Last month I talked about how you can freeze rows or columns in an Excel workbook so that your headings stay visible on screen.  This month I’ll show you how you can choose rows or columns to appear on every page when you print. This lets you print a report heading and/or column/row headings on each page without having to actually place them throughout your worksheet. This is all you have to do:

  1. Click the Page Layout tab on the ribbon.
  2. Click the Print Titles button in the Page Setup section of the ribbon.
  3. To get rows from your spreadsheet to appear at the top of every printed page, click in the Rows to repeat at top box.  Then, with the Page Setup window still open, click on the row of your choice.  You can select multiple rows by clicking on the first row and dragging to select a range of rows.
  4. To get one or more columns to print on the left side of each page, click in the Columns to repeat at left box, then click on the column or columns you want to have printed on each page.

Here are a couple of additional details. The rows (or columns) to repeat have to be adjacent, for example you can’t select rows 1 and 3, but not 2.  Also, you only select entire rows (or columns) to repeat.

The rows you selected don’t have to be at the top of your worksheet – i.e. row 1. Let’s say you have a report heading in rows 1 through 3 and column headings in rows 4 and 5. If you select rows 4 and 5 as “Rows to repeat at top” page 1 will still print as it appears on screen but beginning with page 2, only rows 4 and 5 (not 1-3) will appear at the top of each printed page.

To take that example to the extreme, if you selected row 500 at “Rows to repeat at top” it would not begin repeating until the page after the page that row 500 naturally prints on.

The same principle applies to “Columns to repeat at left”.