5 Ways to Print Selected Excel Sheets

Printing specific sheets in Excel can be a straightforward process, but it also involves several layers of detail that can make your experience smoother and more efficient. Whether you're an accountant, a data analyst, or just someone who wants to print financial reports without unnecessary tabs, knowing how to print selected sheets can save you both time and resources. Here are five detailed ways to ensure you print only what you need.

Method 1: Direct Print Command

The simplest way to print a specific sheet in Excel is by using the direct print command:

1. Open your Excel workbook.
2. Select the tab for the sheet you wish to print.
3. Click on File in the ribbon, then select Print.
4. In the Print pane, verify that the sheet name under Settings matches your selected sheet.
5. Adjust the print settings like page orientation, margins, etc., if needed.
6. Click Print to send the job to the printer.

💡 Note: This method prints the active sheet only. Make sure to verify the sheet name in the print settings before printing to avoid printing incorrect sheets.

Method 2: Using the Printer Icon

If you prefer a more traditional approach, you can use the printer icon:

1. Go to the sheet you want to print.
2. Click the Printer icon located on the Quick Access Toolbar.
3. This will open the print dialog, where you can check the sheet name and adjust print settings.
4. Click OK to print.

Method 3: Printing Multiple Sheets at Once

When you need to print several sheets from the same workbook, you can group them:

1. Click on the first tab you want to include, hold down the Shift key, and then click the last tab to group contiguous sheets.
2. To select non-contiguous sheets, hold down Ctrl while clicking on each tab.
3. Once your sheets are selected, go to File > Print.
4. The print settings will now show the number of sheets selected for printing. Adjust settings as required.
5. Press Print to print all the selected sheets.

📝 Note: If you print grouped sheets, they will be printed in the order they appear in the workbook.

Method 4: Custom Page Breaks

Printing selected sheets often involves dealing with how the data fits on the page:

1. Select the sheet you want to print.
2. Go to Page Layout > Breaks > Insert Page Break where you want the pages to break.
3. Adjust print settings in File > Print to ensure the data prints as intended.
4. Print the sheet with the new page breaks.

✏️ Note: Insert page breaks strategically to make sure important data isn’t split between pages or hidden by headers/footers.

Method 5: Using VBA Macro

For those comfortable with Excel’s programming capabilities, using VBA can streamline printing processes:

1. Press Alt + F11 to open the Visual Basic for Applications window.
2. Insert a new module by clicking Insert > Module.
3. Enter the following code:

       Sub PrintSelectedSheets()
           Dim ws As Worksheet
           For Each ws In ThisWorkbook.Sheets
               If ws.Visible = xlSheetVisible Then
                   If ws.Name = “Sheet1” Or ws.Name = “Sheet2” Then
                       ws.PrintOut
                   End If
               End If
           Next ws
       End Sub
       

   Replace “Sheet1” and “Sheet2” with your desired sheet names.
4. Run the macro to print the selected sheets.

⚙️ Note: Macros are powerful but require caution. Always backup your workbook before running VBA scripts.

To summarize, there are multiple ways to print selected sheets in Excel, each suited for different needs. From the most straightforward method of direct printing to the more advanced use of VBA, Excel provides tools to fit various requirements. Remember to check your print settings to avoid unnecessary pages, and consider grouping sheets or using custom page breaks for more complex printing tasks.

Can I print multiple non-adjacent sheets in Excel?

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Yes, by holding the Ctrl key while selecting each sheet tab, you can group and print non-adjacent sheets.

What should I do if my printer prints extra blank pages?

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Check your print area settings. Sometimes, Excel includes empty cells in the print area due to misconfigured page breaks or scaling. Adjust the print area under Page Layout to include only the necessary cells.

Is it possible to print sheets from multiple Excel workbooks at once?

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Directly, no. However, you can use VBA or third-party tools to automate this process. It requires opening multiple workbooks, selecting the desired sheets, and then printing them using a macro or script.

How do I print without headers and footers?

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Go to the Page Setup options by clicking on File > Print > Page Setup. In the ‘Header/Footer’ tab, select “None” for both header and footer. This will print your sheet without them.