Excel pivot tables are very useful and powerful feature of MS Excel. They are be used to create instant summaries, reports and data analysis from your raw data.
In this page, learn all about how to create an Excel pivot table and customize it.
Table of Contents
What are Excel Pivot Tables?
A pivot table turns your data into report format. Here is a sample Pivot table from sales data, showing total sales by region.
How to create a Pivot Table?
We will use 2019 sales data of a fictional company. This data contains 466 rows of sales information in columns – Month, Salesman, Region, Product, No. Customers, Net Sales, Profit / Loss. Here is a preview of our data.
Download the sample data & example pivot tables here.
To create a pivot table showing totals sales by region, follow these steps.
- Select any cell in the data.
- Go to Insert ribbon and click “Pivot Table” button.
- Click ok on the next screen.
- You will be taken a new spreadsheet with blank Pivot Table canvas. Here, using the Pivot Table Fields panel set “Regions” field to row label area, “Products” to “Filter” area and “Net Sales” to values area. See below illustration.
Your pivot table will be ready. We can see that “West” is our best region. This is why Pivot tables are easy for finding answers to common business questions.
Two dimensional Pivots - Row & Column fields
You can add fields to both “Row” and “Column” label area of a pivot. Such Pivot Tables are normally called two dimensional pivots. Here is a demo of a two dimensional pivot table showing Total Sales by Region & Sales Person.
Multi-dimensional Pivots - Row & Column fields
You can also add more than one item to “Row” or “Column” label area. This creates a multi-dimensional Pivot Report. Here is one such pivot report showing total sales by Region, Sales Person & Product for selected months.
How to format Pivot Table values?
By default, numbers in Pivot Tables tend to just look like zip codes, without any proper formatting. This is easy to fix though. Simply right click on the values and use “Value Field Settings” to set up the formatting. To set currency formatting for our Total sales by region Pivot Report,
- Go to value field settings
- Click on Number Format button
- Set up the formatting to “Currency”
- Done.
See this illustration.
Sorting in Excel Pivot Tables
You can easily sort pivot report by ascending or descending order of the value. To do this, just right click on the value, select Sort > and specify the order.
Here is an example of sorted pivot report of Number of customers by Sales person.
Filtering Excel Pivot Tables
You are looking at Regional total sales and want to know what the total is for just “RapidZoo” product. You can do this by filtering the pivot table. Excel offers two powerful ways to filter Pivot Tables
- Report filters
- Slicers
Both methods are illustrated below. Read on to learn how to use them.
Filtering with Report Filters
Report filter is a great way to restrict the data that is flowing to your pivot. To set them up, just add the field to “Filters” area in the fields panel. Now, using the filter button next to “Product”, select the product you want.
Here is a quick demo of report filters in action.
Filtering with Slicers
There are a ton of cool features in Excel Pivot Tables, but slicers are hands-down the best feature. At-least, that is what I think. They make filtering and ad-hoc data analysis a breeze.
A slicer is a visual filter. You can add a slicer on any field by right clicking on it from the fields panel. See the illustration “Adding filters to a pivot report” from above.
Once you have a slicer on Product, simply click on any product name to see the report for that.
Here is a quick demo of Pivot Table with slicers.
Other kinds of filtering - Value & Label Filters
Apart from report filters & Slicers, Pivot Tables also allow you to filter by a field or value.
Field or Label Filter: If you don’t want to see “Middle” region in a row label area, just click on the filter button next to “Row Labels” and uncheck the region. This type of filtering is called Label Filtering.
Value Filter: If you want to see just the top 2 regions by total sales, then you need a value filter. Simply go to filter button next to row labels and using value filters, apply a top 10 filter but set it to top 2 values by “Sum of net sales.”
Changing Calculations in Pivot Tables
The default calculation in Pivot Tables is SUM for number fields and COUNT for all others. But you can also customize the calculation easily. Just right click on the value field and choose different type of summary from right click menu.
Changing from SUM to AVERAGE in a Pivot Table
Here is a quick illustration of how to change calculation type from “SUM” to “AVERAGE”.
Pivot Table Layouts & Colors
By default, Excel Pivot Tables are in compact layout. This means, if you add multiple fields to row label area, they will all be shown in same column, with indentation.
You can change the layout of a pivot table to other formats too.
- Compact form (default)
- Outline form
- Tabular form
You can change the layout from Pivot Table Design ribbon.
Here is an example of same Pivot Table in both Compact and Tabular layouts.
Styling & colors of Excel Pivot Tables
You can apply any formatting to the pivot tables. MS Excel has some very good pivot table styles. Just select pivot table cells, go to Pivot Table Design ribbon. See below image to understand various options available.
Visualizing with Pivot Charts
You can use Pivot Charts to visualize the same information in a graphic format. Here is a sample Pivot Chart of Net Sales by Region & Product.
