Changing the print area in Excel is a straightforward task that ensures only the sections of your spreadsheet that you want to print actually get printed. This guide will walk you through the steps to set and modify the print area, ensuring your printed spreadsheet looks exactly how you need it.
How to Change Print Area in Excel
Changing the print area in Excel lets you customize which parts of your spreadsheet will be printed. Following these steps will help you define a specific print area, modify it as needed, and ultimately make your printouts more efficient.
Step 1: Open Your Spreadsheet
First, open your Excel spreadsheet where you wish to change the print area.
You’ll need to start by opening the Excel file where you want to set or change the print area. Make sure you have the correct file, so you don’t accidentally make changes to the wrong document.
Step 2: Select the Cells
Second, select the range of cells you want to print.
Click and drag to highlight the cells you want to include in your print area. These selected cells will be the only ones printed when you follow the next steps.
Step 3: Go to the Page Layout Tab
Third, navigate to the "Page Layout" tab on the ribbon at the top of the screen.
The "Page Layout" tab includes all the options you need to format your spreadsheet for printing. You’ll find the print area settings here.
Step 4: Set the Print Area
Fourth, click on "Print Area," then select "Set Print Area."
By selecting "Set Print Area," Excel locks in your chosen cells as the designated print area. This step is crucial for ensuring only the selected cells are printed.
Step 5: Preview and Print
Finally, go to "File" and click on "Print" to preview your print area and then print your document.
Previewing your document ensures that your print area is correctly set. If everything looks good, you can proceed to print.
After completing these steps, only the cells within the selected print area will be printed. This can save you paper and ensure your printed documents are concise and well-organized.
Tips for Changing Print Area in Excel
- Adjust Print Area: If you need to add more cells to your print area, just select the new cells, go to "Page Layout," and choose "Add to Print Area."
- Clear Print Area: To clear an existing print area, go to "Print Area" under the "Page Layout" tab and select "Clear Print Area."
- Multiple Print Areas: You can set multiple print areas in a single worksheet by selecting non-adjacent cells and setting the print area for each.
- Print Titles: Use the "Print Titles" feature under the "Page Layout" tab if you want specific rows or columns to repeat on each printed page.
- Page Breaks: Manually adjust page breaks by dragging them to the desired location in the "Page Break Preview" under the "View" tab.
Frequently Asked Questions
How do I know if my print area is set correctly?
You can check your print area by going to the "Print Preview" option under the "File" tab. This will show you exactly what will be printed.
Can I change the print area without opening the Page Layout tab?
No, setting or changing the print area requires access to the "Page Layout" tab, as this is where the print area settings are located.
What happens if I insert new rows or columns in the print area?
If you insert new rows or columns within the print area, they will automatically be included in the print area.
Can I save different print areas for the same worksheet?
Excel does not allow saving multiple print areas for the same worksheet, but you can manually change the print area as needed.
How can I print gridlines in my selected print area?
To include gridlines in your printout, go to the "Page Layout" tab, and under the "Sheet Options," check the "Print" box under the "Gridlines" section.
Summary
- Open your spreadsheet.
- Select the cells.
- Go to the Page Layout tab.
- Set the Print Area.
- Preview and Print.
Conclusion
Changing the print area in Excel is a handy skill that can make your printed spreadsheets much more efficient and professional-looking. Whether you’re preparing a report or just want to print a specific section of your data, mastering the print area settings will save you time and resources.
By following the easy steps outlined in this guide, you can ensure that your printouts look exactly how you want them to.
If you found this guide helpful, you might want to explore other Excel features that can further improve your productivity, such as conditional formatting or data validation. 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.