Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. 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: Protecting Print Settings.

Protecting Print Settings

by Allen Wyatt
(last updated March 18, 2017)

1

Sharing an Excel workbook with a group also means being involved with different printers, different PCs and different user requirements and expectations. This is nowhere more apparent then when it comes to printing a worksheet. Different users obviously have different PCs and may have different printers, so the printed results can vary from one user to another. In addition, different users may change the print ranges in what is produced from a worksheet.

If you are responsible for a particular worksheet, you may want to somehow protect the various print settings you've established so that they aren't garbled by other users. Perhaps the easiest way to do this is to save your print settings in a macro, and then run that macro every time the workbook is closed. In that way, the settings can be changed back to the "defaults" you specify, without worry that users will mess them all up.

For instance, the following macro shows how you can set all the print settings for a particular print job:

Sub Auto_Close()
    With ActiveSheet.PageSetup
        .LeftHeader = ""
        .CenterHeader = ""
        .RightHeader = ""
        .LeftFooter = ""
        .CenterFooter = ""
        .RightFooter = ""
        .LeftMargin = Application.InchesToPoints(1)
        .RightMargin = Application.InchesToPoints(1)
        .TopMargin = Application.InchesToPoints(1)
        .BottomMargin = Application.InchesToPoints(1)
        .HeaderMargin = Application.InchesToPoints(0.5)
        .FooterMargin = Application.InchesToPoints(0.5)
        .PrintHeadings = False
        .PrintGridlines = False
        .PrintComments = xlPrintNoComments
        .CenterHorizontally = False
        .CenterVertically = False
        .Orientation = xlPortrait
        .Draft = False
        .PaperSize = xlPaperLetter
        .FirstPageNumber = xlAutomatic
        .Order = xlDownThenOver
        .BlackAndWhite = False
        .Zoom = False
        .FitToPagesWide = 1
        .FitToPagesTall = 99
        .PrintErrors = xlPrintErrorsDisplayed
        .PrintArea = "MyPrintArea"
        .PrintTitleRows = ""
        .PrintTitleColumns = ""
    End With
End Sub

To make the macro work for your particular needs, simply modify the settings to match whatever your requirements are.

Of course, when someone else opens your workbook, the macro may be disabled automatically or they may see a notification that there are macros in it. If they choose to disable the macros, then your default-setting macro won't run when the workbook is closed. The solution, of course, is for you to open the workbook, enable the macros, and then close the workbook. This runs the macro and your settings are again restored as you want them.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (11599) applies to Microsoft Excel 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Excel here: Protecting Print Settings.

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 for this tip:

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What is 7 + 8?

2017-03-18 17:10:03

David Gray

Another option is to store the settings in custom document properties, write a generic macro that reads and applies them, and save the macro as an add-in. This option makes it possible to apply them to any workbook, without embedding macros in it. Applying the settings can then be just a hot key away.


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