Sometimes you may want to modify your Excel dataset before printing for better readability. If you know some easy tricks, then you can easily do this. In this article, you will learn how to change the print area in Excel in 5 easy and effective ways.
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5 Ways to Change Print Area in Excel
In the following section, we will discuss various ways how you can optimize your Excel spreadsheet and change the print area to make the sheet more user friendly.
1. By Setting Up a New Print Area in Excel Sheet
Consider the following dataset. If you print this Excel sheet the whole dataset will be printed.
To check that you can,
- go to File -> Print and you can see the Print Preview box is showing you that the whole dataset will be printed.
You can manually change this pre-defined print area of Excel.
- Just select the specific part that you want to print from the spreadsheet.
- Go to Page Layout -> Print Area -> Set Print Area.
It will change the previous print area settings and print only the newly selected area. You can check that in the Print Preview option while printing.
Read More: How to Set Print Area in Excel (5 Methods)
2. By Adding New Cell/ Rows/ Columns to Expand the Print Area
If you want to add more cells or rows or columns with the existing print area, then follow the steps below.
- Select the new cells/ rows/ columns that you want to add.
- Go to Page Layout -> Print Area -> Add to Print Area.
This will expand the print area by adding those new data into the Excel sheet while printing.
Now, remember some very important key points when you execute this process:
- You must have at least one print area in the worksheet for Add to Print Area option to appear.
- If the newly added cells are adjacent to the existing print area then they will be printed on the same page.
- If the newly added cells are non-adjacent then those new data will be printed on a different page.
3. Change Print Area by Using Name Manager in Excel
Whenever you set a print area, a named range – Print_Area – is defined in Excel. You can modify that range directly. The steps to do that are:
- Go to the tab Formulas -> Defined Names -> Name Manager. Or you can press Ctrl + F3 as the keyboard shortcut to open the Name Manager dialogue box.
- In the Name Manager box, select the Print_Area that you want to change and click Edit.
- In the Edit Name pop-up window, modify the cell reference numbers in the Refers to section according to your need. For instance, the print area for our dataset is from Cell B4 to Cell C9 (see in the picture below). But if we want to change the print area from Cell B4 to Cell C11 then we can just simply replace the $C$9 with $C$11 in the Refers to box.
- Click OK.
It will change the previously defined print area with the print area created by changing the cell reference numbers.
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4. Modify Excel Print Area with Page Setup Dialogue Box
Another smart way to modify the print area is to utilize Excel’s Page Setup dialogue box. This method is one of the best because with this method you get to make any type of change you want, such as updating the print area, adding or deleting a new area.
- Go to the tab Page Layout and from the Page Setup group click on the small arrow sign in the lower right corner to open the dialogue launcher.
- In the Page Setup dialogue box, click on the Sheet tab and edit the data as follows:
- To update, simply change the cell reference numbers based on the requirements. For instance, if you want to set the print area from Cell B4 to Cell C11 then write C11 instead of C9 in the Print area
- To add, put a comma (,) after the existing range and then in the worksheet of interest, press and hold the Ctrl key while selecting a new range. This will set a new print area with the existing one(s).
- To replace, place the cursor of your mouse in the Print area Select the existing range and go back to the worksheet of interest to select another range. This will delete the previous print area and set only the newly selected one.
- Click OK.
In this process, you can make any kind of changes in your print area in Excel.
5. Change Print Area from Page Break Preview in Excel Worksheet
Another quick way to change the print area in Excel is by inserting a page break. To do that:
- Click on the tab View -> Page Break Preview.
This will display the preview of the orientation of your worksheet.
- Now to change the existing print area, place the cursor on the blue lines in the Page Break Preview mode and move it to the required position by holding down the left mouse button.
Notice the difference between the above and the following images. In the above image, we drag the cursor down to define a new print area. And as a result, we got a modified print area shown in the image below.
Now if you Print the sheet, the updated version of the Excel sheet will be printed.
There are various ways that you can apply when you want to change the print area in Excel. This article showed you how to do that in 5 different ways. I hope this article has been very beneficial to you. Feel free to ask any questions regarding the topic.