Microsoft Office Tutorials and References
In Depth Information
The Print Area Option
The Settings area features a number of important fields, its options presented in
dr op-down menus. Print Active Sheets serves as the default in the first of these,
and when selected prints all the data in the active sheets. But why the plural—
why sheets ? That possibility refers to sheets which may have been grouped, and if
you have grouped multiple sheets, the data on all of them will be printed, and on
separate pages—at least by default. Continuing with the field’s other options:
Print Entire Workbook will print all the data on all the sheets of the workbook,
each worksheet assigned its own print page. Of course, if the data on any one
worksheet is extensive, that sheet may require a multi-page printout in its own
right. Print Selection , sub- ca pti on e d On l y pr i n t the cur r e n t se l e cti on , l e ts y ou
select a range on the sheet and designate just that range for print output. Thus if
you select 500 of the 20,000 rows in the table we cited earlier, only the 500 will
print—and you’ll see evidence to that effect in the Print Preview (note that a
multi-page Print Preview lets you click to each page via the arrows at the bottom
of the screen). However, if you click in a table, a new option presents itself in the
dr op-down menu— Print Selected Table . Click it, and just the table prints.
The Print Area Option
The final option in this field— Ignore Print Area —requires a bit of a digression. We’ve already
seen how the Print Selection command works, but you can also select a range of cells before you click
the Print command and then click the Page Layout tab Print Area in the Page Setup button group
Set Print Area . Doing so draws a dotted border around the range you want to print, and lets you carry
on other spreadsheet activity before you decide to print. When you’re ready, execute the Print
command sequence. You can leave the default Print Active Sheets option in place because you’ve
already established, or saved, your specific print area—and that’s what will print. Setting a Print Area
also means you can print that area several times, separating each print with other spreadsheet activity
and returning to printing when you wish. All the printouts will remember that print area, until you
change it. In any case, selecting Ignore Print Area means you can leave the Set Print Area range in
pl a ce but se l e ct a different range, or even the whole sheet, to print in its stead on an ad-hoc basis. If you
then select the Print Selection option, you can print this improvised range, and then click Ignore Print
Area back off, and the range you’ve identified via Set Print Area reverts to the operative print range.
To illustrate this option, open the SampleSalesPerson report on which we tried out our pivot
tables. Click if necessary on the Source Data tab at the bottom, and select cells A1:E50. Then click Page
Layout Print Area Set Print Area. A dotted border bounds the range. Then click File Print. You’ll
see (Figure 9-2):
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