Have you ever been frustrated with trying to set a print area in Excel? Ease your printing woes with a simple and handy shortcut. You can save time and effort when using this simple trick.
How to Set a Print Area in Excel Easily
Do you use Microsoft Excel a lot? Have you ever ended up printing out unnecessary data? Here’s how to print what you want! First, select the cells you need. Then, set the margins for your printout. Finally, adjust the page orientation if needed. With this, you can save time and ink when printing spreadsheets!
Image credits: pixelatedworks.com by James Arnold
Choose the cells you want to print
To ‘choose the cells you want to print’ in Excel, open the spreadsheet. Then, do the following:
- Click and drag your mouse or hold down shift to select a range of cells.
- Hold down the Ctrl key to select non-adjacent cells.
- Click on row or column headers to select an entire row or column.
- Select a row or column header and drag your mouse while holding down the Shift key to select multiple rows or columns.
- Go to File > Print > Print Preview to check your selection.
Choose cells carefully! You’ll save time and paper by printing only what’s essential. Don’t miss out on this easy step!
Set margins for your printout in Excel.
Set the margins for your printout
Setting margins for your printout is key! It helps ensure that your Excel data is printed just as you want it. Too much margin and you’re wasting space; too little, and you could end up with cut off text.
To set margins, follow three simple steps:
- Go to the Ribbon and click on “Page Layout”.
- Pick an option from the Page Setup area. Or, click “Custom Margins” at the bottom to define specific measurements for each side.
- Hit “OK” to save these settings.
Remember: printer tolerances vary. So, if you’re printing on someone else’s printer or off-site, adjust accordingly. If margins don’t work, try these:
- Reduce font size or use shorter headers/footers to save space.
- Include White Space in between images so they aren’t jumbled together.
- Look into Printer Properties and change the paper size.
And that’s it! Now you know how to adjust margins. Next up, we’ll discuss page orientation.
Make adjustments to page orientation if necessary
Click the “Page Layout” tab in Excel. Head to the “Page Setup” section and pick either “Portrait” or “Landscape” orientation for your print area. To preview the area, press the “Print Preview” button in the top left corner.
Making changes to page orientation is important. Landscape orientation helps when there are wide tables or charts that don’t fit on portrait pages. Preview print area before printing to make sure it looks good.
I once forgot to adjust page orientation before printing a chart for a presentation. It printed sideways and the audience had a hard time reading it. I learned that it’s essential to check print area settings before hitting print.
Now, let’s learn the Print Area Shortcut and save some time!
Discover the Print Area Shortcut and Save Time
Excel? Wow! Powerful and versatile! But, navigating its features can be tricky. So, here’s the trick. Learn how to set the print area in Excel with a shortcut. This’ll save time and you can focus on just the important stuff. We’ll show you how.
In the following sections, we’ll take you through the easy steps you need to understand the Print Area Shortcut. When you finish this article, you’ll ask yourself, “Why didn’t I know this before?!“
Image credits: pixelatedworks.com by Harry Woodhock
Highlight the specific cells to be printed
To print specific cells, you need to do a few easy steps.
- Select the cell range to print by clicking and dragging. Press ‘Ctrl’ key if you want to select multiple sections. Go to ‘Page Layout‘ tab after.
- Then, click on ‘Print Area‘. Then click ‘Set Print Area‘. Excel will set this area as the default print range for future printouts until a new one is chosen. To remove a print area, click ‘Clear Print Area‘.
It’s important to know that Excel will only accept one printable area at one time.
We often face issues with printing unnecessary areas or incomplete worksheets in Excel. To avoid this, highlight only the specific cells you need.
Mary was having trouble printing her data as it always came out incomplete or cut off halfway through the page. But then her colleague showed her how to highlight the specific cells she needed and make a shortcut. Since then, Mary saved lots of time by following this method before every printout.
Now that we know how to highlight specific cells, let’s move onto opening The Page Layout tab for efficient printing.
Open the Page Layout tab
To open the Page Layout tab in Excel, follow a few steps. Launch Excel and open the spreadsheet. Look for the “Page Layout” tab at the top. To get to it quickly, click the “View” button on the Ribbon Toolbar below the Excel ribbon. A drop-down menu will appear with options like Normal View, Page Break Preview, and Page Layout. Click “Page Layout” to change the active worksheet or selected tabs into page-layout mode.
In the Page Layout view, you can see various print-related options grouped together. The first section deals with setting up margins and orientation for printing. The next section handles scaling your content. This makes it easy to correct errors before printing. The Page Layout tab also allows users to add headers and footers with diverse formatting options. This is ideal for text-related spaces, especially when creating documents for print or presentation purposes.
In earlier versions of Excel, such as 2003 and lower, there was no “Page Layout” tab. All print layout settings were found under “File”, which slowed down efficiency.