Steps for creating a Pivot Chart:
- Select any cell in the Pivot Table.
- Click on Insert > Chart or Analyze > Pivot Chart button.
- Insert the type of chart you want.
- You will get a Pivot Chart.
Interactive Pivot Chart with Slicers
Slicers make it incredibly easy to create interactive charts. Once you have a regular Pivot Chart, simply add a slicer to it (right click on the field in “Pivot Table Fields” area and select “Add as Slicer”). You now have an interactive Pivot Chart.
Here is a demo of interactive Pivot Chart.
Updating Pivot Tables (Refresh)
Whenever you have new data, just use “Refresh” button to update your Pivot Tables. You can find this button in multiple places.
- Data ribbon
- Pivot Table Analyze ribbon
- On right clicking any Pivot Table
- By pressing ALT+F5 (refreshes single pivot) or CTRL+ALT+F5 (refreshes all pivots)
What if you want to point Pivot to new data?
Select any cell in the Pivot Table and from Analyze ribbon, use the “Change Data Source” button. Point input data to a new source. As long as the new data has same fields, everything will work smoothly.
Pivot Tables in Excel - Complete video tutorial
I have made a 21 minute video explaining how to create, format, customize, visualize, filter and refresh Pivot Tables. This video is packed with many tricks, ideas and inspiration. Check it out below.
Download - Sample data & example Pivot Tables
Please click here to download the sample file for this article. It contains fictional sales data, several example pivot tables, charts and additional resources.
Examine the pivot table settings and use the data to learn more.
Next Steps
Now that you are familiar with Pivot Tables, explore these additional pages to learn more about data analysis & reporting.
Beginner:
- Pivot Table from multiple tables – Data Model & Relationships
- Number and Percentages in same Pivot
- 5 Pivot tables to try when you have too much data
- Sub-totals but only on one level
- Distinct count in Excel Pivot Tables
- How to use Report Filters
Intermediate & Advanced Users:
- All you need to know about Slicers
- 6 Time Saving Pivot Table Tricks
- Advanced Pivot Table Tricks
- Conditional formatting for Pivot Tables
- Introduction to GETPIVOTDATA
- Getting started with Power Pivot – Percentage of something calculation example
Recommended Websites & Books:
These are my favorite places to learn more about Pivot Tables.
Websites:
- Excel Pivot Tables page on Contextures
- Pivot Table tips from Excel Jet
- 50 things you can do with Pivot Tables from MyExcelOnline
Books:
- Excel Pivot Table data crunching by Bill Jelen
- MS Excel Data Analysis and Business Modeling by Wayne Winston
- Excel Bible by J Walkenbach
Courses:
Happy Learning.
89 Responses to “Hui’s Excel Report Printer”
Woa!
This is a really impressive macro, I will probably use it in one of my KPI Dashboard I'm currently building in my company
Many, many thanks to you Hui. You're a invaluable contributor !!! (have you ever think of a fork of Chandoo.org ??? 🙂
We have a colour printer at work which defaults to B&W (company policy), however, changing this from Excel would be handy, but I suspect this aspect of the print setup is outside of the Excel object...
this comprehensive tutorial is so unexpectedly wonderful. thank you. i particularly appreciated the insight into the use of "With ActiveSheet.PageSetup" and being able to pick up anything required for footers and headers. this will save me me a ton of time. thank you.
you could copy this formula down the rows in column "O":
=IF(D5="Off","-","Page: "&COUNTIFS($D$5:D5,"On")&" of "&COUNTIFS($D$5:$D$14,"On")&" -Print date: "&TEXT(NOW(),"mmm dd, yyyy")&" Copyright 2011 - Hui Corporation")
and then reference the appropriate cell in the VBA call. This formual does not take into consideration of "pages" more than 1 page wide or 1 page tall. converting more of this formula to VBA and making the formula in column "O" a simple count of pages could probably take care of that. probably doing all the math in VBA is even better. i do not know how to write this formula in VBA.
also, Hui, do you know of links to more information about pdf's in general? i find myself wanting to print a package of reports into the same pdf file from Excel. i can't figure out how to do that. at times. i want to take a pdf file and add the pages to a Word document (images are fine as long as there is some automated way to split the pdf into Word document "pages"). sometimes i just want to add a few of the pages of a pdf (as images) to a Word document. as far as i can tell this can't be done.
Chandoo and Hui: as we say in the US: Providence! I was just today sitting down to start creating a excel report writer and lo behold, what pops into my Inbox? A beautiul Excel report writer! Again, Providence!
Thanks so much, this is super sweet and tasty.
Super sweet and tasty! A real time saver. thanks so much
This is very cool Hui.
For me the fact that many "non Excel" users can't understand why a report may print, but the graphs don't print at the same time or why just the graph prints without the data tables etc, also the fact that each work sheet may have separate print formatting.
