Saturday, July 9, 2022

Use a screen reader to print an Excel workbook [MS]

Use a screen reader to print an Excel workbook

Decorative icon. Screen reader content

This article is for people with visual impairments who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Microsoft Support home or Fixes or workarounds for recent office issues.

Use Excel with your keyboard and a screen reader to print worksheets, workbooks, and selected cells. We have tested it with Narrator, JAWS, and NVDA, but it might work with other screen readers as long as they follow common accessibility standards and techniques. You'll also learn the keyboard shortcuts that might help you quickly print what you want, the way you want.

Decorative icon Need instructions on how to print from Excel, but not using a screen reader? See Print a worksheet or workbook.

Notes: 

Print your worksheet, workbook, or cells

You can quickly print your work using the default printing settings or change the settings to better suit your needs.

Print with default printing settings 

  1. In your worksheet or workbook, select what you want to print, and then press Ctrl+P or Ctrl+F2.

  2. The Print menu opens with the focus on the Print button. To print your work using the default printing settings, do one of the following:

    • To print one copy, press Enter or Alt+P, P.

    • To print more than one copy, press Alt+P, N. The focus moves to the Copies combo box. To select the number of copies you want, use the Up arrow key or type a number. Then press Alt+P, P to print.

    • To print to another printer, press Alt+P, I. The Printer menu opens. Use the arrow keys to select or add a new printer or fax to send the spreadsheet to. Excel automatically places the focus on the name of the default printer in Windows. Then press Alt+P, P to print.

Change the printing settings

  1. Open the Print menu as instructed in Print with default printing settings.

  2. To navigate and change the printing settings, do one of the following:

    • Press the Tab key until you hear the name of the setting you want to change, press the Down arrow key to expand lists, use the Up or Down arrow key to navigate lists and menus, and then press Enter to select.

    • Use the keyboard shortcut to quickly access the setting you want. Then use the Up or Down arrow key to navigate the option list or menu, and press Enter to select. The printing settings and their keyboard shortcuts are the following:

      To change this printing setting

      Press

      Print What: Use to choose between printing only the active (selected) worksheets in the workbook (the default), the entire workbook, the current cell selection in the current worksheet, or the currently selected table in the current worksheet.

      Alt+P, A

      Pages: Use to restrict what's printed to just the range of pages you type in the boxes or select using the Up or Down arrow key.

      Alt+P, H for the first page in range

      Alt+P, J for the last page in range

      Two-Sided Printing: Use to select whether to print on one side or both sides of the paper.

      Alt+P, D

      Collation: Use to select whether or not to collate copies. 

      Alt+P, C

      Orientation: Use to select the page orientation, Portrait or Landscape.

      Alt+P, O

      Page Size: Use to change paper size selection.

      Alt+P, L

      Margins: Use the arrow keys to select predefined margins or press A to activate the Custom Margins option to customize the margins.

      Alt+P, M

      Scale to Fit: Use to select whether to print the page at actual size or shrink it to fit on one page.

      Alt+P, S

  3. To print using the modified settings, press Alt+P, P or press the Tab key until you hear "Print button," and then press Enter.

See also

Use a screen reader to insert a table in an Excel worksheet

Use a screen reader to sort or filter a table in Excel

Keyboard shortcuts in Excel

Basic tasks using a screen reader with Excel

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Excel

What's new in Microsoft 365

Use Excel for Mac with your keyboard and VoiceOver, the built-in macOS screen reader, to print worksheets, workbooks, and selected cells.

Decorative icon Need instructions on how to print from Excel, but not using a screen reader? See Print a sheet or workbook.

Notes: 

  • New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • This topic assumes that you are using the built-in macOS screen reader, VoiceOver. To learn more about using VoiceOver, go to VoiceOver Getting Started Guide.

In this topic

Print your workbook

By default, Excel for Mac is set to print all active worksheets. However, it is easy to adjust the printing range to print your entire workbook.

  1. In your Excel workbook, press Command+P to open the Print dialog box. The focus is on the Printer menu.

    Tip: The Print dialog box does not automatically show all available print settings. To make the hidden printing options available, press the Tab key until you hear "Show details button," and then press Control+Option+Spacebar.

  2. To select a printer, press the Down arrow key until you hear the name of the printer you want, and then press Control+Option+Spacebar.

  3. To set the number of copies to print, press the Tab key until you hear the current number of copies, followed by "Contents selected, copies, select text." Type the number of copies you want to print.

