Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and 2021. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Printing Rows Conditionally.

Printing Rows Conditionally

Written by Allen Wyatt (last updated March 28, 2020)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, and 2021


Rune has three columns, A through C, that contain data. Column C contains either blank (nothing) or the letter X. Rune wonders if there is an easy way for him to print only those rows that have an X in column C.

There is a very easy way to do this. Assuming that you have a header row in row 1, follow these steps:

  1. Select any cell in the columns.
  2. Make sure the Data tab of the ribbon is displayed.
  3. Click the Filter tool, in the Sort & Filter group. Excel displays small drop-down arrows beside the header row cells.
  4. Click the drop-down arrow for column C and select only the X. Excel filters the data so that only those rows that have an X in column C are displayed.
  5. Print your worksheet as you normally would.

That's it; the filtered worksheet is printed and only those rows with an X in column C are on the printout. You can, if desired, remove the AutoFilter after printing. When your data changes and you need to print again, just follow the same steps once more.

Another way to do the printing (if you don't want to use a filter for some reason) is to simply sort your data according to the contents of column C. If you sort in descending order, then all the rows containing an X in column C will be at the top of your worksheet. Select those cells and define them as your print area. When you then print, only those rows with an X in column C are printed.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (8933) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Excel here: Printing Rows Conditionally.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Adding a Little Color

The normal way to change the color of selected text is through the use of the Font Color tool. If you have to use the ...

Discover More

Opening a Word Document when Starting the Computer

Some people use their computers for little else, other than to work on Word documents. If that is the case with you, then ...

Discover More

Making Common Information Accessible

Got a bunch of info that is common to a lot of your documents? Here's a way to get that information standardized among ...

Discover More

Best-Selling VBA Tutorial for Beginners Take your Excel knowledge to the next level. With a little background in VBA programming, you can go well beyond basic spreadsheets and functions. Use macros to reduce errors, save time, and integrate with other Microsoft applications. Fully updated for the latest version of Office 365. Check out Microsoft 365 Excel VBA Programming For Dummies today!

More ExcelTips (ribbon)

Printing Columns and Rows

If you want to print just the contents of a number of rows and columns, it can be challenging to get the output you want. ...

Discover More

Setting Print Titles

Excel allows you to specify certain rows or columns that will be repeated on the pages of a printout. Here's how to set ...

Discover More

Setting the Active Printer in VBA

Your macros can control where printed output is directed, but sometimes it can be difficult to get the settings correct. ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 8?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.