Hui’s Excel Report Printer

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Over a decade ago I was working on a very large and complex budget model, come to think of it I still am?

It involved 4 linked Excel workbooks, about 30 worksheets, all different, and multiple views of each worksheet.

There were regular Worksheets and Chart Sheets interspersed throughout.

Some of the Ranges had Outlined/Grouped Totals that were indented on some reports, but not on others depending on whom the various reports were going to.

It was a great budget model until you had to print a copy of it.

And of course the different levels of Managers all want different reports etc, etc.

 

The Solution

To solve this I developed a simple VBA routine which has evolved over the years to what is presented here.

The basic idea is to add a Printing Control sheet to your workbook.

This sheet has a list of print views, not Excel views, of various pages within the current workbook.

Each page can be setup as you wish and allows for a number of common parameters for each printed page.

Pages can be listed, multiple times if required, with different ranges or outlining selected each time

The Code handles Worksheets and Chartsheets, Normal and Named Ranges, Page Orientation, Page Size, Page Grouping and Headers/Footers.

As a user you setup the sheets as a list in the order you want them, with appropriate parameters.

The code then:

  • Loops through the list,
  • Obtain the parameters,
  • Sets up the print page and
  • Prints it.

You just need to sit back and wait for the printer to jam.

HOW DO I USE IT

Download the sample file here Excel 97-03, Excel 2007/10

You can use the sample file as is, for demo purposes or read on later where I describe how to use this in your workbooks.

Open the workbook and Goto the “Print_Control” worksheet.

Browse through the various Headings in Row 4 and field values below them.

Note that some of the Row 4 cells have comments in which explain what options are available.

Each field is described below:

No.

The Row No. in the list of page layouts available.

This has no use except when someone says the 5th page should be…

Description/Header

A text field that is used as a Reminder of the layout of the Page Setup also serves as a Centred Header.

Status

Print = On

Don’t Print = Off

The code only prints the pages marked as On.

Sheet

The name of the Worksheet or Chartsheet you want to print

Area

The Range on the Sheet that you want printed

Ignored for Chartsheets.

Land/Port

Specify if the page should be printed Landscape or Portrait

Ignored for Chartsheets.

Chartsheets are printed in Landscape.

Pages Wide

How many pages wide should the Range be printed on

This is fixed at 1 for Chartsheets.

Pages Tall

How many pages tall should the Range be printed out on

This is fixed at 1 for Chartsheets.

Copies

How Many Copies do you want of that individual page.

Rows & Columns

If outline/grouping is used specify what level of Indentation should be used for the Rows and Columns.

0 – Leave as is

1 – Indent 1 level

8  – Indent 8 levels

The maximum indentation is 8

Ignored for Chartsheets.

Footer (Left)

A description field printed as lower left footer.

No. of Copies

This specifies the Number of Copies of the Whole Report you want

Print All “On” Areas

The Print All “On” Areas Button executes the code and prints out a number of copies of the report as specified in the various page setups.

The printing is done on the default printer on your PC,

Important: Ensure that the printer you want to use for the job is set as the default before you start Excel.

You can print to a PDF file by specifying your Adobe or other PDF Printer as the Default Printer.

I’m sorry, This doesn’t fix the printing multiple pages to multiple files when printing to PDF issue.

 

Warning ! I maybe old school but I still recommend saving before printing !

 

HELP

There is limited help built into the system, That’s what this Post is doing.

Some of the field headings have comments which show what values are acceptable in those fields.

HOW DO I ADD THIS TO MY WORKBOOK ?

To add this to your workbook, copy the Print_Control worksheet to your workbook

  1. Open your workbook.
  2. Open the Demo File
  3. Copy the Print_Control worksheet by Right Clicking on the Print_Control tab, and copy to your workbook.
  4. Run the VBA Code using the “Setup Print Control Named Formula” Button

That’s it.

All the code required for the printing is part of the Print_Control page.

 

HOW DOES THE VBA WORK ?

The following describes the VBA Code driving this worksheet.

To examine this goto VBA (Alt F11)

Select the workbook and double click on Sheet0 (Print_Control)

The code should appear in the right hand window

If you are unfamiliar with VBA it may be worth going through Chandoo’s Crash Course in VBA

There are 2 Subroutines and a Function in this system which are documented below

 

Print_Reports

This is the main subroutine that drives the printing

It is called by the Print All On Button and when finished returns the user to the Print_Control worksheet.