  4. To change the printing range, press the Tab key until you hear: "Active sheets, pop-up button." Press the Down arrow key until you hear the range you want, for example, "Entire workbook," and press Control+Option+Spacebar.

  5. You can now select and change the print settings to better suit your needs. To learn how to change the print settings, refer to Change print settings.

  6. When you're happy with the print settings or if you want to print your workbook using the default settings, press the Tab key until you hear "Print default button," and then press Control+Option+Spacebar.

Change print settings

  1. Press Command+P to open the Print dialog box.

    Tip: The Print dialog box does not automatically show all available print settings. To make the hidden printing options available, press the Tab key until you hear "Show details button," and then press Control+Option+Spacebar.

  2. To change and select printing options, do one or more of the following:

    • To print a single worksheet in your workbook instead of printing the entire workbook, press the Tab key until you hear "Entire workbook, popup button," and press Control+Option+Spacebar.

    • To print specific pages or a page range, press the Tab key until you hear "Contents selected, from page, edit text," and type the number of the first page you want to print. Then press the Tab key until you hear "Contents selected, to page, edit text," and type the last page to be printed.

    • To print on both sides of the paper, press the Tab key until you hear "Layout," and press Control+Option+Spacebar. Press Control+Option+Right arrow key until you hear "Two-sided, unchecked checkbox," and then press Control+Option+Spacebar.

    • To scale the sheet to fit the paper size, press the Tab key until you hear "Scale to fit, unchecked checkbox," and then press Control+Option+Spacebar.

    • To change the paper size, press the Tab key until you hear the current paper size, followed by "Paper size," press the Up or Down arrow key until you hear the size you want, and then press Control+Option+Spacebar.

    • If you're printing several copies of your workbook, you can collate pages so that one complete set is printed before printing the next set. Press the Tab key until you hear "Collate pages, unchecked checkbox," and then press Control+Option+Spacebar.

    • To change the page orientation, press the Tab key until you hear either "Portrait" or "Landscape," press the Up or Down arrow key until you hear the option you want, and then press Control+Option+Spacebar.

    • To change the page margins, press the Tab key until you hear the current margin option, for example "Normal margins," press the Up or Down arrow key until you hear the option you want, and then press Control+Option+Spacebar.

      • If you selected Manage Custom Margins, press Control+Option+Right arrow key until you hear "Margins tab," and press Control+Option+Spacebar. Press the Tab key to cycle through the margin options and type the margin values. When you're done, press the Tab key until you hear "Done," and press Control+Option+Spacebar.

    • To print your workbook to a PDF, that is, to save it as a PDF file, press the Tab key until you hear "PDF, menu button," press the Up or Down arrow key until you hear "Save as PDF," and press Control+Option+Spacebar.

Print selected cells

  1. In your worksheet, select the cells you want to print. To select multiple adjacent cells, press and hold Shift and then use the arrow keys until you've selected the cells you want to print.

  2. Press Command+P to open the Print dialog box.

  3. Press Control+Option+Right arrow key until you hear the currently selected printing range, for example, "Active sheets" or "Entire workbook." Press the Up arrow key until you hear "Selection," and then press Control+Option+Spacebar.

  4. To print, press Control+Option+Right arrow key until you hear "Print button," and then press Control+Option+Spacebar.

Print without gridlines or headings

  1. While editing your workbook, press F6 until you hear the name of the currently selected tab. Press Control+Option+Right or Left arrow key until you hear "Page layout tab," and press Control+Option+Spacebar.

  2. Press the Tab key until you hear "Page setup button," and press Control+Option+Spacebar.

  3. Press Control+Option+Right arrow key until you hear "Sheet tab," and press Control+Option+Spacebar.

  4. Do one or both of the following:

    • If you don't want your sheet to print with gridlines, press the Tab key until you hear "Gridlines, checked checkbox," and then press Spacebar to clear the checkbox.

    • If you don't want your sheet to print with headings, press the Tab key until you hear "Row and column headings, checked checkbox," and then press Spacebar to clear the checkbox.

  5. When you're done, press the Tab key until you hear "OK button," and press Control+Option+Spacebar. 

See also

Use a screen reader to sort or filter a table in Excel

Use a screen reader to find and replace data in Excel

Keyboard shortcuts in Excel

Basic tasks using a screen reader with Excel

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Excel

What's new in Microsoft 365

Use Excel for iOS with VoiceOver, the built-in iOS screen reader, to print an Excel workbook from your iPhone to an AirPrint-enabled printer.

Notes: 

  • New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • This topic assumes that you are using the built-in iOS screen reader, VoiceOver. To learn more about using VoiceOver, visit Apple accessibility.

