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Guide: How to See Print Preview in Google Sheets Easily

by | Dec 15, 2023 | How To

Google Sheets is a powerful tool for managing and analyzing your data. But what if you want to see how your spreadsheet will look when printed? That’s where the print preview feature comes in handy. In this guide, we will show you how to easily see the print preview in Google Sheets, allowing you to customize and optimize your printing experience.

Key Takeaways:

  • Google Sheets allows you to customize the layout, scale, and format of your print area.
  • Before getting started, make sure you have the necessary permissions to print in Google Sheets.
  • You can set the print area, print header rows, and change print margins to fine-tune your printed document.
  • If you prefer to print from the Google Sheets mobile app, we’ll guide you through the process.
  • Take advantage of learning resources to enhance your skills in using Google Sheets.

Before Getting Started

Before you can access the print preview in Google Sheets and start customizing your printing options, there are a few things you need to consider. First and foremost, ensure that you have the necessary permissions to print. You should have the appropriate access level for the Google Sheet you want to print. If you don’t have the necessary permissions, you won’t be able to see the print preview option.

To check your permissions, go to the Google Sheets document and click on the “Share” button at the top right corner of the screen. This will open the sharing settings where you can see who has access to the document and what their permissions are. Make sure that you have at least the “Can edit” or “Can comment” access level. If you only have the “Can view” access level, you won’t be able to access the print preview option.

Additionally, if you plan on sharing your Google Sheets document with others, it’s important to understand how sharing works and how it may affect the print preview option. When you share a Google Sheets document, you can choose to give others viewing or editing access. However, keep in mind that the print preview option may only be available to those who have editing access. If someone you’ve shared the document with doesn’t have the necessary access level, they won’t be able to access the print preview option.

accessing print preview in google sheets

Sharing Tips:

  • Double-check your permissions: Make sure you have the necessary access level to access the print preview option.
  • Share with caution: Be mindful of who you share your Google Sheets document with and what access level you grant them. Only those with editing access can access the print preview option.
  • Communicate with collaborators: If you’re collaborating on a Google Sheets document with others, make sure they have the necessary access level to access the print preview option.

Table: Access Levels and Print Preview Availability

Access Level Print Preview Availability
Can view Not available
Can comment Not available
Can edit Available

Now that you have a better understanding of the prerequisites for accessing the print preview option, you’re ready to dive into the next section, where we’ll guide you through the step-by-step process of setting the print area in Google Sheets.

How to Set Print Area in Google Sheets

Setting the print area in Google Sheets allows you to define exactly what content you want to include when printing your sheet. This can be particularly useful when you have a large dataset and want to focus only on specific cells or a certain range of data. By following these simple steps, you’ll be able to set the print area in Google Sheets effortlessly.

To begin, open the Google Sheet you wish to print in a desktop-class web browser. Once you have the sheet open, navigate to the top-left corner of the sheet where cell A1 is located. Click on the cell and drag your mouse to select the range of cells you want to include in the print area. Alternatively, you can press and hold the Shift key while clicking on individual cells to select non-contiguous ranges.

After selecting the desired cells, go to the “File” menu at the top left of the screen and click on “Print” or use the keyboard shortcut Ctrl+P (Command+P on Mac). This will open the print settings panel. In the print settings panel, you can further customize your print settings such as orientation, scale, and margins. You can also choose to print specific sheets within your workbook.

Step Description
1 Open the Google Sheet you want to print in a desktop-class web browser.
2 Select the range of cells you want to include in the print area.
3 Go to the “File” menu and click on “Print” or use the keyboard shortcut Ctrl+P (Command+P on Mac).
4 Customize your print settings in the print settings panel.
5 Click on the “Print” button to print your selected print area.

Once you have customized your print settings, click on the “Print” button to print your selected print area. This will send the print job to your printer or allow you to save the document as a PDF file. By setting the print area in Google Sheets, you can ensure that only the relevant data is included in your printouts, saving you time and paper.

How to Print Header Rows for Each Google Sheets Page

In Google Sheets, printing header rows for each page can help ensure that your headers remain visible and organized throughout the printed document. This is particularly useful when working with large amounts of data or when you need to refer back to the column or row labels. To print header rows in Google Sheets, follow the steps below:

  1. Open the Google Sheet that contains the desired data and navigate to the File menu.
  2. Click on “Print preview” to enter the print preview mode.
  3. In the print preview window, locate the “Headers & footers” section.
  4. Check the box next to “Repeat row headers on each page” to enable the printing of header rows.
  5. Adjust any other desired print settings, such as margins or scale, to customize the print output.
  6. Once you are satisfied with the preview, click on the Print button to send the document to your printer.

