- Some cells in Excel may appear different on paper than on the screen, causing inconsistent printouts. This can be frustrating for users who rely on accurate reports, financial statements, and other documents printed from Excel.
- The problem occurs when the content or formatting of the cells exceeds the printable area, causing them to be cut off or displayed differently on paper. Other factors that can contribute to the problem include printing settings, page orientation, and scaling options.
- To fix the issue, users can try adjusting their print settings, resizing cells or adjusting margins, and using print preview to ensure accuracy. By following these solutions, users can ensure that the printout matches the display in Excel.
Are you frustrated with Excel not reflecting the changes you make in the cells? You’re not alone! In this article, we’ll explore why Excel isn’t accurately displaying the changes and how to solve the issue.
Understanding the problem
To comprehend why some cells in Excel aren’t the same as what is being shown, dig into the factors behind the issue in this section named “Understanding the Problem.” Reap the rewards of exploring two subsections. These will quickly explain the reasons why certain cells don’t match the display.
Image credits: chouprojects.com by David Arnold
Why certain cells do not match the display
Certain cells in Excel might not match the display for numerous reasons. One potential explanation is that there might be hidden characters or spaces in cells that prevent matching data. Additionally, the data might have been formatted incorrectly, or there may be rounding errors due to various formulas and functions.
Another possible reason why certain cells are not matching display could be due to formatting settings like borders, font size, or background color. Another consideration is that worksheet zoom levels can influence viewing of content. Adjusting these aspects can sometimes fix display discrepancies.
Tech support dealt with a customer’s case where specific Excel cells weren’t showing the same information on printouts as they did on screen. After performing multiple checks to confirm it wasn’t an issue with formulas, cell formatting or zoom levels in the sheet view, the technical experts discovered that a user-defined print area was resulting in partial columns being excluded from printouts.
Finding the cause of Excel’s printout discrepancies is like playing detective, except the culprit is usually hiding in plain sight – in the form of formatting, margins, or just plain human error.
Factors that contribute to the problem
The issue of printout not matching display for some cells in Excel is caused by several contributing factors.
- Inconsistencies with font styles and sizes between the sheet and the printer can lead to misaligned printing.
- Conditional formatting may alter specific cells’ format, which leads to distorted printouts.
- The scaling option may be set incorrectly, resulting in a clipped or condensed appearance.
To ensure accurate printouts of Excel sheets that match their displays, some corrective actions are necessary:
- Users should verify that both the printer and screen use identical font styles and sizes as differences can induce misalignments.
- Avoid using complex conditional formatting or remove it if not required for an individual cell.
- Finally, ensure the correct scaling options are selected when preparing to print a sheet.
It’s important to note that even with corrective actions, complications may still arise due to system limitations. An initial investigation into printing issues recommended reviewing Office patches updates from Microsoft in case there is a fix within them available.
A project leader struggled to explain the team’s budget expenditures at a meeting because a subset of Excel data table printed incorrectly despite being presented accurately on-screen.
Why fix the problem when you can just convince your boss to switch to handwritten spreadsheets?
Solutions to fix the issue
Want to get your printouts to match display in Excel? We’ve got you! Try these solutions:
- Adjust print settings
- Resize cells
- Adjust margins
- Use print preview
All of these will help you fix the issue of printout not matching display for some cells.
Image credits: chouprojects.com by James Washington
Adjusting print settings in Excel
To ensure that the printout matches the display for all cells in Excel adjustments need to be made to the print settings. Here’s how:
- Click on the “Page Layout” tab
- Select “Page Setup”
- Ensure that under the “Sheet” tab, the checkbox next to “Gridlines” is selected. This will ensure that all cell borders and gridlines are printed.
It should be noted that adjusting print settings may vary depending on which version of Excel you are using. In some versions, additional steps may be required.
Pro Tip: Always preview your document before printing to ensure that it displays correctly and meets your requirements.
I may not be able to adjust my own margins, but at least I can help Excel do it with these resizing solutions.
Resizing cells or adjusting margins
One way to address the issue of printout not matching display for some cells in Excel is through modifying the cell size or margins.
Here’s a five-step guide to resizing cells or adjusting margins:
- First, select the cells you want to resize
- Next, hover over the edge of the selected cells until a double-sided arrow displays
- Then, click and drag the arrow to enlarge or shrink your selection until it fits within the printable area
- If necessary, adjust your page margins by navigating to “Page Layout” in the top menu and selecting “Margins”
- Select either a pre-set margin option or choose “Custom Margins” and manually enter in measurements for each margin before pressing ‘OK’
It’s important to note that when shrinking down cell size or adjusting margins, you may need to also adjust font size accordingly so that everything remains legible.