In this topic

Print your workbook

  1. Make sure that your iPhone and the AirPrint-enabled printer are connected to the same wireless network.

  2. While editing a workbook, tap near the top of the screen with four fingers, swipe right until you hear "File button," and double-tap the screen.

  3. Swipe right until you hear "Print button," and double-tap the screen. You hear: "AirPrint, button."

  4. Double-tap the screen. The Layout Options menu opens. Here you can select and change printing options such as paper size and orientation. To learn how to change the settings, refer to Change print settings.

  5. When you're happy with the settings or if you want to print using the default settings, swipe right until you hear "Next," and double-tap the screen.

  6. To select the printer, swipe right until you hear "Printer," followed by the name of the current printer or "No printer selected." Double-tap the screen, swipe right or left until you hear the name of the printer you want, and then double-tap the screen.

  7. To select the number of copies to print, swipe right until you hear either "Decrement" or "Increment," and then double-tap the screen.

  8. If you selected the No scaling option in the Layout Options menu, all pages will be printed. To manually change the printing range, swipe right until you hear "Range," and double-tap the screen. Then do one or both of the following:

    • To change the first page to be printed, swipe right until you hear "One, picker item," and swipe up to adjust the value.

    • To change the last page to be printed, swipe right until you hear the last page number and swipe down to adjust the value.

  9. To start printing, swipe left until you hear "Print," and double-tap the screen.

Change print settings

In the Layout Options menu, you can change printing options such as the paper size and orientation.

Note: The available print settings vary depending on the features of your printer and the version of your iOS device.

  1. Open the Layout Options menu as instructed in Print your workbook.

  2. To change the print settings, do one or more of the following:

    • To change the print orientation, swipe right until you hear the orientation you want, "Landscape" or "Portrait," and then double-tap the screen.

    • To change the paper size, swipe right until you hear "Paper size," followed by the current size, and then double-tap the screen. Swipe right or left until you hear the paper size you want, and then double-tap the screen.

    • To select what to print, swipe right until you hear "Print active sheet," "Print entire workbook," or "Print selection." When on the option you want, double-tap the screen.

    • To define the paper scaling, swipe right until you hear "Scaling," and double-tap the screen. Swipe right or left until you hear the scaling option you want, and then double-tap the screen to select.

See also

Use a screen reader to add comments to an Excel worksheet

Use a screen reader to find and replace data in Excel

Keyboard shortcuts in Excel

Basic tasks using a screen reader with Excel

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Excel

What's new in Microsoft 365

Use Excel with TalkBack, the built-in Android screen reader, to print an Excel workbook straight from your Android phone.

Notes: 

  • New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • This topic assumes that you are using the built-in Android screen reader, TalkBack. To learn more about using TalkBack, go to Android accessibility.

In this topic

Print your workbook

  1. Make sure that your Android phone and printer are connected to the same wireless network.

  2. While editing a workbook, drag a finger around the upper-right corner of the screen until you hear "More options menu," and then double-tap the screen.

  3. Swipe right until you hear "Print," and double-tap the screen. The Print Options menu opens. Here you can select and change printing options such as paper size and orientation. To learn how to change the settings, refer to Change print settings.

  4. When you're happy with the settings or if you want to print using the default settings, swipe right until you hear "Print button," and double-tap the screen.

  5. To select the printer, swipe left until you hear "Printer," followed by the name of the current printer or "No printer selected." Double-tap the screen, swipe right or left until you hear the name of the printer you want, and then double-tap the screen.

  6. To choose the number of copies to print, swipe right until you hear "Summary, copies," followed by the current number of copies. Double-tap the screen, swipe right until you hear the current number of copies, followed by "Edit box for copies," and double-tap the screen. Use the on-screen keyboard to type the number you want. To close the on-screen keyboard, swipe down-then-left.

  7. To print the workbook, swipe right until you hear "Print button," and then double-tap the screen.

    Note: You might have to swipe right until you hear "Print button" one more time in the printer connection app to complete the printing.

Change print settings

In the Print Options menu, you can change printing options such as the paper size and orientation. 

Note: Available print settings vary depending on the features of your printer and Android device.

  1. Open the Print Options menu as instructed in Print your workbook.

  2. To change the print settings, do one or more of the following:

    • To set the printing range, swipe right or left until you hear "What to print, drop-down list," followed by the currently selected range. Double-tap the screen, swipe right or left until you hear the range you want, and then double-tap the screen to select.

