Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. 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 Multiple Selections.

Printing Multiple Selections

Written by Allen Wyatt (last updated August 27, 2022)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021


1

You may have a need at times to print out a group of selections from different worksheets and have them appear on a single sheet of paper. Perhaps the easiest way to do this is to simply set up a "consolidation" worksheet that you would actually use for your printing. Follow these general directions:

  1. Create a new worksheet to be used for consolidation/printing.
  2. Select the range on the worksheet that you wish to print.
  3. Press Ctrl+C to copy the selection.
  4. Go to the new sheet and select the cell where you want the information to appear.
  5. Display the Home tab of the ribbon.
  6. Click the drop-down arrow under the Paste tool (left side of the ribbon) and then choose Paste Special. Excel displays the Paste Special dialog box. (See Figure 1.)
  7. Figure 1. The Paste Special dialog box.

  8. Click on Paste Link. The dialog box disappears and the linked information appears in the worksheet.
  9. Repeat steps 2 through 7 for any other ranges you want included on the printout.
  10. Print the worksheet with the consolidated information.

The one big drawback to this approach is that if the worksheets from which you are copying have radically different formatting, you may not be able to merge them into a consolidated worksheet satisfactorily. (You will need to adjust the formatting in the consolidation sheet after pasting the different ranges.) In this case you may need to adjust formatting to get exactly the effect you desire.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12204) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021. You can find a version of this tip for the older menu interface of Excel here: Printing Multiple Selections.

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

Understanding Manual Calculation

When you make changes in a worksheet, Excel automatically recalculates everything that may be affected by that change. If ...

Discover More

Transferring Ribbon Customizations

Excel allows you to make a wide range of customizations to both the Quick Access Toolbar and the ribbon. If you want to ...

Discover More

Understanding Auditing

Excel provides some great tools that can help you see the relationships between the formulas in your worksheets. These ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More ExcelTips (ribbon)

Setting the Print Area

Many people, when they print a worksheet, print the entire thing. You don't have to, however. You can specify that Excel ...

Discover More

Multiple Print Areas on a Single Printed Page

Want to print small, non-contiguous areas of your worksheet all on a single page? You might think that defining a ...

Discover More

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
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}] (all 7 characters, in the sequence shown) 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 8 + 0?

2022-08-27 10:24:01

J. Woolley

My Excel Toolbox includes the DynamicImage macro, which is similar to the Camera Tool or Home > Paste > Linked Picture (Alt+H+V+I) but is NOT the same as Home > Paste > Paste Special > Paste Link as described in the Tip. The DynamicImage macro copies a range of cells and pastes it as a dynamic image in any sheet of any workbook. Several images can be copied to a sheet. Cell values retain their original format. Each image includes visible portions of shapes or charts from the copied range. Any changes in a copied range will be reproduced in its dynamic image. The result is a simple dashboard, which can be printed in the usual way.
See https://sites.google.com/view/MyExcelToolbox
and https://trumpexcel.com/excel-camera-tool/


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.