Why Microsoft Excel prints blank pages and how to fix it

Xiaobai Software  2022-07-02 11: 42  read 930 views

Generally speaking, a Microsoft Excel file, much like an atom, consists mostly of empty spaces.However, when you print an Excel file, your printer spits out a lot of blank pages, which is not a good thing.Here's why this might happen, and some things you can do about it.


What causes Microsoft Excel documents to print blank pages?

1. The cell is formatted to appear blank

Sometimes you can Microsoft Excel The cells in the document are formatted so that they appear blank.This happens when the cell has white text and the cell background is white, or when some data values ​​are set to not display or print.

2. The document contains blank pages

如果Microsoft ExcelThe document has a whole block of blank cells between areas with data, so you might end up with some blank pages.

3. The page contains errors

If a cell on a page contains an error and the error is set to print as blank, the Excel file may print blank or appear to be blank cells.

4. There are hidden columns

Another reason to get blank Excel prints is if a file contains hidden columns with manual page breaks.

How to Stop Microsoft Excel from Printing Blank Pages

You can try these simple fixes to make sure your Microsoft Excel file doesn't print blank pages:

1. Set a specific area to print

Printing an Excel file is a little weird.It may not necessarily conform to standard page sizes and layouts, depending on your data.So there may be deviations when printing.An easy way to fix this is to set the area you want to print.Here's how:

1. In an Excel worksheet, select (highlight) the cells you want to appear on the printed page.

2. Under the "Page Layout" tab, click the "Print Area" drop-down menu and select "Set Print Area".

Go to "View" > "Pagination Preview" to see how the page is set to print.

2. Set the number of pages to print

This can be annoying if you print out many blank pages at the end of your Excel document, but it's easy to deal with.All you have to do is check the number of pages before printing and cull out the blank ones.

You can also apply this fix if there is a blank page in the middle of the Excel printout and all the data is printed.You must go through each page in the print preview to make sure no blank pages appear.

3. Scale to fit paper size

Zoom is best used when you want to fit an Excel spreadsheet to your screen, but it can be used for other things as well.And sometimes, errors in printing can be caused by scaling issues.

Since Excel doesn't give you clearly defined pages by default, it can be difficult to know where one page ends and the next begins.The first thing to do is to put your data in the center of the page.Methods as below:

1. Go to the "Page Layout" tab of the Ribbon, click the "Margins" drop-down menu, and select "Custom Margins".

2. On the Margins tab, in the Center of Page section, select the Horizontal checkbox.


Then adjust the scale.

1. Go to the Scale Fit section in the Page Layout tab.

2. Decrease the scale from 100% to something more suitable for your page.

Check the print preview to see if this has solved the problem.Another way to scale the page for printing is to adjust the scaling in the Excel options.need to be able to do this:

1. Go to File > Options.

2. Under the Advanced tab, scroll down to the General section.

3. Make sure the Scale content option for A4 or 8.5 x 11" paper size is checked.


4. Copy your work into a new Excel file

A simple temporary fix is ​​to just copy what you want to print and paste it into a new Excel file.That way, you'll have a clear idea of ​​what's in the file and what should be printed.

5. Check for unnoticed text

If you think you have cells with white text in your Excel file, you don't have to manually check each cell.An easier way is to use the Find and Replace search function in Excel to make a specific search.Here's how:

1. Press Ctrl + F to open the Find and Replace box.

2. Expand Options to see more options.

3. Click the Format drop-down menu and select a format.

4. Under the Font tab, set the color to white and click OK.

5. Click the Find All button to see all cells with white text.


6. Check for page breaks in hidden columns or rows

Hidden rows or columns do not affect printing by themselves, but page breaks between hidden rows or columns can cause problems when printing.Follow these steps to check:

1. Navigate to the Editing group in the Home tab.

2. Go to Click Find and Select > Go to Special.

3. Select Visible cells only and click OK.

If there are any hidden cells, all cells will be selected and the borders of hidden rows and columns will be highlighted.Select both sides of the hidden row or column, right-click the row or column name, and select Unhide.Adjust the page breaks so that the page prints as you intend.

7. Print zero value cells

You may notice that if you have a large portion of your Excel document with zeros, but just to be sure, do the following to print those cells with zeros as data, whether by direct entry, formulas, or other methods.

1. Go to File > Options.

2. Under the Advanced tab, scroll down to the Display options for this worksheet section.

3. Make sure the "Display zeros in cells with zero values" option is checked.


8. Find out how to handle errors

If errors are set to print as blank, you may have cells or groups of cells that don't print their valuable data.Here's how to enable printing of cells with errors in Excel.

1. Under the "Page Layout" tab, click the dialog launcher at the bottom right of the "Page Setup" section.

2. Under the Sheets tab, make sure Cell Errors is set to Show.


9. Check the print quality

Some printers allow printing in draft quality to save ink and time.These settings will affect how your document will print.To ensure that draft quality is deselected, do the following.

1. Click "Print Title" under the "Page Layout" tab of the Excel worksheet.

2. Under the Sheet tab or heading, make sure the Black and White and Draft quality checkboxes are cleared.

Next, make sure your prints are of the highest quality.need to be able to do this:

1. Click "Print Title" under the "Page Layout" tab in the Excel worksheet.

2. Switch to the "Page" tab or heading and change the print quality to "High".


You can move directly to print from here by clicking the print preview button.

10. Convert the worksheet to the latest Microsoft Excel format

The error may be related to the program version of the Excel file you are using, especially if you are using the old XLS format.Make sure you are using the latest Excel format.If you are not, please convert your file to the latest format - XLSX.

11. Get the latest printer driver

Sometimes, problems with the operating system and printer drivers can cause Microsoft Excel pages to print blank.In this case, the easiest solution is to update your printer driver.You must log on to your printer manufacturer's website to check for the latest drivers for your printer model.

Suppress printing of blank Excel pages

Some problems are easier to fix than others, and if you start noticing that your Excel file is printing some blank pages, a simple change of settings can fix the problem.

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