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: Printing Just the Visible Data.

Printing Just the Visible Data

by Allen Wyatt
(last updated September 12, 2015)

4

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:

  1. Display the Page Layout tab of the ribbon.
  2. Click the small icon at the lower-right corner of the Page Setup group. Excel displays the Page Setup dialog box.
  3. Make sure the Sheet tab is selected. (See Figure 1.)
  4. Figure 1. The Sheet tab of the Page Setup dialog box.

  5. Place the insertion point in the Rows to Repeat at Top box.
  6. In the worksheet, select the rows you want to appear at the top of each page. The row names should appear in the dialog box.
  7. Place the insertion point in the Columns to Repeat at Left box.
  8. In the worksheet, select the columns you want to appear at the left of each page. The column names should appear in the dialog box.
  9. Click on OK to close the Page Setup dialog box.
  10. Select the range you want to print, but don't include any cells in the rows or columns you specified in steps 5 and 7.

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:

  1. Press Ctrl+P. Excel displays the Print dialog box. (See Figure 2.)
  2. Figure 2. The Print dialog box.

  3. Choose the Selection radio button. (You are indicating that you want to print only what you have selected.)
  4. Click on OK.

If you are using Excel 2010 or Excel 2013, follow these steps instead:

  1. Press Ctrl+P. Excel displays the Print controls on the File tab of the ribbon.
  2. Click the first button under the Settings heading and choose Print Selection. (You are indicating that you want to print only what you have selected.)
  3. Click on Print.

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, and 2013. You can find a version of this tip for the older menu interface of Excel here: Printing Just the Visible Data.

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. ...

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Comments

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What is 6 - 0?

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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