How to set the print area in Google Sheets

Steps to set the print area in Google Sheets

Frame your data
Get ready to print
Change what you print
Customize your settings

Going into a crucial meeting without properly organized data is like stepping into a new restaurant without knowing what’s on the menu. You might feel uncertain and overwhelmed, unsure whether you’ll pick the right option. Similarly, when preparing your Google Sheets document for printing, choosing precisely what data to include is essential. It ensures clarity, precision, and effectiveness during your presentations or data analyses.

Mastering how to set the print area in Google Sheets allows you to highlight critical information, facilitating better discussions and smarter decision-making.

Here’s how to confidently set the print area in Google Sheets.

1. Frame your data

The print area of your Google Sheets data refers to the cells in your spreadsheet you want to print. These cells likely represent part of a larger data set, so spend some time thinking about what the print area you select will represent and how it will be useful for your internal and external data processing.

Pro Tip

Collect, organize, manage, and print out your form data for free with Jotform Tables.

2. Get ready to print

Setting your print area in Google Sheets is straightforward:

Highlight the cells you wish to print.

Highlighting the cells to print on Google Sheets

Click the printer icon on the toolbar.

Clicking on the printer icon on the toolbar on Google Sheets

In the print menu, set the print field to Selected cells.

Selecting the Selected cells option on the Print settings

You can make formatting changes in the print preview window. From there, you can select the printer you want to use — or you can save the sheet as a PDF. Select the option you want, and you’re good to go.

3. Change what you print

Occasionally, you’ll need to print multiple sections or tabs of your workbook—for instance, customer details in one tab and financial data in another. To achieve this:

Go to the print menu.

Clicking on the print icon on Google Sheets

Under the print options, choose between:
- Current sheet: Prints only the current sheet.

Selecting the Current sheet option on the Print settings

Workbook: Prints all sheets within the workbook.

Selecting the Workbook option on the Print settings

Google Sheets makes this process easy and intuitive, ensuring that you get hard copies of the documents you need quickly.

4. Customize your settings

Google Sheets provides customization options to refine your printouts. Adjustments you can make include:

Margins
Paper size
Headers and footers
Sheet alignment (portrait or landscape)

These adjustments ensure your printed data is clear and professional.

Additional Google Sheets printing tips

How to print header rows for each Google Sheets page?

Keep your data context intact by repeating header rows on each printed page:

Open the print menu.
Go to Headers & Footers.

Selecting the Headers & footers option on the Print settings

Select Repeat frozen rows to print headers on each page.

Selecting the Repeat frozen rows option on the Print settings page

How to change print margins in Google Sheets?

Adjust margins easily:

In the print menu, select Margins.

Selecting the margins as Normal in the Print settings page

Choose between Normal, Narrow, Wide, or Custom to suit your needs.

Choosing the margins from the option on the print settings page

How to repeat headers when printing pages in Google Sheets?

Repeat headers easily:

Freeze your header row first by selecting View > Freeze.

Selecting the Freeze option under the View tab in Google Sheets

In the print menu, select Repeat frozen rows.

How to use named ranges as print areas?

Named ranges enhance printing efficiency:

Select cells and go to Data > Named ranges.

Selecting the Named ranges option under the Data tab in Google Sheets

Assign a name to the range.

Assigning a name to the range on Google Sheets

When printing, select your named range from the print menu.

Evolve with Jotform

If you’ve gone through the process of learning how to set print area in Google Sheets and find you need more functionality than what Google Sheets can provide, consider using Jotform.

With Jotform Tables, you can print out data pulled directly from your forms and select the entries you’d like to print. Once you select a form, you’ll be redirected to its corresponding Jotform table. Then all you have to do is select the entries you want to print and click the Print button.

And if you’d like to print out an individual form, you can do that too. With Jotform, all your forms and submissions are connected, making printing any given area of your sheet or form a breeze.

Take matters into your hands

The presentations, slide decks, and emails you send to your team or clients tell your company’s story. That’s why having the ability to select the data you share is so important. Whether that’s through Google Sheets or Jotform’s interconnected interface, you can breathe a sigh of relief knowing that hard copies of your data are just a few short clicks away.

Photo by Burst

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AUTHOR

Jotform Editorial Team

Jotform's Editorial Team is a group of dedicated professionals committed to providing valuable insights and practical tips to Jotform blog readers. Our team's expertise spans a wide range of topics, from industry-specific subjects like managing summer camps and educational institutions to essential skills in surveys, data collection methods, and document management. We also provide curated recommendations on the best software tools and resources to help streamline your workflow.