How to Print Cell Formulas Used on an Excel Spreadsheet: A Comprehensive Guide

Microsoft Excel is an incredibly powerful tool for data analysis, organization, and reporting. One of its key features is the ability to use formulas to perform calculations and manipulate data. However, sometimes you need to document or audit the formulas you’ve used in a spreadsheet. Printing the formulas directly, instead of the calculated values, is the best way to achieve this. This comprehensive guide will walk you through the different methods available to print cell formulas in Excel, step-by-step, covering both simple and more advanced techniques, and troubleshooting any potential issues.

Why Print Formulas?

Before diving into the how-to, it’s essential to understand why printing formulas is important. Here are a few common scenarios:

• Auditing: When reviewing a spreadsheet for accuracy, it’s crucial to see the formulas used to generate the results. This helps identify any errors or inconsistencies in the calculations.
• Documentation: When sharing a spreadsheet with others, providing a printout of the formulas used can help them understand the logic behind the calculations. It provides transparency and makes the spreadsheet easier to understand.
• Troubleshooting: If you’re experiencing unexpected results in a spreadsheet, printing the formulas can help you identify the source of the problem. By examining the formulas, you can track down errors in your logic or data entry.
• Learning: Analyzing complex spreadsheets with intricate formulas is a great way to learn advanced Excel techniques. Printing formulas allows you to dissect the logic and understand how different functions are combined.
• Collaboration: When multiple users work on a spreadsheet, printing formulas enables discussions about the methodology and facilitates consistency across the document.

Method 1: Using the “Show Formulas” Feature

The easiest and most straightforward method to print formulas is by using Excel’s built-in “Show Formulas” feature. This feature toggles the display of cell values to display the underlying formulas instead. Here’s how to use it:

Step 1: Open your Excel Spreadsheet

Launch Microsoft Excel and open the spreadsheet containing the formulas you want to print. Make sure the spreadsheet is fully loaded and that you have the latest version of the data.

Step 2: Activate the “Show Formulas” Feature

There are several ways to activate the “Show Formulas” feature:

• Using the Ribbon:
  1. Go to the “Formulas” tab on the Excel ribbon.
  2. In the “Formula Auditing” group, click the “Show Formulas” button (it looks like a document with a formula symbol).
• Using the Keyboard Shortcut:
  1. Press `Ctrl + ` (the grave accent key, usually located to the left of the number 1 key on your keyboard). This is the quickest way to toggle the formula display on and off.

When the “Show Formulas” feature is activated, all cells containing formulas will display the actual formula instead of the calculated result. Columns will automatically widen to attempt to show the entire formula. If the formulas are still too long for the column width, you will need to manually adjust the column widths which is covered in the following steps.

Step 3: Adjust Column Widths (if necessary)

After activating “Show Formulas,” you may notice that some formulas are truncated because the columns are too narrow. To ensure all formulas are fully visible, adjust the column widths as follows:

• Manual Adjustment:
  1. Click on the column header (the letter at the top of the column) to select the entire column.
  2. Move your cursor to the right edge of the column header. The cursor will change to a double-sided arrow.
  3. Click and drag the edge of the column header to the right to widen the column. Repeat for all columns with truncated formulas. You can double click the right edge of the column header, after selecting multiple columns, to automatically adjust the width of all columns to display the longest formula.
• AutoFit Column Width:
  1. Select all the columns containing formulas (you can click the first column header, hold down the `Shift` key, and click the last column header).
  2. Go to the “Home” tab on the Excel ribbon.
  3. In the “Cells” group, click “Format.”
  4. Choose “AutoFit Column Width.” Excel will automatically adjust the width of each column to fit the widest formula.

Make sure all formulas are completely visible before proceeding to the next step. If a formula is still truncated, manually adjust the column width further.

