Set Print Area in Excel

If you’re preparing your spreadsheet for printing and want to set the print area in Excel, you’re not alone. Excel gives you full control over what gets printed, and learning how to define the print area can help you avoid wasting paper, ink, or printing blank sections. Whether you’re using Windows, macOS, or Ubuntu (LibreOffice Calc), this guide walks you through setting and clearing the print area efficiently.

🖨️ What Is a Print Area in Excel?

The print area is the specific section of your worksheet that you want to print. By default, Excel prints everything that contains data. However, if you define a print area, only that part will be printed, making your printouts cleaner and more professional.

✅ How to Set the Print Area in Excel (All Platforms)

🪟 Windows Excel

Select the range of cells you want to print.
Press:
Alt → P → R → S
- This opens the Page Layout tab and sets the print area.

Alternatively:

Go to Page Layout > Print Area > Set Print Area

🍏 macOS Excel

Highlight the cells you want to print.
Use the menu:
- Click Layout > Print Area > Set Print Area

Keyboard shortcuts for setting the print area aren’t default on macOS, but you can create a custom shortcut via:
System Settings > Keyboard > App Shortcuts

🐧 Ubuntu (LibreOffice Calc)

Select the cells you want to print.
Press:
Ctrl + P to open the Print dialog
Then:
- Under Range and Copies, choose Print selected cells

Or use the menu:

Format > Print Ranges > Define

🧹 How to Clear or Edit the Print Area

Windows:

Press: Alt → P → R → C to clear the print area
Or: Page Layout > Print Area > Clear Print Area

macOS:

Use the Layout tab, then choose Print Area > Clear Print Area

Ubuntu (Calc):

Format > Print Ranges > Remove
To edit, select a new range and choose Define

📝 Tips for Working with Print Areas

Multiple Print Areas: You can set more than one print area by holding Ctrl (Cmd on Mac) and selecting multiple ranges.
Print Preview: Always use Ctrl + F2 (Windows/Linux) or Cmd + P (macOS) to preview before printing.
Named Print Areas: Save time by naming your print areas using Formulas > Name Manager (Excel only).

🧭 Quick Keyboard Shortcut Recap

Action	Windows Shortcut	macOS Shortcut	Ubuntu (LibreOffice Calc)
Set Print Area	Alt → P → R → S	Layout > Print Area	Format > Print Ranges > Define
Clear Print Area	Alt → P → R → C	Layout > Print Area	Format > Print Ranges > Remove
Print Preview	Ctrl + F2	Cmd + P	Ctrl + P
Print Dialog	Ctrl + P	Cmd + P	Ctrl + P

❓ FAQ – Set Print Area in Excel

What if I select the wrong print area?
You can easily clear it using the menu or the shortcut listed above.

Can I set multiple print areas?
Yes! Use Ctrl/Cmd to select multiple cell ranges, then set the print area.

Will the print area be saved?
Yes, Excel retains the print area even after you save and reopen the workbook.

How do I print only selected cells without setting the area?
Use Ctrl + P → Under Settings, choose “Print Selection”.

✅ Conclusion

Knowing how to set the print area in Excel is essential for clean, organized, and efficient printing. Whether you’re on Windows, macOS, or Ubuntu, using the built-in features or keyboard shortcuts can help you save time and avoid printing errors. From reports to invoices and data tables, mastering this function makes you a more efficient Excel user.

Complete List of Windows Keyboard Shortcuts

If you need help for Windows, you can find a whole list of all keyboard shortcuts here.

https://keyboard-shortcuts.org/

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