It is a real confidence builder when people can use your files without having little issues or bugs that even printing a file can create for non frequent Excel users.
It allows quick, easy & user friendly use of your files.
Thanks
Hey, could Hui or someone else give a short description of exactly what steps to follow to use this in a different workbook.Seems really useful but I'm not able to use it by just copying over the the sheet Print_Control.What do i need to add or replace to the code?
If you've copied the sheet to a new workbook
Did you select the small button described in the instructions above?
.
If it didnt work keep reading below
.
Run tha VBA subroutine called
Setup_Print_Control_Named_Formula
.
or
.
Right click on the small button
Assign Macro
Select Setup_Print_Control_Named_Formula
Apply
.
or
.
Manually add the two named formulas described in the post above
neat. another thing as i was looking at the page size comment is that you could have drop down lists in various places that would limit choices
On/Off; Landscape/Portrait; Page Size: Letter/Legal/etc. and Rows: 1-8
@All, Thanx for the appreciative comments
@Rich, I'm a minimalist, So don't like controls, but you can add them if you desire.
@Bill, I do have a version that does allow you to include auto-incrementing page numbers into comments using a code #Pg#, But I stripped it out of this to keep it simple and functional and just demonstrate the techniques.
@Bill, in VBA you can use
ActiveWorkbook.ExportAsFixedFormat Type:=xlTypePDF
to print a package of Excel reports into one PDF (as long as all the reports are in the same Excel workbook).
Please help me also.... i need to put page # of # in printing excel...
i already has a code
Sub Button2_Click()
ActiveSheet.Range("A1:K45").Select
ActiveSheet.PageSetup.Orientation = xlLandscape
Selection.PrintOut Copies:=1, Collate:=True
MsgBox "Successful!"
End Sub
Hi Simon... where in the current macro would you include this code to combine the pages into one report?
“=OFFSET(Print_Control!R4C2,1,,COUNTA(Print_Control!R5C2:R24C2),COUNTA(Print_Control!R4))” piece has a problem.
In Russian locale formula parameters need to be separated by semicolons. So if the code throws error in Setup_Print_Control_Named_Formula subroutine, you would want to change commas to semicolons.
Pls discard my previous comment. Not true.
Great tool. Appears that the VBA code currently limits the number of worksheets it will print to 20 (sheets listed on rows 5 to 24 (Excel 2010 version). How do I modify so it will print more than 20? Also, it you have a version that allows for more flexibility with headers and footers, I would appreciate seeing it. One last item - are paper margins set in the normal Excel fashion or somewhere in the Print_Control worksheet? Again, wonderful tool - just made my life much easier - thanks.
[...] Automatically Generate Report Variations using Excel [...]
I have a workbook that includes 18 sheets with 160 named ranges. My desire is to print to a pdf with each range showing up on it's own sheet. I inserted your sheet into my workbook, removed your information and inserted mine pertaining to the workbook. Some of my named ranges contain graphs, by the way, and I still included them. When clicking the "Setup Print Control" button, I get the message that because of my security settings macros have been disabled. I get the same message when clicking the "Print all on areas" button. I saved and reopened the file, enabling macros and still get the error message.
I don't use macros very much, and your VBA code discussion is greek to me. I saw the one comment about using "ActiveWorkbook.ExportasFixedFormat Type-xltype.pdf" and will try to incorporate that - if I can get this macro to run. Any suggestions? Thank you - PS - does your hair really look like that?
Hi Hui,
This is great. I am amending the code to add more page setup parameters and also to automatically populate the "visible" worksheets. When done, I shall post a link back at this thread for others. Thanks to you for this and it is indeed saving on tons of hours.
I have retained the credit to you in the code.
Regards,
Ninad.
This macro works for Excel 2011 for MAC, with the following caveats:
In the print macro:
The EvenOddHeaderFooter errored out for me, deleting those lines (numerous) caused the rest of macro to work perfectly
in the SetupPrintControl macro, the lines attempting to "insert a comment" error out. Deleting those permitted the macro to work as intended.
(i'm not familiar with VBS, so others feel free to correct anything unclear, or erroneous)
@Bret
Thanx for the feedback
I don't have access to Excel 2011 Mac to test these type of things
Unfortunately MS keep adding features to different versions which can result in small inconsistencies between versions
I'm glad you worked it out in this case
I thought about you and this blog post last night! I was tinkering around with linked images (via the Camera) when it occurred to me that they could be used to give the user a "print preview" of another spreadsheet. Since this spreadsheet program you've posted allows the user to define a print area - do you think a linked image (ie a "print preview" window) that automatically updates based on the print area supplied is useful feature? or, do you think it might just get in the way?
As you say This doesn’t fix the printing multiple pages to multiple files when printing to PDF issue
I wonder if I could ask how ou do overcome this problesm. Is it caused ourely and simply by having different formatting/page setup settings oer worksheet?
