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

by Allen Wyatt
(last updated May 31, 2022)

3

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.)

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, and Excel in Microsoft 365. 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. ...

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Comments

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What is 1 + 0?

2022-05-31 04:45:41

Ken Varley

if this macro is run as it is currently written, it will leave the newly selected printer as the active printer.

I would suggest that this might not be desirable: Presumably the different printer was selected just to print a single document.
Consequently, I would capture the original printer settings before changing printers, then return the settings to the original printer after printing.
As follows:

Sub GoodPrinter()
Dim OriginalPrinter

'Capture original printer
OriginalPrinter=ActivePrinter

'Change to new printer & print document
Application.ActivePrinter = "HP LaserJet"
ActiveWindow.SelectedSheets.PrintOut Copies:=1

'Return to original printer
Application.ActivePrinter = OriginalPrinter

End Sub


2018-03-18 06:58:01

Willy Vanhaelen

@Clinton
Why didn't you try it? Then you would have seen that if a print area is set only that print area is printed. :-)


2018-03-17 12:30:34

Clifton

Will this work if you have a "print area" set on the worksheet, or would you have to change the macro? I have a worksheet I want to print as a PDF and on my system "Adobe Acrobat " is listed as a printer, so I think I can use this. I only want to print the "print area".


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