How To Easily Print Excel Sheets In Black And White

Printing a colorized Excel spreadsheet in black and white is straightforward, whether or not you accomplish that manually or utilizing a brief VBA process. Here is how.

Picture: puruan, Getty Photos/iStockPhoto

Colours are nice for readability onscreen whereas working in Microsoft Excel. You should use them to indicate enter cells, method cells, to delineate sections, and way more. All of these visible clues are useful to the person, however not all the time for the one who’s viewing a printed copy. The entire codecs that you have utilized to make utilizing the sheet simpler can intrude with readability when printing the info. Luckily, it is easy to print a colour sheet in black and white. On this article, I will present you the best way to print in black and white manually and utilizing a VBA process.

I am utilizing (desktop) Workplace 365 however you’ll be able to work with earlier variations. Neither approach is supported by the browser version. You’ll be able to work with any workbook or obtain the demonstration .xls file. 


The simplest method to print in black and white is to manually set the print setting. On the con aspect, your customers should bear in mind to set it if the setting is not saved. We are able to rapidly illustrate this fast answer utilizing the Excel template proven in Determine A. (I select it as a result of it has a whole lot of colour codecs.) Now, let’s stroll by the method:

  1. Click on the Web page Format tab.
  2. Click on the Web page Setup group’s dialog launcher.
  3. Within the ensuing dialog, click on the Sheet tab.
  4. Within the Print part, examine the Black and White choice (Determine B).
  5. Click on OK.

Determine A

Determine B

To see the outcomes of checking this setting, click on the Print choice on the File tab (Backstage space). As you’ll be able to see in Determine C, there are not any background or font colours being despatched to the printer, regardless of what you see on display!

Determine C

In the event you all the time wish to print to black and white and you don’t have any different sheets within the file to contemplate, it can save you the workbook with this setting checked, and also you’re executed. Nevertheless, you might need conditions that warrant extra flexibility.


Simple is all the time one of the best ways to go, however workbooks typically have a couple of sheet, and people sheets have completely different printing wants. If, for example, you might have extra sheets and you need solely sheet1 (our lively sheet) to print in black and white, you should use a easy Visible Primary Editor (VBE) process to make that occur. Don’t fret for those who’re not accustomed to VBA; I will present you precisely what to do.

First, for those who’re utilizing a ribbon model, save your workbook as a macro-enabled file (.xlxm). Then, press Alt+F11 to open the VBE. Select ThisWorkbook within the Undertaking Explorer. If this is not open, press Ctrl+R or select Undertaking Explorer from the View menu. Within the ThisWorkbook module, enter the code in Listings A and B.

Itemizing A

Non-public Sub Workbook_BeforePrint(Cancel As Boolean)

Print in black and white

With ActiveSheet

    .PageSetup.BlackAndWhite = True

Finish With

Finish Sub

Itemizing B

Non-public Sub Workbook_BeforeSave(ByVal SaveAsUI As Boolean, Cancel As Boolean)

Disable black and white setting.

With ActiveSheet

    .PageSetup.BlackAndWhite = False

Finish With

Do not attempt to copy the code from this net web page; the VBE will not have the ability to interpret unseen net characters. Enter the code manually. Or copy the code from this net web page right into a textual content editor after which copy the code from the textual content editor into the module.

Return to Excel, and print the sheet. Print Preview could present the colour, however don’t fret, it ought to print in black and white. In case your printer is way away, print to a PDF file after which open it.

The macro will set the Black and White choice that you simply set earlier by way of the interface. In the event you save the workbook, it can save the setting. The BeforeSave process disables the setting while you save the workbook. That approach customers can save their work with out impacting how the primary process works. At this level, the macro appears redundant, however solely as a result of I’ve not introduced extra advanced conditions the place you may wish to print in black and white and colour. On this case, it is necessary to protect the Black and White setting. 


This text presents two simple methods to pressure Excel to print a selected sheet in black and white. If this works as is, nice. However typically, you’ll need much more flexibility. In a future article, I will present you the best way to construct on what you have discovered on this article to deal with sheets the place you want each choices: To print in colour and black and white.

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