How to Set a Print Area in Excel 2016

Setting a specific print area in Excel 2016 is a useful feature that helps control what gets printed on your documents. This guide will walk you through the process of setting a print area, customizing it, and even setting multiple print areas manually or via macros.

Introduction to Print Area Settings

The print area in Excel 2016 allows you to define specific areas of a worksheet to be printed. This feature can be particularly useful when you have a large dataset that is not aligned at the top-left corner, or if you need to print different sections of your document individually.

Methods for Setting a Print Area

There are two primary methods you can use to set a print area in Excel 2016:

Option 1: Page Break View

This method involves using the Page Break View to identify and set the print area. It's especially useful if you need to determine how your data will appear on the printed pages.

Switch to Page Break View by selecting View Page Break View. Adjust the page breaks to view the margins and the layout of your print area. When satisfied, go back to the normal view and set the print area. Select the area you want to print, go to the Format tab, and choose Print Area Set Print Area.

Once set, the print area will appear with a dotted line on the worksheet, and in the print preview, only this area will be displayed.

Option 2: Print Area for Beginners

This method is simpler and more direct. It involves selecting the area on the sheet that you want to be the print area and using the Print Area feature directly.

Select the cells you require to print. Go to the Page Layout tab and choose the Print Area Set Print Area. For multiple print areas, hold down the Ctrl key and click on the areas you want to print. Then set each one individually.

Customizing the Toolbar for Efficiency

To make setting and managing print areas more convenient, you can customize your toolbar to include essential print-related icons:

Select File Options Customize Ribbon. Under the Main Tabs, check the Developer tab if it's not already visible. In the Developer tab, check the Print Preview and Print Area icons. Click OK.

With these icons in place, you can easily set the print area without navigating through menus every time.

Working with Multiple Print Areas

Excel 2016 allows you to set multiple print areas, which is particularly useful for complex documents. Here’s how:

Highlight the cells that you want to include in one print area. Go to the Page Layout tab and click on Print Area Set Print Area. To define multiple print areas, hold down the Ctrl key and click on the additional areas. Repeat the process for each additional print area.

Incorporating multiple print areas can be achieved via VBA macros as well. Here’s a simple example:

Sub Set_Print_Areas()
    With ActiveSheet
          "A1:C20"  ","  "F10:K15"
    End With
End Sub

This macro defines two print areas: one in cells A1:C20 and another in cells F10:K15.

Conclusion

Setting a print area in Excel 2016 is an essential technique for controlling what gets printed. Whether you’re working with a simple or complex document, knowing how to set and manage print areas can save you time and ensure that your documents are printed exactly as you need them.