Click on the shortcut for Print Area
Save time in Excel by using this four-step shortcut: click and drag your cursor across the cells you want to print. Press and hold Ctrl, then press the letter P. Release both keys and click OK.
This shortcut makes it simple to set your print area. Avoid navigating through menus and options by using this shortcut. Create professional-looking documents quickly and easily.
Recently, one of our customers shared his story. He was struggling to set his print area with traditional methods. But when he discovered this shortcut, he was shocked at how much time it saved him.
Now let’s look at Steps to Follow When Printing Your Print Area:
- Open the worksheet that you want to print.
- Select the range of cells that you want to print.
- Click on the Page Layout tab and then click on Print Area.
- Select Set Print Area.
Steps to Follow When Printing Your Print Area
Ever tried printing a section of your Excel sheet, only to end up with extra pages? It’s annoying, isn’t it? Good news – there’s an easy fix. Set a print area! Here’s how to do it:
- First, confirm your print area.
- Then, click the print button.
- Finally, choose your printer.
With this simple technique, you’ll save paper and hassle.
Image credits: pixelatedworks.com by Joel Washington
Confirm the Print Area
Confirming the Print Area in Excel is easy! Here are the steps:
- Select the columns/rows in your worksheet that you want to print.
- Head to Page Layout and find Print Area in the ribbon.
- Click “Set Print Area” in the dropdown menu.
- Verify your selection in the Print Preview.
When dealing with large data sets, it’s essential to ensure that you don’t waste paper and ink by printing unnecessary information. Reduce margins to fit more data on each page, and use Print Preview to check for formatting errors before clicking on Print. Also, use a shortcut to click the Print button in Excel.
Click on the Print button
Locate the Print button in Excel. It should be in the top-left corner, near the File tab. Click it to open the Print dialog box. Here, you can customize settings and select a printer. Once done, hit OK to start printing.
Why is this important? It sends the document from your computer to the printer. Without clicking the button, nothing happens. Additionally, it ensures that only the designated print area prints. If you don’t choose a specific area and just select “Print All Sheets,” it could waste paper and ink.
I once needed to print an important sheet for work. I didn’t set a print area, so my printer wasted several sheets of paper and ink due to the default settings.
Now, let’s move onto our next topic – Choose Your Printer to Complete The Print Job. Another essential step in printing successfully.
Choose your printer to complete the print job
Ready to print? Here’s how you can choose the right printer in just four steps:
- Go to the File tab on your Excel toolbar.
- Scroll down and select “Print”.
- From the “Settings” section, click the dropdown menu next to “Printer”.
- Pick the one you want from the available options.
Keep in mind, if your computer has multiple printers, you need to choose the right one for your job. Think about the printer’s capabilities and the type of document or worksheet you’re printing. Different printers may be better for certain types of documents, or have special settings that affect how your printed document looks.
Did you know printers have come a long way? In 1938, Chester Carlson invented the first electronic printer – a Xerox machine. In 1953, a commercial version became available.
In the next section, we’ll show you how to reset your print area in Excel using a helpful shortcut.
Learn How to Reset Your Print Area
Me, you? Sound familiar? Spend much time in Excel? Have you ever printed a sheet from there? Frustrating when wrong info cuts off or the printer spits out pages of no-use data. No worries. Print Area feature helps.
Let’s get going! I’ll guide you to reset the Print Area. Confirm the Print Area button, select Clear Print Area button, and even preview with Print Preview. Got it? Then let’s do it!
Image credits: pixelatedworks.com by Yuval Duncun
Confirm the Print Area button
- Head to the Page Layout tab.
- Click Page Setup in the bottom right corner of the Page Setup group.
- Select Print Area, then pick Set Print Area from the drop-down menu.
- Confirm that it worked by clicking the Confirm Print Area button.
- Check the preview before printing. Remember: different Excel versions need different steps. Also, set an appropriate scale.
- Finally, learn how to Select Clear Print Area button next!
Select Clear Print Area button
To select the Clear Print Area button in Excel, follow these four easy steps!
- Go to the Page Layout tab on your Excel workbook.
- Find the Print area grouping.
- Select the Clear Print Area button.
- This removes any print settings from the workbook.
Note: Clearing the print area does not change any content in Excel. It just changes what will be printed.
Pro Tip: You can use keyboard shortcuts to quickly get to the Clear Print Area button. Press Alt + P + R + C while in Excel.
Now you know how to clear the print area. Now learn how to preview your document using Print Preview – necessary before printing from Excel.
Preview your document using Print Preview
Text: Preview your document using Print Preview with these five steps:
- Click “File” at the top of the Excel window.
- Select “Print” from the drop-down menu.
- Click on the “Print Preview” button in the “Settings”.
- Use the toolbar to move through and view all pages as they will appear when printed.
- Adjust settings like margins, orientation, and scaling if necessary.
Previewing documents before printing can save you time and paper. It also gives you an idea of how much content will fit on each page.