Pro Tip: To ensure your adjustments have worked properly, preview your document by using “Print Preview” from the top menu before actually printing it out. Printing a mistake is like passing gas in a crowded room – everyone knows it was you. Use print preview to avoid the embarrassment.
Using print preview to ensure accuracy
To ensure the accuracy of printouts in Excel, one can utilize the Print Preview feature. This feature displays a preview of how the document will appear when printed, allowing users to identify any discrepancies between the display and print versions.
Here is a 4-step guide for utilizing Print Preview to ensure accuracy:
- Click on the File tab within Excel
- Select Print from the menu options on the left-hand side of your screen
- Select Print Preview on the right-hand side of your screen
- Review and adjust formatting as necessary before printing
In addition to utilizing Print Preview, users can adjust their printer settings or try printing from another printer if discrepancies persist. It is also important to ensure that all software updates have been installed and that there are no issues with printer drivers.
Some suggestions for fixing this issue are adjusting margins, resizing content, or trying to scale down your content. Adjusting margins simply distributes content properly at an appropriate distance from page borders. Resizing content means fitting text into a smaller area without skewing it. Scaling down refers to reducing the size of text itself to achieve compatibility between the printout and display version. These suggestions work by ensuring that content fits cohesively onto a single page without overlapping or spilling over margin lines.
Don’t let your Excel cells play hide and seek, use these tips to keep them in line.
Tips to prevent the problem in the future
To prevent future occurrences of mismatch between the printout and display of some cells in Excel, follow these tips:
- Make sure that the printer settings are set to match the worksheet settings.
- Select the cells to print before printing and adjust the margins to fit all the necessary data.
- Avoid using complex formatting or merging cells as it may cause issues with printing and display.
- Regularly update Excel and the printer drivers to ensure compatibility.
- Consider using PDF format rather than printing directly from Excel to avoid compatibility issues.
In addition, it is essential to ensure that the default workbook and worksheet templates in Excel are updated to avoid compatibility issues with future versions.
According to the Microsoft support team, the problem of printing issues is a known and common issue, and updates are regularly released to address it.
Image credits: chouprojects.com by Harry Washington
Five Facts About “Printout Doesn’t Match Display for Some Cells in Excel”:
- ✅ This issue occurs when there is a difference between the printer driver and the display driver being used in Excel, causing certain cells to print incorrectly. (Source: Microsoft)
- ✅ One solution to this problem is to update the printer driver and make sure it is compatible with the version of Excel being used. (Source: Small Business Chron)
- ✅ Another solution is to adjust the settings in Excel and make sure the print area and scaling are correct. (Source: Excel Easy)
- ✅ This issue can also occur when there are formatting issues in the cells, such as merged cells or hidden rows or columns. (Source: Ablebits)
- ✅ It is important to thoroughly check the print preview before printing to ensure that the printout matches the display for all cells. (Source: Techwalla)
FAQs about Printout Doesn’T Match Display For Some Cells In Excel
Why does the printout not match the display for some cells in Excel?
There are several reasons why the printout may not match the display for some cells in Excel. It could be due to formatting issues, hidden cells or columns, zoom settings, or printer settings.
How do I check if there are hidden cells or columns?
To check if there are hidden cells or columns in your Excel sheet, go to the Home tab, click on Format, and select Hide & Unhide. From there, you can choose to unhide rows or columns to reveal any hidden cells or columns.
How can I adjust Excel’s zoom settings to improve the printout?
If the printout does not match the display due to zoom settings, you can adjust this by going to the View tab and selecting Zoom. From there, you can choose to zoom in or out until the display matches the desired printout.
Can printer settings affect the printout in Excel?
Yes, printer settings can affect the printout in Excel. Make sure that your printer settings are set to print cells as displayed on screen. You should also check that the page orientation and margins are set correctly for your printout.
What should I do if the formatting is different on the printout?
If the formatting is different on the printout, you should check that the correct print settings are selected. Also, try copying and pasting the cells into a new sheet and printing from there. This can sometimes help resolve any formatting issues.
How can I ensure consistency between the display and printout for all cells in Excel?
You can ensure consistency between the display and printout for all cells in Excel by going to the Page Layout tab and selecting Print Titles. From there, you can choose to print row and column headings on each page, ensuring that the display and printout are consistent.