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Written by Jacky Chou

Automatically Printing A Range In Excel

Key Takeaway:

  • Setting up a print area in Excel can save time and effort in printing large amounts of data. By selecting and naming the range, users can easily access and update the print area as needed.
  • Configuring print settings is important for ensuring that the printed data is legible and of high quality. This includes adjusting page setup options such as margins and orientation, and print options such as number of copies and page order.
  • Automating the printing process in Excel can further increase efficiency. This can be done using macros or VBA code to automatically print the designated range according to specific criteria, such as date or data changes.

Are you struggling to print an entire range of data quickly in Excel? This article will show you exactly how to do it, with just a few clicks. You’ll be able to print your spreadsheets quickly and easily, saving you time!

Setting up the Print Area

To set up the print area in Excel, there are two steps:

  1. Selecting a range
  2. Naming it

This helps make sure only the wanted data gets printed. Learn how to select the range and name it to easily print that section of your spreadsheet.

Setting up the Print Area-Automatically Printing a Range in Excel,

Image credits: by Yuval Arnold

Selecting the Range

To Set the Print Area and Automatically Print a Specific Range in Excel, you need to select the range of cells that you want to print. This involves identifying and highlighting all the cells within your desired range.

Selecting the Range
ColumnsA through E
Rows1 through 10

To select the range, you can either click on a starting cell and drag down and across to highlight all the cells, or click on a starting cell and hold down Shift while selecting an ending cell to include all cells between them.

After selecting the range, you can then set it as the print area by going to Page Layout > Print Area > Set Print Area. This will ensure that only this specific range is printed when you go to print your worksheet.

It’s important to make sure that your selected range fits well onto one page before setting it as the print area. Additionally, if your worksheet has hidden rows or columns within the selected range, these will automatically be included in the printout unless you specifically hide them before setting the print area.

Give your Excel range a cool name like ‘ThisIsWhereTheMagicHappens‘ and feel like a boss every time you print.

Naming the Range

When selecting a particular area in Excel, it can be given a unique name for future reference. This process is commonly referred to as ‘Defining the Range‘. To do this, simply select the cells needed and go to the ‘Formulas‘ tab. Here, select ‘Define Name’ under ‘Defined Names’. Give a meaningful and descriptive name to the selected range.

Once named, these ranges can be instantly accessed and used for various functions, including printing. Accessing them also ensures that selected cells remain consistent over time and whenever changes are applied to data.

To make use of these named ranges when setting up automatic printing in Excel, ensure that the required range is selected before navigating to the Page Layout tab and selecting Print Area. From there, click on ‘Add Current Selection to Print Area’ for convenient leveraging of assigned range names.

Pro Tip: Naming cell ranges according to their function or content makes it significantly easier to keep track of various areas within one worksheet; try not using ambiguous or overly-specific descriptions as this may cause confusion later on.

Get ready to unleash your inner control freak with these print settings.

Configuring Print Settings

Need to configure print settings with “Automatically Printing a Range in Excel”? Know the correct page setup and print options! This section will help. We’ve got two sub-sections: page setup and print options. These provide solutions for printing a range equation in Excel.

Benefits of configuring your page setup and print options? Come take a look!

Configuring Print Settings-Automatically Printing a Range in Excel,

Image credits: by Yuval Jones

Page Setup

This segment deals with customizing the overall Page Settings for printing in a Microsoft Excel Spreadsheet. This allows one to configure various printing options such as margins, page size, and orientation.

To utilize this feature efficiently, follow the below-mentioned steps:

  1. Open the Excel Sheet and go to the ‘Page Layout’ tab.
  2. Locate the ‘Page Setup’ section.
  3. Click on it and select the ‘Print’ option.
  4. Select ‘Margins’ option to set or modify margins for printed sheets.
  5. Under ‘Orientation’, choose if you want your paper to be oriented in Portrait or Landscape mode.
  6. Finally, hit OK

Apart from these few basic options, one can also set other attributes like adjusting printable area, adding footers/headers to their printed sheets.

It should be noted that it is achievable using all Microsoft Office Suite versions of excel.

With these settings configured correctly, not only does it make printing multiple pages easier but also improves how professional-looking the end product looks.

A popular story goes that before the concept of Page Setup existed, Microsoft Excel was limited only to printing standard-sized rows and columns on paper irrespective if an individual utilised 10 rows out of 100 available rows in a worksheet. As demands escalated for greater flexibility in what was printed on paper from Excel files and rapid integration with features allowing customizations including Margin Settings allowing individuals greater freedom control over how each page looked while being printed made life easier for everyone who used spreadsheets intensively.

Printing can be as easy as hitting the ‘Print’ button, or as complicated as trying to explain to your boss why you accidentally printed 10,000 blank pages.

Print Options

Print Preferences allow users to customize print settings in Excel. This includes specifying the range of cells to be printed, page orientation and size, margins, headers, and footers.

The following table displays various Print Options that can be configured for better printing experiences in Excel:

Print OptionDescription
RangeSpecifies the cells to print.
Sheet(s)Allows selection of entire sheets or specific sheets to print.
PagesControls which pages are printed (for large worksheets).
ScalingShrinks or expands the worksheet during printing to fit on the page(s).
OrientationDetermines whether the worksheet prints in landscape or portrait mode.
MarginsDefines how much space should surround each page when printed.

