You need to print an Excel sheet but want to exclude certain columns from the final page. Manually hiding columns before each print is time-consuming and error-prone. Excel’s print area feature lets you define a specific cell range for printing, permanently omitting unwanted data. This article explains how to set a custom print area to hide columns and ensure your printouts only show the information you need.
Key Takeaways: Hiding Columns from Excel Printouts
- Page Layout > Print Area > Set Print Area: Defines a permanent range of cells that will be the only content sent to your printer.
- Ctrl key for non-adjacent ranges: Allows you to select multiple separate column blocks to include in a single print area.
- Page Break Preview: Shows a blue border around your defined print area and lets you adjust its boundaries by dragging.
Understanding the Print Area Feature
The print area is a designated range of cells on a worksheet. When you set one, Excel ignores all cells outside this range during printing. This is different from hiding columns using the Format menu. Hidden columns are still part of the sheet’s layout and can be accidentally revealed. A defined print area is a print-specific instruction that does not alter the worksheet view for editing.
You can set one continuous block of cells or multiple non-adjacent ranges. Each non-adjacent range will print on a separate page. Before you start, ensure your data is organized. It is best practice to save your workbook before modifying print settings.
Steps to Set a Print Area and Exclude Columns
The most direct method uses the ribbon commands. This process creates a persistent print area for the active worksheet.
- Select your desired print range
Click and drag your mouse to select all the cells you want to print. To exclude a column in the middle of your data, select the blocks on either side of it separately. Hold the Ctrl key while selecting the second block. - Open the Page Layout tab
Navigate to the Page Layout tab on the Excel ribbon. This tab contains all settings related to printing and page setup. - Set the print area
In the Page Setup group, click Print Area. From the dropdown menu, select Set Print Area. A faint gray border will appear around your selected cells. - Verify with Print Preview
Go to File > Print. The preview pane on the right will show only the cells within your defined print area. The columns you omitted will not appear.
Adjusting the Print Area in Page Break Preview
For finer control, use Page Break Preview. This view shows page boundaries as blue lines you can drag.
- Switch views
Go to the View tab and click Page Break Preview. You may see a blue border representing the current print area. - Modify the area
Place your cursor over the solid blue border. When the cursor changes to a double-headed arrow, click and drag the border to include or exclude columns and rows. - Confirm the change
Return to Normal view on the View tab. Your print area is now updated based on the new border position.
Common Mistakes and Limitations
Print Area Resets When Adding New Data
The print area is a fixed cell reference like $A$1:$G$20. If you add rows or columns within that range, the print area expands automatically. However, if you add data outside the range, it is not included. You must manually update the print area to encompass the new cells by re-selecting the range and setting it again.
Multiple Print Areas Create Multiple Pages
If you set two non-adjacent ranges, Excel will print each range on its own page. You cannot force them to print side-by-side on one page using this feature. For a complex layout, consider copying the data you need into a new, contiguous range on a separate sheet dedicated for printing.
Hidden Columns Are Still in the Print Area
If you hide a column that is inside your defined print area, it will not print. This is a useful alternative for temporary changes. Remember that hiding columns and setting a print area are independent settings. Clearing the print area via Page Layout > Print Area > Clear Print Area will not unhide any columns you manually hid.
Print Area Management Options
| Item | Set Print Area | Manual Column Hiding |
|---|---|---|
| Primary use | Permanently exclude data from all printouts | Temporarily remove columns from view and print |
| Effect on worksheet editing | No change to the grid; all cells remain visible | Columns are visually collapsed in the worksheet |
| Persistence | Saved with the workbook file | Saved with the workbook file |
| How to reverse | Page Layout > Print Area > Clear Print Area | Select adjacent columns > Right-click > Unhide |
| Best for | Standardized reports and frequent printing | Quick, on-the-fly adjustments before a single print job |
You can now create clean printouts by defining a custom print area in Excel. Use the Page Break Preview to make quick adjustments by dragging the blue borders. For more control, explore the settings in Page Layout > Page Setup dialog box launcher, where you can set specific rows to repeat at the top of every printed page.