Step 4: Configure Page Setup for Printing

Before printing, it’s important to configure the page setup to ensure the formulas are printed correctly and are readable. Here’s how:

• Access Page Setup:
  1. Go to the “Page Layout” tab on the Excel ribbon.
  2. In the “Page Setup” group, click the small arrow in the bottom-right corner. This opens the Page Setup dialog box. Alternatively, you can go to the “File” tab and click “Print.” The Page Setup options are usually available in the print preview screen.
• Adjust Page Orientation:
  1. In the Page Setup dialog box, go to the “Page” tab.
  2. Select either “Portrait” or “Landscape” orientation. Landscape is usually preferred when printing formulas, as it provides more horizontal space.
• Scale to Fit:
  1. In the “Page” tab, choose the “Fit to” option under the “Scaling” section. This allows you to specify the number of pages wide and tall that the printout should occupy. Try “1 page wide by 1 page tall” or adjust the numbers as needed to fit your data. You can also adjust the “Adjust to” percentage to scale the content up or down.
• Margins:
  1. Go to the “Margins” tab.
  2. Adjust the top, bottom, left, and right margins as needed. Smaller margins allow more of the spreadsheet to fit on each page.
  3. Consider checking the “Center on page” options (horizontally and/or vertically) to improve the appearance of the printout.
• Header/Footer:
  1. Go to the “Header/Footer” tab.
  2. You can add a header or footer to the printout, such as the file name, date, or page number. This can be helpful for documentation purposes.
• Sheet Options:
  1. Go to the “Sheet” tab.
  2. Under the “Print” section, ensure that “Gridlines” is checked if you want to print the gridlines. This can make the formulas easier to read.
  3. You can also choose whether to print row and column headings by checking the “Row and column headings” box.
• Click “OK” to save the Page Setup settings.

Step 5: Print the Spreadsheet

Now that you’ve configured the page setup and ensured all formulas are visible, you can proceed to print the spreadsheet:

• Access the Print Dialog:
  1. Go to the “File” tab and click “Print.”
  2. Alternatively, press `Ctrl + P` to open the print dialog.
• Select Printer:
  1. Choose the desired printer from the list of available printers.
• Configure Print Settings:
  1. Specify the number of copies you want to print.
  2. Choose whether to print all pages, the current page, or a specific range of pages.
• Print:
  1. Click the “Print” button to start the printing process.

Step 6: Toggle “Show Formulas” Off (Optional)

After printing the formulas, you can toggle the “Show Formulas” feature off to return to displaying the calculated values:

• Go to the “Formulas” tab and click the “Show Formulas” button again.
• Alternatively, press `Ctrl + ` to toggle the formula display.

Method 2: Using the FORMULATEXT Function

Another method to print formulas is by using the `FORMULATEXT` function. This function returns the formula in a cell as a text string. This method is useful when you want to display the formula next to the calculated value, or when you want to selectively print formulas for specific cells.

Step 1: Open your Excel Spreadsheet

Launch Microsoft Excel and open the spreadsheet containing the formulas you want to print.

Step 2: Insert a New Column

Insert a new column next to the column containing the formulas you want to print. This column will be used to display the formulas as text.

• Right-click on the column header next to the column with the formulas.
• Select “Insert” from the context menu. This will insert a new column.

Step 3: Use the FORMULATEXT Function

In the first cell of the new column, enter the `FORMULATEXT` function, referencing the cell containing the formula you want to display.

For example, if the formula is in cell `B2`, enter the following formula in the new column (e.g., `C2`):

=FORMULATEXT(B2)

Press Enter. The cell will now display the formula from cell `B2` as a text string.

Step 4: Copy the Formula Down

Copy the `FORMULATEXT` formula down to all the cells in the new column that correspond to cells containing formulas.

• Click on the cell containing the `FORMULATEXT` formula (e.g., `C2`).
• Move your cursor to the bottom-right corner of the cell. The cursor will change to a black plus sign (+).
• Click and drag the plus sign down to fill the formula to the desired cells. Alternatively, you can double-click the black plus sign to automatically fill down to the last row containing data.

Each cell in the new column will now display the corresponding formula from the adjacent column as text.

Step 5: Adjust Column Widths (if necessary)

Adjust the column widths as necessary to ensure that all formulas are fully visible. Use the same methods described in Method 1 to adjust column widths.

Step 6: Configure Page Setup for Printing

Configure the page setup as described in Method 1, ensuring that the page orientation, scaling, margins, and other settings are appropriate for printing the spreadsheet with both the calculated values and the formulas as text.

Step 7: Print the Spreadsheet

Print the spreadsheet as described in Method 1.

