To set the print area in Excel 2013, select the cells you want to print, click the Page Layout tab, click Print Area, and choose Set Print Area. From then on, Excel prints only that range. To print everything again, choose Page Layout > Print Area > Clear Print Area.
These steps work the same in Excel 2016, 2019, 2021, and Microsoft 365. Below you’ll learn how to add more cells to a print area, print several areas, make a print area fit on one page, and fix a print area that won’t stick.
How to set a print area
- Select the range of cells you want to print, such as A1:C20.
- Click the Page Layout tab.
- In the Page Setup group, click Print Area > Set Print Area.
- Press Ctrl + P to check the preview.
Excel saves the print area with the workbook, so it’s still there the next time you open the file. Each worksheet has its own print area.
How to add cells to a print area
- Select cells next to the current print area.
- Click Page Layout > Print Area > Add to Print Area.
This option only appears when a print area already exists. If the new cells aren’t next to the existing area, Excel treats them as a separate area and prints them on their own page.
How to print multiple areas
Hold Ctrl and select each range, then choose Set Print Area. Each range prints on its own page. To print them together on one page, copy them to a new sheet side by side first.
How to print a selection without setting a print area
For a one-time print, select the cells, press Ctrl + P, and under Settings, change Print Active Sheets to Print Selection.
How to make the print area fit on one page
- In Ctrl + P, change No Scaling to Fit Sheet on One Page, or Fit All Columns on One Page.
- Or, on the Page Layout tab, set Width and Height in the Scale to Fit group to 1 page.
- Switch to Landscape under Orientation for wide ranges.
How to view or adjust the print area
Click View > Page Break Preview. The print area appears in white with blue borders, and everything else is gray. Drag the blue lines to resize it. Click View > Normal to go back.
You can also edit it in Page Layout > Page Setup (click the small arrow in the corner of the group) > Sheet tab > Print area. That tab also has Rows to repeat at top for printing headers on every page.
Troubleshooting
- Excel still prints the whole sheet: Make sure Ignore Print Area isn’t checked in the print settings (under the Print Active Sheets menu).
- Print area is grayed out: You may be editing a cell. Press Esc first. It’s also unavailable when several sheets are grouped.
- Blank pages print: Clear the print area, then set it again on only the cells with data.
Frequently asked questions
Can I set a print area in Excel for the web?
Excel for the web offers Print > Current Selection, and newer versions include Page Layout > Print Area. Options vary, so use the desktop app for full control.
Does the print area affect PDFs?
Yes. File > Save As > PDF uses the print area unless you choose different options.
Where is the print area stored?
As a defined name called Print_Area, which you can see in Formulas > Name Manager.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.