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: Non-Printing Controls.

Non-Printing Controls

by Allen Wyatt
(last updated September 28, 2013)

3

Excel allows you to place some special controls in your worksheet which can make it easier to input information. For instance, you can add a drop-down control that allows your user to select data from a given set that you have defined.

While these controls are handy, they can be distracting when it comes time to print your worksheet. They will print, but they take away from the other data you want people to focus upon in the printout.

As a solution, many people simply define print areas that don't include the cells over which the controls appear. For example, if the controls are placed over some cells in column B, you can define a print area that begins with column C. (Remember that the selections in a control can be assigned to any cell in the worksheet through the use of the Linked Cell property of the control. Thus, a change in the control results in a change in some value in a cell in the worksheet. This means that the appearance of the control is independent from the appearance of the data selected in the control.)

Another solution is to simply turn off the printing of the control. For instance, you could have the control appear over the top of cell C3, and the value of C3 is linked to the control. You can then follow these steps to turn off printing of the control:

  1. Right-click on the control. Excel displays a Context menu.
  2. Choose Format Control from the Context menu. Excel displays the Control tab of the Format Control dialog box.
  3. Make sure the Properties tab is selected.
  4. Clear the Print Object check box.
  5. Click on OK.

If you prefer to work directly with the control's properties, you can follow these steps instead:

  1. Right-click on the control. Excel displays a Context menu.
  2. Choose Properties from the Context menu. Excel displays the Properties dialog box for the control.
  3. Change the PrintObject property to False.
  4. Click on OK.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3081) 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: Non-Printing Controls.

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. ...

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Comments

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What is 4 + 1?

2017-06-22 17:03:26

David Warren

I am trying to insert an form control check box to have it print on a spreadsheet, but in printing the document the check box is not where I show it on the sheet... it's like a couple of rows down and to the right. .....?


2014-10-11 05:57:36

Barry

@Atvrhtd
I had a similar situation regarding the sending out of Invoices. I wrote a macro to convert the relevant worksheet to a PDF (this is in-built in Excel 2007 onwards) then send it as an email attachment to the specified Client with pre-defined Subject, & Body Text.
[The macro also saves a copy of the invoice to the Customer file and makes an entry into the Sales Ledger].

This code snippet creates the PDF file:

shtInvoiceTemplate.ExportAsFixedFormat Type:=xlTypePDF, _
Filename:=fPath & fNewName & ".pdf", _
quality:=xlQualityStandard, _
includedocproperties:=False, _
ignoreprintareas:=False, _
To:=2, _
openafterpublish:=False

NB: shtInvoiceTemplate, fPAth, fNewName have been previously defined ShtINvoiceTemplate is as the name implies the worksheet which I as as the Invoice template, fPAth and FNewName are the path and filename of the PDF file to be created.

I then invoke the following sub routine to send the email. Note this expects that you are using Microsoft Outlook as your email Client.

Sub SendeMail(strTo As String, strSubject As String, strBody As String, Optional strCC As String, Optional strBCC As String, Optional strAttachment As String)
'Working in Excel 2003-2013
'strAttachment is the full filepath and filename as a string

Dim OutApp As Object
Dim OutMail As Object

Set OutApp = CreateObject("Outlook.Application")
Set OutMail = OutApp.CreateItem(0)

On Error Resume Next
With OutMail
.To = strTo
.CC = strCC
.BCC = strBCC
.Subject = strSubject
.Body = strBody & BCSSig
.Attachments.Add (strAttachment)
.Send 'or use .Display
End With
On Error GoTo 0

Set OutMail = Nothing
Set OutApp = Nothing
End Sub


2014-10-10 23:58:46

Atvrhtd

I have excel 2003. I know its old.
I need to email receipts to customer from a custom excel form. The Receipt is one tab or sheet of a multi-tab/sheet excel service file. I do not want to to email the whole file. Only one sheet of the file.
That sheet (only) also needs to be non-printable and locked read only. But the file is not read only and not locked.
I am not talking about "set print area".
So I got these tasks
1. Lock a single sheet in a file and/or set it to read only
2 Email it.

I am guessing I will have to copy/Paste the info into a separate file. then email it unless you have a better method.
I do have office 2010 if that helps. But i dislike it.
Let me know if you can help.
ATVrhtd@gmail.com


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