All the VBA code is in RED,

Comments and notes are in BLACK before the line or section they refer to.

= = = = = = = = = = = = = = = = = = =

At the start of the Print_Reports subroutine, setup variables for later use

Option Explicit

Public Sub Print_Reports()

Dim PrintArea As Variant

Dim i As Integer

Dim j As Integer

Dim sht As Long

Dim Orientation As String

Dim NCopies As Integer

Dim PWide As Integer

Dim PTall As Integer

Dim Footer As String

Dim Header As String

Dim Sheets As String

Dim gRow As Integer

Dim gCol As Integer

Dim PaperSize As String

Dim msg As String

Dim tmp As String

Turn off the Automatic Calculation so that it is faster and isn’t as jerky

Application.Calculation = xlCalculationManual

This loads the entire array of the Print_Control page into an array called PrintArea

PrintArea = Worksheets(“Print_Control”).Range(“Print_Control”).Value

This sets up a loop for the No of Total Copies of the Whole report

For j = 1 To [Copies].Value ‘Loop through the No of Copies

This sets up a loop for the to check each line of the Print Control area

For i = 1 To UBound(PrintArea, 1) ‘Loop through the print area

If the Column Status is On print using that line of settings

If UCase(PrintArea(i, 3)) = “ON” Then ‘When On is enabled Print using the settings

Extract the settings from the stored array, row i

Header = PrintArea(i, 2) ‘Set Header variable

Orientation = PrintArea(i, 6) ‘Set Orientation variable

PWide = PrintArea(i, 8 ) ‘Set Pages Wide variable

PTall = PrintArea(i, 9) ‘Set Pages Tall variable

NCopies = PrintArea(i, 10) ‘Set No Copies variable

gRow = PrintArea(i, 11) ‘Set Row Group Expansion

gCol = PrintArea(i, 12) ‘Set Column Group Expansion

Footer = PrintArea(i, 13) ‘Set Footer variable

Check paper sizes against the built in page sizes

If PrintArea(i, 7) = “A4” Then

PaperSize = 9

ElseIf PrintArea(i, 7) = “A3” Then

PaperSize = 8

ElseIf PrintArea(i, 7) = “A5” Then

PaperSize = 11

ElseIf PrintArea(i, 7) = “Legal” Then

PaperSize = 5

ElseIf PrintArea(i, 7) = “Letter” Then

PaperSize = 1

ElseIf PrintArea(i, 7) = “Quarto” Then

PaperSize = 15

ElseIf PrintArea(i, 7) = “Executive” Then

PaperSize = 7

ElseIf PrintArea(i, 7) = “B4” Then

PaperSize = 12

ElseIf PrintArea(i, 7) = “B5” Then

PaperSize = 13

ElseIf PrintArea(i, 7) = “10×14” Then

PaperSize = 16

ElseIf PrintArea(i, 7) = “11×17” Then

PaperSize = 17

ElseIf PrintArea(i, 7) = “Csheet” Then

PaperSize = 24

ElseIf PrintArea(i, 7) = “Dsheet” Then

PaperSize = 25

Else

PaperSize = 9 ‘Defaults to A4

End If

Activate the relevant sheet

This checks that the sheet exists first

tmp = PrintArea(i, 4)

SheetExists(tmp) is a UDF that’s checks if the sheet exists and returns True or False

If Not SheetExists(tmp) Then

msg = “Sheet ‘” + PrintArea(i, 4) + “‘ not found.” + vbCrLf + “Check the sheets Name.”

msg = msg + vbCrLf + vbCrLf + “Processing will continue for remaining sheets.”

tmp = MsgBox(msg, vbExclamation, “Sheet not Found”)

Else

The sheet exists now process

Select the sheet

Application.Sheets(PrintArea(i, 4)).Select

Check if it is a Worksheet or a Chartsheet

If ActiveSheet.Type = -4167 Then ‘Its a worksheet

Turn off screen updating

Application.ScreenUpdating = False

Select the relevnt area of the sheet

ActiveSheet.PageSetup.PrintArea = PrintArea(i, 5) ‘Select the relevent Print Area of the Sheet

