Printing Problems

How to Print Hidden Excel Rows Without Showing Them During Editing

WPS Content Manager Oct 9, 2026 869 views

Question details

The user needs a method to print an Excel worksheet that includes hidden rows, while keeping those specific rows hidden on the screen during the regular editing process.

How to Print Hidden Excel Rows Without Showing Them During Editing

Product: Excel
Device & OS: not provided
Scenario: Preparing a spreadsheet document for physical printing where certain supplementary data rows must appear on paper but remain collapsed or hidden on the digital workspace to avoid clutter.
Observed behavior: By default, Excel completely excludes hidden rows from the printed output. Adjusting the print area does not override this behavior, meaning a dedicated workaround or automation is required.

Before you start

Ensure your printer is properly connected and save a backup of your current Excel workbook before duplicating sheets or applying VBA macros.

Solution 1Recommended

Create a Linked Print-Only Worksheet

Use a separate, dedicated worksheet for printing that automatically pulls data from your main sheet without inheriting the hidden row formatting.

Since Excel visually prints exactly what is displayed on the screen, the most reliable non-coding method is to create a secondary view of your data.

By linking cells, any edits you make on your main hidden-row sheet will automatically update on the print sheet.

Insert a new worksheet

Click the '+' icon at the bottom of your Excel window to create a new sheet, and rename it to 'Print View'.

Link to the original data

In cell A1 of the 'Print View' sheet, type '=', click over to your original editing sheet, select cell A1, and press Enter.

Fill the data range

Click cell A1 on the 'Print View' sheet and drag the fill handle (the small square at the bottom-right of the cell) across and down to duplicate the entire data range.

Format and Print

Adjust the column widths and formatting as needed. Leave all rows fully expanded and unhidden on this sheet. When ready, go to File > Print to print the complete dataset while your original sheet remains safely collapsed.

Dynamic Synchronization: Using cell references ensures you never have to maintain two separate sets of data. Changes in the editing sheet instantly reflect in the print sheet.

Solution 2

Use a VBA Macro to Automate Unhiding and Printing

Implement a VBA script that temporarily unhides the required rows, sends the document to the printer, and instantly re-hides them.

Efficient Spreadsheet Management

Easily Manage Print Layouts and Macros with WPS Office

WPS Spreadsheet provides powerful and intuitive tools for managing worksheets, print areas, and VBA macros. You can effortlessly set up separate print views or utilize developer tools to print hidden rows perfectly.

1. Open your workbook in WPS Spreadsheet: Launch WPS Office and open your file. The familiar interface ensures all your Excel data and formatting are preserved.
2. Create a quick copy for printing: Right-click the current sheet tab at the bottom and select 'Move or Copy'. Check 'Create a copy' to duplicate the sheet.
3. Unhide rows in the copied sheet: On the new copied sheet, click the triangle in the top-left corner to select all cells, right-click any row number, and select 'Unhide'.
4. Print the expanded view: Click the 'Print' icon or press Ctrl+P. You can safely delete this copied sheet after printing, leaving your original editing sheet untouched.

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Frequently Asked Questions

Can I simply change the print area to include the hidden rows?

No, adjusting the print area will not override Excel's visibility rules. Excel's default behavior is to skip any rows or columns that are currently hidden on the screen, regardless of whether they fall inside the designated print area.

Is there a way to use Custom Views to solve this print issue?

Yes, Custom Views are highly effective. You can go to View > Custom Views and save one view called 'Editing' (with rows hidden) and another view called 'Printing' (with all rows unhidden). You can then easily toggle between these views before clicking Print.

How can I print ONLY the hidden rows in Excel?

To print exclusively the hidden rows, you must invert your worksheet's visibility. First, hide all currently visible rows, then unhide the previously hidden rows. Print the document, and finally undo your actions to return to the original layout.

Document & File Issues