How to set the print area in Excel

  1. Learn these techniques before printing
  2. Reasons to set print areas in Excel
  3. Set one or more print areas
  4. How to add cells to the print area
  5. Clearing the Printable Area
  6. View the printable area

Learn these techniques before printing

Printing an Excel spreadsheet is much more difficult than printing from Word because these documents can have hundreds of rows and columns that won’t fit on a standard 8.5 x 11 sheet. If you often need to print a specific sheet selection or selections, you can define one or more print areas. Then, when you print the worksheet, only those areas are printed, each on a separate page.

You can also add cells to an existing print area and clear one or more print areas if you change your mind. (Or remove all print areas if you must print everything.) Worksheets can have as many print areas as you need; each print area represents one page.

These instructions apply to Excel 2019, 2016, 2013, 2010, 2007, and Excel for Office 365.

Reasons to set print areas in Excel

If you print a large worksheet without defining print areas, you run the risk of hard-to-read, unformatted pages. If the sheet is wider or longer than the paper your printer uses, rows and columns will be cut off. It doesn’t look pretty. By setting the print areas, you can control the appearance of each page so that it is easy to read and understand.

Set one or more print areas

  1. Open the worksheet and select the cells you want to include in the printable area.

  2. Press and hold to set more than one printable area ctrl and select the areas you want to print. Each print area gets a separate page.

  3. Go to the tab page layout

  4. In a group Page Settings Click Print area and select Set print area in the drop-down menu.

  5. When you save your workbook, the print areas are also saved.

How to add cells to the print area

After you set up the printable area, you can add adjacent cells to it if you make a mistake or enter additional data the first time.

If you try to add cells that are not next to the printable area, Excel creates a new cell for those cells.

  1. On the worksheet, select the adjacent cells that you want to add to the existing print area.

  2. Click the Page Layout tab of the ribbon.

  3. In the Page Setup section, click Print area Add to Print Area

Clearing the Printable Area

You can also clean up print areas that you no longer need or that were created by accident.

  1. Click the cell in the print area that you want to delete.

  2. Go to the tab page layout

  3. In section Page Settings Click Print area Clear Print Area

View the printable area

You can preview and preview your print areas before printing the table.

To view your print areas:

  1. Go to the tab Vision

  2. In section book views Click Page break example

  3. Click Normally in the “Types of books” section to return to the worksheet.

  4. When you’re ready to print, click File seal

  5. To the right of the print options, you can scroll through each printed page in the document.

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