Set Outline levels

ActiveSheet.Outline.ShowLevels RowLevels:=gRow, ColumnLevels:=gCol ‘Set Outline Grouping

Apply print settings

With ActiveSheet.PageSetup ‘Set print settings

.PrintTitleRows = “”

.PrintTitleColumns = “”

.LeftHeader = “”

.CenterHeader = Header ‘User Defined Header (Shift to Left or Right as required)

.RightHeader = “”

.LeftFooter = Footer ‘User Defined Footer (Shift to Left or Right as required)

.CenterFooter = “”

.RightFooter = “”

.LeftMargin = Application.InchesToPoints(0.1)

.RightMargin = Application.InchesToPoints(0.1)

.TopMargin = Application.InchesToPoints(1.0)

.BottomMargin = Application.InchesToPoints(0.4)

.HeaderMargin = Application.InchesToPoints(0.1)

.FooterMargin = Application.InchesToPoints(0.3)

.PrintHeadings = False

.PrintGridlines = False

.PrintComments = xlPrintNoComments

.CenterHorizontally = False

.CenterVertically = False

.Draft = False

.PaperSize = PaperSize ‘ User Defined Paper Size

.FirstPageNumber = xlAutomatic

.Order = xlDownThenOver

.BlackAndWhite = False

.Zoom = False

.FitToPagesWide = PWide ‘User Defined No Pages Wide

.FitToPagesTall = PTall ‘User Defined No Pages Tall

.PrintErrors = xlPrintErrorsDisplayed

End With

Apply page orientation settings

If Orientation = “L” Then ‘User Defined Page Orientation

ActiveSheet.PageSetup.Orientation = xlLandscape

Else

ActiveSheet.PageSetup.Orientation = xlPortrait

End If

Turn Screen updating back on

Application.ScreenUpdating = True

Finished setting up Worksheet goto the Printing area

Else ‘Its a Chart page

Turn Screen updating off

Application.ScreenUpdating = False

Apply print settings

With ActiveChart.PageSetup

.LeftHeader = “”

.CenterHeader = Header

.RightHeader = “”

.LeftFooter = Footer

.CenterFooter = “”

.RightFooter = “”

.LeftMargin = Application.InchesToPoints(0.1)

.RightMargin = Application.InchesToPoints(0.1)

.TopMargin = Application.InchesToPoints(1#)

.BottomMargin = Application.InchesToPoints(0.4)

.HeaderMargin = Application.InchesToPoints(0.1)

.FooterMargin = Application.InchesToPoints(0.3)

.ChartSize = xlScreenSize

.PrintQuality = 600Change to 300 for Excel 97-03

.CenterHorizontally = True

.CenterVertically = True

.Orientation = xlLandscape

.Draft = False

.OddAndEvenPagesHeaderFooter = False ‘Removed from 97/03 Ver

.DifferentFirstPageHeaderFooter = False ‘Removed from 97/03 Ver

.EvenPage.LeftHeader.Text = “” ‘Removed from 97/03 Ver

.EvenPage.CenterHeader.Text = “” ‘Removed from 97/03 Ver

.EvenPage.RightHeader.Text = “” ‘Removed from 97/03 Ver

.EvenPage.LeftFooter.Text = “” ‘Removed from 97/03 Ver

.EvenPage.CenterFooter.Text = “” ‘Removed from 97/03 Ver

.EvenPage.RightFooter.Text = “” ‘Removed from 97/03 Ver

.FirstPage.LeftHeader.Text = “” ‘Removed from 97/03 Ver

.FirstPage.CenterHeader.Text = “” ‘Removed from 97/03 Ver

.FirstPage.RightHeader.Text = “” ‘Removed from 97/03 Ver

.FirstPage.LeftFooter.Text = “” ‘Removed from 97/03 Ver

.FirstPage.CenterFooter.Text = “” ‘Removed from 97/03 Ver

.FirstPage.RightFooter.Text = “” ‘Removed from 97/03 Ver

.PaperSize = PaperSize

.FirstPageNumber = xlAutomatic

.BlackAndWhite = False

.Zoom = 100

End With

Turn Screen Updating back on

Application.ScreenUpdating = True

End If

Now Print the active sheet using user defined No. Copies

ActiveWindow.SelectedSheets.PrintOut Copies:=NCopies, Collate:=True

End If

End If

Next i

Next j

Clear PrintArea array, just in case

PrintArea = Null

Turn Auto Calculation back on

Application.Calculation = xlCalculationAutomatic

Go back to the Print Control sheet

Application.Sheets(“Print_Control”).Select

End Sub

= = = = = = = = = = = = = = = = = = =

The SheetExists Function

This is a Function that is used by the Print_Reports subroutine to check if a sheet exists.

