Excel, Microsoft's powerhouse spreadsheet tool, has become indispensable for those working with data in various professional fields. However, printing the entire sheet when you only need specific parts can be inefficient, leading to wasted paper and ink. In this post, we'll explore five methods to print only the portions of an Excel sheet that you need, streamlining your printing tasks and making your data presentations more effective.
1. Printing a Selected Range of Cells
One of the most straightforward ways to print specific parts of an Excel sheet is by selecting a range of cells before you print.
- Select the range of cells you wish to print by dragging your mouse over them or typing the range into the name box (e.g., A1:D10).
- Go to the File tab, then select Print.
- Under "Print Active Sheets," choose Print Selection.
✅ Note: This method assumes you are printing only the active sheet. If you have multiple sheets selected, ensure only the one with your selection is active.
2. Using Print Area
If you often need to print the same section of a sheet, setting a Print Area can save you time.
- Select the range you want to print as described above.
- Go to Page Layout on the Ribbon, click on Print Area, and then select Set Print Area.
- Now, every time you print from this sheet, Excel will only print the set area.
To clear or adjust the print area:
- Go to Page Layout > Print Area > Clear Print Area to remove it.
- Or, if you wish to modify it, select the new range and reset the print area.
📝 Note: You can set multiple print areas in one sheet by selecting additional ranges while holding down the Ctrl key, then adding each as a separate print area.
3. Printing a Single Page or a Sheet Part
If you want to print one page or a part of a larger sheet, you can manually set page breaks or use Excel’s print preview.
- Go to View tab and select Page Break Preview.
- Drag the blue lines to adjust where the page breaks should occur.
- Return to normal view and go to File > Print.
This method allows you to see exactly what will print, ensuring you print only what's necessary.
4. Printing with Fit to Page
To ensure a specific range fits onto one page:
- Select the desired print range.
- Go to Page Layout, click on the Scale to Fit group.
- Set the Width and Height to 1 page each.
- Go to File > Print to preview and print.
⚠️ Note: Be cautious when scaling, as small text can become unreadable if reduced too much.
5. Exporting to PDF and Printing
If you want more control over what gets printed or you’re looking to print to a non-Excel environment:
- Select the range you wish to print.
- Go to File > Export > Create PDF/XPS Document.
- Choose your settings and export the selection. Open the PDF in a PDF reader and print from there.
Exporting to PDF gives you the flexibility to print only the exact range you need, without changing your original Excel sheet.
In summary, printing specific parts of an Excel sheet doesn't have to be a hassle. By leveraging Excel's built-in features like printing a selected range, setting print areas, adjusting page breaks, scaling to fit, or exporting to PDF, you can ensure your printing efforts are as precise as your data analysis. Each method offers its own set of advantages, catering to different needs and situations, thus enhancing productivity by saving time, paper, and ink.
How can I ensure that the print selection does not change when I add data to the sheet?
+
To ensure the print selection does not change, use Excel’s Print Area feature to set a fixed range, which will remain constant even as data is added.
Can I print non-contiguous cells in Excel?
+
Yes, you can print non-contiguous cells by selecting them while holding down the Ctrl key, then going to print. However, the output might be less organized as Excel will print each selection as a separate area on the page.
What should I do if the selected range is too large for one page?
+
You can either adjust the page breaks or use Excel’s “Fit to Page” feature to shrink the content to fit on one page. Remember that text readability might be compromised at smaller sizes.
Does exporting to PDF always produce better print results?
+
Exporting to PDF can give better control over the appearance of the document on paper, especially for sharing documents where precise formatting is required. However, it might not be necessary for simple printing needs.
How do I print multiple non-adjacent ranges as a single document?
+
To print multiple non-adjacent ranges in one document, you would typically use a workaround like setting print areas for each range or exporting the selections to a PDF file before printing.
