Printing color worksheets can quickly use expensive color ink. You may only need a monochrome copy for review or filing. Excel has built-in settings to force grayscale printing. This article explains how to configure your print job to output in black and white.
Key Takeaways: Print Excel in Grayscale
- Page Layout > Page Setup > Sheet tab > Black and white: Permanently sets the sheet to print without color for all future print jobs.
- File > Print > Page Setup > Sheet tab > Black and white: Applies a one-time grayscale setting for the current print job only.
- File > Print > Printer Properties: Uses your printer’s native driver settings to select grayscale or black and white output.
Excel’s Black and White Printing Feature
Excel’s grayscale printing feature converts all colors on the sheet to shades of gray. This includes cell fills, font colors, chart elements, and shapes. The setting overrides any color formatting you applied. It instructs Excel to send a monochrome print job to your printer.
You do not need to change your original worksheet. The setting only affects the printed output. Your screen view remains in full color. There are two main places to find this setting: within the Page Setup dialog and in your printer’s own properties. Using the Excel setting is often more reliable than relying on the printer driver.
Prerequisites for Grayscale Printing
Ensure your printer is powered on and connected. Check that it has black ink or toner available. The feature works with both local and network printers. You should preview your sheet first to confirm the layout. Use File > Print to see the preview pane on the right.
Steps to Set a Sheet for Black and White Printing
The most common method is through the Page Setup dialog. This can be set for a single print or for the entire workbook.
- Open the Page Setup dialog
Go to the Page Layout tab. Click the small dialog launcher arrow in the bottom-right corner of the Page Setup group. - Navigate to the Sheet tab
In the Page Setup dialog box, click the Sheet tab at the top. - Enable the black and white option
In the Print section of the dialog, check the box labeled Black and white. Click OK to apply the setting. - Print the worksheet
Go to File > Print. Verify the setting in the preview. Click the Print button to send the job to your printer.
Setting Grayscale for a Single Print Job
If you want a one-time grayscale print, use the Print menu path.
- Go to the Print menu
Click File > Print. - Open Page Setup
In the Print settings, click the Page Setup link at the bottom of the settings section. - Apply the setting
In the Page Setup dialog, go to the Sheet tab. Check the Black and white box and click OK. This setting is only for this print job.
Using Your Printer’s Driver Settings
You can also configure output through your printer properties. This method varies by printer model.
- Access printer properties
Go to File > Print. Under Printer, click the Printer Properties link. - Find the color settings
Look for a tab named Paper/Quality, Features, or Finishing. Find a setting called Color Mode, Print in Grayscale, or Black & White. - Select grayscale
Choose the option for Grayscale or Black & White. Click OK to save, then OK again in the main print dialog.
Common Mistakes and Limitations
Black and White Setting Does Not Apply to All Sheets
The Black and white checkbox in Page Setup applies only to the active worksheet. If your workbook has multiple sheets, you must set it for each one individually. Select each sheet tab and repeat the Page Setup steps. Alternatively, group the sheets first by selecting them while holding Ctrl.
Printer Still Uses Color Ink
If your printer uses color ink after setting grayscale, the printer driver may be overriding Excel. Open File > Print > Printer Properties. Ensure the driver’s color setting is also set to grayscale. Some printers have a maintenance cycle that uses color. This is not controlled by Excel.
Charts and Graphics Print Poorly in Grayscale
Data series in a chart may become indistinguishable when converted to gray. Before printing, manually adjust chart elements for better contrast. Right-click a data series, choose Format Data Series, and set a fill pattern like stripes or dots. This improves readability in black and white.
Excel Setting vs. Printer Driver Setting
| Item | Excel Page Setup (Black and white) | Printer Driver (Grayscale Mode) |
|---|---|---|
| Control location | Page Layout tab or File > Print > Page Setup | File > Print > Printer Properties |
| Scope of effect | Applies to the Excel worksheet content only | Applies to the entire print job sent from any app |
| Reliability | High, as Excel processes the colors before sending | Variable, depends on the specific printer model and driver |
| Persistence | Saved with the workbook if set via Page Layout tab | Usually resets to default after the print job |
| Best for | Ensuring specific sheets always print without color | Quick one-time grayscale prints from multiple applications |
You can now print any Excel sheet in black and white to conserve color ink. Use the Page Layout > Page Setup method for a permanent setting saved with your file. For a quick test print, the File > Print > Page Setup path is efficient. Remember to check your printer’s own properties if the output still shows color. For advanced control, use the Black and white setting in conjunction with the Print Preview to adjust cell shading for better clarity.