This is not working for me when I got to install it. I have may worksheets.
Any advice?
@John
What version of Excel are you using ?
Can you email me your 2 files
Click on Hui... above, email at bottom of page
Hello Hui,
Been looking forward using your print-areas macro, but I encounter a problem; When I open the 'Print-Areas.xlsm' file and then hit the 'Setup Print Control Named Formula' I get an error (visual basic 400 error). I looked at the code but can not solve it. I tried it on another PC as well, but the same error.
As all people above do have it working, can it be a version problem of my software? I use Windows 7 and Excel 2010 professional Plus.
Hope you can help me, the print feature will save me lots of work printing all the different pages in my excel file.
Thanks,
Marc.
@Marc
can you email me the file
Click on Hui...
email add at bottom of page
Hui,
This sounds almost to good to be true but I am having the same 400 error. Sadly I cannot upload the file (company policy) can you still help me?
Also I was wondering if I can define multiple print areas on the same sheet with this.
Many thanks in advance!
@Daniel
The macro only sets up 2 named Formula
These need to be
Copies: =Print_Control!$M$26
ie: The Number of Copies cell
Print_Control: =OFFSET(Print_Control!$B$4,1,,COUNTA(Print_Control!$B$5:$B$24),COUNTA(Print_Control!$4:$4))
This is the range from B5 to the lower right corner of the populated data area
in the download file it is N14
If these named Formula exist there is no need to run the "Setup print controls named Ranges" macro
"Can define multiple print areas on the same sheet with this" - Absolutely
Including collapsed or expanded groups
This is all described in the post.
BTW I am using Excel 2013 if that changes anything
nice code very halpful
thanks
Hi All,
Using the 2003 version i receive a VB error, "Object doesn't support this property or method". If I rem out the following lines of the Setup_Print_Control_Named_Formula sub routine it will run but does nothing:
'ActiveWorkbook.Names("Print_Control").Comment = _
' "Used by the Print_Reports Subroutine"
'ActiveWorkbook.Names("Copies").Comment = _
' "Specifies the No. of Copies for the Print_Reports Subroutine"
Not good with VBA so any ideas would be appreciated.
Printing side of things is working fine if I manually enter the sheet names.
Cheers,
Brad
@Brad
Those two lines only add comments to two Named Ranges and so aren't required
The macro adds two Named Ranges
If they are there the main macro will now run ok
If it doesn't can you email me and I'll check
@Hui
Thanks for the fast reply mate, yeah the named ranges are there. A bit of confusion by me, I thought it populated the table with the sheet names automatically. Pretty sure I have a code snipet around that can do that for me though 😉
Cheers,
Brad
@Brad
You might also want to have a look at the last few comments in:
http://chandoo.org/forums/topic/print-macro-for-selected-sheets-from-200-worksheets
This builds the list automatically, but allows less control and only uses the existing Print Area on each page
Hi All,
I have added a button and the following macro to populate the sheet names on the Print_Control table............ However it runs backwards, so it pulls the last sheet name and adds it to the first slot of the table.
Anyone know how to reverse the order in which it pulls the sheet names?
Cheers,
Brad
CODE:
Sub PopSheets()'Populates Print_Control with workbook sheet names
Dim Counti
Dim SheetName As Variant
Dim Cell
Dim i As Integer
Dim r
r = "E"
i = 3 + 1
Counti = 1
Worksheets("Print_Control").Range("E5:E24") = ""
Application.DisplayAlerts = False
For Counti = Sheets.Count To 1 Step -1
If Sheets(Counti).Name "" And Sheets(Counti).Name "Print_Control" Then
SheetName = Sheets(Counti).Name
Worksheets("Print_Control").Activate
With ActiveSheet
i = i + 1
Cell = r & i
ActiveSheet.Range(Cell) = SheetName
End With
End If
Next
Application.DisplayAlerts = True
End Sub
@Brad
Change the line
For Counti = Sheets.Count To 1 Step -1
to
For Counti = 1 to Sheets.Count
Please let me know how to use it since it returns a syntax error whenever i copy this code in the project & run it
@Rajeev
It relies on a few named formula being setup
Make sure they are in place and point to the correct ranges
@Hui
Sorry, I didn't see your post before I put up my code. Thanks for the assist though 😉
Geez I should have seen that, as soon as i read your reply it clicked.
Cheers,
Brad
Hello Hui & Chandoo, it is wonderfull, amazing. I was just trying to find out a way for printing solution like this. It is really interesting, but you have contributed with your very hard work and dedicative effort. I thank you so much for sharing this one.
