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Printing Just The Visible Data In Excel

Key Takeaway:

  • Understanding visible data in Excel is important to effectively manage and control what data is printed. Visible data only includes data that is visible on the screen, whereas hidden data is not printed. This helps save paper and improve the readability of printed documents.
  • Printing only the visible data can be achieved through the Print Area feature in Excel, which can be accessed through the Page Layout tab. Setting a custom print area is also an effective way to focus only on the visible data for printing. Previewing the printout before printing is recommended to ensure that the visible data is printed as intended.
  • Advanced printing options, such as printing titles and headings, setting print areas with VBA, and adding headers and footers to printed visible data, can further enhance the visual appeal and readability of printed documents. However, it is important to troubleshoot common issues faced with printing visible data, such as hidden rows and columns, to ensure that the final printout is accurate and complete.

Are you spending endless hours copy-pasting data from Excel for reporting? With this quick tutorial, you’ll be able to easily print just the visible data without all the extra rows and columns. Discover how to save time and energy with this simple hack!

Understanding Visible Data in Excel

Ever work with large data sets in Excel? Frustrating to print the entire workbook, right? You just need the data that appears on your screen. But, the tool isn’t always easy to use for that. I’ve faced this problem a few times. So, I decided to explore the benefits of understanding visible data in Excel.

Let’s delve into two sub-sections. They will help you understand why visible data is important. Plus, you’ll learn how to identify it in Excel.

Understanding Visible Data in Excel-Printing Just the Visible Data in Excel,

Image credits: by Harry Arnold

Introduction to Visible Data and Its Importance

Visible data in Excel is all about the cells showing on the worksheet. It could be from filters, hidden rows, or zoom level. It’s important to know visible data as it helps productivity. Now, let’s learn about visible data and its importance.

Here is a 5-step guide to understanding visible data in Excel:

  1. Visible data means cells visible on screen.
  2. Identify visible data by looking at filter arrows or zooming.
  3. Manipulate visible data by sorting and filtering.
  4. Print just the visible data by selecting “Print Selection”.
  5. Use PivotTables to view large data quickly.

Visible data is important to work efficiently with information. You can complete tasks faster and more accurately by focusing on the data you need.

You can use visible data in Excel to:

  • Print selected data to save paper and ink.
  • Highlight specific data with Conditional Formatting.
  • Filter out unneeded data.
  • Use PivotTables to understand large amounts of data.

Now, let’s look at how to identify visible data in Excel.

How to Identify Visible Data in Excel

Identifying visible data in Excel? Start by selecting the cells you want to view. This highlights visible data, while hiding hidden rows or columns. Note: hidden data still impacts calculations and charts.

Look at the bottom of your screen for the ‘Page Layout’ option. It has various viewing options like Normal, Page Break Preview, and Page Layout.

  • Normal view shows all your data, without any special formatting.
  • Page Break Preview view shows how your document looks when printed or previewed.
  • Page Layout view shows how it will look when printed.

Switch between these views via keyboard shortcuts: Normal View (Ctrl+Shift+N), Page Break Preview (Ctrl+Shift+P), and Page Layout (Ctrl+Shift+L).

Sort data accordingly to ensure only viewing visible data. Filter out irrelevant details to avoid missing out on important information. Don’t miss out on actionable insights – leverage techniques like sorting or filtering to hone in on what matters most.

Printing Techniques for Visible Data

Frustrated when you try to print only specific data from your Excel sheet? There’s a way to just print visible data! Here are 3 techniques:

  1. Firstly, use the Print Area feature to select which cells to print.
  2. Secondly, set up a custom print area with only visible data.
  3. Lastly, use Print Preview to make sure you’re printing only what you need – saving time & resources.

Printing Techniques for Visible Data-Printing Just the Visible Data in Excel,

Image credits: by Adam Jones

Printing Only the Visible Data with Print Area Feature

Printing only visible data in Excel? You can use the Print Area feature to make it happen! Here’s a 5-step guide.

  1. Select range of cells.
  2. Go to Page Layout tab.
  3. Click Print Area button in Page Setup section.
  4. Select ‘Set Print Area‘ option from drop-down list.
  5. Click Print and you’re done!

Using this method can save paper, ink and make it easier for readers to focus. Plus, it simplifies presentations or reports by removing clutter and distractions.

For an even easier process, assign a shortcut key. Select cell range, press ‘Alt + P + R + S‘. A dialog box appears where you can choose which shortcut keys to use.

