Use a screen reader to print an Excel workbook
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This article is for people with visual or cognitive impairments who use a screen reader program such as Microsoft's Narrator, JAWS, or NVDA with the Microsoft 365 products. This article is part of the Microsoft 365 screen reader support content set where you can find more accessibility information on our apps. For general help, visit 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

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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