How to Fix Excel Showing 'Show Print Preview' Button Instead of Preview
Question details
The user is encountering a 'Show Print Preview' button in Excel instead of the actual print layout preview and needs to restore the normal preview display.
- Product
- Microsoft Excel
- Device & OS
- not provided
- Scenario
- Attempting to preview an Excel workbook before printing or converting it to PDF via Power Automate.
- Observed behavior
- Excel displays a 'Show Print Preview' button rather than automatically rendering the document preview, often caused by excessive hidden drawing objects or improperly defined print areas.
Verify that your selected print area accurately reflects the data you want to print, as unbound columns can trigger rendering limits.
Remove Hidden Drawing Objects and Shapes
Clear excessive or hidden objects layered over cells, which is the most common cause of the print preview rendering issue.
When an Excel workbook contains too many hidden drawing objects (like invisible shape lines layered over cell borders), Excel stops rendering the print preview automatically to save memory, displaying the 'Show Print Preview' button instead.
Press the 'F5' key on your keyboard to open the 'Go To' dialog box, then click the 'Special...' button.
Select the 'Objects' radio button from the list of options and click 'OK'. This will highlight all drawing objects, including hidden ones, in your worksheet.
Press the 'Delete' key on your keyboard to remove the selected shapes and objects. Once cleared, try opening the print preview again.
Clear and Redefine the Print Area
Fix print areas that are defined by columns without specifying lower row bounds, forcing Excel to calculate too many blank pages.
Experience Bug-Free Printing with WPS Office
If Excel's print preview continues to malfunction or freeze, consider switching to WPS Office. It is a free, lightweight, and highly compatible alternative that renders complex print layouts effortlessly, ensuring your spreadsheets print exactly as they appear.
- 1. Download WPS Office: Get the free WPS Office installer from the official website and install it on your device.
- 2. Open Your Spreadsheet: Launch WPS Spreadsheet and open your existing Microsoft Excel file.
- 3. Preview and Print: Click the Print Preview icon to view your document flawlessly before printing or exporting.
Frequently Asked Questions
Why does Excel show a 'Show Print Preview' button instead of the layout?
Excel displays this button to save system memory and rendering time when your workbook contains excessive hidden drawing objects, complex shapes layered over cell borders, or an improperly defined print area that includes millions of blank rows.
How do I find hidden objects in my Excel sheet?
You can locate hidden objects by pressing F5 to open the 'Go To' window, clicking 'Special', and selecting 'Objects'. This action automatically selects and highlights all shapes, text boxes, and objects, even if they are invisible or hidden behind cells.
Does clearing the print area affect my spreadsheet data?
No, clearing the print area only resets the specific range of cells designated for printing. Your formulas, data, and cell formatting remain completely intact.
Why is Power Automate failing to convert my Excel file to PDF?
Power Automate often fails to convert Excel files to PDF if the file contains excessive hidden drawing objects that prevent the print preview from rendering. Deleting these hidden objects usually resolves the conversion error immediately.