With warm regards,
Mani
@Mani
I hope you also have a look at my solutions to printing many sheets at this post:
http://forum.chandoo.org/threads/print-macro-for-selected-sheets-from-200-worksheets.5795/
Hi All,
I am using Excel 2010 and need the Page & P of & N to show in footer, where P and N changed based on the number of pages turned on? Also my print areas are variable so the number of pages printed for each sheet is not consistent.
Any help is appreciated.
Thanks sir This Is very Help full but i want to ask one thing suppose i Have an Excel worksheet C08 long than how can i print that sheet in one page or ..can i print long excel sheet one by one on different Pages..an excel Sheet having 30 wide Length than can i print 6 column in one page and 6 another page automatically..
Thanks
Rahul Kumar
@Rahul
Can you please send me a copy of the file with specific instructions so I can review
ihuitson at gmail dot com
I just created 100 pages of daily lesson plans for my son's homeschooling this year using your routine.
Thank you Jesus!
I've never been comfortable with excel cause it's math-we're not a very good mix. But I am learning a lot from your newsletters, thank you. I have a workbook with 10 worksheets that I tried this formula on. It does work but it prints out 2 pages onto one. I also can't figure out how to make it print with different headings, ie: sheet b, section one is cars, sheet b section two is trucks. each has to include the headings but print out on separate sheets. Maybe this isn't the formula to use?
I'm curious as to whether the whole printing multiple pages to multiple files when printing to pdf thing ever got a work around? Is there a way to have all of them automatically save in numerical order to a specified folder? That way you could just ctrl - a and put them in a pdf merger and do it quickly or do I actually have to sit there and name each pdf manually for them to save? I have a 70 sheet monthly board package that has to be ordered in certain ways for sum(start:ends) - index match add ups for the 6 companies bogs the speed down too much. The on/off report is great for when I print, but ultimately I need that fresh pdf.
Thanks,
Carolyn
@Carolyn
It would be fairly simple to change the code to save each sheet to a Sequentially numbered PDF file
Give me a few minutes
awesome! thank you!
Hello,
As Carolyn, I too want to send all the ("ON" status) worksheets to a .pdf file but I want them in one file.
In other words, I want to run your macro and end up with all the same sheets in a single .pdf file rather than printed.
Any insights would be appreciated.
Regards,
PS. Thank you for such a useful macro!
Hi Hui,
Sign me up for this solution...this would save a good amount of time in consolidating a monthly 50 pg pdf report that we generate. Could you send me the solution you came up with for Carolyn?
Much thanks!
Ben
thank you SO MUCH - - so kind of you to share this with us, and it's SO HELPFUL!!!!!
@David
Delete that line and the next one
i get an error when trying to run that says:
ActiveWorkbook.Names("Print_Control").Comment = _
Any thoughts?
Hello Hui. Looking to set up just the same thing and found your post. Cant quite get the Print_Range macro to work. When I copy this tab from your demo into my workbook when I first ran, it opened your original workbook again. No matter how I try I just can't seem to save the VBA into my local workbook. Now after trying for a while I get the VBA 400 error code that some others describe. I must be doing something really silly...
Any help welcomed
@Chris
Can you either email me the file or post it in the forums
http://chandoo.org/forum/
Hui thanks for your help and looking at the file. Managed to figure thesis the end. Again many thanks for all the excellent posts and help you supply.
KR. Chris
Please help me also…. i need to put page # of # in printing excel…
i already has a code
Sub Button2_Click()
ActiveSheet.Range(“A1:K45?).Select
ActiveSheet.PageSetup.Orientation = xlLandscape
Selection.PrintOut Copies:=1, Collate:=True
MsgBox “Successful!”
End Sub
Dear,
from the following code, I want 2 copies of "PROFORMA A" and 4 copies of "FORM NO. 16" to print. So would you modify the following vb code and send me to my mail id i.e. bhaiswarpravin@gmail.com
please do it for me......I shall be very thankful to you.
Sub print_sheet()
'
' print_sheet Macro
'
'
Sheets(Array("PROFORMA A", "FORM NO 16")).Select
Sheets("PROFORMA A").Activate
ActiveWindow.SelectedSheets.PrintOut Copies:=2, Collate:=True, _
IgnorePrintAreas:=False
End Sub
Hui -
This is great stuff. One question, what about fitting the print area to size of the paper? I am printing legal, letter, legal. They are printing on the correct paper types, but the data is not adjusting.
Hello. Thank you so much for an awesome post and routine!
I would love it if you could please send me the solution you did for Carolyn to print multiple pages to a single PDF. I have a large workbook and need to print several pages as one print job to both a printer and PDF.
It seems from reading the VBA code that there could be the case where another's print job can get pages inserted since your printing is done with a loop. Is that true?
I had read that by using the Sheets.Printout method multiple sheets are sent out as one job, however I have the problem that it only uses the first sheet’s layout, zoom, etc for all the other sheets and ignores the printer settings manually put on. I really need to meet both requirements: one print job, multiple orientation, zoom, etc. Do you think this is possible? I appreciate so much your comments. Thank you!
