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Written by Jacky Chou

How To Set Print Area In Excel: Step-By-Step Guide

Key Takeaway:

  • Understanding Print Area in Excel: Print Area is a feature in Excel that allows users to specify a specific range of cells to be printed on a page. This feature is especially useful when working with large spreadsheets that need to be printed.
  • Setting Print Area in Excel: The process of setting the Print Area in Excel involves selecting the cells to be printed, accessing the Page Layout options, and then setting the Print Area. This process is simple and can be done in just a few steps.
  • Adjusting Print Area in Excel: After setting the Print Area, users can adjust it by removing the Print Area, expanding it, or changing the orientation and scale. These adjustments can be made from the Page Layout options in Excel.
  • Printing the Excel Sheet With Print Area Set: Once the Print Area is set and adjusted, users can print their Excel sheet to see the results. This will ensure that only the selected cells are printed and the output is as expected.

Do you need to focus on printing a specific area in Excel? You don’t need to waste paper – simply use the ‘Print Area’ feature. This article explains how to use this useful tool, step-by-step, to help you save time and money.

Understanding Print Area in Excel

Understanding Print Area in Excel refers to the process of selecting a part of the Excel worksheet that you want to print. By setting a print area, you can ensure that only the selected area is printed, without any extra columns or rows. This feature is particularly useful when you want to print specific data from your worksheet without having to print the entire sheet.

Here is a simple 5-Step Guide to Understanding Print Area in Excel:

  1. Open your Excel workbook and select the range of cells you want to print.
  2. Navigate to the ‘Page Layout’ tab on the Excel ribbon.
  3. Click on the ‘Print Area’ button and select ‘Set Print Area.’
  4. To preview the specific area you’ve selected, go to the ‘Print Preview’ tab.
  5. Finally, click on the ‘Print’ button to print only the selected area of your worksheet.

It’s important to note that you can also clear your print area or modify it by going back to the ‘Print Area’ button and selecting ‘Clear Print Area’ or ‘Set Print Area’ respectively.

It’s worth mentioning that setting print areas in Excel has been a feature since Excel 2003, where users could use the ‘File’ menu to access the print area settings. Over the years, Excel has continued to incorporate enhancements to this feature, making it more user-friendly and accessible to all users.

Additionally, for those looking to improve their Excel printing skills, a related topic worth exploring is ‘How to Shade Every Other Row in Excel.’ By alternating the shading of rows, this can improve the readability and visual appeal of printed spreadsheets.

Setting Print Area in Excel

Setting the Printable Area in Excel is an essential function that enables users to print specific parts of their spreadsheet. Here is a step-by-step guide to Setting the Printable Area in Excel:

  1. Open the Excel spreadsheet that needs to be printed.
  2. Navigate to the Page Layout tab and choose the Print Area option.
  3. Select the Set Print Area option from the drop-down menu.
  4. Drag the cursor over the area that requires printing.
  5. Finally, click on the Print Preview option to check if the Printable Area has been correctly set.

In addition to this, users can also customize the Printable Area by adding page breaks or setting margins.

For instance, Nick, a freelance data analyst, needed to present a quarterly report to his client. However, he only needed to print specific data points from his Excel file. Using the above-mentioned guide, Nick was able to Set the Printable Area in Excel, which made his printing process more efficient and precise.

If you want to learn more handy Excel tips, check out our guide on How to Shade Every Other Row in Excel.

Adjusting Print Area in Excel

Adjusting the Printing Range in Excel allows you to specify the exact range of cells that you want to print. This is a useful feature when you don’t want to print an entire sheet, and only want to print a specific portion of your data. Here is a step-by-step guide to help you adjust the Printing range in Excel:

  1. First, select the cells that you want to print.
  2. Click on the “Page Layout” tab in the Ribbon.
  3. In the “Page Setup” group, click on the “Print Area” button.
  4. Finally, select “Set Print Area” to adjust the printing range.

By following these four simple steps, you can easily adjust the Printing range in Excel. It’s important to note that this feature is not only useful for saving paper and ink but can also make your data more presentable and easier to read.

