Excel is a powerful spreadsheet application that allows users to organize, analyze, and manipulate data in a variety of ways. One common task that users encounter is the need to print only specific cells or ranges instead of an entire worksheet. This function can be handy for creating reports, sharing specific information, or making physical copies of selected data for presentations. In this article, we will delve into various methods to print only selected cells in Excel, providing a step-by-step guide, tips, and additional insights to enhance your printing experience.
Understanding Excel Printing Basics
Before we jump into the various methods of printing selected cells, it’s important to understand some basics about Excel printing:
Print Area
: Excel allows users to define a “print area,” which is a specified range of cells to be printed. Anything outside this defined area will be ignored during printing.
Page Layout
: Excel provides a Page Layout view that shows how your worksheet will look when printed. It’s a good idea to familiarize yourself with this feature to get a better visual representation of your data.
Print Preview
: Before printing, you can use the Print Preview feature to see a simulated printout of your selected cells. This helps to ensure that you are printing exactly what you want.
Method 1: Setting the Print Area
One of the most straightforward ways to print only selected cells is to set the print area. Here’s how to do it:
Open Your Workbook
: Launch Excel and open the workbook containing the data you wish to print.
Select the Cells
: Click and drag to highlight the range of cells you want to print. This can be a continuous range or individual cells held together by pressing the Control (Ctrl) key while selecting.
Set the Print Area
:
-
Navigate to the
Page Layout
tab on the Ribbon. -
Find the
Print Area
option in the Page Setup group. -
Click on
Set Print Area
. This designates the selected cells as the area to print.
Print Preview
: To ensure that your selection is correct, go to
File
>
Print
or simply press
Ctrl + P
. You will see a preview of how the selected cells will appear when printed.
Print the Document
: If everything looks right, click the
Print
button.
-
Clear Print Area
: If you want to remove the defined print area, return to the Page Layout tab, click on
Print Area
, and select
Clear Print Area
. -
Multiple Print Areas
: Excel does not allow multiple print areas within the same worksheet. However, you can copy the selected area to a new worksheet and define it as a print area there.
Clear Print Area
: If you want to remove the defined print area, return to the Page Layout tab, click on
Print Area
, and select
Clear Print Area
.
Multiple Print Areas
: Excel does not allow multiple print areas within the same worksheet. However, you can copy the selected area to a new worksheet and define it as a print area there.
Method 2: Copying and Pasting to a New Sheet
If you have a large dataset but only want to print a small section, another effective method is copying the relevant cells to a new worksheet. This method provides additional flexibility for formatting and makes sure you only print what you need.
Select the Cells
: Highlight the cells you want to print using the same method mentioned before.
Copy the Selection
: Right-click the selected area and choose
Copy
, or press
Ctrl + C
.
Create a New Worksheet
:
-
At the bottom of Excel, click on the
+
icon to add a new sheet. -
Alternatively, you can press
Shift + F11
to create a new worksheet.
Paste the Cells
: Click on the first cell in the new worksheet and right-click to select
Paste
, or simply press
Ctrl + V
. This will paste only the selected cells into the new sheet.
Format the New Worksheet
: Adjust any formatting needed in the new sheet to improve readability. You can change the font size, style, cell colors, etc., to suit your needs.
Print the New Sheet
: Go to
File
>
Print
, and you’ll be able to print this new worksheet containing only the cells you wanted.
-
Increased Control
: You can customize the layout of the new sheet without altering the original data. -
Editing Capabilities
: Any changes needed for presentation purposes can easily be made in this new, dedicated sheet.
Method 3: Utilizing Print Selection Option
Another convenient method is to use the “Print Selection” option directly available in some versions of Excel. This feature allows you to print only the selected range without setting a print area.
Highlight Cells
: Start by selecting the cells you want to print as outlined previously.
Print Selection
:
-
Go to
File
>
Print
. -
In the Settings dropdown, locate the option that says
Print Active Sheets
. -
Change it to
Print Selection
. This option may vary based on the Excel version but is usually visible when you have cells selected.
Preview and Print
: You’ll see the selected range in the print preview. Once satisfied, click
Print
.
-
Limitations
: The “Print Selection” option may not be available in older versions of Excel. Make sure your Excel version supports it.
Method 4: Printing with VBA (Visual Basic for Applications)
For more advanced users, using VBA can be a powerful way to automate various printing tasks in Excel. This method requires some basic knowledge of programming within Excel.
Open VBA Editor
:
-
Press
Alt + F11
to open the Visual Basic for Applications editor. -
On the left panel, right-click on your workbook and select
Insert
>
Module
.
Write the VBA Code
: In the module window, paste the following code. This code will print the currently selected range.
Run the Code
:
- Close the VBA editor.
-
Go back to your Excel sheet, select the cells you want to print, and then go to the
View
tab. -
Click on
Macros
, select the
PrintSelectedCells
macro, and click
Run
.
Check Print Preview
: The selected range should be sent directly to the printer. If you want to see a print preview, you can modify the code to add that functionality.
-
Automation
: If you often need to print specific cells, you can set shortcuts and customize the macro further for ease of use. -
Customization
: With VBA, you can create complex routines tailored to your needs, such as printing to specific printers or formatting the output.
Conclusion
Printing only selected cells in Excel can be achieved through various methods, each with its own merits. Whether you choose to set a print area, copy and paste to a new sheet, use the print selection option, or delve into VBA, the important thing is to select the method that best meets your needs.
The flexibility of Excel allows users to tailor their workflow and achieve specific outcomes efficiently. By mastering these techniques, you can ensure that your printed materials are precise, clear, and effectively communicate the required information.
Don’t forget that after printing, reviewing the results is crucial. Ensure that the printed cells convey the correct data and are properly formatted. With practice, utilizing these printing options will enhance your overall experience with Excel, streamline your workflow, and improve communication with your audience through well-organized printed materials.