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.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
Need to copy headers and footers from one worksheet to another? How about from one workbook to another? Here are some ...Discover More
Add subtotals to a worksheet and you can instruct Excel to start each new subtotal section on a new printed page. You may ...Discover More
When printing a worksheet, you may want to have the footer different on the first page of your document than it is on ...Discover More
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
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.