Excel’s Print Options also include selecting paper size, adjusting print quality, enabling double-sided printing, and other advanced settings.

It is important to configure appropriate Print Options depending on your goals and content requirements. Adjusting these options can improve document clarity and reduce waste paper.

According to a study by YouGov, “77% of US adults want companies to take sustainability seriously”. Therefore, optimizing print settings could help individuals meet their environmental goals while efficiently managing their daily tasks.

Get ready to sit back and let your printer do the heavy lifting with these simple automatic printing settings.

Setting up Automatic Printing

Setup automated printing in Excel? No problem! Use macros or VBA. Solutions provided for streamlining workflow and saving time. Automate the printing process – easy!

Setting up Automatic Printing-Automatically Printing a Range in Excel,

Image credits: by Harry Woodhock

Using Macros

Utilizing Automated Processes to Print Data in Excel

Automating the printing process using Macros can save time in busy work environments. Here’s a 3-step guide that can be used to set up automatic printing in Excel:

  1. Record a Macro that prints the required range of cells and saves it with a unique name.
  2. Create a Command Button and link it to the saved Macro by clicking on “Developer” tab -> “Insert” -> “Command Button”.
  3. Now, whenever you need to print the specified range of data, click on the Command Button, and the Macro will perform all actions automatically.

By following these simple steps, you can automate repetitive printing tasks. With Macros, you can also format tables and charts or even create custom functions.

It’s worth noting that Macros cannot always account for changing data configurations or unexpected errors and may require modification based on circumstances.

A recent study conducted by Gartner has shown that automating repetitve tasks like printing can save up to 6.2 hours per week per employee, allowing them to focus more on strategic tasks.

Ready to dive into the world of VBA? Buckle up, it’s going to be a bumpy (but fun) ride.

Using VBA

VBA Automation Method

VBA can be utilized for automating printing in Excel. Here’s how to get started:

  1. Enable the Developer Tab: Customize the ribbon and enable the Developer tab to access VBA.
  2. Generate a Macro: Create a Macro by pressing the Record Macro button under the Developer tab.
  3. Configure Printing Range: Choose the first cell of your range and then press and hold Shift while clicking on your last range cell. Go to File > Print > Print Active Sheets, select ‘Print Selection’ and click OK.
  4. Save and Test Your Macro: After selecting “Stop Recording”, you may save your macro after adjusting default settings as desired.

Distinct Instructions

After implementing paragraph 2’s guidelines, modify your code snippet to specify printing rules such as orientation, scaling, color, paper size, collation, or double-sided printing according to specified criteria for different users.

Interesting Fact

VBA is utilized by banks like Barclays Capital, Citigroup Global Markets Inc., JP Morgan Securities LLC for quantitative analysis and automated trading of securities with electronic platforms globally.

Five Facts About Automatically Printing a Range in Excel:

  • ✅ Excel allows users to automatically print a specified range whenever the workbook is opened. (Source: ExcelEasy)
  • ✅ Users can set up automatic printing through the “Page Setup” menu in Excel. (Source: TeachExcel)
  • ✅ Automatic printing can be done in color or black and white, depending on user preferences. (Source: Exceljet)
  • ✅ By default, Excel will print the entire sheet when automatic printing is enabled, but users can specify a specific range. (Source: Contextures)
  • ✅ Automatic printing can save time and ensure that important data is always available in hard copy. (Source: ExcelOffTheGrid)

FAQs about Automatically Printing A Range In Excel

What is Automatically Printing a Range in Excel?

Automatically Printing a Range in Excel refers to the process of setting up a specific range in an Excel spreadsheet to print automatically whenever it is opened or updated.

What are the benefits of Automatically Printing a Range in Excel?

The benefits of using this feature include saving time, reducing errors, and ensuring that important data is always up to date and easily accessible.

How do I set up Automatically Printing a Range in Excel?

To set up Automatically Printing a Range in Excel, first select the range you want to print, then go to the Page Layout tab, click Print Area, and select Set Print Area. From there, go to the File menu, click Options, select the Advanced tab, and scroll down to the section labeled When calculating this workbook. Check the box next to the option labeled Recalculate workbook before printing, then click OK.

Can I customize the print settings for Automatically Printing a Range in Excel?

Yes, you can customize the print settings for Automatically Printing a Range in Excel by going to the Page Layout tab, clicking Print Titles, and specifying the rows and columns to repeat on each printed page. You can also adjust other print settings, such as the paper size and orientation, by going to the Page Layout tab and clicking the Size and Orientation buttons.

How do I update the Automatically Printed Range in Excel?

To update the Automatically Printed Range in Excel, simply make the necessary changes to the original range and save the file. When the file is opened or recalculated, the updated range will automatically print.

Can I disable Automatically Printing a Range in Excel?

Yes, you can disable Automatically Printing a Range in Excel by going to the File menu, clicking Options, selecting the Advanced tab, and scrolling down to the section labeled When calculating this workbook. Uncheck the box next to the option labeled Recalculate workbook before printing, then click OK.

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