This method allows you to print both the calculated values and the formulas side-by-side, which can be very useful for documentation and auditing purposes.

Method 3: Using VBA (Visual Basic for Applications)

For more advanced users, VBA (Visual Basic for Applications) can be used to automate the process of extracting and printing formulas. This method is particularly useful when dealing with large or complex spreadsheets where manual methods would be time-consuming.

Step 1: Open the VBA Editor

Open the VBA editor in Excel:

• Press `Alt + F11` to open the Visual Basic Editor (VBE).

Step 2: Insert a New Module

Insert a new module in the VBA project:

• In the VBE, go to “Insert” > “Module.”

Step 3: Write the VBA Code

Enter the following VBA code into the new module:

Sub PrintFormulas()
 Dim ws As Worksheet
 Dim lastRow As Long
 Dim i As Long

 Set ws = ActiveSheet ' Or specify the sheet name: Set ws = ThisWorkbook.Sheets("Sheet1")
 lastRow = ws.Cells(ws.Rows.Count, "A").End(xlUp).Row ' Assuming data starts in column A

 ' Insert a new column to the right of the last column with data
 Dim insertColumn As Long
 insertColumn = ws.Cells(1, ws.Columns.Count).End(xlToLeft).Column + 1
 ws.Columns(insertColumn).Insert Shift:=xlToRight
 ws.Cells(1, insertColumn).Value = "Formulas"

 ' Loop through each row and insert the formula as text
 For i = 1 To lastRow
 If ws.Cells(i, 1).HasFormula Then ' Check if cell has a formula, adapt column if needed
 ws.Cells(i, insertColumn).Value = ws.Cells(i, 1).Formula ' adapt column if needed
 End If
 Next i

 ' AutoFit the new column
 ws.Columns(insertColumn).AutoFit

 ' Print the worksheet
 ws.PrintOut

 'Optionally delete the column with formulas after printing (uncomment if desired)
 'Application.DisplayAlerts = False ' Prevent alert during column delete
 'ws.Columns(insertColumn).Delete Shift:=xlToLeft
 'Application.DisplayAlerts = True

End Sub

This code does the following:

• Declares variables for the worksheet, last row, and loop counter.
• Sets the worksheet to the active sheet. You can modify this to specify a specific sheet name.
• Determines the last row containing data.
• Inserts a new column to the right of the last column containing data.
• Adds a header “Formulas” to the new column.
• Loops through each row, checks if the cell contains a formula, and if so, inserts the formula as text into the corresponding cell in the new column.
• Auto-fits the new column width to accommodate the formulas.
• Prints the worksheet.
• Optionally, deletes the column with the formulas after printing. This section is commented out, so you need to remove the apostrophes (‘) before the lines to enable this feature. Use with caution!

Step 4: Modify the Code (if necessary)

You may need to modify the code to suit your specific needs:

• Worksheet Name: If you want to print formulas from a specific worksheet, change the line Set ws = ActiveSheet to Set ws = ThisWorkbook.Sheets("SheetName"), replacing “SheetName” with the actual name of the worksheet.
• Data Column: The code assumes that the data starts in column A. If your data starts in a different column, change the column reference in the lastRow variable and inside the loop.
• Column to Insert: The code inserts the formula in the column immediately following the last populated column. You can modify this behavior, if needed.

Step 5: Run the VBA Code

Run the VBA code:

• In the VBE, go to “Run” > “Run Sub/UserForm,” or press `F5`.

The code will execute, insert the formulas as text in a new column, adjust the column width, print the spreadsheet, and optionally delete the column with the formulas.

Step 6: Adjust Page Setup (if necessary)

The VBA code prints the spreadsheet directly without configuring the page setup. If you need specific page setup options (e.g., orientation, scaling, margins), you can either adjust them manually in Excel before running the code, or add VBA code to configure the page setup. For example:

With ws.PageSetup
 .Orientation = xlLandscape
 .FitToPagesWide = 1
 .FitToPagesTall = 1
 .LeftMargin = Application.InchesToPoints(0.5)
 .RightMargin = Application.InchesToPoints(0.5)
 .TopMargin = Application.InchesToPoints(0.75)
 .BottomMargin = Application.InchesToPoints(0.75)
 .HeaderMargin = Application.InchesToPoints(0.3)
 .FooterMargin = Application.InchesToPoints(0.3)
End With

Add this code snippet before the ws.PrintOut line in the VBA code to configure the page setup as desired.

