How to Set a Specific Print Area in Google Sheets Spreadsheets

Key Takeaways

  • Setting a print area in Google Sheets allows you to print only selected cells or ranges, saving paper and making your printouts more focused.
  • You can set the print area before printing by selecting cells and choosing “Selected cells” in the Print settings menu.
  • Google Sheets offers additional printing options like adjusting margins, scaling, orientation, and repeating rows/columns across pages.

Google Sheets is a powerful spreadsheet application that allows you to organize, analyze, and visualize data effectively. While working with large datasets, you may often need to print specific sections or ranges of your spreadsheet for reference or presentation purposes. Printing the entire sheet can be wasteful and make it harder to focus on the relevant information. Fortunately, Google Sheets provides a straightforward way to set a specific print area, ensuring that only the desired cells or ranges are printed.

Selecting the Print Area

The first step in setting a print area is to select the cells or ranges you want to print. You can do this by clicking and dragging your mouse over the desired cells or using keyboard shortcuts like Ctrl + Shift + Arrow keys or Ctrl + A to select the entire sheet.

Once you have selected the cells, you can proceed to the printing options.

Accessing the Print Settings

To access the print settings in Google Sheets, follow these steps:

  1. Click on the “File” menu at the top left of the Google Sheets window.
  2. Select “Print” from the drop-down menu, or use the keyboard shortcut Ctrl + P (Windows/Linux) or Cmd + P (Mac).

The Print settings window will appear, displaying a preview of your spreadsheet on the left and various printing options on the right.

Setting the Print Area

In the Print settings window, locate the “Print” dropdown menu under the “Settings” section. By default, it will be set to “Current sheet,” which means that the entire sheet you’re currently viewing will be printed.

To set a specific print area, follow these steps:

  1. Click on the “Print” dropdown menu.
  2. Select “Selected cells.”

Google Sheets will now display the cell range you previously selected in the dropdown menu, indicating that only those cells will be printed.

Adjusting Additional Print Settings

While you’re in the Print settings window, you can also adjust various other printing options to customize the appearance and layout of your printout. Here are some useful options to consider:

Paper Size and Orientation: Under the “Paper size” and “Orientation” sections, you can choose the paper size (e.g., Letter, A4) and orientation (Portrait or Landscape) for your printout.

Margins: The “Margins” section allows you to adjust the margins of your printout. You can choose from preset options like “Normal,” “Narrow,” or “Wide,” or select “Custom numbers” to enter your own margin values.

Scale: The “Scale” option lets you adjust the scaling of your printout. You can choose from options like “Normal (100%),” “Fit to width,” “Fit to height,” or “Fit to page,” or enter a custom scaling percentage.

Formatting: Under the “Formatting” section, you can choose to show or hide gridlines, notes, and adjust the page order (down, then over or over, then down).

Headers & Footers: The “Headers & Footers” section allows you to include page numbers, worksheet titles, sheet names, and the current date/time in your printout’s headers and footers.

Repeat Frozen Rows/Columns: If you have frozen rows or columns in your spreadsheet, you can choose to repeat them across all printed pages by checking the “Repeat frozen rows” or “Repeat frozen columns” options.

Once you’ve adjusted the desired settings, click the “Next” button to proceed to the final print preview and confirmation.

Printing the Selected Area

After setting the print area and adjusting any additional settings, you’ll be presented with a final print preview. Review the preview to ensure that the selected area and settings are correct.

If everything looks good, click the “Print” button to send your printout to the selected printer or save it as a PDF file.

Tips and Best Practices

Here are some additional tips and best practices to keep in mind when setting a print area in Google Sheets:

  • Use Named Ranges: If you frequently need to print the same range of cells, consider creating a named range. This will make it easier to select and set the print area in the future.
  • Freeze Panes: If you want to repeat specific rows or columns across all printed pages, consider freezing those panes before setting the print area.
  • Check Page Breaks: Google Sheets automatically inserts page breaks based on the selected print area and paper size. Review the print preview to ensure that the page breaks are placed appropriately.
  • Save Print Settings: If you have specific print settings that you use frequently, you can save them as a custom printer by clicking the “Save printer” button in the Print settings window.
  • Use Keyboard Shortcuts: Google Sheets provides keyboard shortcuts for various printing actions, such as Ctrl + P to open the Print settings window and Ctrl + Shift + P to open the Print preview directly.

By following these steps and tips, you can easily set a specific print area in Google Sheets, ensuring that your printouts are focused, organized, and tailored to your needs.

Bold Text Examples:

  • Setting a print area in Google Sheets allows you to print only selected cells or ranges, saving paper and making your printouts more focused.
  • Under the “Margins” section, you can adjust the margins of your printout.
  • The “Scale” option lets you adjust the scaling of your printout.