To open Print Preview in Excel, press Ctrl + F2 on Windows and Ubuntu, or Cmd + P on macOS. 🖨️ This opens the print settings panel with a live preview of your spreadsheet—allowing you to see exactly how your document will look when printed. No more cut-off rows or clipped columns! Whether you’re preparing reports, invoices, or data summaries, mastering the print preview shortcut can save time, paper, and frustration across Windows, macOS, and Ubuntu/Linux platforms. 📄✅
🧠 Why Use Print Preview in Excel?
Print Preview is essential for:
- Avoiding page cut-offs or data overflow
- Previewing headers, footers, margins, and orientation
- Checking page breaks and scaling settings
- Ensuring professional, polished printouts
- Saving time and avoiding paper waste ♻️
You get full control over your layout—before a single sheet comes out of the printer.
⌨️ Print Preview Shortcuts in Excel for All Platforms
| Action | Windows | macOS | Ubuntu (LibreOffice Calc) |
|---|---|---|---|
| Open Print Preview | Ctrl + F2 | Cmd + P | Ctrl + P or Ctrl + F2 |
| Open Print Dialog | Ctrl + P | Cmd + P | Ctrl + P |
| Exit Print Preview | Esc | Esc | Esc |
| Page Setup | Alt + P + S + P | Use Ribbon/Menu | Format > Page |
💡 On macOS, Print and Print Preview are combined into the same window.
🖥️ How to Use Print Preview in Excel (Step-by-Step)
- Press Ctrl + F2 (Windows/Linux) or Cmd + P (Mac)
- Excel opens the Print pane with a live preview
- Adjust:
- Printer selection
- Page orientation
- Margins and scaling
- Paper size and print area
- Click Print (or cancel if adjustments are needed)
✅ Quick, clear, and accurate.
🔄 Common Adjustments in Print Preview
| Setting | Use Case |
|---|---|
| Orientation | Switch between Portrait and Landscape |
| Scaling | Fit all columns on one page |
| Margins | Add space for hole punches or headers |
| Print Area | Limit printing to selected data only |
| Gridlines | Show or hide cell borders in print |
| Header/Footer | Add titles, dates, or page numbers |
🎯 You can also access Page Setup from the Print Preview screen for detailed tweaks.
🧩 Print Preview with Selected Area Only
To preview just a portion of your sheet:
- Select your data
- Go to File > Print
- Under Settings, choose Print Selection
- Excel will only preview and print the selected range
💡 Ideal for printing specific tables or reports.
🐧 Print Preview in Ubuntu/Linux (LibreOffice Calc)
LibreOffice Calc on Ubuntu offers full print preview functionality:
- Shortcut:
Ctrl + F2or via File > Print Preview - Also accessible through
File > Print - Adjust settings like orientation, margins, and scaling
- Exit with Esc or Close Preview button
✅ Very similar experience to Excel on Windows/Mac.
⚠️ Common Mistakes to Avoid
- ❌ Not checking Print Preview before printing—results in misaligned or cut-off data
- ❌ Forgetting to set Print Area—Excel may print entire blank pages
- ❌ Ignoring margin settings—data may fall outside printable area
- ❌ Skipping scaling options—can lead to cramped or oversized prints
- ❌ Not previewing when printing multi-sheet workbooks
✅ Always take 10 seconds to preview—save 10 sheets of wasted paper!
FAQs
What is the Print Preview shortcut in Excel for Windows?
Press Ctrl + F2 to open Print Preview instantly.
What is the Print Preview shortcut on Mac?
Use Cmd + P—Mac combines Print and Preview in one panel.
Can I print only a selected range in Excel?
Yes—select the cells, then choose Print Selection in the Print settings.
Why does Excel print blank pages sometimes?
Because the Print Area is too large or undefined—set it manually to avoid this.
How do I exit Print Preview in Excel?
Simply press Esc or click the Back arrow to return to your worksheet.
Is Print Preview available in Excel Online?
Partially. Excel Online provides basic preview during printing but lacks full scaling tools.
✅ Final Thoughts on the Print Preview Shortcut in Excel
Using the Print Preview shortcut in Excel is a simple but powerful way to ensure your spreadsheets look perfect on paper. Whether you’re printing financial reports, attendance sheets, or formatted tables, this feature gives you a crystal-clear view of what to expect. 🖨️📋
And with Ctrl + F2 (Windows/Linux) or Cmd + P (Mac), you can access it in seconds—no mouse clicks needed. So before you hit “Print,” make Print Preview your go-to step for polished, professional results. ✅
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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