Now you know how to create a custom print area for visible data!

Creating a Custom Print Area for Visible Data

Creating a custom print area for visible data can save you time and hassle. To do this in four steps:

  1. Select the range of visible cells you want to print.
  2. Click the Page Layout tab.
  3. Select Print Area and Set Print Area from the menu.
  4. Check it by clicking Print Preview.

Be aware that if any data is added or rows/columns are shown/hidden, you’ll need to adjust your print area. This technique ensures calculations made with hidden cells don’t get ruined when printing. I learned this the hard way when presenting to upper management. Blank spaces due to hidden rows/columns had been left in during printing.

To prevent this from happening, use Excel’s Print Preview feature before printing.

For Visible Data Printing, here’s a guide on how to use Print Preview in Excel:

  1. Open your workbook.
  2. Navigate to the worksheet with the needed data.
  3. Select the range of cells you want to include.
  4. Click the ‘File’ button on the ribbon menu.
  5. Click ‘Print’ from the dropdown.
  6. Under Settings, choose ‘Print Active Sheets.’
  7. Check the box next to ‘Print Selection.’
  8. Now, you can preview what will be printed.
  9. It works best when the data fits one page or less. states that businesses waste an estimated $2 billion a year. This can be avoided by using features like Print Preview for Visible Data Printing. Advanced Printing Options for Visible Data is also available.

Advanced Printing Options for Visible Data

As an Excel user, it’s annoying when you need to print everything—even hidden cells or columns. But don’t worry! Excel has advanced printing options to print only the visible data. In this segment, I’ll show you how to optimize your printing process.

This article has 3 sub-sections:

  1. Printing Sheets and Ranges with the Print Areas Feature
  2. Setting Print Area for Visible Data with VBA
  3. Adding Headers and Footers to Printed Visible Data

By the end of this article, you’ll be able to streamline your printing process. This means no more wasted paper or ink!

Advanced Printing Options for Visible Data-Printing Just the Visible Data in Excel,

Image credits: by Adam Duncun

Printing Titles and Headings with Print Titles Feature


  1. Open the Excel Spreadsheet you want to print.
  2. Select the ‘Page Layout’ tab located at the top of your screen.
  3. Click on the ‘Print’ button.

Using this feature, you can choose what rows and columns should appear as headers or footers. They can be repeated regularly throughout the sheet. Let’s say you have a sales report. Showing it to the boss may be difficult, since there are many rows. Misinterpretation of data can occur if everything is on one page. Setting Print Area for Visible Data with VBA is a smart way to print only relevant info, ignoring hidden or filtered rows/columns. This helps avoid cluttered pages.

Setting Print Area for Visible Data with VBA

To use this feature, follow these 6 steps:

  1. Open your Excel workbook.
  2. Press “Alt + F11”.
  3. Right-click the project explorer and select “Insert module”.
  4. Paste this code: Sub SetPrintArea().
  5. Range(ActiveCell.CurrentRegion.Address).Select
  6. ActiveSheet.PageSetup.PrintArea = Selection.Address
  7. End Sub

Once done, the print area will be set to only the visible part of your screen.

This feature may seem intimidating but it’s simple when you get familiar with it. It saves time and effort by only printing what is needed instead of the entire worksheet.

In the past, users had to manually select which cells to print or hide rows and columns they didn’t want printed. This was a long process.

A colleague of mine was having difficulty finding errors on a spreadsheet due to the amount of information being printed out. I suggested using the Setting Print Area for Visible Data with VBA feature, which saved her lots of time and hassle.

Next up is Adding Headers and Footers to Printed Visible Data. It’s another advanced printing option that helps make sure all the relevant info gets printed. Keep reading!

Adding Headers and Footers to Printed Visible Data

Adding headers & footers to visible data can improve printouts & make them look more professional. Here are five simple steps:

  1. Go to the “Insert” tab at the top.
  2. Select “Header & Footer” from the drop-down.
  3. Choose either “Header” or “Footer”.
  4. Type in text or add images using the icons.
  5. Hit “Close Header and Footer” to save.

Headers can help identify the sheet being printed & footers can include contact info & page numbers. Invoices for clients can benefit from this too – company name & contact info looks more professional.

If printing visible data in Excel has problems – incomplete data or incorrect formatting – it’s important to fix these before printing. To troubleshoot issues, there are common solutions that can help.

