Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, and 2013. 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: Using Less Paper on Printouts.

Using Less Paper on Printouts

by Allen Wyatt
(last updated October 2, 2018)

9

I've got a worksheet that has data in only the first column. In fact, I use cells A1:A100 to store this data. When I print it, the printout uses many pages, but only the left side of each page actually had information in it. If you have the same problem, you may be wondering if there is a way to print the data in columns on a single sheet of paper.

Unfortunately, there is no simple command you can use or magic Wizard you can call up to format the information for printing in columns. Instead, you must manually work with the data a little bit. The first approach would be to use the following steps. (These steps assume you have data that is only one column wide by 100 rows deep.)

  1. In cell B2, enter the formula "=A26".
  2. In cell C2, enter the formula "=A51".
  3. In cell D2, enter the formula "=A76".
  4. Copy cells B2:D2 down to row 25.

Your data is now in four columns, without the original data being disturbed. Format your columns to the necessary width, place a page break just before row 26, and print just the first page of your data.

Another option is to utilize the Camera tool, which has been discussed in other issues of ExcelTips. Simply select the information that will appear in the three extra columns, snap the Camera, and place the resulting graphic on the page to be printed.

If you are familiar with other Office tools, you could also copy your entire data table (all 100 rows) to the Clipboard and paste it into Word. You can then format the information in Word to use columns and print as desired. (You can also place headers and footers on your data easier within Word than you can in Excel.)

Finally, you could also look into a third-party add-in or program (such as ASAP Tools) that can handle this type of printing need for you.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9096) applies to Microsoft Excel 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Excel here: Using Less Paper on Printouts.

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

Keeping a Document Open After Hyperlinking

A solution to Hyperlinking closing your Word document in Word 97.

Discover More

Formatting Raw Data

When you get a bunch of raw data into Excel from an external source, it isn't going to be formatted to your liking. The ...

Discover More

Deleting Every X Rows

Grab some info from a source other than Excel, and you may find the need to delete a certain pattern of rows from a ...

Discover More

Save Time and Supercharge Excel! Automate virtually any routine task and save yourself hours, days, maybe even weeks. Then, learn how to make Excel do things you thought were simply impossible! Mastering advanced Excel macros has never been easier. Check out Excel 2010 VBA and Macros today!

More ExcelTips (ribbon)

Changing Cell Values while Printing

When printing mulitiple copies of the same worksheet, you may have a need to change something simple for each of the ...

Discover More

Conditional Printing

If you need to make what Excel prints be based upon conditions in a worksheet, you'll love the information in this tip. ...

Discover More

Creating Individual PDFs by Worksheet

Want to print your worksheets to their own PDF? This can be quite manually intensive, unless you put the macro in this ...

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}] 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 nine more than 0?

2018-10-03 10:48:09

Morris Manning

There is a minor correction in post below. The data header should read: "Sample Data From A2:A101 Using Indirect Formula".


2018-10-02 12:25:09

Morris Manning

Willy Vanhaelen's indirect formula is elegant and makes it easy to modify size of the wrapped displayed/printed data. For example consider the following:
1. Data in Column A2:A101

2. Print table can be set up anywhere, even on a different sheet. Here it is set for E2 on same sheet. In E2 put formula =A2 and fill down to E101.This represents the first column of data.

3. Lets assume you want to display sixteen rows of data in the printout. Enter formula =INDIRECT(ADDRESS(ROW()+16*COLUMN(A2),1)) in cell F2 and press Ctrl+Enter. Use fil handle to fill range F2:F17. Reselect fill handle in cell F17 and fill to right until zeros appear in righthand column. Zeros should be deleted. Note: It is very easy to reset this example to different rows and columns to get the most pleasing printout by modifying the formula in F2 and using the fill handle to extend down to the rows you want and then to the right until zeros appear.

4. If you would like a descriptive header for the resulting printout, add a header beginning at E1 and extend range to last column of data, add text and format. Select Center Across option. I have added this Quick Access Toolbar. Select E1:K17 and set as print range. In printer controls, the printout can be fine-tuned using the Custom Scaling Option.

(see Figure 1 below)

(see Figure 2 below)

Figure 1. Sample Data

Figure 2. Print Preview


2014-11-16 05:22:32

Willy Vanhaelen

@Bigger Don

Here is a formula that meets your excellent idea of using just one formula for the entire range.

Highlight B1:D25, enter this formula in B1 and press Ctrl+Enter:

=INDIRECT(ADDRESS(ROW()+25*COLUMN(A1),1))


2014-11-15 11:10:30

Willy Vanhaelen

@ Bigger Don

I was puzzled by your proposed formula so I tried it our but it doesn't work.

+MAX(B:B) should yield 25 in column B, 50 in column C and 75 in column D but in fact it returns the maximum value in each column if column A contains numbers of if it is text, it yields always 0.

So I'll stick with the method in this tip :-)


2014-11-14 05:05:13

Shreepad S M Gandhi

Thanks Bigger Don...

You are right. Glad to know the usage of INDIRECT function demonstrated by you.


2014-11-13 11:27:52

Bigger Don

@ Shreepad

Nothing wrong with your suggestions, they're what I would probably use, but here's another method, assuming the data is on the same worksheet. In row 1 of any other column where the column to the left is empty:

=INDIRECT(ADDRESS(ROW()+MAX(B:B),1))
(This is in column C, so "B:B" refers to that empty column.)

Then copy down & across.

Since we know data is in Column A, and Column(A:A) will return 1, it can be lengthened to

=INDIRECT(ADDRESS(ROW()+MAX(B:B),COLUMN($A:$A)))

Then replace "$A:$A" with the data column if different that A.


2014-11-12 06:53:01

Shreepad S M Gandhi

Small correction. Apologies for the inconvenience.

Selecting B2:D2 and dragging down to row 25 will:

Autofill 26 to 50 in B2:B25
Autofill 51 to 75 in C2:C25
Autofill 76 to 100 in D2:D25

Many thanks


2014-11-12 06:50:44

Shreepad S M Gandhi

It's simple Hirendra. Suppose you have 1,2,3,4...100 in cells A1, A2, A3, A4...A100 respectively.

Typing "=A26" in cell B2 returns 26
Typing "=A51" in cell C2 returns 51
Typing "=A76" in cell D2 returns 76

Selecting B2:D2 and dragging down to row 25 will:

Autofill 26 to 50 in B2:B50
Autofill 51 to 75 in C2:C50
Autofill 76 to 100 in D2:D50

That's it.
Now you may just set the print area for the first sheet and save on paper. :)



2014-11-12 02:08:21

hirendra shah

Sir I need some explanation regarding the data being in four columns. A1 to A100 one column; B2:D2 down to row 25. in another column. I could not understand the Four Columns. I request to either elaborate or publish an example worksheet. Thanks.


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.