Check font size, spacing between lines and columns. Make sure that no text is cut-off or overlapping.
To optimize print layout, adjust parameters like margin size, page orientation, and scaling factor. Experiment until you find a combination that works best for you.
Print Preview also helps to see what headers and footers will look like on each page. This is useful for adding titles, dates, or page numbers to your documents.
Next, learn how to customize your print area to suit your needs!
Customizing Print Area to Suit Your Needs
Do you work with Excel daily? It can be so time-consuming… going through each cell, just to find out you printed irrelevant columns. Thankfully, there is a way to customize your print area in Excel! It’s easy to use, too. In this section we’ll look at setting up your print area. We’ll cover the steps and how to:
- Locate and use the ‘Print Area’ button
- Use the ‘Set Print Area’ button
- Select only the cells you want to print
Image credits: pixelatedworks.com by Harry Woodhock
Open the Print Area button
To open the Print Area button in Excel, you need to take some steps.
- Launch Microsoft Excel and open the workbook with the worksheet you want to print.
- Then click on the “Page Layout” tab at the top of the screen.
- Step 1: Click on “Page Setup” group which is on the right side of the ribbon.
- A dropdown menu will appear, look for “Print Area”.
- Step 2: Click the dropdown menu next to “Print Area” and select “Set Print Area”.
And that’s it! You have successfully opened the Print Area button. Easy, right?
Remember, not using this tool can get you into trouble.
For example, you might print a table without setting a print area – leading to unnecessary rows and columns being printed on several pages.
Finally, we will discuss how to set your print area using a shortcut.
Click on Set Print Area button
Open your Excel worksheet and select the cells you want to include in your print area. Next, click on the Page Layout tab. Look for the Page Setup group, click on the arrow, and click “Set Print Area”.
Excel will display a dotted line around the selected cells, indicating they are your custom print area. You can adjust or clear the print area by selecting a different set of cells or using the Clear Print Area option.
Using this shortcut is an easy way to save ink and paper. It gives more control over what gets printed before you send it off. You can remove any unwanted data from your prints with just one click without permanently deleting them.
Before I discovered Set Print Area, I was stuck between printing too much or too little data. It’s really helpful when going through vast amounts of information and being able to crop out what doesn’t need to be presented. This helps make my documents concise but still complete for reporting progress back through effective charts and diagrams during team meetings.
Select the specific cells you want to print
Want to know how to select certain cells to print in Excel? Follow these easy steps!
- Select the range of cells you would like to print.
- Click on the “Page Layout” tab in the top menu bar.
- Find ‘Print Area’ – it’s in the Page Setup group.
- From the dropdown menu, choose “Set Print Area.”
- Finally, click “Print Preview” to check it out.
Choosing specific cells to print saves time and paper. It keeps printed documents clutter-free and relevant. For large amounts of data, setting a custom print area is essential. It makes your workflow faster and more professional-looking. You also gain more flexibility for formatting and arranging data. Plus, it minimizes paper waste and makes collaboration easier.
Knowing how to set a custom print area in Excel is a useful skill. It saves time and boosts productivity, while making sure printed documents are neat and easy-to-read.
FAQs about How To Set The Print Area In Excel With A Shortcut
How to set the print area in Excel with a shortcut?
To set the print area in Excel with a shortcut, follow these steps:
- Select the cells that you want to print.
- Press the keys “Ctrl” and “P” together.
- Select “Print Selection” from the “Settings” section.
- Click “Print” to print only the selected cells.
What is the benefit of setting a print area in Excel?
The benefit of setting a print area in Excel is that you can choose to print only the cells that are relevant to your report, and skip printing unnecessary data. This can save you time, ink, and paper.
Can I set a print area for multiple sheets in Excel?
Yes, you can set a print area for multiple sheets in Excel by selecting the sheets that you want to print, selecting the cells on each sheet that you want to include in the print area, and then following the steps for setting a print area with a shortcut.
Can I clear the print area in Excel?
Yes, you can clear the print area in Excel by following these steps:
- Select the cells that are included in the print area.
- Press the keys “Ctrl” and “Shift” together, and then press “P”. This will open the “Page Setup” dialog box.
- Select the “Sheet” tab.
- Clear the text box next to “Print area”.
- Click “OK” to close the dialog box and clear the print area.
Can I assign a shortcut key to set the print area in Excel?
Yes, you can assign a shortcut key to set the print area in Excel by creating a macro and assigning a shortcut key to that macro. To do this, open the “Developer” tab, click “Macros”, create a new macro, and assign a shortcut key to the macro.
What is the default print area in Excel?
The default print area in Excel is the entire worksheet. If you want to print only a certain section, you will need to set the print area manually or with a shortcut key.
Nick Bilton is a British-American journalist, author, and coder. He is currently a special correspondent at Vanity Fair.