It is easy to amass quite a bit of information in an Excel workbook. Fortunately, that information can be easily printed out. What if you only want to print just what you see on the screen, however, instead of an entire worksheet? To make matters worse, what if you are using frozen panes to hold the position of your page headers?
Normally, you could simply choose what you want printed and then just print that selection. Alternately, you could choose what you want printed, define it as the print area, and then choose to print. This simple of an approach won't work in this instance, however, because of using frozen panes. This feature allows you to "freeze" rows at the top of the screen, columns at the left of the screen, and only scroll the cells in the unfrozen part. Thus, you can't select everything you want to print because what you want to print consists of three distinct areas of the worksheet.
The solution is to set Excel's repeating rows and columns, and then choose what you want to print. The following steps work just fine:
Figure 1. The Sheet tab of the Page Setup dialog box.
What you do at this point depends on whether you are using Excel 2007 or a later version. If you are using Excel 2007, follow these steps:
Figure 2. The Print dialog box.
If you are using Excel 2010 or a later version, follow these steps instead:
The printout contains only the cells you specified, along with the frozen rows and columns. If you selected just the visible cells in step 9, then you effectively printed just the visible data.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (10816) 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: Printing Just the Visible Data.
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2016-09-29 03:38:54
Peter
I have data entered in cells A1-A7 ACROSS 4 COLUMNS. in winns 7 excell printed the entire sheet with grid lines. In wins 10 I can only print the data that shows on the sheet. The printed worksheet shows as a box in the top left corner of my printed page. I I would like to have all the grid lines on the entire page showing.
2016-06-24 15:10:29
Robert
On my spreadsheet, a comment in cell f22 is hidden until hovered over. When I print an area as a selection that includes cell f22 the hidden comment prints as page 2. How do I stop that other than selecting the pages to print?
2016-06-24 09:36:12
Rick
A problem I am experiencing is that sometimes the Print of a specific worksheet includes additional blank rows that I don't believe we should be seeing (easy to tell because the Page Setup -> Sheet --> Print Gridlines is checked) and the last few printed rows are blank yet have the gridlines around them.
The sheet involves manual entering of 100+ rows of data by a nontechnical user, columns D thru G. There are some locked formulas in the first 3 columns, that extract parts of a large concatenated key value in column D (such as extracting out a ddMMMyy string and converting it into an Excel Date, for later sorting). One example: =IFERROR(DATEVALUE(LEFT(D2,7)),"")
I don't think these 3 formulas are causing the extra blank rows to print. I think it is because during the course of data entry, we sometimes go back and delete the contents of cells D-G on a row at the bottom (not Deleting the entire row), OR we delete the contents of cells D-G on a row not at the bottom, and then sort. I believe that because Excel thinks we "touched" that row, that it should still be included in the internally managed "Print Range".
Because this is a nontechnical user, it sure would be nice to not require them to do anything (like we don't allow Deletion of complete Rows) in order to get a perfectly clean printout.
Any suggestions?
Thanks.
2015-10-08 19:26:18
Christine
I have a workbook with orders on a "input"sheet they transfer over to a "signs" sheet.... I filter the order by items that have "x"s beside them. I have put page breaks after each item because I want them to print each item on its own page.. how do I not print all the blank pages, but rather only the ones with items selected.
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