Excel Tutorial: How To Print Only Certain Columns In Excel

Introduction


Are you tired of printing out the entire Excel sheet when you only need a few specific columns? In this tutorial, we will show you how to print only certain columns in Excel to save time and resources. Whether you're creating a report or sharing data with colleagues, being able to select and print specific columns can make your work much more efficient.


Key Takeaways


  • Printing only certain columns in Excel can save time and resources
  • Removing blank rows before printing can improve the layout and readability
  • Adjusting print settings for specific columns can optimize the print layout
  • Previewing the printout before printing is important for ensuring accuracy
  • Applying the tips and techniques mentioned in the blog post can enhance the Excel printing experience


Understanding Excel Printing Options


When working with Excel, it is important to understand the various printing options available to ensure that your documents are printed in the desired format. This includes the ability to select specific columns for printing and the benefits of removing blank rows before printing.

A. Discuss the basic printing options in Excel
  • Print Preview: Excel offers a print preview feature that allows you to see how your document will look when printed. This can help you make any necessary adjustments before sending the document to the printer.
  • Page Layout: Excel also provides options for adjusting the page layout, including orientation, margins, and scaling. These settings can help ensure that your document fits properly on the printed page.

B. Explain the importance of selecting specific columns for printing
  • Clutter Reduction: By selecting specific columns for printing, you can reduce the clutter on the printed page, making it easier for the reader to focus on the relevant information.
  • Customization: Selecting specific columns allows you to customize the printed document to meet the specific needs of your audience, whether it's a presentation, report, or any other type of document.

C. Highlight the benefits of removing blank rows before printing
  • Space Optimization: Removing blank rows before printing can help optimize the use of space on the printed page, allowing more content to fit on each page.
  • Professional Appearance: By removing unnecessary blank rows, you can give your document a more polished and professional appearance, making it easier to read and understand.


Selecting and Hiding Columns


When you want to print only certain columns in Excel, you can easily select the specific columns you need and hide the unnecessary ones to streamline your printout.

A. Provide step-by-step instructions on how to select specific columns for printing
  • Step 1: Open your Excel workbook


  • Launch Excel and open the workbook that contains the data you want to print.

  • Step 2: Click and drag to select columns


  • Click on the column letter to select an entire column, or hold down the "Ctrl" key and click on multiple column letters to select specific columns.

  • Step 3: Adjust the print area


  • Once the columns are selected, go to the "Page Layout" tab, click on "Print Area," and select "Set Print Area" to define the print range.

  • Step 4: Print the selected columns


  • Go to the "File" tab, click on "Print," and choose your print settings before clicking "Print" to print only the selected columns.


B. Explain how to hide unnecessary columns from the printout
  • Step 1: Select the columns to hide


  • Click on the column letter to select the entire column that you want to hide from the printout.

  • Step 2: Hide the selected columns


  • Right-click on the selected columns and choose "Hide" from the dropdown menu. The columns will no longer be visible in the worksheet, but they will still be included when you print the document.



Removing Blank Rows


Blank rows in an Excel spreadsheet can have a significant impact on the printing layout, causing unnecessary gaps and inconsistencies. It is essential to remove these blank rows to ensure a clean and organized printout.

Impact of blank rows on the printing layout


The presence of blank rows in an Excel spreadsheet can disrupt the visual flow of the printed document. It can lead to wasted paper, a disorganized appearance, and difficulty in interpreting the data. Removing these blank rows is crucial to maintain a professional and polished look for your printed Excel documents.

Guide on how to remove blank rows in Excel before printing


Here's a step-by-step guide on how to remove blank rows in Excel before printing:

  • Step 1: Open the Excel spreadsheet that you want to print.
  • Step 2: Select the entire spreadsheet by clicking on the top-left corner of the worksheet (the intersection of the row and column headers).
  • Step 3: Press Ctrl + G to open the Go To dialog box, and then click on the Special button.
  • Step 4: In the Go To Special dialog box, select the Blanks option and click OK. This will select all the blank cells in the spreadsheet.
  • Step 5: Right-click on any of the selected blank cells and choose Delete from the context menu. In the Delete dialog box, select the Entire row option and click OK.
  • Step 6: The blank rows in the spreadsheet will be deleted, and you can proceed with printing the document.

By following these steps, you can effectively remove blank rows from your Excel spreadsheet, ensuring a clean and organized layout for printing.


Adjusting Print Settings


When working with a large dataset in Excel, it is often necessary to print only certain columns to present the relevant information. Adjusting the print settings for specific columns can help in creating a clear and organized printed document.

A. Explain the importance of adjusting print settings for specific columns

Printing only certain columns in Excel can help in saving paper and ink, as well as presenting the data in a concise and focused manner. It is also useful when creating reports or presentations where only specific columns need to be showcased.

B. Provide tips on optimizing the print layout for the selected columns
  • Set Print Area:


    Select the columns that need to be printed, go to the Page Layout tab, and click on Print Area. Then select Set Print Area. This will define the specific columns to be printed.
  • Adjust Page Layout:


    Use the Page Layout tab to adjust the print orientation, paper size, and margins to optimize the print layout for the selected columns.
  • Preview Before Printing:


    Use the Print Preview option to see how the selected columns will appear on the printed page. This can help in making any necessary adjustments before printing.
  • Scale to Fit:


    If the selected columns do not fit on a single page, use the Scale to Fit option in the Page Layout tab to adjust the printout to fit the desired number of pages.


Previewing and Printing


In Excel, it is important to preview the printout before actually printing it to ensure that the right information is being printed. Additionally, previewing allows you to make any necessary adjustments to the layout or formatting of the printed document.

Discuss the importance of previewing the printout before printing


  • Accuracy: Previewing the printout helps in ensuring that the correct data is being printed and there are no errors or omissions.
  • Formatting: It allows you to check the layout and formatting to make sure it is consistent with your requirements.
  • Save paper and ink: Previewing helps in minimizing wastage of paper and ink by identifying any unnecessary or excessive content that can be removed before printing.

Provide instructions on how to preview and print only the selected columns


To print only certain columns in Excel, follow these steps:

  • Select the columns: First, select the columns that you want to print by clicking on the letter of the first column and dragging across to the last column while holding down the mouse button.
  • Go to the Print Preview: Click on the "File" tab in the Excel ribbon, and then select "Print" from the options. This will open the Print Preview window.
  • Adjust the print settings: In the Print Preview window, you can make further adjustments such as selecting the specific columns to print, adjusting the margins, and choosing the print layout.
  • Print the document: Once you are satisfied with the preview, click on the "Print" button to send the document to the printer.


Conclusion


In conclusion, we have discussed how to print only certain columns in Excel by using the print options and page setup features. By selecting the specific columns to print, you can create a more focused and organized printout that suits your needs. We encourage you to apply these tips and techniques to improve your Excel printing experience and make the most out of your data.

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