How to Print Only Selected Cells in Excel: A Step-by-Step Guide

Printing Only Selected Cells in Excel

Ever been in a situation where you need to print only specific cells in your Excel sheet, but end up with pages of unnecessary data? It’s actually pretty simple to get those select cells to your printer. Follow these steps to save time, ink, and paper!

How to Print Only Selected Cells in Excel

In this section, we’ll walk you through the steps to print only the cells you need in Excel. By the end of this guide, you’ll be a pro at customizing your printouts. Let’s dive in!

Step 1: Select the Cells

Click and drag your mouse to highlight the cells you want to print.
This step is super important because Excel needs to know exactly which part of your worksheet you’re interested in. Make sure you’ve selected all the data you need, but nothing extra.

Step 2: Open the Print Dialog

Go to the ‘File’ menu and select ‘Print.’
The print dialog is where the magic happens. From here, you’ll get an overview of your print settings and can make necessary adjustments to ensure a perfect printout.

Step 3: Choose ‘Print Selection’

In the print settings, find the ‘Print Active Sheets’ dropdown and change it to ‘Print Selection.’
By choosing ‘Print Selection,’ you’re telling Excel to print only the cells you’ve highlighted. This setting overrides the default, which usually prints the entire worksheet.

Step 4: Preview Your Printout

Click ‘Print Preview’ to see exactly what will be printed.
Always preview before you print — this is your chance to see if everything looks correct. If something’s off, you can go back and tweak your selections or settings.

Step 5: Print the Selection

Hit the ‘Print’ button to finalize and print your selected cells.
Once you’re satisfied with the preview, go ahead and print. Your highlighted cells should now be on paper, just the way you wanted.

After completing these steps, your selected cells will print, and you’ll have a neat, focused printout. Feel free to go back and adjust the cells or settings if needed.

Tips for Printing Only Selected Cells in Excel

  • Use Named Ranges: Name the range of cells you plan to print often. This makes it easier to select them quickly in the future.
  • Adjust Page Layout: Play around with page orientation and margins to get the best fit for your selected cells.
  • Check Print Area: If you frequently print the same cells, set a print area so you won’t have to select the cells every time.
  • Save as PDF: Consider saving your selection as a PDF for sharing or printing later without opening Excel.
  • Print Gridlines: Sometimes, printing gridlines can make your data easier to read. Go to ‘Page Layout’ and check ‘Print’ under Gridlines.

Frequently Asked Questions

Why can’t I see the ‘Print Selection’ option?

Make sure you’ve highlighted cells before opening the print dialog. If no cells are selected, the ‘Print Selection’ option won’t appear.

Can I print multiple non-adjacent selections?

No, Excel only allows you to print one continuous block of cells at a time. You can, however, print different selections separately.

What if my selection doesn’t fit on one page?

Adjust the scaling in the print settings. You can fit your selection to one page by altering the scaling options.

How do I print gridlines?

Go to ‘Page Layout’ and check the ‘Print’ box under Gridlines. This will add gridlines to your printout.

Can I save a print area for future use?

Yes! Select the cells, go to ‘Page Layout,’ and click ‘Set Print Area.’ This saves your selection for future print jobs.


  1. Select the cells.
  2. Open the Print Dialog.
  3. Choose ‘Print Selection.’
  4. Preview your printout.
  5. Print the selection.


Printing only selected cells in Excel might seem like a small trick, but it can be a real game-changer. Whether you’re prepping for a meeting or just trying to save paper, mastering this skill will make your life easier. Don’t forget to practice and explore other print settings to find what works best for you.

For further reading, consider exploring Excel’s other printing features, such as printing multiple sheets or customizing headers and footers. These tricks can enhance your overall Excel experience. So go ahead, give it a try, and take control of your print jobs!

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