By following these steps, you can ensure that the header rows are printed on each page of your Google Sheets document, making it easier to navigate and reference the data.

Example:

“The ability to print header rows for each page in Google Sheets is a valuable feature for organizing and referencing data. With this option enabled, you can easily identify columns and rows throughout your printed document. This is especially useful when working with data that spans multiple pages. By following the steps outlined above, you can ensure that your header rows are printed consistently on each page, maintaining the clarity and organization of your Google Sheets.”

Column 1 Column 2
Data 1 Data 2
Data 3 Data 4

printing header rows in google sheets

How to Change Print Margins in Google Sheets

When printing your Google Sheets, it’s important to have control over the margins to ensure your content fits within the desired paper size and layout. With Google Sheets’ print settings, you can easily adjust the margins according to your preferences. Follow the steps below to change the print margins in Google Sheets:

  1. Open the Google Sheet you want to print and click on “File” in the top left corner of the screen.
  2. In the dropdown menu, select “Print” to open the print settings.
  3. Within the print settings, click on the “Margins” dropdown menu to reveal the available options.
  4. Choose the desired margin size (such as Normal, Wide, or Custom) that best suits your printing needs.
  5. If you select the “Custom” option, you can manually input the specific margin measurements for the top, bottom, left, and right sides.
  6. Once you’ve made your margin adjustments, you can preview the changes by clicking on “Print preview.”
  7. Review the print preview to ensure the margins are set to your liking and make any additional adjustments if needed.
  8. Finally, click on the “Print” button to start printing your Google Sheet with the updated margin settings.

By customizing the print margins in Google Sheets, you can optimize the appearance and layout of your printed documents to meet your specific requirements. Experiment with different margin sizes to find the perfect balance between content visibility and page aesthetics.

Margin Size Description
Normal The default margin size that provides a standard spacing around your content.
Wide A larger margin size that creates more white space around your content for a spacious and clean look.
Custom Allows you to input specific measurements for the top, bottom, left, and right margins, giving you full control over the spacing.

Remember that adjusting the print margins in Google Sheets can help you optimize readability and ensure your printed documents look professional. Take advantage of these settings to create visually appealing printouts that align with your specific formatting preferences.

changing print margins in google sheets

Expert Tip: Preserve Formatting with PDF Exports

If you want to maintain the exact formatting and margin settings of your Google Sheets, consider exporting your file as a PDF before printing. PDF exports preserve the document’s layout and provide a consistent printing experience across different devices and software.

How to Print from Google Sheets App

If you prefer the convenience of printing directly from your mobile device, you’ll be pleased to know that Google Sheets has a user-friendly mobile app that allows you to print on the go. By following these simple steps, you can easily access the print options and make any necessary adjustments before sending your document to the printer.

printing from google sheets mobile app

Printing from an Android Device

If you’re using an Android device, open the Google Sheets app and navigate to the document you wish to print. Once you have the document open, tap the three dots in the top right corner of the screen to access the menu. From the menu, select the “Print” option. This will open the print preview screen where you can review the document before printing.

On the print preview screen, you can adjust settings such as the number of copies, paper size, and orientation. If necessary, you can also select a printer or change other advanced printing options by tapping on the gear icon. Once you’re satisfied with the settings, simply tap the “Print” button to send the document to the printer.

Printing from an iOS Device

If you’re using an iOS device, the process is slightly different. Open the Google Sheets app and select the document you want to print. Tap the three dots in the top right corner of the screen and choose the “Print” option from the menu that appears. This will open the print preview screen.

In the print preview screen, you can customize the print settings to fit your needs. You can adjust the number of copies, select a printer, choose the paper size and orientation, and even change the page range. Once you’ve made the necessary adjustments, tap the “Print” button to start the printing process.

Printing from the Google Sheets mobile app is a convenient way to print your documents while on the go. Whether you’re using an Android or iOS device, you can easily access the print options and make any necessary adjustments before sending your document to the printer.

How to Modify Google Sheets Mobile App Print Options

While the Google Sheets mobile app may have limited print options compared to the desktop version, you can still customize your print settings to meet your needs. Whether you want to adjust the layout, scale, or formatting of your printed document, this section will guide you through the available options.

To modify the print options in the Google Sheets mobile app, follow these steps:

  1. Open the Google Sheets app on your Android or iOS device.
  2. Select the spreadsheet you want to print.
  3. Tap the three-dot menu icon in the top-right corner of the app.
  4. From the drop-down menu, choose the “Print” option.
  5. On the Print preview screen, tap the “Settings” gear icon.
  6. Here, you can customize various print settings such as the number of copies, page range, orientation, and paper size.
  7. Make the desired changes to the print options.
  8. Once you have adjusted the settings, tap the “Print” button to proceed with printing.

