screen to expand the print settings.

In this section, you’ll be able to adjust the paper size, orientation, and the number of pages and copies to print out.

Summary

Hopefully this guide has given you an overview of printing from Google Sheets.

What’s Next?

Explore some of the other useful resources on Sheets for Marketers: