Printing Selection in Excel
Printing only a specific selection in Excel can save you time and paper. It’s pretty straightforward: select the cells you want to print, go to the Print settings, and set it to print the selection. Follow the steps below for detailed instructions.
Step by Step Tutorial for Printing Selection in Excel
This guide will help you print a specific selection in Excel. Let’s dive right into it with step-by-step instructions.
Step 1: Open the Excel file
Open the Excel file that contains the data you want to print.
Ensure that the Excel file you’re working on is open and ready. You should see all your data on the screen.
Step 2: Select the cells
Highlight the cells you want to print.
Click and drag your mouse over the cells you want to print. Make sure you only select the data you need.
Step 3: Go to the File menu
Click on the File menu at the top left corner of the screen.
This will bring up a drop-down menu with various options related to your document.
Step 4: Click on Print
From the File menu, select Print.
This action will take you to the Print settings screen where you can adjust how your document will be printed.
Step 5: Choose Print Selection
Under Settings, click the first drop-down (it usually says Print Active Sheets) and choose Print Selection.
This option tells Excel to print only the cells you selected earlier.
Step 6: Check the Print Preview
Look at the Print Preview to make sure everything looks right.
This is your chance to catch any mistakes before you actually print, saving you both paper and ink.
Step 7: Click the Print button
Once you’re satisfied with the Print Preview, click on the Print button.
Your selected cells will be printed out just the way you wanted them!
After you complete these steps, your selected data will be printed exactly as you saw in the Print Preview. This process ensures that only the highlighted cells are printed, keeping everything neat and precise.
Set a Print Area for Ranges You Print Often
Print Selection only applies to the current print job. If you print the same cells regularly, set a print area so Excel remembers it, as described in Microsoft’s print area guide:
- Select the cells you want to print.
- Go to Page Layout > Print Area > Set Print Area.
- Press Ctrl + P; Excel now prints only that range by default.
To include another range, select it and choose Print Area > Add to Print Area. Each range prints on its own page. To go back to printing the whole sheet, choose Print Area > Clear Print Area. The print area is saved with the workbook.
Make the Printed Selection Look Right
- Fit it on one page: in the Print screen, change No Scaling to Fit Sheet on One Page, or choose Fit All Columns on One Page for long lists.
- Repeat header rows: go to Page Layout > Print Titles and set Rows to repeat at top so column headings print on every page.
- Print gridlines: tick Print under Gridlines on the Page Layout tab, since gridlines do not print by default.
- Center on the page: open Page Setup > Margins and tick Horizontally.
- Save as PDF: choose Microsoft Print to PDF (Windows) or the PDF button (Mac) as the printer to share the selection without paper.
Troubleshooting
Excel prints the whole sheet anyway
Print Selection was not chosen, or you clicked a cell after selecting the range, which changed the selection. Select the range again, press Ctrl + P, and recheck the Settings drop-down.
Excel prints only part of what I want
A print area is set. Either tick Ignore Print Area in the Settings drop-down, or clear the print area from the Page Layout tab.
Extra blank pages come out
Formatting or stray content outside your range can create pages. Use Page Break Preview on the View tab to check, and drag the blue page borders to the range you need.
Print Selection is missing in Excel for the web
In Excel for the web, the option is under the Print dialog as Current Selection. Select the cells first, then open File > Print.
Tips for Printing Selection in Excel
- Check your selection: Make sure you’ve selected the correct cells before you proceed to print to avoid wasting paper.
- Use Print Preview: Always check the Print Preview to ensure everything looks perfect before hitting print.
- Page setup: You can adjust the page setup options like orientation and margins for a better print layout.
- Save your work: Always save your Excel file before printing, just in case.
- Shortcuts help: Use keyboard shortcuts like Ctrl + P to quickly access the Print menu.
Frequently Asked Questions
What if I selected the wrong cells?
You can easily go back and re-select the correct cells and then follow the steps again.
Can I print multiple selections?
Yes. Hold Ctrl (Cmd on Mac) while selecting each range, then choose Print Selection. Excel prints each separate range on its own page. To keep them together, copy the ranges next to each other on a new sheet first.
How do I change the page orientation?
You can change the page orientation in the Print settings under Page Setup.
What if my selection is too big for one page?
You can adjust the scaling options in the Print settings to fit your selection onto one page. If the selection prints too small or leaves a lot of empty paper, see how to stretch an Excel spreadsheet to fill the printed page.
Is there a keyboard shortcut for Print Selection?
There is no single shortcut, but you can get there quickly: press Ctrl + P, then use the first drop-down under Settings to choose Print Selection. If you print the same range often, setting a print area is faster because it is remembered.
Related: change the paper size in Excel.
Related: How to Put a Watermark in Excel.
Related: how to center a page horizontally in Excel.
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.