How to Batch Print Excel Spreadsheets

With Print Conductor, you can easily print multiple Excel files or single documents – faster than starting Excel.

Print Conductor can print commonly used XLSX and XLS workbooks and spreadsheets, including macro-enabled files (XLSM) and Comma Separated Values (CSV).

 

Print all, default or specific worksheets only

By default, Print Conductor prints all worksheets of each workbook. You can change it by using the Worksheet names setting:

Option Effect
*all* Print all worksheets contained in a file
*default* Print default (active) worksheets only
My worksheet 1 Print a specific worksheet by worksheet name, e.g., My worksheet 1. You can add as many names as needed, each on a separate line.

To print the worksheet that was active last time when the Excel book was closed, find Worksheet names setting and enter *default* instead of *all*. 

Print only the default (active) worksheet

To specify only the desired sheets of a workbook, just enter their names, each one on a separate line: 

Print only specific worksheets (by name)

To control which worksheets should be printed:

  1. Go to Settings > Advanced;
  2. Find Excel format section (start typing "Excel" in the search bar);
  3. Select the desired option next to Worksheet names;
  4. Click OK.

Set scale mode

You may encounter an issue when the printouts have extremely small text and are uncomfortable to read. Or vice versa, a single spreadsheet may take too many paper sheets. In this case, check the scale modes in Print Conductor and use a proper option so that Excel worksheets better fit on printed pages. To do that, find the Scale mode setting in the Excel format section and use either of these options:

Option Effect
As is (default option) Print the workbook sheets at their actual size (as is).
Shrink Shrinks the worksheet so that it fits on one page. It resizes only large pages and keeps small pages as they are.
Use this option if:
  • you want every sheet to fit the whole page rather than several pages.
Zoom level Uses a percentage of the worksheet's original size. To better fit the printed pages, enter a percentage smaller than 100%. To enlarge a worksheet to fit the printed pages, enter a percentage greater than 100%.
Use this option if:
  • you want to fine-tune the scaling manually.

To set scale mode:

  1. Go to Settings > Advanced;
  2. Find Excel format section (start typing "Excel" in the search bar);
  3. Select the desired option next to Scale mode;
  4. Click OK.

By default, page orientation in Print Conductor is set to As in document. That means, the page layout of the original file will be used during batch printing.

However, in most cases landscape orientation (horizontal layout) would be better rather than portrait (horizontal layout). If your worksheet has many columns – landscape is a better option. That's why you may need to switch the page orientation to Landscape

To change page orientation to Landscape:

  1. Open the original document and select Landscape in Page layout > Page setup > Orientation (in Excel) or Format > Page… > Page (in LibreOffice):
    Set page orientation in Excel
    Set page orientation in LibreOffice Calc

    OR

  2. Open Print Conductor Settings > Advanced > and change Page orientation to Landscape (it will apply Landscape to all documents in the List):

    Apply Landscape orientation to all Excel documents

    OR

  3. Right-click selected Excel files in the List of Documents, open Item settings... and change Page orientation to Landscape:

    Apply Landscape orientation to selected Excel files only

    Using Item settings, you can choose different page orientation for different files if needed.

Likewise, it's a good idea to set the Portrait orientation if your worksheets don't have many columns and a vertical layout would be better.

Note
After setting orientation to Landscape, you may face an issue when spreadsheets are automatically rotated by 90 degrees. To solve this issue, disable automatic rotation of pages (Print Conductor Settings > Advanced > Auto rotate: None).

Turn off automatic page rotation

To print your spreadsheets the most compact way and using less paper so that they fit one page, we recommend using or Shrink scaling option plus Landscape orientation – if there are many columns in your Excel files and Portrait orientation – if there are few. 

Not sure how the printouts will look? Try virtual printing first. Printing to a virtual printer (such as Microsoft Print to PDF or Universal Document Converter) lets you preview outputs before printing to avoid unexpected results.

Gridlines are the horizontal lines between rows and columns. By default, gridlines don't appear on a printed worksheet or workbook. You can switch them on/off by opening your sheets in Excel and checking the box next to Page layout > Gridlines > Print in the top menu. Then save your file(s), and Print Conductor will also apply this setting during the batch printing. 

