5 Ways to Print Multiple Excel Sheets Quickly

Print Multiple Sheets at Once

Printing multiple sheets in Microsoft Excel can be a bit of a chore, especially if you’re dealing with a large workbook containing various data sets or reports. However, there are several efficient methods to streamline this process, saving you time and reducing the risk of errors. Here’s how you can print multiple Excel sheets quickly:

• Select All Sheets
• Use the Print Area Feature
• Save as PDF and Print
• Create a Macro for Repeated Printing
• Use the Group Sheets Feature for Selective Printing

Let's delve into each of these methods:

Select All Sheets

One of the quickest ways to print all the sheets in your Excel workbook is by selecting them all at once:

1. Open your Excel workbook.
2. Right-click on any sheet tab at the bottom of the Excel window.
3. Choose Select All Sheets from the context menu.
4. With all sheets now selected, navigate to File > Print or press Ctrl + P.
5. Set your desired print options and then click Print.

📝 Note: Make sure to ungroup the sheets when you're done printing to avoid accidentally editing all sheets at once.

Use the Print Area Feature

If you need to print only specific ranges from multiple sheets, setting up a print area can be extremely useful:

1. Select the range on the first sheet you want to print.
2. Go to Page Layout > Print Area > Set Print Area.
3. Repeat this for all other sheets you want to print, ensuring to set the print area on each.
4. Right-click on any sheet tab and choose Select All Sheets.
5. Head to File > Print to preview and print.

💡 Note: Remember, if you change the print area on one sheet, it will change for all grouped sheets.

Save as PDF and Print

Saving your Excel workbook as a PDF can provide you with a printable version of all your sheets:

1. Open your Excel workbook.
2. Go to File > Export > Create PDF/XPS Document.
3. Choose to save the Entire Workbook option.
4. Click Publish to create the PDF.
5. Open the PDF with a PDF reader and print using that software's print options.

Create a Macro for Repeated Printing

If you often need to print the same set of sheets, creating a macro can save you a lot of time:

1. Open the workbook where you want to add the macro.
2. Press Alt + F11 to open the Visual Basic for Applications (VBA) editor.
3. Go to Insert > Module to add a new module.
4. Enter the following code:

   
       Sub PrintAllSheets()
           Dim ws As Worksheet
           For Each ws In ThisWorkbook.Sheets
               ws.PrintOut
           Next ws
       End Sub
   

5. Close the VBA editor and save your workbook as a macro-enabled workbook (.xlsm).
6. Run the macro by going to Developer > Macros or pressing Alt + F8, selecting "PrintAllSheets," and clicking Run.

🛈 Note: Ensure macros are enabled in Excel, and be cautious when running macros from unknown sources.

Use the Group Sheets Feature for Selective Printing

If you want to print only a selection of sheets:

1. Select the first sheet you want to print by clicking its tab.
2. Hold down the Ctrl key and click on other sheet tabs to group them.
3. Once grouped, go to File > Print to print the selected sheets.

📌 Note: Remember to ungroup sheets after printing to avoid unintended changes across multiple sheets.

By using these methods, you can significantly speed up the process of printing multiple sheets in Excel, thereby increasing productivity and reducing the manual effort involved. Each approach has its advantages, allowing you to choose the one that best fits your specific needs. Whether you're preparing for a presentation, handling monthly reports, or sharing data with colleagues, these tips will ensure you do it efficiently.

Can I set a different print area for each sheet in a group?

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Yes, you can set different print areas for each sheet within a group. Simply ungroup the sheets, set the print area for each individual sheet, then regroup them for printing.

What if I don’t see the Developer tab to create a macro?

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Go to File > Options > Customize Ribbon and check the box for “Developer” to show the Developer tab in the Excel ribbon.

Is there a way to print certain sheets without selecting them manually?

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Yes, you can use VBA macros to print specific sheets by name. For example, you could write a macro to print only sheets named “Sheet1”, “Sheet3”, and “Sheet5” regardless of their order in the workbook.

How can I print both landscape and portrait sheets in one go?

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Using the Select All Sheets or Save as PDF method will print all sheets in their current orientation settings. To mix orientations, you’ll need to print each sheet individually or adjust all to the same orientation before printing.