Keep in mind that the available print options may vary depending on your device’s capabilities and the version of the Google Sheets app you are using. However, the steps outlined above should provide a general guide to modifying print options in the Google Sheets mobile app.

Customizing Print Options in Google Sheets Mobile App

Table: Available Print Options in Google Sheets Mobile App

Print Setting Description
Copies Specify the number of copies to be printed.
Page Range Choose the specific pages or range of pages to print.
Orientation Select between portrait or landscape orientation for the printed document.
Paper Size Choose the size of the paper for printing.

By exploring these print options in the Google Sheets mobile app, you can customize your print settings to achieve the desired output. Whether you need to print a single sheet or multiple pages, this flexibility allows you to adapt the printing process to your specific requirements.

Learning Resources for Google Sheets Users

As you continue to explore and utilize Google Sheets, it’s essential to have access to learning resources that can enhance your skills and proficiency. Whether you’re a beginner or looking to expand your knowledge of advanced features, these recommended resources will help you navigate the world of Google Sheets effectively.

1. Google Sheets Help Center

The Google Sheets Help Center is a comprehensive online resource that provides tutorials, guides, and support documentation. It covers various topics such as formulas, functions, formatting, data manipulation, and collaborating with others. You can find step-by-step instructions, video tutorials, and frequently asked questions to assist you in your learning journey.

2. Google Sheets Learning Center

The Google Sheets Learning Center offers interactive lessons, tips, and tricks to help you become proficient in Google Sheets. It provides hands-on exercises, real-life examples, and best practices for organizing data, creating charts, automating tasks with macros, and more. The learning center is designed to cater to different skill levels and allows you to learn at your own pace.

3. Online Courses and Tutorials

There are several online platforms that offer courses and tutorials specifically tailored to Google Sheets. Websites like Udemy, Coursera, and LinkedIn Learning provide in-depth courses taught by industry experts. These courses cover a wide range of topics, from basic functions to advanced data analysis techniques. You can choose courses based on your level of expertise or specific areas of interest.

Resource Description
Google Sheets Help Center The official resource for tutorials, guides, and support documentation for Google Sheets.
Google Sheets Learning Center An interactive platform offering lessons, tips, and tricks to enhance your Google Sheets skills.
Online Courses and Tutorials Platforms like Udemy, Coursera, and LinkedIn Learning provide courses taught by industry experts.

By utilizing these learning resources, you can expand your knowledge and unlock the full potential of Google Sheets. Remember to practice regularly and apply what you’ve learned to real-life scenarios. Whether you’re managing finances, analyzing data, or collaborating on a project, your newfound skills will help you work more efficiently and effectively in Google Sheets.

Frame Your Data

Before setting the print area in Google Sheets, it is essential to analyze your data and determine the most relevant cells or sheets to include in the printout. Framing your data ensures that you present only the necessary information and optimize the use of paper. Here are some steps to help you frame your data effectively:

  1. Identify the purpose of your printout: Consider why you need a hard copy of your data. Are you preparing a report, analyzing trends, or creating a reference document? Understanding the purpose will guide you in selecting the most relevant information to include.
  2. Review your data: Take a close look at your spreadsheet and consider the data that is vital for your printout. Look for trends, patterns, or specific information that needs to be highlighted or shared.
  3. Select the appropriate sheets or cells: In Google Sheets, you have the flexibility to print individual sheets, selected cells, or the entire workbook. Choose the sheets or cells that contain the data you want to frame.
  4. Arrange and format your data: Organize your data in a logical and coherent manner. Use formatting options such as headers, borders, and font styles to make it visually appealing and easy to read.

By framing your data before setting the print area, you ensure that the printed document is concise, focused, and visually appealing. Taking the time to analyze and select the most relevant information will enhance the effectiveness of your printouts.

Data Frame Purpose
Monthly Sales To track sales performance
Product Inventory To manage stock levels
Expense Tracker To monitor and analyze expenses

It is crucial to frame your data before printing to ensure that you present only the most relevant information. By analyzing your data, selecting the appropriate cells or sheets, and organizing the data effectively, you can create concise and visually appealing printouts.

Example: Monthly Sales Data

Let’s say you have a Google Sheets document containing monthly sales data. You want to print a summary of the sales performance for the last quarter. Here’s how you can frame your data:

  1. Review the sales data for the last quarter and identify the key metrics you want to include in the printout, such as total revenue, top-selling products, and sales by region.
  2. Select the relevant sheets or cells that contain the data for the identified metrics.
  3. Arrange the data in a logical manner, highlighting the key metrics and providing clear labels or headings.
  4. Apply formatting options such as bold fonts, borders, and colors to make the data visually appealing.