= = = = = = = = = = = = = = = = = = =

Function SheetExists(SheetName As String) As Boolean

‘ This function Returns TRUE if the sheet exists in the active workbook

SheetExists = False ‘Set default value of SheetExists

On Error GoTo NoSuchSheet ‘Set error trapping such that if the sheet doesn’t exist it will exit

Check length of sheet name, if the sheet exists it will return a value, otherwise an error

If Len(Sheets(SheetName).Name) > 0 Then

The sheet exists so set SheetExists = True and exit

SheetExists = True

Exit Function

End If

NoSuchSheet:

The sheet doesn’t exists so use default SheetExists = False and exit

End Function

= = = = = = = = = = = = = = = = = = =

The Setup_Print_Control_Named_Formula Subroutine

This is a simple subroutine that sets up the 2 named formula for use the first time a sheet is used.

= = = = = = = = = = = = = = = = = = =

Sub Setup_Print_Control_Named_Formula()

Setup Named Formula “Print_Control” which is the table of settings

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”

Setup Named Formula “Copies” which is the No of Copies of the Whole Report

ActiveWorkbook.Names.Add Name:=”Copies”, RefersToR1C1:= _

“=Print_Control!R26C13”

ActiveWorkbook.Names(“Copies”).Comment = “Specifies the No. of Copies for the Print_Reports Subroutine”

End Sub

= = = = = = = = = = = = = = = = = = =

NAMED FORMULA

The code relies on two Named Formulas

Copies:

=Print_Control!$L$27

Print_Control:

=OFFSET(Print_Control!$B$4,1,,COUNTA(Print_Control!$B$5:$B$24),COUNTA(Print_Control!$4:$4))

Automatically adjusts the Print_Control Named Formula for the number of Page Setup lines and Fields to be processed

If you have queries about how any of the above code works, please let me know in the comments below:

 

WHAT DOES THE ARRAY “PrintArea” DO ?

The print area array stores the values of the Print_Control range in a 2 dimensional array which represents the Print_Control range.

This is done for a few reasons, but simply it is faster as it results in less reading of the worksheet

It also allows more flexibility in the subsequent processing as all the data is in one area.

 

DOWNLOADS

Download the sample file here Excel 97-03, Excel 2007/10

 

WHAT’S NEXT

There are a number of parameters used in the Print Setup area which are not used or not used in the 97/03 version.

The code above is easily extended to include these if you desire.

One day when I have a spare moment (Most likely in 2025!) I will add the option for automatic incremental Page Numbers.

 

CLOSING

This code has saved, my staff and I, hundreds and hundreds of hours over the past decade whilst printing complex Excel workbooks.

This functionality was also one of the more requested issues from our poll of 3 months ago We Want Your Ideas!

I hope you enjoy it as much as I have ?

 

Updates

I will be extending the functionality of this in the future and so if you have any suggestions, lets hear them in the comments below:

 

How have you tackled large print jobs ?

I look forward to your comments below:

 

Hui…

For a list of my other contributions at Chandoo.org please visit; Hui.

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15 Responses to “A Gantt Chart Alternative – Gantt Box Chart”

  1. Kenjin says:

    That's a great idea.
    Maybe the planned End Date should be highlight more.
    I don't know how it would look like (nor how to do it yet), but what if instead of finishing the bold line to the best case End Date, it finishes to the realistic End Date?

  2. ross says:

    The idea is ok, I think other project management tools have this, already? Maybe not.

