If you have ever printed a spreadsheet only to find half of your data missing or several unnecessary blank pages, you are not alone. Excel offers a helpful feature called “Print Area” that allows you to control exactly what part of your worksheet gets printed. Whether you are creating a financial report, a timetable or a stock list, knowing how to set the print area in Excel helps you save time, paper and frustration.
This guide explains how to set the print area in Microsoft Excel and gives tips on managing it effectively for clear and tidy printouts.
What Is a Print Area in Excel
The print area in Excel is a defined selection of cells that you want to include when you print your worksheet. By setting the print area, Excel ignores everything outside that range so you can avoid printing empty rows or columns that are not relevant.
This is particularly useful for large worksheets where you only want to print specific tables or summaries. It also helps when sharing documents with others who only need part of the data.
How to Set the Print Area
To set the print area in Excel, first open the worksheet you want to print. Use your mouse or keyboard to highlight the range of cells you would like to include. This can be a small block of figures, a full table or several rows and columns.
Next, go to the ‘Page Layout’ tab at the top of the Excel window. In the ‘Page Setup’ group, click on ‘Print Area’ then choose ‘Set Print Area’. Once this is done, Excel will remember your selection and only print that section when you go to ‘File’ then ‘Print’.
You will see a faint grey outline around the print area which confirms what has been selected. This outline does not appear when printing but acts as a guide while you work.
How to Add to an Existing Print Area
If you want to include more data after setting your original print area, you do not need to start again. Instead, highlight the new cells you want to add, return to the ‘Page Layout’ tab, click ‘Print Area’ then select ‘Add to Print Area’.
This works well if your worksheet is divided into sections or if you forgot to include a column or row the first time. Be aware that Excel will treat multiple areas as separate blocks and may print each one on its own page depending on their positions.
How to Clear the Print Area
If you change your mind or want to print the entire sheet again, you can clear the print area easily. Go to the ‘Page Layout’ tab, click on ‘Print Area’ and choose ‘Clear Print Area’. Excel will now go back to printing everything on the active worksheet unless you set a new print area.
This is important if you are reusing templates or sharing files, as leftover print area settings from previous users can cause confusion.
Using Print Preview to Check Your Layout
Before printing, it is always a good idea to check how your document will look. Click on ‘File’ then ‘Print’ to open the Print Preview screen. Here, you can see how your print area fits on the page and make adjustments if needed.
If the selected print area is too wide or long to fit neatly, consider using the ‘Page Layout’ tab to change orientation, margins or scaling options. For example, you might switch to landscape mode or set it to fit all columns on one page.
Tips for Managing Large Spreadsheets
When working with larger files, consider freezing panes so headers stay visible and repeating row titles on every page for better readability. You can also use ‘Print Titles’ under the ‘Page Layout’ tab to repeat specific rows or columns across multiple pages.
Label your print areas clearly using headings or borders so that printed data is easy to follow. Always test your layout with a preview before sending to print, especially if you are printing for a meeting or external use.
Final Thoughts
Setting a print area in Excel gives you control over what gets printed and ensures your documents look professional and organised. Whether you are preparing a one-page summary or a multi-page report, taking the time to set the print area helps avoid wasting paper and confusing layouts. Once you know how to use this simple tool, printing from Excel becomes a much smoother task.