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: Printing Based on Cell Contents.

Printing Based on Cell Contents

by Allen Wyatt
(last updated June 4, 2015)

Theresa wonders if there is a way to format a cell so that if the contents of the cell meet certain criteria then a specific worksheet is automatically printed. The short answer is no, there is no way to use formatting to achieve this goal. You can, however, use an event handler macro to do the printing.

For example, one of the event handlers supported by Excel is triggered every time something in the workbook is changed. You can create an event handler that examines which cell was changed. If it is a specific cell, and if that cell contains a particular value, then a worksheet can be printed.

Private Sub Worksheet_Change(ByVal Target As Range)
    Dim targCell As Range
    Set targCell = Worksheets(1).Range("B2")

    If Not Application.Intersect(Target, targCell) Is Nothing Then
        If targCell.Value = 1001 Then
            Worksheets(1).PrintOut
        End If
    End If
End Sub

This macro examines the contents of cell B2. If the cell contents are changed and if the cell contains the value 1001, then the worksheet is automatically printed.

Of course, you may want the contents of a particular cell to control what is printed when someone actually chooses to print. For instance, if the user chooses to print, you may want to examine the contents of a cell (such as E2) and, based on the contents of that cell, automatically modify what is printed. The following macro takes this approach:

Private Sub Workbook_BeforePrint(Cancel As Boolean)
    Application.EnableEvents = False
    Select Case Worksheets("Sheet1").Range("E1")
        Case 1
            Worksheets("Sheet1").PrintOut
        Case 2
            Worksheets("Sheet2").PrintOut
        Case 3
            Worksheets("Sheet3").PrintOut
        Case 4
            Worksheets("Sheet4").PrintOut
        Case Else
            ActiveSheet.PrintOut
    End Select
    Cancel = True
    Application.EnableEvents = True
End Sub

The macro prints Sheet1, Sheet2, Sheet3, or Sheet4 depending on whether cell E2 contains 1, 2, 3, or 4.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3832) 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: Printing Based on Cell Contents.

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

Booklet Printing in Word

Need to create a booklet with Word? Depending on your version, it could be as easy as changing how you print your final ...

Discover More

Quickly Finding Synonyms

If you need to find some synonyms for a specific word in your document, here's how you can do it. (Hint: All you need to do ...

Discover More

Creating One-time Labels

Need to create a set of labels for a specific purpose? The easiest way is to let Word create a set of blank labels and then ...

Discover More

Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!

MORE EXCELTIPS (MENU)

Specifying a Paper Tray in a Macro

If you are using a macro to create your printed Excel output, you may need a way to specify that paper should come from a ...

Discover More

Print Quantity is Stuck

When you choose to print something in Excel, the print quantity should automatically reset to 1. If the quantity is set to ...

Discover More

Using Multiple Print Settings

Do you have a worksheet from which you need to print only portions of the data available? There are two ways you can control ...

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 for this tip:

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

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.

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.

Links and Sharing
Share