Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. 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: Setting Print Ranges for Multiple Worksheets.
by Allen Wyatt
(last updated August 10, 2019)
Martin asked if there is a way to set print ranges for multiple worksheets at the same time. He has a workbook containing a number of worksheets structured exactly the same, and he wants their respective print ranges to be exactly the same.
As Martin has discovered, there is no way to do this directly in Excel. When you select multiple worksheets, select the area you want set as the print area, and then try to set the print area, you quickly discover that the option to do the setting is grayed out, so you cannot select that option.
There are several things you can try, however. One is to start with a new workbook and develop a single worksheet that contains the print area as you would want it on all worksheets. Then, copy the worksheet however many times desired in the workbook. The copied worksheets will have the print area set as it was in the first worksheet.
The other option is to create a macro that will do the print-area setting for you. Consider the following macro, which will set the print area for all the selected worksheets to whatever the print area is on the active worksheet. (When more than one worksheet is selected, the active worksheet is the one that is visible when you run the macro.)
Sub SetPrintAreas1() Dim sPrintArea As String Dim wks As Worksheet sPrintArea = ActiveSheet.PageSetup.PrintArea For Each wks In ActiveWindow.SelectedSheets wks.PageSetup.PrintArea = sPrintArea Next Set wks = Nothing End Sub
If you prefer to have the print area set to some range that you specify, rather than needing to set the print area on the active worksheet first, then you can make one small change to the macro so that it uses a range for the print area:
Sub SetPrintAreas2() Dim sPrintArea As String Dim wks As Worksheet sPrintArea = "A7:E22" For Each wks In ActiveWindow.SelectedSheets wks.PageSetup.PrintArea = sPrintArea Next Set wks = Nothing End Sub
To choose a different print area for your needs, replace the range that is assigned to the sPrintArea variable. If you figure that you may use the macro quite a bit, in a number of different workbooks, or if you figure that you may need to change the print area regularly, you could change the macro so that it prompts the user for a range to use:
Sub SetPrintAreas3() Dim sPrintArea As String Dim wks As Worksheet sPrintArea = InputBox("Enter print area range") For Each wks In ActiveWindow.SelectedSheets wks.PageSetup.PrintArea = sPrintArea Next Set wks = Nothing End Sub
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9365) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. You can find a version of this tip for the older menu interface of Excel here: Setting Print Ranges for Multiple Worksheets.
Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!
Many people, when they print a worksheet, print the entire thing. You don't have to, however. You can specify that Excel ...Discover More
Want to print small, non-contiguous areas of your worksheet all on a single page? You might think that defining a ...Discover More
Need to print more than one portion of your worksheet? If you use named ranges for the different ranges you want to ...Discover More
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
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.