Setting the print area in Excel for multiple pages can save time and paper by ensuring only the parts of your spreadsheet you need are printed. To do this, you need to select the areas you want to print and define them as the print area. This way, Excel knows exactly which parts of your spreadsheet to include when you print it out.
How to Set Print Area in Excel for Multiple Pages
In this section, we’ll walk through the steps to set print areas for multiple pages in Excel. By the end, you’ll be able to choose specific sections of your spreadsheet to print, even if they span multiple pages.
Step 1: Select the first area to print
Go to the first range of cells you want to print and select it.
You can do this by clicking and dragging your mouse over the desired cells. Make sure to include all columns and rows you want in the printout.
Step 2: Define the first print area
Once your cells are selected, go to the "Page Layout" tab and click "Print Area" then "Set Print Area."
This sets the selected cells as the print area. Excel will now focus on this selection when printing.
Step 3: Add additional print areas
To include more areas, go to the next range of cells, select them, return to "Page Layout," click "Print Area," and then "Add to Print Area."
This step allows you to add multiple areas to your print selection. Each new area you add will be printed on a separate page.
Step 4: Review the print areas
Press "Ctrl + P" or go to "File" > "Print" to preview your print areas.
The print preview screen will show you how your document will look when printed. You can check if all the desired areas are included.
Step 5: Adjust print settings as needed
If necessary, adjust the print settings to fit your needs, such as scaling, orientation, and margins.
These adjustments ensure that your print areas look exactly how you want them on paper.
Once you’ve completed these steps, Excel will print the defined areas across multiple pages as specified.
Tips for Setting Print Area in Excel for Multiple Pages
- Double-check your selections: Make sure you’ve selected all the necessary cells in each print area to avoid missing important information.
- Use Print Preview: Always use Print Preview to ensure that everything looks right before you hit print.
- Fit to One Page: If you want to minimize paper use, try adjusting the settings to fit your print areas onto one page.
- Naming Ranges: Consider naming your print areas for easier reference in the future.
- Save Print Settings: Save your workbook after setting the print areas so you don’t have to redo the settings each time.
Frequently Asked Questions
Can I set multiple print areas on different worksheets?
Yes, you can set print areas on different worksheets separately.
How do I clear a print area?
Go to "Page Layout," click "Print Area," then "Clear Print Area."
Can I print non-contiguous areas on the same page?
Excel typically prints each print area on a separate page, but you can adjust settings to fit more onto one page.
What happens if I add new data outside the print area?
New data outside the defined print area won’t be printed unless you adjust the print area to include it.
Can I set print areas in Excel online?
The online version of Excel has limited features, but you can generally set print areas there as well.
Summary
- Select the first area to print.
- Define the first print area.
- Add additional print areas.
- Review the print areas.
- Adjust print settings as needed.
Conclusion
Setting the print area in Excel for multiple pages is a handy tool that can make your life easier, especially when dealing with large spreadsheets. By following the steps outlined above, you can ensure that only the information you need is printed, saving both time and paper. Whether you’re preparing a report, sharing data with colleagues, or just want a hard copy for yourself, mastering this skill will undoubtedly come in handy.
For those looking to delve deeper, consider exploring Excel’s more advanced printing options, like custom headers and footers, or even macros to automate frequent tasks. And, of course, practice makes perfect. The more you use these features, the more efficient you’ll become. Happy printing!
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.