3 Ways To Show Printable Area In Excel

As we continue to rely on digital tools for our work and personal projects, it's easy to forget the importance of printing out physical copies of our documents. In Microsoft Excel, one common requirement is to identify and print out specific areas of a worksheet. But how do you do that? In this article, we'll explore three different methods for showing the printable area in Excel, so you can focus on the areas that matter most.

One of the most significant benefits of printing out specific areas of an Excel worksheet is the ability to review and analyze complex data in a more tangible format. When you're working with large datasets, it's easy to get lost in the digital world. By printing out specific areas, you can highlight key trends, patterns, and insights that might be harder to spot on screen.

In addition to review and analysis, printing specific areas of an Excel worksheet can also be a valuable communication tool. Imagine being able to hand a printed copy of your data to a colleague or manager, highlighting the key findings and recommendations. It's a great way to distill complex data into a clear and actionable format.

So, let's dive into the three methods for showing the printable area in Excel.

Method 1: Using the Print Area Function

The first method for showing the printable area in Excel is to use the built-in Print Area function. This function allows you to select a specific range of cells that you want to print, and then print just that area.

To use the Print Area function, follow these steps:

Select the range of cells that you want to print.
Go to the "Page Layout" tab in the ribbon.
Click on the "Print Area" button in the "Page Setup" group.
Select "Set Print Area" from the dropdown menu.
Excel will then print just the selected range of cells.

Benefits of the Print Area Function

The Print Area function is a great way to quickly and easily print out specific areas of an Excel worksheet. It's a simple and intuitive process that doesn't require any complex formulas or settings.

However, one limitation of the Print Area function is that it only allows you to select a single range of cells to print. If you need to print multiple areas of a worksheet, you'll need to use a different method.

Method 2: Using the Page Break Preview

The second method for showing the printable area in Excel is to use the Page Break Preview. This feature allows you to see exactly how your worksheet will print, including the page breaks and margins.

To use the Page Break Preview, follow these steps:

Go to the "View" tab in the ribbon.
Click on the "Page Break Preview" button in the "Workbook Views" group.
Excel will then display the worksheet in a page break preview mode.
You can adjust the page breaks and margins as needed.
Click on the "Print" button to print the worksheet.

Benefits of the Page Break Preview

The Page Break Preview is a powerful tool for showing the printable area in Excel. It allows you to see exactly how your worksheet will print, and make adjustments as needed.

One benefit of the Page Break Preview is that it allows you to adjust the page breaks and margins. This can be especially useful if you need to print a large worksheet on multiple pages.

However, one limitation of the Page Break Preview is that it can be overwhelming to look at. The preview mode can make it difficult to see the individual cells and data.

Method 3: Using VBA Macros

The third method for showing the printable area in Excel is to use VBA macros. VBA macros are small programs that can be written to automate specific tasks in Excel.

To use VBA macros to show the printable area in Excel, follow these steps:

Open the Visual Basic Editor by pressing "Alt + F11" or by navigating to "Developer" > "Visual Basic" in the ribbon.
Create a new module by clicking "Insert" > "Module" in the Visual Basic Editor.
Write a VBA macro that selects the range of cells you want to print.
Use the "PrintOut" method to print the selected range of cells.

Here is an example of a VBA macro that prints a specific range of cells:

Sub PrintRange()
  Range("A1:E10").PrintOut
End Sub

Benefits of VBA Macros

VBA macros are a powerful tool for automating specific tasks in Excel. They can be used to show the printable area in Excel by selecting a specific range of cells and printing just that area.

One benefit of VBA macros is that they can be customized to perform complex tasks. They can be used to automate tasks such as formatting, data analysis, and reporting.

However, one limitation of VBA macros is that they can be difficult to write and debug. They require a good understanding of VBA programming and can be time-consuming to create.

Conclusion

In this article, we've explored three different methods for showing the printable area in Excel. Whether you're using the Print Area function, the Page Break Preview, or VBA macros, there's a method that's right for you.

By showing the printable area in Excel, you can focus on the areas that matter most and print out specific ranges of cells. This can be especially useful for review and analysis, as well as communication and collaboration.

We hope this article has been helpful in showing you how to show the printable area in Excel. Do you have any questions or comments? Let us know in the comments below!