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: Adding the Set Print Area Tool.

Adding the Set Print Area Tool

by Allen Wyatt
(last updated August 28, 2021)

If you have the need to define different areas of a worksheet to print, you know that you can do so by simply defining different print areas in your worksheet. The normal way you do this is to select the range of cells you want in the print area, display the Page Layout tab of the ribbon, click the Print Area tool (in the Page Setup group), and then choose Set Print Area.

If you need to change print areas quite often, these steps may get tiresome. You may be interested in speeding things up a bit by adding a tool to the Quick Access toolbar that defines the print area. Follow these steps:

  1. Display the Excel Options dialog box. (In Excel 2007 click the Office button and then click Excel Options. In Excel 2010 or a later version display the File tab of the ribbon and then click Options.)
  2. At the left side of the dialog box click Customize (Excel 2007) or Quick Access Toolbar (Excel 2010 or a later version). (See Figure 1.)
  3. Figure 1. The Customize area of the Excel Options dialog box.

  4. Use the Choose Commands From drop-down list to choose All Commands.
  5. In the list of Commands, scroll down until you see the Set Print Area command. Select the command.
  6. Click the Add button. The command is now listed in the box at the right side of the dialog box.
  7. Click on OK.

Now, when you need to set a print area, you simply choose the area on the screen and click on the Set Print Area button.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9842) 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: Adding the Set Print Area Tool.

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

Formatting Endnote Reference Marks

The reference marks used for endnotes are, by default, formatted "good enough" for most people. If you are one of those ...

Discover More

Getting Context-Sensitive Help

Word employs what is called a context-sensitive help system. This means that the program tries to direct you to the ...

Discover More

Controlling Sorting Order

When you sort information in a worksheet, you have control over the order in which that information is sorted. Here's 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)

Setting Print Ranges for Multiple Worksheets

Need the same print range set for different worksheets in the same workbook? It can't be done in one step manually, but ...

Discover More

Locking the Print Area

Excel allows you to specify an area of your worksheet that should be printed. Here's how to "lock" that area so it cannot ...

Discover More

Clearing the Print Area

Excel allows you to specify which portions of a worksheet should be printed when you send output to your printer. If you ...

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 three less than 9?

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.