To set the print area in Excel 2013, simply select the cells you want to print, go to the Page Layout tab, click on Print Area, and choose Set Print Area. Now, only the selected cells will be printed, not the entire worksheet.
After completing this action, Excel will only print the selected area of your worksheet, saving you ink and paper by not printing unnecessary information.
Introduction
Excel 2013, the powerhouse of spreadsheet software, offers a myriad of features that assist users in organizing, analyzing, and presenting data in a structured manner. One of the nifty features that often comes in handy is the ability to set a specific print area within a worksheet. Why is this important? Well, imagine you have a massive worksheet with hundreds of rows and columns, but you only need to print a specific section for your report or presentation.
Printing the entire worksheet would not only waste paper and ink but would also be impractical. That’s where setting a print area becomes relevant. Whether you’re an accountant who needs to print financial statements, a student working on a project, or a business professional preparing for a meeting, understanding how to set a print area in Excel 2013 is crucial.
Step by Step Tutorial to Set Print Area in Excel 2013
Before we jump into the steps, let’s understand what we’ll accomplish here. We’ll learn how to select a specific area of an Excel worksheet that we want to print. By doing so, we can focus on the most relevant data and prevent other parts of the worksheet from getting printed.
Step 1: Select the Area You Want to Print
Click and drag to highlight the cells you want to print.
Selecting the cells is the first and most crucial step. Make sure you’ve included all the necessary data you need to print. If you make a mistake here, you might end up printing incomplete information.
Step 2: Go to the Page Layout Tab
Find the Page Layout tab on the Excel ribbon and click on it.
The Page Layout tab houses several options that let you control the appearance of your worksheet on printed pages. Here you will find the Print Area option.
Step 3: Click on Print Area
In the Page Layout tab, locate the Print Area button in the Page Setup group.
The Print Area button is specifically designed for this function. Once you click it, you’ll see options to set or clear the print area.
Step 4: Choose Set Print Area
After clicking on Print Area, select Set Print Area from the dropdown menu.
By choosing Set Print Area, you are instructing Excel to remember which cells you have selected for printing. Next time you go to print your worksheet, it will only print the area you’ve set.
Pros
| Benefit | Explanation |
|---|---|
| Saves Resources | Setting a print area helps save paper and ink, by ensuring only necessary data is printed. |
| Focuses Attention | It allows the reader to focus on the most important data without being distracted by irrelevant information. |
| Customizable | The print area can be adjusted at any time, allowing flexibility and customization for different printing needs. |
Cons
| Drawback | Explanation |
|---|---|
| Non-Intuitive for New Users | New users might find it challenging to locate and use the print area function without guidance. |
| Limited to Visible Cells | Only cells that are visible can be set as a print area, meaning hidden rows or columns won’t be printed even if included in the selection. |
| Does Not Save with Worksheet | The print area is not saved when the worksheet is closed, meaning it needs to be reset if the document is reopened. |
Additional Information
Setting the print area in Excel 2013 is a pretty straightforward process once you get the hang of it. Remember, you can always modify or clear the print area if you need to make changes. Just go back to the Page Layout tab, click on Print Area, and choose Clear Print Area to start over. You can also set multiple print areas in a single worksheet if you need to print non-adjacent sections.
Just hold down the Ctrl key while selecting the areas you want to print, then set the print area as usual. Keep in mind that setting the print area is specific to each worksheet in your Excel file, so you’ll need to set it for each sheet you plan to print.
Summary
- Select the cells you wish to print.
- Go to the Page Layout tab.
- Click on the Print Area button.
- Choose Set Print Area.
Frequently Asked Questions
What happens if I select too many cells?
If you select more cells than needed, simply clear the print area and select the correct cells again.
Can I set multiple print areas on one worksheet?
Yes, by holding down the Ctrl key while selecting different areas, you can set multiple print areas.
Will setting a print area save with my document?
The print area will be saved with your document as long as you save the document after setting it.
What if I need to print the whole worksheet after setting a print area?
You can clear the print area by going back to the Page Layout tab, clicking Print Area, and selecting Clear Print Area.
Can I print a hidden row or column in my print area?
No, only visible cells can be included in the print area. If you need to print a hidden row or column, you’ll need to unhide it first.
Conclusion
In conclusion, setting a print area in Excel 2013 is a powerful tool that lets you control what parts of your worksheet get printed. It’s a simple yet effective way to focus on the data that matters, while minimizing waste and maximizing efficiency. Whether you’re preparing a report, creating a data-driven presentation, or simply organizing your information, knowing how to set a print area is an essential skill.
So, go ahead, give it a try, and watch as your printing process becomes smoother and more targeted. Don’t forget, practice makes perfect – the more you use Excel 2013’s print area feature, the easier it’ll become to manage your printing needs like a pro!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.