A Step-by-Step Guide on How to Change Print Area in Excel

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In the vast realm of spreadsheet software, Microsoft Excel stands as a formidable giant, empowering users to organize and analyze data with unparalleled precision.

As you delve into the intricate world of Excel, mastering its features becomes crucial for efficiency and productivity. One such indispensable skill is understanding how to change the print area in Excel, which allows you to present your data in a visually appealing and organized manner.

In this comprehensive guide, we will walk you through the step-by-step process of changing the print area in Excel, unlocking a world of possibilities for presenting your data with finesse.

Understanding the Print Area in Excel:

Before we dive into the nitty-gritty of changing the print area, let’s first grasp the concept. The print area in Excel refers to the specific range of cells that you want to print. By default, Excel will print the entire worksheet, but changing the print area allows you to focus on a particular section, providing a streamlined and professional output.

Step 1: Open Your Excel Workbook

Begin by opening the Excel workbook containing the worksheet you want to work on.

If you don’t have a workbook yet, create a new one or open an existing file where you have data that requires printing.

Step 2: Navigate to the Worksheet

Locate and select the worksheet for which you want to change the print area. This can be done by clicking on the corresponding sheet tab at the bottom of the Excel window.

Step 3: Select the Desired Range

Identify the specific range of cells that you want to include in the print area. Click and drag your cursor to select the cells, or hold down the Shift key while using the arrow keys for a more precise selection.

This chosen range will be the data that appears on the printed page.

Step 4: Access the Page Layout Tab

Once you’ve selected the desired range, navigate to the “Page Layout” tab located on the Ribbon at the top of the Excel window. This tab is a treasure trove of tools for formatting your document for printing.

Step 5: Set the Print Area

Within the “Page Layout” tab, look for the “Print Area” group. Here, you’ll find the “Print Area” option.

Click on the drop-down menu and select “Set Print Area.” Instantly, Excel will recognize the chosen range as the designated print area for the selected worksheet.

Step 6: Review or Modify the Print Area

To ensure that you have set the print area correctly, go to the “File” tab and select “Print” or press Ctrl + P to preview the print layout. You should only see the selected range on the print preview.

If needed, return to the “Page Layout” tab and choose “Clear Print Area” if you wish to remove the print area or “Add to Print Area” to extend it.

Step 7: Adjust Page Layout and Settings

Excel offers additional tools within the “Page Layout” tab to refine your print settings. Explore options such as “Margins,” “Orientation,” and “Size” to customize the appearance of your printed document. This step allows you to fine-tune your printout according to your preferences and requirements.

Step 8: Print Your Document

Once you are satisfied with the print area and settings, it’s time to print your document. Click on the “File” tab, select “Print,” and choose your preferred printing options.

Ensure that the “Print Active Sheets” or “Print Entire Workbook” options are selected based on your needs.


Mastering the art of changing the print area in Excel is a valuable skill that can significantly enhance the presentation of your data. By focusing on specific ranges and customizing print settings, you can transform a mass of information into a neatly organized and visually appealing document.

As you navigate the steps outlined in this guide, remember that Excel’s flexibility and power lie not just in number crunching but also in the finesse with which you present your insights.

So, go ahead and unleash the full potential of your data with the precision and elegance that Excel affords. Happy spreadsheeting!

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