The print dialog gives you control over how spreadsheets appear on paper or in PDF. You can customize paper size, orientation, margins, scaling, and headers to create professional documents.
Opening the print dialog
Click Print in the toolbar or press Cmd+P (Mac) or Ctrl+P (Windows). You can also reach it through Download > PDF, which opens the same dialog in PDF mode with Download PDF as the primary action. The dialog shows page thumbnails on the left, a live preview in the center, and settings on the right.
Page setup
Choose from Letter, A4, Legal, or Tabloid paper sizes. Set orientation to Portrait or Landscape depending on whether your data runs tall or wide. Margins can be Normal (0.75"), Wide (1"), Narrow (0.5"), or Custom with individual values for top, bottom, left, and right.
Scaling
The Scaling section determines how content fits the page. Actual Size (100%) prints at full scale. Fit to Width scales content to match the page width, spanning multiple pages vertically if needed. Fit to Height does the opposite. Fit to Page shrinks everything onto a single page per sheet. Custom lets you set any percentage between 10% and 200%.
Print area
Print area controls what gets printed. Choose Current sheet for just the active sheet, or Selection only for cells you have highlighted. When your spreadsheet has multiple sheets, an All sheets option appears to include every sheet in one document.
Use Selection only when you need to print a specific range without surrounding data.
Display options
Toggle Show gridlines to add or remove cell borders from the output. If your spreadsheet has frozen rows or columns, enable Repeat frozen rows on each page or Repeat frozen columns on each page so those labels appear on every page of multi-page printouts.
Horizontal alignment and Vertical alignment position your content within each page. Choose from left, center, or right for horizontal, and top, center, or bottom for vertical.
Headers and footers
Headers & footers add text to the top and bottom of every page. Click Edit next to either one to open a dialog with Left, Center, and Right fields. Insert variables by clicking buttons for PAGE, PAGES, DATE, TIME, DATETIME, SHEET, or WORKBOOK. These insert tokens like &[Page] that resolve when printed.
The default footer is &[Page] of &[Pages], which displays as "1 of 5" on the first page of a five-page document.
Printing and downloading
When you finish configuring, click Print to send the document to your printer or Download PDF to save a file. Both buttons are available regardless of how you opened the dialog. Your settings are saved automatically and reused the next time you print this spreadsheet.