Hello, i have a range and i named as Front_PrintArea and another range named Back_PrintArea. Those areas are in the same sheet of excel. Can i have in first area 75% scale for printing and in second 55%?
@Nick
Yes
But you will need to add another column to the Table with Print Size
The adjust the code accordingly
Please can you help me with this? I record a macro but isnt too clear for me..
Sub PrintDouplexPages()
'
' PrintDouplexPages ?a???e?t???
'
'
Range("B2:AF44").Select
Application.PrintCommunication = False
With ActiveSheet.PageSetup
.PrintTitleRows = ""
.PrintTitleColumns = ""
End With
Application.PrintCommunication = True
ActiveSheet.PageSetup.PrintArea = "$B$2:$AF$44,$AH$2:$AR$64"
Application.PrintCommunication = False
With ActiveSheet.PageSetup
.LeftHeader = ""
.CenterHeader = ""
.RightHeader = ""
.LeftFooter = ""
.CenterFooter = ""
.RightFooter = ""
.LeftMargin = Application.InchesToPoints(0.078740157480315)
.RightMargin = Application.InchesToPoints(0.078740157480315)
.TopMargin = Application.InchesToPoints(0.21)
.BottomMargin = Application.InchesToPoints(0.15)
.HeaderMargin = Application.InchesToPoints(0.07)
.FooterMargin = Application.InchesToPoints(0.11)
.PrintHeadings = False
.PrintGridlines = False
.PrintComments = xlPrintNoComments
.CenterHorizontally = True
.CenterVertically = True
.Orientation = xlLandscape
.Draft = False
.PaperSize = xlPaperA4
.FirstPageNumber = xlAutomatic
.Order = xlOverThenDown
.BlackAndWhite = True
.Zoom = 75
.PrintErrors = xlPrintErrorsDisplayed
.OddAndEvenPagesHeaderFooter = False
.DifferentFirstPageHeaderFooter = False
.ScaleWithDocHeaderFooter = True
.AlignMarginsHeaderFooter = False
.EvenPage.LeftHeader.Text = ""
.EvenPage.CenterHeader.Text = ""
.EvenPage.RightHeader.Text = ""
.EvenPage.LeftFooter.Text = ""
.EvenPage.CenterFooter.Text = ""
.EvenPage.RightFooter.Text = ""
.FirstPage.LeftHeader.Text = ""
.FirstPage.CenterHeader.Text = ""
.FirstPage.RightHeader.Text = ""
.FirstPage.LeftFooter.Text = ""
.FirstPage.CenterFooter.Text = ""
.FirstPage.RightFooter.Text = ""
End With
Application.PrintCommunication = True
Range("AH2:AR64").Select
Application.PrintCommunication = False
With ActiveSheet.PageSetup
.PrintTitleRows = ""
.PrintTitleColumns = ""
End With
Application.PrintCommunication = True
ActiveSheet.PageSetup.PrintArea = "$B$2:$AF$44,$AH$2:$AR$64"
Application.PrintCommunication = False
With ActiveSheet.PageSetup
.LeftHeader = ""
.CenterHeader = ""
.RightHeader = ""
.LeftFooter = ""
.CenterFooter = ""
.RightFooter = ""
.LeftMargin = Application.InchesToPoints(0.078740157480315)
.RightMargin = Application.InchesToPoints(0.078740157480315)
.TopMargin = Application.InchesToPoints(0.21)
.BottomMargin = Application.InchesToPoints(0.15)
.HeaderMargin = Application.InchesToPoints(0.07)
.FooterMargin = Application.InchesToPoints(0.11)
.PrintHeadings = False
.PrintGridlines = False
.PrintComments = xlPrintNoComments
.CenterHorizontally = True
.CenterVertically = True
.Orientation = xlLandscape
.Draft = False
.PaperSize = xlPaperA4
.FirstPageNumber = xlAutomatic
.Order = xlOverThenDown
.BlackAndWhite = True
.Zoom = 55
.PrintErrors = xlPrintErrorsDisplayed
.OddAndEvenPagesHeaderFooter = False
.DifferentFirstPageHeaderFooter = False
.ScaleWithDocHeaderFooter = True
.AlignMarginsHeaderFooter = False
.EvenPage.LeftHeader.Text = ""
.EvenPage.CenterHeader.Text = ""
.EvenPage.RightHeader.Text = ""
.EvenPage.LeftFooter.Text = ""
.EvenPage.CenterFooter.Text = ""
.EvenPage.RightFooter.Text = ""
.FirstPage.LeftHeader.Text = ""
.FirstPage.CenterHeader.Text = ""
.FirstPage.RightHeader.Text = ""
.FirstPage.LeftFooter.Text = ""
.FirstPage.CenterFooter.Text = ""
.FirstPage.RightFooter.Text = ""
End With
Application.PrintCommunication = True
End Sub
I dont know if i was clear for what i want so, in the same sheet i have the range B2:AF44 and i named this range "Front_PrintArea" and the range AF2:AR59 i named "Back_PrintArea". Can i have for Front 75% scale and for Back 55% scale? Because i want to print with duplex mode.
