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Fix Excel Print Preview Showing Extra Rows or Spaces Between Data
Question details
The user is experiencing an issue where the Excel print preview displays unexpected empty rows or random gaps between data that do not appear in the standard worksheet view.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Previewing a spreadsheet layout prior to printing a physical or PDF copy.
- Observed behavior
- Random gaps or extra rows appear in the print preview despite the worksheet appearing perfectly normal in the editing interface, often related to a specific Excel version bug.
Before troubleshooting Excel settings, ensure your printer is turned on and that your default printer drivers are fully up to date, as Excel relies on these drivers to render the print preview.
Update Microsoft Excel and Isolate the Issue
Since this behavior is frequently caused by a version-specific bug, updating Excel or testing the file on a different computer helps determine the root cause.
Excel print preview rendering is heavily dependent on the specific build of Office installed on your machine. Microsoft frequently releases patches for known display and printing bugs. If the issue is isolated to a single device, it confirms a local installation or printer driver conflict.
Open Excel, navigate to 'File' > 'Account' (or 'Office Account'). Under 'Product Information', click 'Update Options' and select 'Update Now'.
Once the updates are installed, restart your computer, open the workbook, and press 'Ctrl + P' to check if the print preview layout is fixed.
If the issue persists, transfer the Excel file to a different computer with a different version of Excel. If it prints correctly there, you may need to report the bug to Microsoft Support with your specific build and printer details.
Clear and Reset the Print Area
Resetting the print area can resolve layout distortions caused by hidden formatting or cached print settings extending beyond your actual data.
Change the Default Printer Temporarily
Excel uses the default printer to generate the print preview layout. Switching to a PDF printer can bypass hardware-specific driver bugs causing the extra spaces.
Print Your Spreadsheets Flawlessly with WPS Office
If Excel version bugs are causing unwanted spaces or layout shifts in your print previews, try WPS Office. It provides a lightweight, free alternative that renders and prints your spreadsheets exactly as they appear on screen.
- 1. Download and Install: Get WPS Office for free from the official website and easily install it on your computer.
- 2. Open Your Spreadsheet: Right-click your problematic Excel file, select 'Open with', and choose WPS Spreadsheet.
- 3. Preview and Print: Click on Print Preview to verify your seamless layout, then proceed to print without any extra rows.
Frequently Asked Questions
Why does my Excel worksheet look fine but print with extra spaces?
This is typically caused by a mismatch between Excel's screen rendering and your printer driver's rendering. It can also be triggered by specific Excel version bugs, hidden formatting in supposedly blank cells, or row height settings that conflict with print scaling.
How do I remove blank pages in Excel print preview?
Blank pages usually occur when the print area extends beyond your data or scaling pushes columns to a new page. Go to the Page Layout tab, click 'Print Area' > 'Clear Print Area', then highlight only your data and click 'Set Print Area'. Additionally, set scaling to 'Fit to 1 page wide'.
Can outdated printer drivers cause print preview errors in Excel?
Yes. Excel heavily relies on the default printer's driver to calculate margins, page breaks, and layout in the print preview. If the driver is outdated or corrupted, it can misinterpret the data, resulting in extra rows, overlapping text, or spacing issues.
