Using Multiple Print Settings

If you have multiple areas that you print in a worksheet, you may get tired of repeatedly specifying what area you want to print and then printing it. Such a task is well suited to being done with a macro. The macro can take care of specifying a print area and then actually printing the information.

For instance, let's assume that you have two print ranges defined in your worksheet: Range1 and Range2. Further, Range1 should be printed in portrait orientation and Range2 should be printed in landscape orientation. The following macros can be used to print each of the print ranges:

Sub PrintRange1()
    ActiveSheet.PageSetup.PrintArea = Range("range1").Address
    ActiveSheet.PageSetup.Orientation = xlPortrait
    ActiveWindow.SelectedSheets.PrintOut
End Sub

Sub PrintRange2()
    ActiveSheet.PageSetup.PrintArea = Range("range2").Address
    ActiveSheet.PageSetup.Orientation = xlLandscape
    ActiveWindow.SelectedSheets.PrintOut
End Sub

These are very simple macros, but you get the idea—all you need to do is set up the print job in the macro, and then print from the macro itself. You could even attach the macros to toolbar buttons or to a menu option, as described in other issues of ExcelTips.

If you prefer to not use macros, you could also use the custom views feature of Excel. Simply set the print area, orientation, margins, and other settings desired. Then define this as a custom view. To define a custom view in versions of Excel prior to Excel 2007, follow these steps:

1. Choose Custom Views from the View menu. Excel displays the Custom Views dialog box. (Click here to see a related figure.)
2. Click on Add. Excel displays the Add View dialog box.
3. Enter a descriptive name for the view you are defining.
4. Make sure the Print Settings check box is selected.
5. Click OK.

If you are using Excel 2007 you can create the custom view in this manner:

1. Make sure the View tab of the ribbon is displayed.
2. In the Workbook Views group, click Custom Views. Excel displays the Custom Views dialog box.
3. Click on Add. Excel displays the Add View dialog box. (Click here to see a related figure.)
4. Enter a descriptive name for the view you are defining.
5. Make sure the Print Settings check box is selected.
6. Click OK.

You can continue to define and save additional views, as desired. Your custom views are saved with your workbook, and you can later use them to print what you want. (Just display the custom view and then print your worksheet.)