Shapes, text boxes, and other drawing objects in Excel sometimes disappear when you check the Print Preview. This happens because the print properties for those objects are not set correctly. The objects are configured to not print, even though they are visible on your screen. This article explains the print settings for objects and provides steps to make them appear in your printed output.
Key Takeaways: Fixing Excel Shape Print Properties
- Page Layout > Page Setup dialog launcher: Opens the main dialog where you can set the print properties for all objects on a sheet.
- Right-click shape > Format Shape > Size & Properties icon: Accesses the print setting for an individual shape or object.
- Ctrl+P to open Print Preview: The fastest way to verify if your shapes will print before using paper or a PDF.
Why Excel Shapes Are Visible On-Screen But Not in Print
Excel treats shapes, icons, text boxes, and SmartArt as drawing objects separate from cell data. These objects have a specific property that controls their visibility during printing. This setting is independent of whether the object is hidden or grouped on the worksheet.
The default setting for new objects is usually to print, but this can be changed accidentally. More often, the issue is caused by a sheet-level setting that overrides all individual object properties. This sheet-level setting is designed for draft printing, where you might only want cell values and charts to appear.
How Object Print Properties Interact
Two settings determine if an object prints. The first is the property of the object itself. The second is a global setting for the entire worksheet. The global setting takes priority. If the worksheet is set to print only draft quality, no objects will print, even if each one is individually set to print. You must check both places to resolve the issue.
Steps to Change Print Settings for Shapes and Objects
Use these methods to configure shapes and other objects to appear in Print Preview and on the physical page.
Method 1: Change the Setting for All Objects on a Sheet
- Go to the Page Layout tab
Click the Page Layout tab on the Excel ribbon. - Open the Page Setup dialog
Click the small diagonal arrow in the bottom-right corner of the Page Setup group. This is the dialog launcher. - Navigate to the Sheet tab
In the Page Setup dialog box, click the Sheet tab at the top. - Check the Print settings
Look for the section labeled "Print." Under this, find the checkbox for "Draft quality." Ensure this box is NOT checked. Also, verify the dropdown for "Comments and notes" is set appropriately if you want those to print. - Confirm and preview
Click OK to close the dialog. Press Ctrl+P to open the Print Preview pane and check if the objects are now visible.
Method 2: Change the Setting for a Single Object
- Select the shape or object
Click once on the shape, text box, or image that is not printing. - Open the Format pane
Right-click the selected object and choose "Format Shape" from the context menu. A formatting pane will appear on the right side of the Excel window. - Go to Size & Properties
In the Format Shape pane, click the Size & Properties icon. It looks like a square with a diagonal arrow. - Expand the Properties section
Click the "Properties" header to expand it. You will see options for object positioning and printing. - Enable the print property
Ensure the checkbox for "Print object" is selected. Close the Format Shape pane. The object will now be set to print.
If Shapes Still Do Not Appear in Print Preview
Objects Are Behind a White Shape or Cell Fill
A shape might be set to print but is hidden behind another object filled with white. In Print Preview, this looks like the shape is missing. Click and drag the top objects to rearrange the layer order. Select an object, then go to the Shape Format tab and use the "Bring Forward" or "Send Backward" commands.
The Worksheet or Workbook is Protected
If the worksheet has protection enabled, you may be prevented from changing object properties. You need the password to unprotect the sheet first. Go to Review > Unprotect Sheet. If a password is required, you must obtain it from the file’s author to make changes.
The Object is Set to "Hide When Printing" in Specific Chart Elements
Some objects, like chart data labels or shapes attached to a chart, have separate print settings within the chart’s formatting options. Right-click the specific chart element, format it, and look for a "Print" or "Visibility" option in its properties.
Sheet-Level vs. Object-Level Print Settings
| Item | Sheet-Level Setting (Page Setup) | Object-Level Setting (Format Shape) |
|---|---|---|
| Scope of Control | Affects all drawing objects on the entire worksheet | Affects only the single selected shape or object |
| Primary Use Case | Draft printing, simplifying complex sheets for review | Fine-tuning, hiding specific logos or annotations in print |
| Location | Page Layout tab > Page Setup dialog > Sheet tab | Right-click object > Format Shape > Size & Properties > Properties |
| Priority | High – If "Draft quality" is checked, objects do not print | Low – Individual setting is ignored if sheet-level disables printing |
You can now reliably control which shapes and objects appear in your printed Excel documents. Always use Ctrl+P to check the Print Preview after making changes. For more control, explore setting a specific print area that includes your objects. A useful advanced tip is to use the Selection Pane from the Home > Editing > Find & Select menu to manage and select hidden or overlapping objects easily.