Specifying the Y Value in X of Y Page Numbering

by Allen Wyatt
(last updated July 22, 2021)

1

Dawn has workbooks with multiple tabs (worksheets) in them. She uses "Page of Pages" (X of Y) numbering in the page footers. She notes that she used to be able to print entire workbooks at once and have the numbering come out correctly, with the Y value being the number of pages in each worksheet. Since upgrading to Excel 2016, the Y value on her printouts is always the total number of pages in the workbook, not the number of pages in each worksheet. She wonders if there is a setting in Excel that determines how the Y value is counted (per worksheet or per workbook).

There is no setting that we've been able to locate. Instead, it appears that Excel determines both the X and Y values based on the current print job, not on worksheets or the entire workbook. In other words, if your workbook contains three worksheets, and you print all three, the X and Y values will be different than if you choose to print only the second or the second and third worksheets.

The solution to this is to use a small, simple macro that steps through all the worksheets in a workbook and prints the worksheets individually. As far as Excel is concerned, then, you are performing multiple print jobs, thus the Y value will get reset on a worksheet-by-worksheet basis. Here's the macro:

Sub PrintProperly()
    Dim sht As Worksheet
    For Each sht In ActiveWorkbook.Worksheets
        sht.PrintOut copies:=1
    Next sht
End Sub

Assign the macro to a shortcut key or to a button on the Quick Access Toolbar, and you'll be able to invoke it easier.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (12454) applies to Microsoft Excel 2007, 2010, 2013, and 2016.

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

Creating a Drawing Object

Word documents can contain more than just words. They can also contain drawing objects such as lines and simple shapes. ...

Discover More

Changing the Footnote Continuation Separator

When you add a really long footnote to a document, it could be that the entire footnote might not fit on the page where ...

Discover More

Deleting Paragraph Borders

Got a document that has a border around some paragraphs? Here's how you can get rid of the border using the tools on the ...

Discover More

Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel 2013 Data Analysis and Business Modeling today!

More ExcelTips (ribbon)

Copying Headers and Footers

Need to copy headers and footers from one worksheet to another? How about from one workbook to another? Here are some ...

Discover More

Creating Long Page Footers

Ever wish that you could create nice, long footers that appear at the bottom of each page when you print your worksheet? ...

Discover More

Using a Formula in a Footer

Excel won't let you place a formula directly into a footer. You can, however, create a simple macro that will produce the ...

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 four minus 4?

2018-02-27 18:11:31

Dennis Costello

If you use Allen's macro to print each worksheet in a separate job, would you get a separate flag page for each (when using printers/queues managed by print servers)? When duplex printing (using both side of each piece of paper), and the first worksheet consumes an odd number of pages, how do you control whether the "back side" of that piece of paper is used to begin the next worksheet, or left blank? Similarly, when printing 2-up (two page images, side by side, on a single face of the piece of paper), how do you control whether or not it "keeps going" or "starts over"?

Granted, at some point these things are controlled more by Windows and/or the print drivers than Excel itself, but there are times when you want to have control over them.

(I used to care deeply about these things, but a while back gave up carrying around printed reports and instead downloaded the Excel to my phone and now use a viewer app to thumb through them.)


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.