It’s important to note that if you want to remove the print area, select the “Clear Print Area” option from the “Print Area” drop-down menu in the “Page Setup” group of the “Page Layout” tab.

One more useful Excel tip related to print formatting is to shade every other row to make it easier to read your data. To do this, select the range of cells that you want to shade, click on the “Home” tab in the Ribbon, and select “Conditional Formatting” from the “Styles” group. Next, click on “New Rule,” select “Use a formula to determine which cells to format,” enter the formula =MOD(ROW(),2)=1, and then select your desired format. This will shade every other row in your selected range.

Overall, adjusting the Printing range in Excel is a simple and efficient way to customize the output of your data for presentation purposes. Incorporating features like shading every other row can also help make your data more aesthetically pleasing and easier to read.

Printing the Excel Sheet with Print Area Set

Printing Excel Sheet with Designated Print Area: A Professional Guide

To print an Excel sheet with a designated print area, follow these simple steps:

  1. Open the Excel sheet on your computer.
  2. Highlight the cells you want to include in the print area.
  3. Navigate to the “Page Layout” tab and select “Print Area.”
  4. Click “Set Print Area” from the drop-down menu.

These steps will ensure that only the selected cells are printed when you click “Print.” It is a great way to save time and resources when you only need specific data from the sheet.

It is important to note that the print area may change if you add or remove cells or change the size of the selected cells. In such cases, you will need to redefine the print area to ensure that it prints as desired.

One interesting fact is that shading every other row in Excel can also improve the readability of your sheet, making it easy to read and comprehend.

Five Facts About How to Set Print Area in Excel: Step-by-Step Guide:

  • ✅ Setting print area in Excel allows you to select specific cells or ranges to print on a page, making it easier to create and present professional-looking documents and reports. (Source: Microsoft Excel Help)
  • ✅ You can set print area in Excel by selecting the cells or ranges you want to print, going to the “Page Layout” tab, clicking on “Print Area” and selecting “Set Print Area” from the drop-down menu. (Source: Microsoft Excel Help)
  • ✅ You can also use the “Print Titles” option in the “Page Layout” tab to select rows or columns to repeat on every printed page. (Source: Microsoft Excel Help)
  • ✅ To clear print area in Excel, go to “Page Layout” tab, click on “Print Area” and select “Clear Print Area” from the drop-down menu. (Source: Microsoft Excel Help)
  • ✅ Setting print area in Excel can save paper and ink by only printing the necessary information and avoiding printing unwanted data. (Source: PCWorld)

FAQs about How To Set Print Area In Excel: Step-By-Step Guide

What is a print area in Excel?

A print area in Excel is the specific range of cells that you want to print on a page. It helps you avoid printing unnecessary data and allows you to print specific parts of your worksheet.

How can I set the print area in Excel?

To set the print area in Excel, follow these steps:

  • Select the cells that you want to print.
  • Click on the Page Layout tab.
  • Click on the Print Area dropdown menu.
  • Select Set Print Area.

Can I set multiple print areas in Excel?

Yes, you can set multiple print areas in Excel by following these steps:

  • Hold down the Ctrl key on your keyboard.
  • Select the cells that you want to print in the first print area.
  • Click on the Page Layout tab.
  • Click on the Print Area dropdown menu.
  • Select Add to Print Area.
  • Select the cells that you want to print in the second print area.
  • Click on the Print Area dropdown menu.
  • Select Add to Print Area.

How can I clear the print area in Excel?

To clear the print area in Excel, follow these steps:

  • Click on the Page Layout tab.
  • Click on the Print Area dropdown menu.
  • Select Clear Print Area.

Can I adjust the print area margins in Excel?

Yes, you can adjust the print area margins in Excel by following these steps:

  • Click on the Page Layout tab.
  • Click on the Margins dropdown menu.
  • Select Custom Margins.
  • In the Page Setup dialog box, adjust the margins in the Margins tab.
  • Click OK to save the changes.

How do I preview the print area in Excel?

To preview the print area in Excel, follow these steps:

  • Click on the File tab.
  • Select Print from the menu.
  • In the Print pane, select the print settings you want (such as orientation and margins).
  • Click the Preview button.
  • Scroll through the preview to see how the print area will look on the page.

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