Printing Multiple Worksheets on a Single Page

Workbooks can contain all sorts of data. If you have a workbook that includes a number of worksheets, each containing only a small amount of data, you may wonder if there is a way to print the multiple worksheets on a single sheet of paper.

There are a couple of ways that you can approach a solution to this problem. The first is simply print multiple pages per sheet, using the capabilities of your printer driver. For instance, I have an older HP LaserJet, and the printer driver allows me to specify the number of pages to print per sheet of paper. If I wanted to print three or four single-page worksheets all on one piece of paper, all I need to do is follow these steps:

  1. Press Ctrl+P. Excel displays the Print dialog box (Excel 2007) or the printing options (Excel 2010 and Excel 2013).
  2. If you are using Excel 2007, choose the Entire Workbook option in the Print What area of the dialog box. If you are using a later version of Excel, use the drop-down list immediately under the Settings heading to choose Print Entire Workbook.
  3. Click the Properties button (Excel 2007) or the Printer Properties link (later versions of Excel). Excel displays the Properties dialog box for the printer, with the Layout tab selected.
  4. Set the Pages Per Sheet control to 4.
  5. Click OK to close the Properties dialog box.
  6. Click OK to actually print the worksheets.

Your printer may offer a similar capability to what is outlined here, but you may need to do some exploring through the printer’s Properties dialog box to find that capability. Of course, printing this way can lead to some very small text on the printout, because the printer driver simply reduces each page to occupy a proportionate area of the printed page. If you want to reduce some of the white space, and thereby increase the size of the printed text, then you need to look for a different solution.

Many people, to consolidate what is printed, actually create a “printing worksheet” which contains nothing but references to the areas to be printed on the other worksheets in the workbook. These references can either be done through formulas referring to the data on each worksheet, or by using the camera tool in Excel. (The camera tool has been described in other issues of ExcelTips.)

For an automated solution of amalgamating multiple worksheets into a single worksheet, you can use a macro. The following macro will create a new worksheet at the end of your workbook and copy the contents from all the other worksheets into it.

Sub PrintOnePage()
 Dim wshTemp As Worksheet, wsh As Worksheet
 Dim rngArr() As Range, c As Range
 Dim i As Integer
 Dim j As Integer

 ReDim rngArr(1 To 1)
 For Each wsh In ActiveWorkbook.Worksheets
 i = i + 1
 If i > 1 Then ' resize array
  ReDim Preserve rngArr(1 To i)
 End If

 On Error Resume Next
 Set c = wsh.Cells.SpecialCells(xlCellTypeLastCell)
 If Err = 0 Then
  On Error GoTo 0

  'Prevent empty rows
  Do While Application.CountA(c.EntireRow) = 0 _
  And c.EntireRow.Row > 1
  Set c = c.Offset(-1, 0)

  Set rngArr(i) = wsh.Range(wsh.Range("A1"), c)
 End If
 Next wsh

 'Add temp.Worksheet
 Set wshTemp = Sheets.Add(after:=Worksheets(Worksheets.Count))

 On Error Resume Next
 With wshTemp
 For i = 1 To UBound(rngArr)
  If i = 1 Then
  Set c = .Range("A1")
  Set c = _
  Set c = c.Offset(2, 0).End(xlToLeft) 'Skip one row
  End If

  'Copy-paste range (prevent empty range)
  If Application.CountA(rngArr(i)) > 0 Then
  rngArr(i).Copy c
  End If
 Next i
 End With
 On Error GoTo 0

 Application.CutCopyMode = False ' prevent marquies

 With ActiveSheet.PageSetup 'Fit to 1 page
 .Zoom = False
 .FitToPagesWide = 1
 .FitToPagesTall = 1
 End With

 'Preview New Sheet

 'Print Desired Number of Copies
 i = InputBox("Print how many copies?", "ExcelTips", 1)
 If IsNumeric(i) Then
 If i > 0 Then
  ActiveSheet.PrintOut Copies:=i
 End If
 End If

 'Delete temp.Worksheet?
 If MsgBox("Delete the temporary worksheet?", _
 vbYesNo, "ExcelTips") = vbYes Then
 Application.DisplayAlerts = False
 Application.DisplayAlerts = True
 End If
End Sub

After the combined worksheet is put together, the macro displays the worksheet using Print Preview. When you close Print Preview, it asks how many copies of the worksheet you want to print. If you enter a number greater than zero, then that many copies are printed. Finally, the macro offers to delete the combined worksheet for you just before finishing.