How to Print Images in Excel: A Step by Step Guide

Printing images in Excel should be straightforward, but misaligned graphics, cut-off logos, or missing charts can turn a simple task into a headache. Whether you’re creating reports, invoices, or dashboards, this guide walks you through six foolproof methods on how to print images in Excel to ensure images print perfectly every time. We’ll also cover troubleshooting tips, quality hacks, and answers to common frustrations. Let’s make your spreadsheets print-ready!

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Why Printing Images in Excel Fails (And How to Fix It)

Images might not print correctly due to:

• Out-of-bounds placement: Images spilling beyond the print area.
• Low resolution: Blurry or pixelated graphics.
• Hidden settings: Background images or objects set to “non-printable.”
• Page breaks: Images split awkwardly across pages.

Method 1: Adjust the Print Area

Use case: Ensure all images (and data) fit within the printed page.

Steps:

1. Select Your Data Range:
   • Highlight cells containing data and images (e.g., A1:G30).
2. Set the Print Area:
   • Go to Page Layout → Print Area → Set Print Area.
3. Verify:
   • Press Ctrl + P → Check Print Preview to confirm images are included.

Pro Tip: Use Page Layout → Background to add watermarks, but note these won’t print by default (use headers instead).

Method 2: Resize and Position Images

Use case: Prevent images from being cropped or stretched.

Steps:

1. Anchor Images to Cells:
   • Right-click the image → Size and Properties → Properties → Select “Move and size with cells”.
2. Resize Manually:
   • Drag image corners while holding Shift to maintain proportions.
3. Align with Gridlines:
   • Use Page Layout → Align → Snap to Grid for precise placement.

Pro Tip: Avoid floating images. Anchor logos/charts to specific cells to keep them aligned during printing.

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Method 3: Adjust Page Layout Settings

Use case: Optimize spacing, orientation, and margins for images.

Steps:

1. Open Page Setup:
   • Go to Page Layout → Margins → Custom Margins.
2. Set Margins:
   • Increase top/bottom margins if images are cut off.
3. Adjust Orientation:
   • Use Landscape for wide images or Portrait for vertical layouts.
4. Scale to Fit:
   • Under Page Layout → Width/Height, select “1 page” to shrink content proportionally.

Method 4: Use Print Preview to Fine-Tune

Use case: Avoid wasted paper by checking layouts first.

Steps:

1. Open Print Preview:
   • Press Ctrl + P (Windows) or ⌘ + P (Mac).
2. Identify Issues:
   • Look for images split by page breaks or overlapping text.
3. Adjust:
   • Return to the sheet and resize/reposition problematic images.

Pro Tip: Use Page Layout → Page Break Preview to manually adjust blue dashed lines around images.

Method 5: Boost Image Resolution

Use case: Print crisp, high-quality logos or graphs.

Steps:

1. Insert High-Res Images:
   • Use PNG/JPEG files with 300 DPI or higher.
2. Compress Carefully:
   • Right-click an image → Compress Pictures → Uncheck “Apply only to this picture” → Set resolution to “High fidelity”.
3. Avoid Excel’s Built-In Tools:
   • Charts/shapes may pixelate—export them as PDFs for better quality.

Method 6: Print Backgrounds and Watermarks

Use case: Add branded backgrounds or subtle designs.

Steps:

1. Insert a Header/Footer:
   • Go to Insert → Header & Footer → Design → Picture (to add logos).
2. Format as Watermark:
   • Adjust transparency via Picture Tools → Format → Transparency.
3. Print:
   • Backgrounds in headers/footers print by default (unlike Page Layout → Background images).

Troubleshooting Common Issues

1. Images Missing from Printout:
   • Check if images are behind text (Right-click → Order → Bring to Front).
   • Ensure objects aren’t set to “Don’t print” (Right-click → Format Picture → Properties → Uncheck “Print object”).
2. Blurry Graphics:
   • Avoid resizing low-res images. Use High fidelity compression (Method 5).
3. Images Split Across Pages:
   • Adjust page breaks (View → Page Break Preview → Drag blue lines).
4. White Borders Around Images:
   • Set margins to Narrow (Page Layout → Margins → Narrow) or customize to 0.5”.

Advanced Tips

• Print Selection Only: Highlight cells/images → Ctrl + P → Print Selection.
• Export as PDF: Preserve layouts with File → Export → PDF/XPS.
• Use VBA to Automate:
  vba

  Copy

  Sub PrintImages()  
    ActiveSheet.PageSetup.PrintArea = "$A$1:$G$30"  
    ActiveSheet.PrintOut  
  End Sub
  
  

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FAQs on How to Print Images in Excel

1. Can I print all images in a workbook at once?

• Yes! Use File → Print → Settings → Print Entire Workbook.

2. Why do my charts print but not inserted images?

• Charts are part of the sheet—images may be set to “Don’t print” (check Format Picture → Properties).

3. How to print gridlines with images?

• Go to Page Layout → Sheet Options → Check “Print” under Gridlines.

4. Can I print images in Excel Online?

• Yes, but options are limited. Use Print → PDF → Save as PDF for better control.

5. How to repeat images on every page?

• Add them to headers/footers (Insert → Header & Footer → Design → Picture).

Why This Matters

Well-printed spreadsheets reflect professionalism. Whether you’re submitting a financial report, academic project, or marketing plan, crisp images and aligned layouts ensure your work is taken seriously.

Final Takeaway
With these methods, you’ll transform chaotic printouts into polished documents. Remember: Always preview before printing, anchor images to cells, and prioritize high-resolution files.

Need More Help?

• Microsoft Excel Printing Guide