How to set a print area in excel

Answer

To set a print area in Excel, select the cells that will appear on the printed page and assign them as the defined print range. A print area limits printing to specific cells on one or multiple pages.

Setting a Print Area

Excel sets a print area through the Page Layout tab. Windows and Mac use the same steps, but menu placement differs slightly.

Windows

1. Select the range of cells.

2. Go to Page Layout.

3. Select Print Area.

4. Select Set Print Area.

Mac

1. Select the range of cells.

2. Go to Layout on the ribbon.

3. Select Print Area.

4. Select Set Print Area.

How to add to an existing print area

To add more cells to an existing print range, extend the selected area manually.

Windows

1. Select additional cells.

2. Go to Page Layout.

3. Select Print Area.

4. Select Add to Print Area.

Mac

1. Select additional cells.

2. Go to Layout.

3. Select Print Area.

4. Select Add to Print Area.

How to clear a print area

To remove a defined print area, use the print area menu.

Windows

1. Go to Page Layout.

2. Select Print Area.

3. Select Clear Print Area.

Mac

1. Go to Layout.

2. Select Print Area.

3. Select Clear Print Area.

How to preview the print area

To preview a print area, open Print Preview.

Windows and Mac

1. Press Ctrl + P (Windows) or Command + P (Mac).

2. View the highlighted print boundaries on the preview pane.

How to adjust print scaling for a print area

Excel scales the print area to fit a page through the Page Layout controls.

Windows and Mac

1. Go to Page Layout.

2. Use the Scale to Fit group.

3. Adjust Width, Height, or Scale to fit the print area on fewer pages.

How to set multiple print areas

Excel supports multiple non-adjacent print areas within a worksheet.

Windows and Mac

1. Select the first range.

2. Hold Ctrl (Windows) or Command (Mac).

3. Select additional ranges.

4. Set the print area.

Excel prints each range on separate pages.

Why is the print area important

A defined print area improves print accuracy and reduces wasted pages. Excel prints only the selected data, which increases clarity and consistency. A print area saves with the workbook, making repeated printing faster.

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