Changing Cell Values while Printing

by Allen Wyatt
(last updated May 2, 2015)

6

Madhabi wants to print four copies of a worksheet, but have the value of cell A7 change for each copy. The four values are "Original," "Duplicate," "File," and "Driver." All other data being the same, Madhabi wonders how he can change the text of cell A7 while printing.

One possible approach is to create four different worksheets that contain essentially the same information. Worksheets 2 through 4 could all reference cells on worksheet 1, with the exception of cell A7 which could be set on each worksheet to a different value ("Original," "Duplicate," etc.).

A better approach, however, would be to create a quick macro that you could use for your printing. The macro could handle changing the value of cell A7 just before the worksheet is printed each time. Here's a simple example:

Sub PrintCopies()
    Dim i As Integer
    Dim VList As Variant

    VList = Array("Original", "Duplicate", "File", "Driver")
    For i = LBound(VList) To UBound(VList)
        Range("A7") = VList(i)
        ActiveSheet.PrintOut 
    Next
End Sub

The macro places the four values destined for cell A7 into an array. The macro then steps through each of the four array elements, putting the value into cell A7, and then printing the worksheet. Printing is done to whatever the default printer is on the system.

The macro could easily be assigned to a shortcut key or to the Quick Access Toolbar (as described in other ExcelTips) so that it you could print all four copies quickly.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (9962) applies to Microsoft Excel 2007, 2010, and 2013.

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

Selecting Individual Cells in a Table

Many times before applying formatting or doing another operation, you need to select an individual cell in a table. ...

Discover More

Understanding Macros

What is a macro? Ever wonder what these are and how to use them? This tip answers the basics of what a macro is used for, ...

Discover More

Working with Multiple Conditions

When you apply conditional formatting, you are not limited to using a single condition. Indeed, you can set up multiple ...

Discover More

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!

More ExcelTips (ribbon)

Specifying a Print Tray for a Worksheet

If you need to modify where a worksheet is printed (meaning, which paper tray it should use), Excel doesn't provide a lot ...

Discover More

Printing More than One Copy

Need to print more than a single copy of a worksheet? You can do it easily by using the printing controls provided by Excel.

Discover More

Collating Copies

When you print multiple copies of worksheets that require more than one page each, you'll probably want those copies ...

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 3 - 2?

2017-09-11 07:19:33

SYED M.A.

How to print or save these 4 sheet as a Single PDF file , Kindly suggest.

Eagerly waiting for the solution.


2017-07-13 06:26:49

Daniel

that looks very useful.
Allen, I'd like to add to your macro following, maybe you can help:
My worksheet shows "pallet 1 of 20 pallets". I want to print every pallet # twice. I.e. 2x "pallet 1 of 20", 2x "pallet 2 of 20", 2x "pallet 3 of 20" and so on.
Printer shall stop when reaching "pallet 20 of 20".
Thanks in advance for your help!
Daniel


2016-02-26 22:40:37

Rizwan Ahmad

This is very useful tip but i want to do the same but my list contains numeric values like 1 to 20 or the values written in an other worksheet.


2015-05-08 08:53:59

Richard

I use a similar technique where the changed cell is an integer, which drives the a series of look-up formulae for printing a set of invoices.

The changing of the cell value, and the print commands are inside a for next loop.


2015-05-04 01:15:03

avanish

Ref. "Changing Cell Values while Printing"

How can I use it to print multiple worksheet with same data & format.


2015-05-02 12:13:00

Morris

To choose an installed printer add the following line of code before the VList = Array... statement.

Application.Dialogs(xlDialogPrinterSetup).Show


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.