Thanks
@nick
Can you email Me the file
Ok just one moment please to delete sensitive data.. Thanks in advance
For some reason whenever I use this when it goes to print anything beyond page 2 I get a VBA error 400 warning. Any thoughts as to why?
Thanks for any help you can provide. This is going to be incredibly helpful when it gets up and running.
Thanks.
Hi Hui. Late to the party, but just wanted to say This is cool!.
Funnily enough I arrived here after finding the code in a spreadsheet I'm helping someone troubleshoot, and the previous owner of the sheet had removed your name from the comments at the top and inserted his own. I googled some of the code, which led me here.
Sooo busted!
Cheers, Jeff
Damn,
No wonder my Royalty Cheques are so low
They sent you a royalty check?!?
Sadly No...
This is so very wonderful. The only request is to make it compatible with duplex printing.
Thanks Hui
Hi
I'm also getting the VB 400 error. I am running Excel 2013 so had to save my spreadsheet as an xlsm. I also note when I run the "setup print control" button, it opens your demo file and is not creating the named ranges in my spreadsheet because the button is linked to your spreadsheet name not mine. Have manually re-assigned macro and its now created named ranges, but still giving VB400 error. Will see if I can track it down with a few breakpoints
.
ok sorted. VB400 error is because I had an invalid print range. Also had to manually reassign the macro for the print button as it was also still referencing to your demo spreadsheet macro.
@Grant
Great News
I hope you enjoy this system
Hmm...VBA for Excel is pretty clumsy compared to Access!
Does not seem to be any way to assigned macros specifically to the current spreadsheet. If you copy the print_control worksheet into another spreadsheet the command buttons are still linked to the macro in the source spreadsheet!@#$ so the user then has to manually reassign the macros.That is just plain dumb!
ok here is modified code to fix the macro reassignments
--------------------------------------------------------
Sub Setup_Print_Control_Named_Formula()
' reassign macros to this spreadsheet
ActiveWorkbook.Activate
ActiveWorkbook.Sheets("Print_Control").Shapes.Range(Array("ButtonPrint")).Select
Selection.OnAction = "'" & ActiveWorkbook.Name & "'!sheet0.Print_Reports"
ActiveWorkbook.Sheets("Print_Control").Shapes.Range(Array("ButtonSetup")).Select
Selection.OnAction = "'" & ActiveWorkbook.Name & "'!sheet0.Setup_Print_Control_Named_Formula"
' Setup Print Control Named Range
' not sure if this is necessary as named ranges come accross when worksheet is copied
GoTo xx
ActiveWorkbook.Names.Add Name:="Print_Control", RefersToR1C1:= _
"=OFFSET(Print_Control!R4C2,1,,COUNTA(Print_Control!R5C2:R24C2),COUNTA(Print_Control!R4))"
ActiveWorkbook.Names("Print_Control").Comment = _
"Used by the Print_Reports Subroutine"
ActiveWorkbook.Names.Add Name:="Copies", RefersToR1C1:= _
"=Print_Control!R26C13"
ActiveWorkbook.Names("Copies").Comment = _
"Specifies the No. of Copies for the Print_Reports Subroutine"
ActiveWorkbook.Names.Add Name:="PrintToPDF", RefersToR1C1:= _
"=Print_Control!R27C13"
ActiveWorkbook.Names("PrintToPDF").Comment = _
"Specifies wheter to print to pdf or paper"
ActiveWorkbook.Names.Add Name:="OpenWithPDF", RefersToR1C1:= _
"=Print_Control!R28C13"
ActiveWorkbook.Names("OpenWithPDF").Comment = _
"Specifies whether to open pdf after being created"
xx:
MsgBox ("Macros reassigned ...your ready to rock!")
End Sub
--------------------------------------
you can see I have remmed out the named ranges as you dont need to create these in new workbook as they come over when the print_control worksheet is copied across.