    Gantt charts in my view are about the signal most unless thing in the world, theres no way you can look at one thats more that a little complex and understand what it's telling you. I'm going to write a diatribe on project management at some point, its one of my pet areas I think!! 😉

    The issue I have with this chart Chandoo, is that Tasks need to be linked to each other, so they should inherit the uncertainty, which would mean the as you moved down chart the lines would be miles apart for later tasks, and you might have to add lots of lines for subsequent tasks to cover the various outcome of it's parents.

    Having said that, for the high level board summary, it's a nice way to go, it it appeals to the management 😉

    thanks Chandoo, great post.

    Ross

  3. Cyril Z. says:

    Whoooa !!! That's a very clever idea Chandoo. I really love it.
    I think i'll update my gantt project sheet with that idea soon (remember my template ?)
    @ross : you can link start date to the end date of the previous task in your data. The only problem I still se is to which end date (real ? planned ? best ?) in order to have average amount of information.

    If best end date, you'll tend to increase uncertainty at the end of chain, although if you link to real end date, uncertainty will be decreased too much, leading in both cases to wrong management direction.

    Maybe planned till the task is finished then real will do the job ?

  4. Vijesh says:

    Hey chandoo, this looks good and this would definite add value in production planning / scheduling. Uncertainity in finishing a task is very high in production scheduling and this could give an insight or a bird eye view of possible shipments we can have....

  5. PK says:

    I've always been frustrated by the limitations of gantt charts. Will definitely use this, I've always struggled with how to succinctly communicate the uncertainty of certain tasks without confusing stakeholders.

  6. Andy says:

    I like this, I think it's a very effective way of showing how a timeline can change and which parts of a project need close attention.
    @Cyril / @Ross: I would intially link the the start date to the planned end date of the previous task, with the chart updating when a task has been completed to reflect the true end date.

    Or what about giving a drop-down selection box to allow the user to see the chart based on planned/best-case/worst-case end dates?

  7. Eric says:

    Like the idea. Have found that Excel is more flexible than MS Project for graphical solutions. The "Best Case"\"Worst Case" metrics are theoretically appealing but once the project and\or phase commences their reliability diminishes. A chart like the above that showed Planned Start, Planned End, Replan End Start, Replan End Date, Number of Replans the Start and End Dates, and Actual would provide an active, actionable view of each task\phase. It would also highlight the areas which are riskiest.

  8. Bob says:

    It is always amazing how flexible excel can be.

    My question is how would the chart show a scenario where the date moved up? If a task is dropped or the duration of the task is significantly reduced by applying more people or machinery to the task, the dates will move up.

    The gantt chart has been around for a long time, but it is still quite useful to show progress.

    Cheers,
    B

  9. Shyam says:

    I like the idea but seems bit complicated in case of long projects involving numerous activity.

    Also, reading and explaining is required hence not feasible where plans are just send to audience for approval.

    Cheers
    SY

  10. Peter says:

    Great idea Chandoo,

    When I was reading this idea regarding delivery dates, another thought popped into my mind, how can you show the uncertainty with MONEY!!

    In this case, applies to cost management or even a normal budget, you think?

    Would Box Chart and Gannt Chart help to understand the best case, middle case and worst case when money is spend or planned with these three risks are involved?

    I imagine that this chart could help people who write their budgets get a better understanding of risks affecting their spending.

    Peter

  11. Matthew Galman says:

    Chandoo,

    I like it. How would you display an entry once it has been completed (actual)?

    Thank you,

    Matt

  12. Phil says:

    From what you have shown so far I think that this box Gantt chart is awesome! I think that this could be an extremely useful tool.

    I can't wait to learn how to make my own charts in Excel.

    Will the methods that you are going to teach us work in 2003 as well?

  13. [...] Firday, we proposed a new chart for showing project plans. I chose an ugly name for it and called it Gantt Box [...]

  14. TommyZ says:

    You need to read Eli Goldratt's Critical Chain. The uncertainty you are looking for should be accounted for in a project buffer. Not at each task level.

    Further you should spend time understanding Agile Development. This would have you plan only in 1-3week iterations. This allows you to embrace changes to work not yet started, and for your customer to re-direct your course at regular intervals (after each iteration) throughout your project. keyword search: Agile Scrum

    These items will show you that you are solving a tracking problem for something that you can entirely avoid!

  15. […] Chandoo.org’s  Gantt Box Chart. […]

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