Specifying the Y Value in X of Y Page Numbering

by Allen Wyatt
(last updated November 11, 2017)

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.

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

Quickly Changing Document Windows

When working with multiple documents at the same time, you often have a need to move from one document to another. Here's ...

Discover More

Maintaining Formatting when Inserting Documents

Word allows you to easily insert the contents of one document into another. Doing so, however, may result in unintended ...

Discover More

Performing Calculations while Filtering

The advanced filtering capabilities of Excel allow you to easily perform comparisons and calculations while doing the ...

Discover More

Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!

More ExcelTips (ribbon)

Putting Headers and Footers on Multiple Worksheets

You can easily create headers and footers for multiple worksheets by working with a selection set of the worksheets you want ...

Discover More

Adding Graphics to a Header or Footer

Excel makes it easy to add graphics to a header or footer. Here's the steps to make it happen.

Discover More

Roman Numerals for Page Numbers

Yes, Excel can work with Roman numerals, and it even provides a worksheet function that converts to them. How you use those ...

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}] 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 one more than 9?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


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.