I've also changed following code to print routine so can choose print or pdf
------------------------------------------
If Worksheets("Print_Control").Range("PrintToPDF").Value = "Yes" Then
' save to pdf
Set ws = ActiveSheet
'check/make directory
strPDF = ThisWorkbook.Path & "\" & "PDF\"
'check if tmp folder exists
If Dir(strPDF, vbDirectory) = "" Then
MkDir (strPDF)
End If
'define pdf filename
strFile = Replace(Replace(ws.Name, " ", ""), ".", "_") _
& ".PDF"
'& Format(Now(), "yyyymmdd\_hhmm") _
'& ".pdf"
strFile = ThisWorkbook.Path & "\PDF\" & Format(i, "00") & "-" & strFile
If Worksheets("Print_Control").Range("OpenWithPDF").Value = "Yes" Then
bnOpenWithPDF = True
Else
bnOpenWithPDF = False
End If
'create pdf's
ws.ExportAsFixedFormat _
Type:=xlTypePDF, _
Filename:=strFile, _
Quality:=xlQualityStandard, _
IncludeDocProperties:=True, _
IgnorePrintAreas:=False, _
OpenAfterPublish:=bnOpenWithPDF
'Debug.Print strFile
'MsgBox strFile & " created"
Else
'print to paper
ActiveWindow.SelectedSheets.PrintOut Copies:=NCopies, Collate:=True
End If
-----------------------------------------
This will create a subfolder called pdf and drop each print range in there as separate pdf, and open them after. I use Bluebeam pdf editor, which has a combine function so its only a couple of clicks to combine all the pdfs into one file.
There are a few free pdf utilities that support VBA so could in theory write code to append all the pdf's into one pdf as part of this process.
Hui...great printing tool here. This has been in the back of my mind for a number of years now, so great to finally find your site and solution
Cheers
Grant
@Grant
Many Thanx Grant
Fixing these issues has been on my to do list for a while
I will be incorporating your code into the sample files with the appropriate recognition very soon
Hui...
Its really humming now.
I've added defaults for margins, 4 row header, 2 row footer that accepts formating and & codes for filemane, sheet name date page no etc and printing to PDF. PDF option prints each sheet to temp PDF file, then shells out to PDFTK.exe to combine the PDF's into one PDF with same name as spreadsheet, then deletes temp PDF's
About then only thing I'd still like to add would be to be able to list a number of external pdf files to also combine as part of the single pdf doc....hmm I can probably do that too. Will report back if I can get that to work.
Hi Hui
Just found your Excel Report Printer which could really help me produce a monthly invoice and statement run with a few mods if possible. Saving to individual PDF files is good but could they automatically save each file as the names listed in column C (Description Header) to a single pre determined file folder?
Thank you!
@Steve
This happens because of the way Microsoft Excel sends the print job. Excel assumes that all your individual sheets have different page setups, so it sends them as multiple print-jobs.
You can override this using the technique here:
http://www.tracker-software.com/know...n-a-single-PDF
If the pages do have different setups, some PDF drivers allow printing of multiple pages to a single PDF file
Have a read of http://www.novapdf.com/kb/printing-a...-file-135.html
particularly Pt 5
Another technique is that discussed here:
http://www.clearlyandsimply.com/clea...d-version.html
Hui
I have looked at the links but they are not like your routine in that they offer little control or flexibility like your sheet does. Thanks anyway for your input.
I Think I have a solution for the pdf's. I use PDFCreator. It can be selected as a printer. After you press the print button it starts a print action for al the sheets. PDFCreator lines up the prints in a que and it also has an option to merge the que.
I hope it helps.
Hui,
I have a different problem. When I input a number in the copies field in the "K" column it only prints one copie of that sheet. I used your Demo as it is.
I have created a solution.
I placed the line "ActiveWindow.SelectedSheets.PrintOut Copies:=NCopies, Collate:=True" in a for loop.
It looks like this:
End With
Application.ScreenUpdating = True
End If
For c = 1 To NCopies
ActiveWindow.SelectedSheets.PrintOut Copies:=NCopies, Collate:=True
Next c
End If
End If
Next i
Next j
I hope others will benefit from this too.
Dear,
from the following code, I want 2 copies of "PROFORMA A" and 4 copies of "FORM NO. 16" to print. So would you modify the following vb code and send me to my mail id i.e. bhaiswarpravin@gmail.com
please do it for me......I shall be very thankful to you.
Sub print_sheet()
'
' print_sheet Macro
'
'
Sheets(Array("PROFORMA A", "FORM NO 16")).Select
Sheets("PROFORMA A").Activate
ActiveWindow.SelectedSheets.PrintOut Copies:=2, Collate:=True, _
IgnorePrintAreas:=False
End Sub
Sub print_sheet()
'
' print_sheet Macro
'
Sheets("PROFORMA A").Activate
ActiveWindow.SelectedSheets.PrintOut Copies:=2, Collate:=True, _
IgnorePrintAreas:=False
Sheets("FORM NO 16").Activate
ActiveWindow.SelectedSheets.PrintOut Copies:=4, Collate:=True, _
IgnorePrintAreas:=False
End Sub
Hello i have a excel in that i have a path where my all PDF File already save i just want to open that pdf file one by one and print it but i have a problem in that before printing that pdf i have to setup page sizing and handling setting to multiple and page order in vertical