Microsoft Excel is an essential tool for managing data, performing calculations and creating professional spreadsheets. By default, Excel displays gridlines on your screen to help separate rows and columns clearly. However, when you go to print your worksheet, these gridlines may not appear unless you specifically enable them. If you have ever printed an Excel sheet only to find the data floating on a blank page, this article will explain exactly how to make sure your gridlines appear on the printed version too.
This guide is designed for both casual users and office professionals who want their spreadsheets to look clean and easy to read in printed form.
What Are Gridlines in Excel
Gridlines in Excel are the faint lines that appear between cells to help organise the layout visually. They make it easier to read and edit data on-screen by clearly separating each cell in a structured grid. Unlike cell borders which are manually added and printed by default, gridlines are for visual guidance and will not automatically appear on printed documents unless you change a few settings.
Gridlines are especially useful when printing worksheets that are used for checking figures, sharing tables or creating forms where clarity and layout are important.
Why Gridlines Do Not Print by Default
Many users assume that gridlines will automatically print as they appear on-screen. However, Excel treats them as a display feature rather than part of the printable design. This helps keep printed documents cleaner unless the user specifically chooses to include them. This design choice gives more control over the look of your printed sheet but it also means you must adjust the print settings to get gridlines onto paper.
How to Enable Gridlines for Printing
To print gridlines in Excel, you need to go into the Page Layout tab. This applies to both Windows and macOS versions of Microsoft Excel.
First, open your Excel worksheet and select the sheet you want to print. Then go to the ribbon at the top and click on the “Page Layout” tab. In the “Sheet Options” group, you will see checkboxes for “View” and “Print” under the Gridlines section.
Make sure the “Print” checkbox is selected. This tells Excel to include gridlines when the worksheet is printed. You can preview the result by going to File and then selecting “Print” to see how the sheet will look.
Additional Tips for Clearer Gridlines
If your printed gridlines still seem faint or hard to see, try increasing the contrast by adjusting the printer’s settings or using the “Borders” tool instead. Borders are printed in full ink and offer a bolder line around selected cells. You can also consider changing the print quality settings on your printer for sharper output.
Another helpful tip is to ensure the page scaling and margins are properly set. Use the “Fit Sheet on One Page” option if you want to avoid unwanted page breaks or data being cut off mid-table.
Printing Gridlines in Selected Areas Only
If you do not want to print gridlines for the entire worksheet, you can apply borders selectively to key sections. Select the desired cells, go to the “Home” tab, and use the “Borders” tool to apply outlines. Unlike gridlines, borders are always printed and give you control over thickness and style.
This method is useful for creating tidy tables or forms with bold edges around input fields or totals without cluttering the whole page.
When to Use Gridlines Over Borders
Gridlines are best used for internal spreadsheets where you want to maintain a clean look without extra formatting. They are quick to activate and help when sharing sheets within a team or for reviewing data visually. Borders, on the other hand, are more suited to formal reports, invoices or presentations where polished design is important.
Deciding whether to print gridlines or apply borders depends on how the document will be used and who will be reading it.
Final Thoughts
Printing gridlines in Excel is a simple yet often overlooked step that can improve the readability and structure of your spreadsheets. Whether you are creating a checklist, a financial report or a student grade sheet, enabling gridlines can help your printed documents look as organised as they do on-screen. Now that you know how to turn them on, your next Excel printout should be as clear and neat as you expect it to be.