How to Set the Print Area in Excel (Step by Step)

How to Set Print Area in Excel

Today we’ll be talking about how to set the print area in Excel. Keep watching and print any part of your Excel sheet without a hitch!

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How to Change Print Area in Excel

To print selected cells of an Excel spreadsheet, first you need to highlight the area.

How to Set the Print Area in Excel - highlight the area

Then go to the ‘Page Layout’ tab, click on ‘Print Area’ where you select the option ‘Set Print Area’.

How to Set the Print Area in Excel - select the option set print area

Now if you go to the ‘View’ tab up here and click on ‘Page Break Preview’, you’ll see how the selected area is distributed on pages. Here the data is spread on three pages, but if this is not convenient enough, we can change that.

How to Set the Print Area in Excel - click on Page Break Review
How to Set the Print Area in Excel - how the selected area is distributed on pages

Let’s say we want to include the June figures on page one. Drag and drop this blue line here to move the data for June to the first page. All dividing lines can be adjusted the same way.

How to Set the Print Area in Excel - Drag and drop the blue line
How to Set the Print Area in Excel -move the data for June to the first page

How to Adjust Print Area in Excel

You can also change the page orientation. Go to the tab ‘Page Layout’ and set the orientation to ‘Portrait’ or ‘Landscape’ – depends on which suits you better. We’ll select ‘Landscape’ here.

How to Set the Print Area in Excel -  change the page orientation

If we now go to ‘File’ here at the top and click on ‘Print’, we see a print preview and it looks exactly as we want it to print.

How to Set the Print Area in Excel - go to file
How to Set the Print Area in Excel - click on print
How to Set the Print Area in Excel - print preview
How to Set the Print Area in Excel - print preview page two

But let’s move on now and have a look at a couple of more useful tricks, such as how to add more cells with data to the selected print area.

So, let’s go back by clicking on this arrow here in the top left corner and let’s switch to the normal view, but now we’ll do it through this button at the bottom on the right.

How to Set the Print Area in Excel - click on the arrow to go back
How to Set the Print Area in Excel - click on normal view

How to Add Cells to an Existing Print Area

Before we get started with how to add cells to the print area, we need to remember that the last row of the current print area is 24.

How to Set the Print Area in Excel - current print area is 24

If we want to add rows, we can only do so with those which are next to the last row of the selected area, which means we can expand the current print area by adding the rows 25, 26, and so on.

How to Set the Print Area in Excel - adding the rows 25, 26, and so on

If the originally selected and the added data are not adjacent, Excel will create a new print area.

We’ll select the adjacent rows 25 to 29 to expand the print area.

How to Set the Print Area in Excel -  select the adjacent rows 25 to 29 to expand the print area

Now, open the ‘Page Layout’ tab and click on ‘Print Area’ and here’s another option – ‘Add to Print Area’. Click on it and that’s it!

How to Set the Print Area in Excel -  add to print area

If we now go to ‘File’ and click on ‘Print’ again, it shows the expanded print area.

How to Set the Print Area in Excel -  it shows the expanded print area

And that’s not all for today.

How to Set the Rows or Columns to Repeat

Sometimes you might need certain rows or columns to repeat. For example, the column with the names – it’s included on page one but not on page two, which can make data reading a little bit complicated.

How to Set the Print Area in Excel -  the column with the names – it’s included on page one but not on page two
How to Set the Print Area in Excel - names – it’s included on page one but not on page two

To solve this little problem, go back to the data table by clicking on this arrow, go to the tab ‘Page Layout’ and click on ‘Print Titles’.

How to Set the Print Area in Excel - click on Print Titles

You’ll see a window where you can specify ‘Rows to repeat at top’ or ‘Columns to repeat at left’.

How to Set the Print Area in Excel - see a window

We want to repeat the column with names, so we’ll click on this option, select the column A, and confirm the choice with OK.

How to Set the Print Area in Excel - click on the option
How to Set the Print Area in Excel - select the column A
How to Set the Print Area in Excel - confirm the choice with OK

And that’s all it takes!

When we have a look at the print preview, we can see that the column with names shows on both pages, which makes it much easier when it comes to reading the data!

How to Set the Print Area in Excel - the column with names shows on both pages
How to Set the Print Area in Excel - names shows on both pages

Once everything’s been set as needed, just hit ‘Print’ to print out only that part of the data table you need.

How to Set the Print Area in Excel - hit print

And before we wrap it up for today, there’s something to bear in mind when setting the print area.

If you save the workbook now, the print area you’ve set will be saved, too. So, you can print out the same area anytime you open the document.

How to Clear Print Area in Excel

To clear the print area, click on the arrow in the top left corner again, go to the ‘Page Layout’ tab, click on ‘Print Area’ and select ‘Clear Print Area’.

How to Set the Print Area in Excel - select clear print area

Now you can print out the whole sheet.

How to Set the Print Area in Excel - Now you can print out the whole sheet

If you’d like to know how to add a header or a footer in Excel, watch more tutorials by EasyClick Academy – the links to the tutorials are included in the list below.

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Thanks for watching and I’ll see you in the next tutorial!

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