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Dynamic Headers and Footers

Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Dynamic Headers and Footers.

If you have a large worksheet, you may want to print it out in "parts" and automatically vary the information contained in the header or footer of each part. There is no intrinsic way to do this in Excel; the best approach is a macro to do the following:

  1. Set the print area based on a named range.
  2. Set the header or footer based on another named range.
  3. Print the print area.
  4. Repeat steps 1 through 3 for each desired print area.

Notice that these steps require the use of named ranges. You could have a named range for each portion of the worksheet that you want to print, and a named range (which would be a single cell) that represents the header or footer information that you want for each print area. The following macro will implement the above steps:

Sub PrintRegions()
    Dim x As Integer

'Change the dimension of the arrays to equal the number
'   of printing areas you have
    Dim Region(4) As String
    Dim Head(4) As String

'Fill this array with the names of the ranges to be printed
    Region(1) = "North"
    Region(2) = "South"
    Region(3) = "East"
    Region(4) = "West"

'Fill this array with the names of the ranges to be in the header
    Head(1) = "NorthHead"
    Head(2) = "SouthHead"
    Head(3) = "EastHead"
    Head(4) = "WestHead"

    For x = 1 To UBound(Region)
         ActiveSheet.PageSetup.PrintArea = Range(Region(x)).Address
         ActiveSheet.PageSetup.LeftHeader = Range(Head(x)).Value
         ActiveWindow.SelectedSheets.PrintOut Copies:=1
End Sub

This example prints out only four areas of a worksheet. These areas are named ranges: North, South, East, and West. Similarly, the named ranges—which are really single cells—used for the left portion of the headers are NorthHead, SouthHead, EastHead, and WestHead.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2058) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Dynamic Headers and Footers.

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