You don’t have to print an entire Excel worksheet to get the few rows or columns you need. Excel can print just the cells you select, or you can set a permanent print area so the same range prints every time. This guide covers both methods, plus printing several separate ranges, fitting the selection on one page, and fixing common problems. The steps apply to Excel for Microsoft 365, Excel 2021, 2019, 2016 and 2013.
Quick Answer
Select the cells you want to print, press Ctrl + P, and under Settings change Print Active Sheets to Print Selection. Check the preview and click Print.
Method 1: Print Selection (One-Time)
- Drag to select the cells you want to print.
- Press Ctrl + P or click File > Print.
- Under Settings, click the first drop-down and choose Print Selection.
- Check the preview on the right. Only the selected cells appear.
- Click Print.
Excel doesn’t remember this choice, so use Method 2 if you print the same range often.
Method 2: Set a Print Area (Saved With the File)
- Select the range.
- Go to Page Layout > Print Area > Set Print Area.
- Press Ctrl + P. Excel prints only the print area, even if other cells are filled. (More in how to set the print area in Excel.)
- Add more cells: select another range and choose Page Layout > Print Area > Add to Print Area.
- Remove it: Page Layout > Print Area > Clear Print Area.
- Adjust visually: View > Page Break Preview shows the print area in white; drag the blue border to resize it.
To ignore a print area for one print job, check Ignore Print Area in the Settings drop-down on the Print screen.
Print Several Separate Ranges
Hold Ctrl while selecting ranges that aren’t next to each other, then choose Print Selection or Set Print Area. Excel prints each range on its own page. To put them on one page, copy them to a new sheet first, or paste them as a Linked Picture (Paste Special) arranged together.
Fit the Selection on One Page
- On the Print screen, change No Scaling to Fit Sheet on One Page, Fit All Columns on One Page or Fit All Rows on One Page.
- Switch Portrait Orientation to Landscape for wide ranges.
- Reduce margins with Narrow Margins.
Print a Table or Chart Only
- Excel table: click inside the table, press Ctrl + P and choose Print Selected Table.
- Chart: click the chart and press Ctrl + P. The setting changes to Print Selected Chart.
Repeat Headers on Each Page
If your selection spans several pages, go to Page Layout > Print Titles and set Rows to repeat at top (for example $1:$1) so the header row prints on every page.
To print empty cells as a grid, see how to print an empty grid.
Troubleshooting
- Whole sheet still prints: make sure Print Selection is chosen, or that the print area is set on the correct sheet.
- Blank pages print: stray formatting or spaces beyond your data extend the used range. Set a print area to limit it.
- Print Selection is missing: it appears in the first drop-down under Settings. In Excel for the web, choose Current Selection in the print options.
- Gridlines don’t print: check Page Layout > Gridlines > Print.
Frequently Asked Questions
Can I save the selection as a PDF instead?
Yes. Choose Microsoft Print to PDF as the printer with Print Selection, or use File > Export > Create PDF/XPS and click Options > Selection.
Does a print area affect other sheets?
No. Each worksheet has its own print area.
How do I do this on a Mac?
Select the cells, press Cmd + P, open Show Details if needed, and choose Print: Selection.
Summary
- Select the cells.
- Press Ctrl + P and choose Print Selection.
- Or set a Print Area on the Page Layout tab for repeat printing.
- Use scaling to fit it on one page.
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.
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