Troubleshooting Visible Data Printing Issues

Struggling to print visible data in Excel? No need to worry! This guide will help you out. Let’s take a look at some of the most common problems when printing visible data in Excel. Then, we’ll discuss tips and tricks for getting your data looking perfect each time you print. Get ready to troubleshoot!

Troubleshooting Visible Data Printing Issues-Printing Just the Visible Data in Excel,

Image credits: by Yuval Jones

Common Issues Faced with Printing Visible Data

Printing visible data in Excel can save time & paper. But, problems like hidden cells, unexpected page breaks, shrunken text, inconsistent formatting & overlapping data can occur. Here’s help!

  • Check your print area: Select only the cells you want to print. Use page setup options like scaling or orientation.
  • Unhide hidden cells: Go to the “format” column of the Home tab & click on unhide.
  • Avoid automatic page breaks: Go to Page Layout > Page Setup > Print.
  • Adjust font size: Experiment with different combinations. Smaller margins? Remember it might affect readability.
  • Format consistently: Set up columns/rows formats, including numeric formats like Accounting or Percentage format.
  • Organize data: Color code & merge table headers where needed.

By following these steps, you can print your visible data accurately. Good user experience!

Tips to Overcome Printing Issues for Visible Data

When you print an Excel file, it may not appear neat. Cells may even show the wrong data. But don’t worry, you can fix this! Here’s how:

  1. Highlight the range of cells you want to print.
  2. Go to the Page Layout tab on the top Ribbon menu and click it.
  3. In the Page Setup section, click Print Area and select ‘Set Print Area.’
  4. Click on Margins, then select Custom Margins from the popup dialog box.
  5. Adjust your margins depending on how much space you need.
  6. Before printing, go back to File and select Print Preview.

Other tips include:

  • Aligning column headings.
  • Avoiding dark cell backgrounds.
  • Adjusting the page orientation if some cells are getting cut off.
  • Having sufficient space between cells so there’s no overlapping text.

Five Facts About Printing Only Visible Data in Excel:

  • ✅ When printing in Excel, you have the option to print only the visible cells, rather than the entire sheet. (Source: Excel Campus)
  • ✅ Printing only the visible cells can save ink and paper, as well as make the printed data more readable. (Source: How-To Geek)
  • ✅ To print only visible cells, select the range of cells you want to print, then click on the “Page Layout” tab and choose “Print Area” and “Set Print Area”. (Source: Microsoft Support)
  • ✅ It is also possible to create a custom print area that includes only the visible cells, by selecting the range of cells and going to “Page Layout” tab, choosing “Print Area”, and then “Add to Print Area”. (Source: Excel Easy)
  • ✅ Printing only visible cells can be especially useful when working with filtered data, as it allows you to print only the data that meets your specific criteria. (Source: Ablebits)

FAQs about Printing Just The Visible Data In Excel

What is meant by ‘Printing Just the Visible Data in Excel’?

‘Printing Just the Visible Data in Excel’ refers to the process of printing only the data that is currently visible on the screen in an Excel spreadsheet, as opposed to printing the entire worksheet which might include hidden rows, columns, or cells.

How do I print just the visible data in Excel?

To print just the visible data in Excel, you can follow these steps:

  1. Select the cells you want to print
  2. Go to the Page Layout tab
  3. Click on the Print Area dropdown
  4. Select ‘Set Print Area’
  5. Go to the File tab
  6. Select Print
  7. Choose ‘Print Active Sheets’ and ‘Fit Sheet on One Page’
  8. Click on Print

Why would I want to print just the visible data in Excel?

Printing just the visible data in Excel can be useful when you want to save paper and ink, and when you only need to print a specific portion of a larger worksheet. It can also make your printed document easier to read and more professional-looking.

What are some limitations of printing just the visible data in Excel?

When you print just the visible data in Excel, you need to make sure that all the data you want to include is actually visible on the screen. If you have hidden rows, columns, or cells with data that you need to include in your printed document, you will need to unhide them before printing. Additionally, if you have any formulas that reference hidden cells, the results of those formulas may not be accurate if you only print the visible data.

Can I set a default print area for my Excel worksheets?

Yes, you can set a default print area for your Excel worksheets. To do this, follow these steps:

  1. Select the cells you want to include in the default print area
  2. Go to the Page Layout tab
  3. Click on the Print Area dropdown
  4. Select ‘Set Print Area’
  5. Go to the File tab
  6. Select Options
  7. Go to the Advanced tab
  8. Scroll down to the ‘Print’ section
  9. Check the box next to ‘Use the print area’ and select ‘Entire workbook’
  10. Click OK