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: Working With Multiple Printers.

Working with Multiple Printers

Written by Allen Wyatt (last updated October 14, 2023)
This tip applies to Excel 2007, 2010, 2013, 2016, 2019, Excel in Microsoft 365, and 2021


You already know that Windows supports multiple printers. Using Excel with multiple printers can be a bother, however, since you must display the Print dialog box (Excel 2007) or the Print information (Excel 2010 or a later version), change the printer, and then print the worksheet.

There is a way, however, that you can have one-click printing of your worksheets on a designated printer. To do this, simply create a macro that changes the printer and then prints the worksheets. Here is a macro that will accomplish the task:

Sub GoodPrinter()
    Application.ActivePrinter = "HP LaserJet"
    ActiveWindow.SelectedSheets.PrintOut Copies:=1
End Sub

When you create this macro on your system, make sure you change the printer name in the second line of the macro. It must exactly match the name of a printer on your system. (In this example the printer name is set to "HP LaserJet". You should change it to match the name of the printer you want used.)

This macro approach changes the name of the printer being used in Excel. If you don't want to disturb whatever printer was active before your macro was run, you can modify it slightly in this manner:

Sub GoodPrinter()
    Dim sPName As String

    sPName = Application.ActivePrinter
    Application.ActivePrinter = "HP LaserJet"
    ActiveWindow.SelectedSheets.PrintOut Copies:=1
    Application.ActivePrinter = sPName
End Sub

The trick is to create one of these macros for each of the printers you use. You can add a command for each printer to your Quick Access Toolbar so that each printer has its own print button. When you then click on the command or button, the appropriate macro is run and you get output on the desired printer.

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 (12578) 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: Working With Multiple Printers.

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

Sending Single Worksheets via E-mail

Got a single worksheet that you want to e-mail to someone, but don't want them to see the rest of the worksheets in the ...

Discover More

Making Common Information Accessible

Got a bunch of info that is common to a lot of your documents? Here's a way to get that information standardized among ...

Discover More

Saving in Two Locations

When you save a workbook to disk, you may want to automatically save a duplicate workbook in a separate location. This ...

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)

Printing More than One Copy

Need to print more than a single copy of a worksheet? You can do it easily by using the printing controls provided by Excel.

Discover More

Setting Print Quality

When printing information in a workbook, you may want to take advantage of the different print quality settings available ...

Discover More

Printing a Portion of a Worksheet

Need to print a portion of a worksheet, but don't want to waste paper by printing the whole thing? It's easy to print ...

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 + 1?

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.