how to print background color in excel

Excel Background Color Printing Guide

By Mark KingNovember 30, 2025

Ever needed to give your Excel spreadsheet a pop of color, but struggled with printing the background color? You're not alone. Microsoft Excel offers robust customization options, but printing background color can be a bit tricky. Here's a step-by-step guide on how to print background color in Excel, optimizing your work and enhancing your presentation.

Before we dive in, understand that printing background color isn't a direct feature in Excel. However, with a few workarounds, you can achieve stunning results. Let's explore some methods to make your spreadsheet stand out, both on-screen and on paper.

Method 1: Using a Print Area

Designating a print area can help you focus on specific cells to print, along with their background colors.

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1. **Select the print area**: Click in the top-left cell of the data you want to print. Then, press `Shift` and click the bottom-right cell to select the entire range. Right-click and select 'Set Print Area'.

Adjusting Print Area Settings

2. **Access the Page Setup dialog box**: Go to 'File', then 'Print', and click 'Page Setup' at the bottom. Alternatively, press `Ctrl + P` and click 'Options' in the left panel.

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3. **Configure settings**: In the 'Page Setup' dialog box, under 'Scaling', choose 'Fit to' options like '1 page wide' or '1 page tall' to ensure your background colors print as intended.

Preview and Print

4. **Preview the print**: Click 'Preview' to see how your print area will look. Ensure the background colors appear as expected.

5. **Print your spreadsheet**: Click 'Print' to send your Excel file to the printer, retaining your chosen background colors.

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Method 2: Saving as a PDF or Image

If printing directly from Excel isn't working, consider exporting your spreadsheet as a PDF or image file to retain background colors.

Saving as a PDF

1. **Save as PDF**: Go to 'File', then 'Save As'. Choose a location, give your file a name, and select 'PDF' in the 'File Format' dropdown.

2. **Adjust PDF settings**: Click 'Options' in the 'Save As' dialog box. Under 'Include', untick 'Gridlines' but keep 'Linked content' checked. This should preserve background colors.

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Saving as an Image

1. **Copy and paste as image**: Select the range you want to print, then copy it (`Ctrl + C`). Open a blank Microsoft Word or PowerPoint document, and paste (`Ctrl + V`) as an 'Enhanced Metafile'.

2. **Export as image**: Right-click the pasted image and choose 'Save as Picture'. Choose a file format like PNG or JPG, then click 'Save'. Now you can print your Excel background colors successfully from the image file.

Printing background color in Excel may seem daunting at first, but with these methods, you're equipped to add vivid splashes of color to your spreadsheets. Whether you're using print areas, PDFs, or image files, experiment and find the best approach for your needs. Happy printing!