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: Protecting Print Settings.

Protecting Print Settings

by Allen Wyatt
(last updated March 27, 2017)

1

Sharing an Excel workbook with a group also means being involved with different printers, different PCs and different user requirements and expectations. This is nowhere more apparent then when it comes to printing a worksheet. Different users obviously have different PCs and may have different printers, so the printed results can vary from one user to another. In addition, different users may change the print ranges in what is produced from a worksheet.

If you are responsible for a particular worksheet, you may want to somehow protect the various print settings you've established so that they aren't garbled by other users. Perhaps the easiest way to do this is to save your print settings in a macro, and then run that macro every time the workbook is closed. In that way, the settings can be changed back to the "defaults" you specify, without worry that users will mess them all up.

For instance, the following macro shows how you can set all the print settings for a particular print job:

Sub Auto_Close()
    With ActiveSheet.PageSetup
        .LeftHeader = ""
        .CenterHeader = ""
        .RightHeader = ""
        .LeftFooter = ""
        .CenterFooter = ""
        .RightFooter = ""
        .LeftMargin = Application.InchesToPoints(1)
        .RightMargin = Application.InchesToPoints(1)
        .TopMargin = Application.InchesToPoints(1)
        .BottomMargin = Application.InchesToPoints(1)
        .HeaderMargin = Application.InchesToPoints(0.5)
        .FooterMargin = Application.InchesToPoints(0.5)
        .PrintHeadings = False
        .PrintGridlines = False
        .PrintComments = xlPrintNoComments
        .CenterHorizontally = False
        .CenterVertically = False
        .Orientation = xlPortrait
        .Draft = False
        .PaperSize = xlPaperLetter
        .FirstPageNumber = xlAutomatic
        .Order = xlDownThenOver
        .BlackAndWhite = False
        .Zoom = False
        .FitToPagesWide = 1
        .FitToPagesTall = 99
        .PrintErrors = xlPrintErrorsDisplayed
        .PrintArea = "MyPrintArea"
        .PrintTitleRows = ""
        .PrintTitleColumns = ""
    End With
End Sub

To make the macro work for your particular needs, simply modify the settings to match whatever your requirements are.

Of course, when someone else opens your workbook, the macro may be disabled automatically or they may see a notification that there are macros in it. If they choose to disable the macros, then your default-setting macro won't run when the workbook is closed. The solution, of course, is for you to open the workbook, enable the macros, and then close the workbook. This runs the macro and your settings are again restored as you want them.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2993) 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: Protecting Print Settings.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Differences between Deleting, Clearing, and Cutting

When getting rid of text from your document, Word allows you to delete, clear, or cut. Here are the differences between these ...

Discover More

Printing Multiple Label Copies when Merging

Need to print more than one copy of mail-merge labels? There are a number of different approaches you can take to getting the ...

Discover More

Determining the Name of the Day of the Week

What day of the week is that date? Sheets can let you know by using the TEXT function to return a weekday name for a ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (menu)

Non-Printing Controls

Don't want your form controls to print out with your worksheet? Here's how to make sure that Excel excludes them from the ...

Discover More

Printing All or Nothing

Want to make sure that when you worksheet is printed that everything in the workbook is really printed? You can accomplish ...

Discover More

Fitting Your Printout on a Page

Tired of wasting paper when you print a worksheet? You can scale Excel's output so that it fits only the number of pages you ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 8Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 0?

2014-12-01 20:58:22

Larry Stees

My 86 year old father has Macular Degeneration of the eyes. I am trying to move him to an Excel Chec registry that i created for him. This way he acn magnify his work and be able to see what he is doing when entering figures in his checkbook registry. Dad is not too Computer Literate, and neither do i expect him to be at 86. If I could get each Excel Checkbook Registry to print in Landscape automatically for this document each time it prints, this would be the Cat's Meow. Dad could just hit the print button, and Lanscape owuld be the way this document would print out.


This Site

Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.