Print Area in Excel (Set, Modify, Ignore)

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In this article, we will go over how you can set up a print area in Excel. The print area determines how your content looks when printed.

Clicking on the Print button automatically selects the entire worksheet to print. It does not allow for much customization. But, Excel offers some useful features that you can use to define your print area easily.

You can adjust the print area and also clear it according to your need. Print area in Excel is a useful tool that allows you to print important areas of your document.


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How to Set Print Area in Excel

You can set a print area in Excel in different ways. The methods are described below.

1. Setting Print Area from Page Layout Tab

  • Select the area you want to set as print area and go to Page Layout > Print Area > Set Print Area.

Setting print area from page layout tab

  • Your print area is set. Go to View tab > Page Break Preview to see the print area.

Page break preview to see print area


2. Setting Print Area from Page Setup Window

  • Go to Page Layout > Page Setup.

Select Page Setup from View tab

  • Go to the Sheet tab in the popup window.
  • Assign the desired range in the Print area box.
  • Close the dialogue box by clicking on OK. Your print area is now set.

Insert range in the Print Area box


3. Set Multiple Print Areas

3.1 From Page Layout Tab

  • Select the different ranges by pressing Ctrl and go to Page Layout > Print Area > Set Print Area.

Multiple print area from page layout tab

  • The multiple print areas are now set. These areas will print on different pages while printing.

3.2 From Page Setup Window

You can also set multiple print areas from the page setup window.

  • Go to Page Layout > Page Setup > Sheet.
  • Assign the desired range in the Print area box.
  • Continue adding multiple areas after commas to set multiple print areas.

Multiple print area from page setup window

  • The multiple print areas are now set. These areas will print on different pages while printing.
Note: These methods are only applicable to non-contiguous ranges. Even if you select contiguous ranges separately, they will still consider them a single area.

Read More: How to Set Print Area for Multiple Pages in Excel


How to Modify Print Area

1. Expand Print Area by Including Additional Cells

After adding a print area, you can add cells or a range to that print area to expand the selected area.

  • Select the area you want to add and go to Page Layout > Print Area > Add to Print Area.

Additional cells to add to print area

Note: Cells that are contiguous to the first print area will be included in the same print area, even if they are selected separately.

2. Modify Print Area from Page Setup Window

  • Go to Page Layout > Page Setup > Sheet.
  • Assign the desired range in the Print area Continue adding areas after commas to add to the existing print area.

Additional ranges to add to print area from page setup window

  • If you select contiguous ranges separately, they will still consider them as a single area.
  • If you select non-contiguous ranges, they will consider them as multiple areas.

How to Print Multiple Areas on Single Page

Excel does not allow printing multiple areas on a single page. This is a feature of the printer. But not every printer possesses this feature. If your printer has this feature, you will be able to print multiple areas on a single page. You can check this by pressing Ctrl+P and exploring the Printer Properties menu.

Printer properties menu

However, if your printer does not have this option, then you can use the Paste Special feature and print multiple areas on a single page.

  • Select the desired print area and copy it.
  • Open a new sheet and right click on any blank cell and go to Paste Special > Linked Picture.

Print special menu by right-clicking on the mouse

  • Repeat these steps for other print areas.
  • To print all the copied print areas together on a single page, use the keyboard shortcut Ctrl+P.

Read More: How to Print Selected Area in Excel on One Page


How to Ignore Print Area

To ignore printing print area,

  • Press Ctrl+P and tick on Ignore print area in the settings menu. This will ignore the print area from printing.

Select Ignore Print Area from print menu


How to Clear Print Area

Clear print area

Read More: How to Delete Extra Pages in Excel


How to Adjust Page Breaks in Excel

Excel sets up page breaks automatically based on different settings. But you can easily adjust page breaks for printing.

  • Go to View tab> Page Break Preview.
  • In Excel, a dark blue border indicates Page breaks. Drag this border to adjust page breaks according to your liking.

Adjust page breaks


Common User Problems While Printing Area in Excel

1. Improper Print Area

Problem: You are trying to select a print area but the print area you selected is not shown.

Solution: Clear the Print Area completely before trying to add one.

2. Only some of the columns are printed

Problem: You have selected some columns for printing, but the printout has missed out on some of the selected columns.

Solution: This may be because all the columns do not fit on one page. Try to make the margins narrow or adjust the scaling.

3. Print Area is Greyed Out

Problem: You are trying to set a print area but the print area is grey.

Solution: This may be due to the grouping of sheets. Try to ungroup sheets by right-clicking on any of the sheets’ names and selecting Ungroup Sheets.


Things to Remember

  • Selecting contiguous cells or ranges will be considered a single area by Excel.
  • Make sure to select the ranges properly before selecting them as print areas.

Conclusion

The print area is important to accurately print Excel documents. Not setting a print area will result in printing the whole worksheet by default. Set print areas to print only the necessary parts of the documents. Follow this article for your answers regarding the print area in Excel and use the solutions in your work or personal life.


Frequently Asked Questions

1. Can I change the print area in Excel?

A: Yes, it is quite easy to change a print area in Excel. We have discussed this in this article.

2. Is there any keyboard shortcut to set the print area?

A: Press Alt+P+R+S on the keyboard by selecting the range to set that range as the print area.

3. Can I set different print areas for different worksheets within the same workbook?

A: Yes, You can set separate print areas for different worksheets in the same workbook.


Print Area in Excel: Knowledge Hub


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Maruf Niaz
Maruf Niaz

Md. Maruf Niaz, BSc, Textile Engineering, Bangladesh University of Textiles, has worked with the ExcelDemy project for 11 months. He works as an Excel and VBA Content Developer who provides easy solutions to Excel-related problems and regularly writes fantastic content articles. He has published almost 20 articles in ExcelDemy. As an Excel & VBA Content Developer for ExcelDemy, he offers solutions to complex issues. He demonstrates an enthusiastic mindset and adeptness in managing critical situations with finesse, showcasing... Read Full Bio

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