Method 4: Using a Third-Party Add-in

Several third-party add-ins are available for Excel that can simplify the process of printing formulas. These add-ins often provide additional features and options for customizing the printout. Some popular add-ins include:

• ASAP Utilities: A comprehensive add-in with a wide range of tools, including the ability to show and print formulas.
• Power Utility Pak: Offers various utilities for Excel, including formula auditing and printing tools.
• Spreadsheet Assistant: Provides tools for documenting and auditing spreadsheets, including formula printing capabilities.

To use a third-party add-in, follow these general steps:

1. Download and Install the Add-in: Download the add-in from the provider’s website and follow the installation instructions.
2. Activate the Add-in: In Excel, go to “File” > “Options” > “Add-ins.” In the “Manage” dropdown, select “Excel Add-ins” and click “Go.” Check the box next to the add-in you installed to activate it.
3. Use the Add-in’s Features: The add-in will typically add a new tab or group to the Excel ribbon. Use the add-in’s tools to show and print formulas. The specific steps will vary depending on the add-in. Refer to the add-in’s documentation for detailed instructions.

Troubleshooting Common Issues

While printing formulas in Excel is generally straightforward, you may encounter some issues. Here are some common problems and how to troubleshoot them:

• Formulas are Truncated: Make sure to adjust the column widths to fully display all formulas. Use the AutoFit Column Width feature or manually drag the column edges to widen the columns.
• Formulas are Not Showing: Ensure that the “Show Formulas” feature is activated or that you are using the `FORMULATEXT` function correctly. Double-check that the formulas are actually present in the cells you are trying to print.
• Printout is Unreadable: Configure the page setup to use landscape orientation, adjust the scaling, and use smaller margins. Consider printing gridlines to make the formulas easier to read.
• VBA Code is Not Working: Double-check the VBA code for errors, such as incorrect worksheet names or column references. Ensure that the VBA code is placed in a module within the VBA project.
• Add-in is Not Working: Make sure that the add-in is properly installed and activated. Refer to the add-in’s documentation for troubleshooting tips.
• Complex formulas spanning multiple lines: Excel won’t automatically wrap the formulas. You might need to manually edit the formulas, replace parts of the formula to a helper column with `FORMULATEXT`, or use VBA to format the output before printing.

Tips and Best Practices

Here are some additional tips and best practices for printing formulas in Excel:

• Plan Ahead: Before creating a complex spreadsheet, consider how you will document and audit the formulas. Use clear and consistent formula structures to make them easier to understand.
• Use Comments: Add comments to cells containing complex formulas to explain the logic behind the calculations. Comments can provide valuable context when reviewing or sharing the spreadsheet.
• Test Thoroughly: After creating a spreadsheet with formulas, test the calculations thoroughly to ensure accuracy. Use different input values and verify that the results are correct.
• Document Assumptions: Clearly document any assumptions or limitations related to the formulas. This helps prevent misunderstandings and ensures that the spreadsheet is used appropriately.
• Keep it Simple: Break down complex calculations into smaller, more manageable formulas. This makes the spreadsheet easier to understand, maintain, and troubleshoot.
• Use Names Ranges: Define names for frequently used cells or ranges. This makes formulas more readable and easier to understand. For example, instead of `=B2*C2`, you can use `=Sales*Price`.
• Version Control: Use version control to track changes to the spreadsheet and formulas over time. This allows you to easily revert to previous versions if necessary.

Conclusion

Printing cell formulas in Excel is essential for auditing, documentation, and troubleshooting. This guide has covered several methods, including using the “Show Formulas” feature, the `FORMULATEXT` function, VBA code, and third-party add-ins. By following the steps outlined in this guide, you can effectively print formulas and ensure that your spreadsheets are accurate, understandable, and well-documented. Remember to choose the method that best suits your needs and skill level, and don’t hesitate to experiment with different techniques to find the most efficient solution for your specific scenario. Whether you’re a beginner or an advanced Excel user, mastering the art of printing formulas is a valuable skill that will enhance your productivity and improve the quality of your work.