How to Print Row Numbers in Excel

how to print row numbers in excel

In Excel, rows and columns have headings.

The headings for columns appear as a letter above each column, while the headings for rows appear as a number to the left of each row.

Although you might see numbers next to rows on the screen, Excel will not print out row numbers automatically.

Yet, you may want to have these numbers printed in order to easily identify information and data within your spreadsheet.

As a result, you will have to make some adjustments if you desire to have the numbers print along with the rows.

print row numbers excel

Simple Tutorial to Print Row Numbers

In this tutorial, we will explore methods to print out row numbers in Excel.

Each solution will take you step by step and show you how to get row headings to show when printing your document.

Working through these methods will make it possible to achieve the desired result of your worksheet.

Let’s take a look at the first approach:

Page Setup Method

The Page Setup feature should come up as a dialog box when it’s accessed and can allow you to do things like make adjustments to the layout or see the print options and settings for a spreadsheet.

Using the page setup method will allow both the row and column headings to appear on the spreadsheet upon printing.

This technique can be a fast way if you want to print out row numbers as well as column headings.

To use the page setup method:

  1. Confirm that your document is prepared to be printed out.
  2. Open up Print Preview mode by going to ‘File’ in the menu, then clicking on ‘Print’ or simply holding down CTRL + P.
    page setup method excel
  3. When the print settings come up on the screen, look underneath ‘Settings’. You should then see ‘Page Setup’ at the very bottom of the print settings. 
  4. Press ‘Page Setup’. A dialog box should then appear.
    Page setup excel
  5. Look at the top of this dialog box then select the Sheet tab.
  6. Under “Print”, confirm that ‘Row and column headings’ has a checkmark next to it. If it doesn’t, click to check the box.
  7. At the bottom of the dialogue box, click ‘OK’. You should now be back at Print Preview at this point.
  8. In the print preview, look and make sure that the row numbers are there, to the left of the rows.
  9. When ready, press ‘Print’ in order to begin the printing process.

After using the page setup method, you should be able to have the row numbers print out on your spreadsheet.

Use the Page Layout Tab

Page Layout shows the settings that allow you to change how you print your spreadsheets.

With this feature, you can perform tasks such as changing the orientation, specifying margins, and other important tasks in Excel.

The page layout technique is very convenient and can be a great option if you want both row and column headings to be shown when the page is printed.  

Upon making the necessary changes to the page layout, you should easily be able to print out the row headings.

To start this technique:

  1. After you have finished the spreadsheet, confirm that it is prepared to be printed out.
  2. In the menu, press and click ‘Page Layout’ or simply press ALT + P if this is easier for you.
    page layout tab excel
  3. Find the ‘Sheet Options’ group to the right, then go to ‘Headings’ and click to put a checkmark by ‘Print’. This step is necessary for the headings of the rows and columns to appear upon printing.
  4. Go to the print preview of the worksheet by holding down CTRL + P.
  5. Look over the preview to make sure it is in order and ready to go. When your spreadsheet is ready to print, press ‘Print’.

The page layout tab technique is an effective method which can help you to get the row numbers to show up as desired. 

Applying the ROW() Function Technique

The ROW function typically returns the number of a row which is being referenced.

By default, if there is no reference of cell placed into the parentheses of this function, then the number of the row which contains the cell which you are entering values into will be returned.

The ROW function can be used for a lot of different tasks in Excel – including printing row numbers in Excel.

It’s also a great way to print out the row numbers without the column letters showing up in the printout. 

To begin using the ROW() function:

  1. Go to the very first column on the spreadsheet, then right-click on its heading or letter (at the top of the column) and click insert to add in another column to the left side of this column.
  2. Next, go to the first cell of the newly inserted row, then type in =ROW().

  3. Click and select the cell’s fill handle and drag it down until you reach the last row which has data in it. This step will allow you to put the formula into the rest of the rows which have data values within them.
  4. If needed, you can make formatting changes to the new column so that it has the desired style that you want it to have.
  5. Do a quick lookover to confirm that the spreadsheet is prepared to be printed out.
  6. Click ‘File’ then ‘Print’ or hold down CTRL + P to bring up the print preview.
  7. When you’re sure your document is ready, press ‘Print’ to begin the printing process.

If getting the row numbers to print out without the column headings is your goal, then using the ROW function could be an effective method to try.

Working Through Solutions to Print Row Numbers

In this tutorial, we’ve went over many effective ways to print row numbers in Excel.

If one method doesn’t work, try another one until you obtain the desired result.

Once you have went through the steps as specified, you should be able to print the row numbers in your spreadsheet.

Avatar photo
Denise is a Financial Controller with experience in Office Software (Excel & Word), Accounting, Bookkeeping, Business Incorporation/LLC, Taxes and IRS Issues and more. She Graduated from Portland State University in Business Management and went onto Seattle University to complete her Graduate (Masters) Degree in Organizational Systems Renewal. She contributes to with her knowledge of Business Software, in particularly Microsoft Excel and Google Sheets.