Shortcut for Quick Print in Excel: Save Time with These Handy Tips

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Are you tired of navigating through multiple menus and options just to print your Excel spreadsheets? Fear not, because there’s a simple shortcut for quick print in Excel that can save you time and hassle.

In this article, we’ll explore the various methods to quickly print your Excel worksheets using keyboard shortcuts and other efficient techniques. Whether you’re a beginner or an advanced user, these tips will help you streamline your printing process and boost your productivity.

Ctrl+P Shortcut for Quick Print in Excel

The most common and straightforward shortcut for printing in Excel is the Ctrl+P keyboard combination. By pressing these two keys simultaneously, you can open the Print dialog box instantly, allowing you to adjust your print settings and send your worksheet to the printer with ease.

How to Use Ctrl+P

  1. Open your Excel worksheet.
  2. Press Ctrl+P on your keyboard.
  3. The Print dialog box will appear, displaying various print settings.
  4. Adjust the settings according to your requirements, such as page orientation, paper size, and print range.
  5. Click on the “Print” button to send your worksheet to the printer.

Benefits of Using Ctrl+P

  • Saves time: By using the Ctrl+P shortcut, you can access the Print dialog box instantly, eliminating the need to navigate through multiple menus.
  • Convenient: With just two keystrokes, you can initiate the printing process, making it a convenient option for frequent printing tasks.
  • Consistent: The Ctrl+P shortcut is a universal command that works across various applications, not just Excel, making it easy to remember and use.

Customizing Quick Access Toolbar for Quick Print

Another way to streamline your printing process in Excel is by adding the “Quick Print” button to your Quick Access Toolbar. This toolbar is located at the top of the Excel window and provides easy access to frequently used commands.

Adding Quick Print Button to Quick Access Toolbar

  1. Click on the small arrow at the end of the Quick Access Toolbar.
  2. Select “More Commands” from the dropdown menu.
  3. In the “Excel Options” window, choose “All Commands” from the “Choose commands from” dropdown list.
  4. Scroll down and select “Quick Print.”
  5. Click on the “Add” button to move it to the Quick Access Toolbar.
  6. Click “OK” to close the window.

Now, you can simply click on the “Quick Print” button in the Quick Access Toolbar to print your Excel worksheet instantly.

Customizing Quick Access Toolbar Further

In addition to adding the “Quick Print” button, you can customize your Quick Access Toolbar with other frequently used commands:

  • Preview: Add the “Print Preview” button to view how your worksheet will look before printing.
  • Page Setup: Include the “Page Setup” button for quick access to margin, orientation, and scaling settings.
  • Undo/Redo: Add the “Undo” and “Redo” buttons for easy reversal or repetition of actions.

By personalizing your Quick Access Toolbar, you can create a tailored printing experience that suits your specific needs and preferences.

Using the Print Area Feature

When you have a large worksheet with multiple sections, you may want to print only a specific area instead of the entire sheet. Excel’s Print Area feature allows you to define which cells to include in your printout.

Setting a Print Area

  1. Select the cells you want to print.
  2. Go to the “Page Layout” tab in the Excel ribbon.
  3. Click on the “Print Area” button.
  4. Choose “Set Print Area” from the dropdown menu.

Now, when you use the Ctrl+P shortcut or the “Quick Print” button, only the selected print area will be sent to the printer.

Clearing a Print Area

If you want to remove a previously set print area, follow these steps:

  1. Go to the “Page Layout” tab.
  2. Click on the “Print Area” button.
  3. Select “Clear Print Area” from the dropdown menu.

This will remove the defined print area, and the entire worksheet will be printed by default.

Benefits of Using Print Area

  • Focused printing: By setting a print area, you can focus on printing only the relevant sections of your worksheet, saving paper and ink.
  • Consistency: When you have a specific print area set, you can ensure that the same section is printed each time, maintaining consistency across multiple printouts.
  • Time-saving: Instead of manually selecting the cells to print each time, you can define a print area once and use it repeatedly, saving time and effort.

Printing Selection

Sometimes, you may want to print only a specific selection of cells rather than setting a permanent print area. Excel allows you to quickly print a selection without modifying your print settings.