By framing your data in this way, you can create a concise and informative printout that showcases the sales performance for the last quarter.

Get Ready to Print

Now that you have determined the print area for your Google Sheets document, it’s time to prepare for printing. Follow these steps to ensure a smooth printing experience and achieve the desired print output.

1. Access the Print Settings: Before printing, you need to access the print settings in Google Sheets. Click on the “File” tab in the top left corner of the screen. In the drop-down menu, select “Print” to open the print settings window.

2. Adjust Print Layout: In the print settings window, you can make adjustments to the print layout as per your requirements. This includes selecting the number of copies, choosing the desired printer, and specifying the page range for printing.

3. Preview and Make Adjustments: Take advantage of the print preview feature to get a glimpse of how your document will appear when printed. This allows you to spot any formatting issues or make necessary adjustments before printing. Use the scroll bar on the right side of the print preview window to navigate through each page.

4. Apply Additional Print Options: Google Sheets offers a range of additional print options to further customize your print output. These include selecting paper size, orientation (portrait or landscape), and adjusting scale settings. Experiment with different settings to achieve the desired print result.

By following these steps, you can ensure that your Google Sheets document is well-prepared for printing. Take the time to review the print settings, make any necessary adjustments, and utilize the print preview feature to fine-tune your output. With the right preparations in place, you can achieve professional-looking prints every time.

Change What You Print

When printing from Google Sheets, you have the flexibility to customize what you print. Whether you need to print specific cells, entire sheets, or even the entire workbook, Google Sheets allows you to make these adjustments easily. By changing the print settings, you can ensure that only the desired information is included in your printed document.

To select specific cells for printing, you can use the print area feature. This allows you to define the range of cells that should be included in the printout. Simply select the cells you want to print, right-click, and choose “Set print area” from the context menu. This will ensure that only the selected cells are printed, saving you time and paper.

If you prefer to print entire sheets or the entire workbook, you can do so by accessing the print settings. From the “File” menu, select “Print” and choose the desired options. You can select specific sheets to print or choose to print the entire workbook. Additionally, you can make formatting changes to the print output, such as adjusting the page orientation, paper size, and scale.

By customizing the print options in Google Sheets, you have full control over what you print. Whether you need to print specific cells, sheets, or the entire workbook, Google Sheets provides the flexibility to meet your printing needs.

Conclusion

By following this comprehensive guide, you have learned how to see print preview in Google Sheets and customize your printing experience. Utilize the step-by-step instructions and tips provided throughout this article to enhance your productivity and effectively print your Google Sheets.

Seeing the print preview in Google Sheets is a valuable tool that allows you to optimize your print area, adjust margins, and freeze header rows for a better printing output. With this print preview guide for Google Sheets, you now have the knowledge and skills to make informed decisions and achieve professional-looking prints.

Remember to frame your data and select the most relevant cells or sheets for printing before setting the print area. Additionally, take advantage of the Google Sheets mobile app for on-the-go printing, and don’t forget to explore the recommended learning resources to further enhance your skills.

FAQ

How do I access the print preview option in Google Sheets?

To access the print preview option in Google Sheets, you need to open your selected sheet in a desktop-class web browser. From there, you can select the specific cells you want to print or choose to print the entire workbook.

How do I set the print area in Google Sheets?

To set the print area in Google Sheets, open your selected sheet in a desktop-class web browser. Select the specific cells you want to print or choose to print the entire workbook.

How can I print header rows for each page in Google Sheets?

To print header rows for each page in Google Sheets, you can freeze the header rows. This will ensure that your headers remain visible throughout the printed document.

How do I change the print margins in Google Sheets?

To change the print margins in Google Sheets, access the print settings and customize the white space around your content.

How can I print from the Google Sheets mobile app?

To print from the Google Sheets mobile app, you can access the print options on both Android and iOS devices. Make any necessary adjustments before printing.

What print options are available in the Google Sheets mobile app?

The Google Sheets mobile app offers limited print options compared to the desktop version. You can adjust settings and controls for printing from the app, but customization options may be limited.

Where can I find learning resources for Google Sheets?

There are recommended learning resources available for Google Sheets users. Whether you’re a beginner or want to explore more advanced features, these resources can help you become proficient in Google Sheets.

How should I frame my data for printing in Google Sheets?

Before setting the print area, it’s crucial to understand the purpose and context of your data. Analyze your data and select the most relevant cells or sheets for printing.

What should I do to prepare for printing in Google Sheets?

Once you have decided on the print area, access the print settings and make any desired adjustments. This will ensure a smooth printing experience.

Can I print specific cells, sheets, or the entire workbook in Google Sheets?

Yes, you can change the print settings to accommodate printing specific cells, sheets, or the entire workbook. You can also make formatting changes to the print output.