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How to Set Print Area in Excel 2016
Edited 1 week ago by ExtremeHow Editorial Team
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Excel 2016 is a powerful tool that allows you to organize, analyze, and visualize data in a variety of ways. One of Excel's key features is its ability to print worksheets, so you can keep a hard copy of your data for presentations, record keeping, or analysis. However, sometimes you don't want to print the entire worksheet, especially if it contains a large amount of data. Instead, you may want to print only a specific part of the sheet. In such cases, setting the print area is beneficial. This comprehensive guide will introduce you to the process of setting the print area in Excel 2016.
What is the print area?
In Excel 2016, the "print area" refers to the range of cells that you specify to print. By setting the print area, you tell Excel to print only that part of your worksheet, ignoring the rest. This can be especially helpful when you have large datasets or notes on your worksheet that you don't want to include in the printout. Setting the print area is a useful way to focus on specific sections of your data without reorganizing your worksheet.
Steps to determine the print area
Below are the steps required to set up the print area in Excel 2016. Please follow them carefully:
Step 1: Open your Excel worksheet
The first step is to open the worksheet in Excel 2016 in which you want to set the print area. Open Excel on your computer and select the workbook and worksheet where you want to set the print area. Make sure the worksheet contains all the data you want to print.
Step 2: Select the range of cells
Determine the specific range of cells on your worksheet that you want to print and highlight them. You can do this by clicking and dragging your mouse across the cells. If the cells are not adjacent, you will need to manually select different sections of your data.
Step 3: Set the print area
After selecting the desired range, switch to the "Page Layout" tab on Excel's ribbon at the top of the window. In the "Page Layout" section, look for an option called "Print Area." Click on it, and a dropdown menu will appear. From this dropdown menu, select "Set Print Area." This will designate the selected cells as the area you want to print.
Once you set the print area, Excel will remember your selection until you change or clear it. It's important to understand that you can also adjust the print area by selecting the cell and choosing "Add to print area" from the same dropdown menu if necessary.
Step 4: Preview the print area
After setting the print area, it is recommended to preview it before printing to make sure everything looks as expected. To do this, click the "File" tab in the upper left corner, then select "Print" from the menu. This will open a print view window where you can see what the printout will look like. The area you selected should appear in the print view.
Step 5: Print the Worksheet
Once you are satisfied with the print preview, you can proceed to print the document. In the Print View window, select the printer settings you want. When you are ready, click "Print" to make a hard copy of the selected print area.
Clearing the print area
Suppose you need to clear the print area; maybe you want to print the entire worksheet or just a part of it. In that case, it's easy to return to the normal settings. Follow these steps:
Navigate to the "Page Layout" tab in the Excel ribbon bar once again. Find the "Print Area" dropdown menu, and this time select "Clear Print Area". This action will clear the previously set print area, allowing you to revert to the default print settings or set a new print area.
Setting up multiple print areas
Excel 2016 also allows you to set multiple print areas in the same worksheet. To set multiple print areas, select the first range of cells you want to print, and designate it as the print area in the method already described. Then, select the next range of cells and go to the "Print Area" dropdown again. Instead of setting it as a new print area, select "Add to Print Area." Repeat this process for each section you want to include under the print area.
When you print, each print area will print as a separate page. This feature is especially useful when you have non-adjacent sections of data that you want to print without printing the entire worksheet.
Using Excel's advanced print options
In addition to setting the print area, Excel 2016 provides additional print settings and options. These advanced options are ideal for users who want more control over the print output. For example, you can adjust the page orientation, paper size, and margins within the "Page Layout" tab. Follow the steps below to take advantage of these features:
Page Orientation
By default, Excel is set to print in portrait mode, which means the printout is taller than it is wide. However, for wide data sets, landscape mode (where the printout is wider than it is tall) may be more appropriate. To change the orientation, go to the "Page Layout" tab and select "Orientation". Select "Portrait" or "Landscape" according to your preference.
Adjusting Margins
If your print area is wide and you need more space on the sheet, you can adjust the margins. Switch to the "Page Layout" tab, select "Margins" and choose from the predefined sets, or select "Custom Margins" to define your own margins for your printout.
Measuring the print area
If you find the print area is a little large or small for the page, Excel provides the ability to scale the print result to better fit the page. Go to "Page Layout", and in the Scale to Fit group, you can adjust the width, height, and scaling percentage. This feature is useful for making sure your print area fits nicely on the pages without unnecessary splits.
Example set print area in practice
Here are a few scenarios to help illustrate how setting the print area can be used in practical situations:
Example 1: Printing a report summary
Imagine you have a large Excel sheet with many columns and rows containing detailed business data, including sales data, employee records, and more. However, you only need to print a specific summary report section to share with your team. Instead of printing the entire worksheet, simply select the summary range, set the print area using the steps mentioned above, and print your summarized report.
Example 2: Creating a class list
Let's say you're a teacher who has a worksheet with data on all of your students, including their grades, attendance records, and personal information. For a parent-teacher meeting, you need to print a class list with only names and grades. Just select these columns, set the print area, and use the print settings to format it properly for the meeting.
Troubleshoot print area issues
Users may face challenges when setting or printing areas in Excel 2016. Here are some common problems and solutions:
The print area does not cover the selected cells
If the print area does not cover the selected cells or the printout is unpredictable, make sure that merged cells are handled properly, as these can disrupt the selection. Where possible, split merged cells or create a selection around them.
The print area is too large for the page
If your print area spans too many pages, use the scaling options described earlier to resize the printout to better fit on fewer pages.
Wrong margin
Incorrect margins can often cause page breaks or truncated data. Always double-check custom margins during the print preview stage and adjust as necessary.
In conclusion, setting the print area in Excel 2016 is a simple but powerful feature that can help you maintain productivity and focus by printing only relevant data from your worksheets. By following the outlined steps and tips, you can effectively manage and optimize your print output, increasing the overall utility of your Excel use. Whether for personal reports or team presentations, mastering the art of setting the print area can save time and resources in your professional toolkit.
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