How to Print a Selection

  1. Select the cells you want to print.
  2. Press Ctrl+P to open the Print dialog box.
  3. In the “Settings” section, choose “Print Selection” from the dropdown menu.
  4. Click on the “Print” button to print only the selected cells.

Advantages of Printing Selection

  • Flexibility: Printing a selection allows you to choose specific cells to print without altering your print area settings.
  • Ad-hoc printing: When you need to print a small section of your worksheet quickly, printing a selection is a convenient option.
  • Customization: You can easily print different selections of cells based on your current needs without modifying the overall print settings.

Keyboard Shortcuts for Page Setup

Before printing your Excel worksheet, you may need to adjust the page setup settings, such as margins, orientation, or scaling. Excel provides keyboard shortcuts to access these settings quickly.

ShortcutDescription
Alt+P, S, POpen the Page Setup dialog box
Alt+P, M, ASet all margins to narrow
Alt+P, M, WSet all margins to wide
Alt+P, O, LSet page orientation to landscape
Alt+P, O, PSet page orientation to portrait

Using these shortcuts, you can quickly modify your page setup without navigating through multiple menus.

Benefits of Using Page Setup Shortcuts

  • Time-saving: Instead of manually navigating to the Page Setup dialog box, you can use these shortcuts to access the settings instantly.
  • Precision: With specific shortcuts for margin sizes and page orientation, you can accurately set up your worksheet for printing.
  • Consistency: By using shortcuts to set up your page, you can ensure consistent settings across multiple worksheets or workbooks.

Printing Multiple Sheets

If you have multiple worksheets in your Excel workbook and want to print them all at once, you can easily accomplish this with a few clicks.

Printing All Sheets

  1. Right-click on any sheet tab at the bottom of the Excel window.
  2. Select “Select All Sheets” from the context menu.
  3. Press Ctrl+P to open the Print dialog box.
  4. Click on the “Print” button to print all the selected sheets.

Printing Specific Sheets

  1. Hold down the Ctrl key and click on the sheet tabs you want to print.
  2. Press Ctrl+P to open the Print dialog box.
  3. Click on the “Print” button to print the selected sheets.

Advantages of Printing Multiple Sheets

  • Batch printing: When you need to print several worksheets at once, selecting multiple sheets saves time compared to printing each sheet individually.
  • Consistency: Printing multiple sheets together ensures that the print settings, such as page setup and orientation, are applied consistently across all the selected sheets.
  • Organization: By printing related worksheets together, you can keep your printed documents organized and easily accessible.

Final Thoughts

By utilizing the various shortcuts for quick print in Excel, you can significantly reduce the time and effort spent on printing your worksheets. Whether you prefer using keyboard shortcuts like Ctrl+P, customizing your Quick Access Toolbar, or setting print areas, Excel provides numerous ways to streamline your printing process. Experiment with these techniques and find the ones that work best for your workflow, and you’ll be printing your Excel worksheets with ease in no time.

FAQs

What is the shortcut for quick print in Excel?

The shortcut for quick print in Excel is Ctrl + P. This shortcut will open the Print dialog box, allowing you to quickly print your Excel worksheet.

Can I use the quick print shortcut to print a specific range of cells?

Yes, you can use the quick print shortcut (Ctrl + P) to print a specific range of cells. Before using the shortcut, select the range of cells you want to print. When the Print dialog box opens, choose the “Print Selection” option under Settings.

Does the quick print shortcut work in all versions of Excel?

Yes, the quick print shortcut (Ctrl + P) works in all versions of Excel, including Excel 2007, 2010, 2013, 2016, 2019, and Excel for Microsoft 365.

Can I use the quick print shortcut to print multiple worksheets at once?

Yes, you can use the quick print shortcut (Ctrl + P) to print multiple worksheets at once. Before using the shortcut, select the worksheets you want to print by holding down the Ctrl key and clicking on each worksheet tab. When the Print dialog box opens, choose the “Print Active Sheets” option under Settings.

Is there a way to set up a custom quick print shortcut in Excel?

Excel does not have a built-in option to create a custom quick print shortcut. However, you can create a macro to print your worksheet with specific settings and assign that macro to a custom keyboard shortcut or a button on the Quick Access Toolbar.

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