Print gridlines in Excel

To batch print Excel files with gridlines:

  1. Open your worksheets/workbooks in Excel;
  2. Check the box next to Page layout > Gridlines > Print (do it for every worksheet if needed);
  3. Save the documents;
  4. Batch print them via Print Conductor.

Row headings are the row numbers to the left side of the sheet. Column headings are the letters above the columns on a sheet. Do you want Print Conductor to add them on top of every printed page? Simply turn on the Print headings setting. 

Batch print Excel spreadsheets with or without headings

To batch print Excel files with headers:

  1. Go to Settings > Advanced;
  2. Find Excel format section (start typing "Excel" in the search bar);
  3. Check the box next to Print headings;
  4. Click OK.

Print Excel's XLS, XLSX, CSV headings (rows and columns)  

If your woksheets contain comments (notes that are used for adding annotations or reminders in cells), you can print them too. By default, they are not added to printed pages, but you can enable this option in Excel. Just open your Excel file and turn on displaying Comments. Print Conductor will also apply this setting during the batch printing. 

Print comments in Excel

To batch print Excel files with comments (notes):

  1. Open your worksheets/workbooks in Excel;
  2. Go to Page layout > Page setup > Print > Comments and select At end of sheet or As displayed on sheet (do it for every worksheet if needed);
  3. Save the documents;
  4. Batch print them via Print Conductor.

If you want to print only specific cells of a worksheet, you can define a print area that should be printed. To do it, use the Set Print Area setting in Excel. It can be handy when you don't want to print the entire worksheet, but just a part of it. Once your Excel file is saved with a defined print area, Print Conductor will apply this setting too.

Print a defined print area only

To batch print Excel files with a defined print area:

  1. Open your worksheets/workbooks in Excel;
  2. Select the needed cells of a worksheet;
  3. Go to Page layout > Print Area  and click Set Print Area (do it for every worksheet if needed);
  4. Save the documents;
  5. Batch print them via Print Conductor.

Note 
Batch printing of sheets with enabled gridlines, headings, comments and a set area will work in Print Conductor only if you have Microsoft Excel 2007 SP2 (or a newer version) installed on your PC.

Split Excel files into worksheets when printing

If you apply some settings, but the output is not as expected, try enabling the Split worksheets setting. When it's on, Print Conductor splits the document into sheets and sends each one to the spooler as a separate print job. 

To split Excel files into worksheets:

  1. Go to Settings > Advanced;
  2. Find Excel format section (start typing "Excel" in the search bar);
  3. Check the box next to Split worksheets;
  4. Click OK.

By the way…
There's an ability to import a list of files from Microsoft Excel file containing file paths into Print Conductor. Thus, not only can you batch print Excel files themselves, but also use them as lists to load files to the List of Documents.

Batch print spreadsheets without Microsoft Excel

To batch print Excel files, Print Conductor uses API for automation, so you should have Microsoft Excel 2007 SP2 (or a newer version) installed on your PC. However, if you don't have Excel, you can download and install its free alternatives:

Having either of these programs installed will help Print Conductor process multiple Excel spreadsheets without any problem. 

Other features 

Other things related to Excel format that you can do with Print Conductor:

  • Add a customizable text watermark to worksheets
  • Add crop marks (trim marks) on page corners (to XLS or XLSX files)
  • Print obsolete Excel XLS files blocked in Microsoft Office Trust Center by default
  • Print Excel files received from "unreliable sources" (via the Internet, by email)

Did you know?
You can save the output for later use by printing to file instead of printing to an actual printer. This can help you quickly get additional copies of the same document when they are needed. You just configure the Excel file's print settings (margins, orientation, page breaks, etc.) only once and then save the output to a PDF document. Next time you need a hard copy, simply open that PDF file and click Print or add it to Print Conductor's List of Documents and do the same.

Print Conductor, used with a virtual printer allows you to do it in batch mode. This way, you can batch convert a list of Excel sheets to various formats: PDF, TIFF, JPEG, PNG, GIF, PCX, DCX, or BMP.


See also:

How To
Get other useful guides on using Print Conductor and see many other useful how-tos, solutions, tips & tricks on effective batch printing. You'll find out how to import & export files, manage print lists, configure document and page settings, set up service pages, and so much more.