Software

Office challenge: What's the most efficient way to print different areas of the same Excel sheet?

In this week's challenge, test your Excel skills by showing readers how to print selected views of their data, efficiently.

One of your users prints different areas of the same sheet often, and she's tired of having to specify the areas every time she wants to print. Can you help her print more efficiently? There's more than one way to help her and as usual, I encourage efficiency, especially if your solution is one that you can teach her to implement as the workbook grows.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

5 comments
basil.cinnamon
basil.cinnamon

Set Print Area is one obvious approach, but I find that it is generally extremely slow to "set" the area prior to printing, as well as preparing the job for printing once the area is "set", especially when there are hidden rows. Anyone know the cause of this behavior?

TrajMag
TrajMag

Just highlight the area you want to print and use the "Print Selection" control in the print dialog box. Only prints the selection.

zimmerwoman
zimmerwoman

Cstom Vews save print settings, row and column and filter settings. I find that the best way to print different areas of the same spreadsheet. The same workbook can contain both the workpapers and the presentation versions of the document. I frequently print them to pdf files to answer questions because It answers more questions than it creates. If I share the file with people who unhide rows and columns and don't understand what they are seeing I find the result vice-versa: it creates more questions than it answers. Plus, they will have the document in their email archive if they have further questions and that might keep them from coming back to me 6 months later for information they already have.

jbenton
jbenton

Give each printable area a name Make these names selectable from a drop down box Use the linked cell to look up the name and set Print_Area equal to that name . Then all user has to is select from the dropdown and print (any new areas need to be named and added to a dynamic list)

gkalele
gkalele

HI there, in your elaboration above, you forgot to mention use of "Indirect" function. In the Formula ->Name Manager -> in the formula for Print_Area, =Indirect(named range for drop down) is needed.