    • To select the scaling option you want, swipe right until you hear "Scaling, drop-down list," followed by the currently selected option. Double-tap the screen, swipe right or left until you hear the scaling option you want, and then double-tap the screen to select.

    • To set the paper size, swipe right until you hear "Paper size, drop-down list," followed by the currently selected size. Double-tap the screen, swipe right or left until you hear the paper size you want, and then double-tap the screen to select.

    • To change the page orientation, swipe right until you hear "Orientation, drop-down list," followed by the current orientation. Double-tap the screen, swipe right until you hear the orientation you want, and then double-tap the screen to select.

See also

Use a screen reader to insert a table in an Excel worksheet

Use a screen reader to sort or filter a table in Excel

Keyboard shortcuts in Excel

Basic tasks using a screen reader with Excel

Set up your device to work with accessibility in Microsoft 365

Use a screen reader to explore and navigate Excel

What's new in Microsoft 365

Use Excel for the web with your keyboard and a screen reader to print an Excel workbook. We have tested it with Narrator in Microsoft Edge and JAWS and NVDA in Chrome, but it might work with other screen readers and web browsers as long as they follow common accessibility standards and techniques.

Decorative icon Need instructions on how to print from Excel, but not using a screen reader? See Print a worksheet.

Notes: 

  • New Microsoft 365 features are released gradually to Microsoft 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • To learn more about screen readers, go to How screen readers work with Microsoft Office.

  • If you use Excel for the web with Narrator, switch scan mode off.

  • When you use Excel for the web, we recommend that you use Microsoft Edge as your web browser. Because Excel for the web runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you'll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not Excel for the web.

In this topic

Print your workbook

  1. In an Excel for the web workbook, press Alt+Windows logo key, F, P, P to open the print preview page. The focus moves to the Print button in the Page setup pane.

  2. In the Page setup pane, you can now choose the Excel for the web print settings you want as detailed in Change the Excel for the web print settings. When you're happy with the settings, press the Tab key until you hear "Print button," and press Enter. The browser's Print dialog box opens.

  3. Choose the print settings you want, as detailed in Change the browser's print settings. When you're happy with the print settings, press the Tab key until you hear "Print button," and press Enter to print your workbook.

Change the Excel for the web print settings

  1. In the Page setup pane in Excel for the web, to define the print settings, do one or more of the following:

    • To set what to print, press Shift+Tab until you hear: "Print, Active sheet." To expand the menu, press Alt+Down arrow key, press the Up or Down arrow key until you hear the option you want, and then press Enter.

    • To set the page orientation, press Shift+Tab or the Tab key until you hear "Orientation," followed by the currently selected option. To expand the menu, press Alt+Down arrow key, press the Up or Down arrow key until you hear the orientation you want, and then press Enter.

    • To set the paper size, press Shift+Tab or the Tab key until you hear "Paper size," followed by the currently selected paper size. To expand the menu, press Alt+Down arrow key, press the Up or Down arrow key until you hear the paper size you want, and then press Enter.

    • To select the page margin, press Shift+Tab or the Tab key until you hear "Page margins," followed by the currently selected margin. To expand the menu, press Alt+Down arrow key, press the Up or Down arrow key until you hear the margin you want, and then press Enter.

    • To set the page scaling, press Shift+Tab or the Tab key until you hear "Scaling," followed by the current scaling option. To expand the menu, press Alt+Down arrow key, press the Up or Down arrow key until you hear the option you want, and then press Enter.

Change the browser's print settings

Note: The print settings shown in your browser's Print dialog box depend on the supported features of the selected printer. For detailed information, refer to your printer's user manual.

  1. In the Page setup pane in Excel for the web, press the Tab key or Shift+Tab until you hear "Print button," and then press Enter.

  2. To select the printer, press the Tab key or Shift+Tab until you hear the name of the currently selected printer, press Spacebar, and then press the Up or Down arrow key until you hear the name of the printer you want. To select, press Enter.

  3. To set the number of copies you want to print, press the Tab key until you hear "Copies, editing," and then type the number of copies you want to print.

  4. To define the pages you want to print, press the Tab key until you hear "Pages," followed by the current selection. Use the Up and Down arrow keys to choose between the available options. If you selected Custom, the focus moves to a text field. Type the page range you want to print, for example 1, 2, 5, or 1-3.

See also

Use a screen reader to insert a table in an Excel worksheet

Use a screen reader to add comments to an Excel worksheet

Keyboard shortcuts in Excel

Basic tasks using a screen reader with Excel

Use a screen reader to explore and navigate Excel

What's new in Microsoft 365

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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