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 25, 2018)

1

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.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

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

Locating Locked Fields

A field can be locked or unlocked, and its condition controls whether it is updated automatically or not. If you want to ...

Discover More

Changing Lots of Title Properties

Word maintains a collection of descriptive properties for each document you create. One of these properties is the Title ...

Discover More

Multiple Taskbar Icons for Documents

If you like to see your open documents in multiple icons on the Taskbar, you may wonder how to make that happen. This is ...

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)

Setting Print Quality

When printing information in a workbook, you may want to take advantage of the different print quality settings available ...

Discover More

Conditional Printing

If you need to make what Excel prints be based upon conditions in a worksheet, you'll love the information in this tip. ...

Discover More

Printing Limited Pages from a Range of Worksheets

Need to print just a few pages from a group of worksheets? The easiest way to handle the task may be through a macro, as ...

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 6Mpixels. 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 three less than 5?

2018-06-29 14:45:33

chastity lamb

I need to know how to print rows only that have the word "print" in column G without using a filter. the sheet is protected.


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.