Printing Problems

How to Set Print Area in Excel for Mac (Cell Selection Guide)

WPS Editor Oct 9, 2026 871 views

Question details

The user is trying to define a print area in Excel for Mac but is confused because the application always forces at least one cell to remain selected.

How to Set a Print Area in Excel for Mac When a Cell is Always Selected

Product: Microsoft Excel for Mac
Device & OS: macOS
Scenario: Setting a specific worksheet range to be printed.
Observed behavior: Excel for Mac consistently keeps at least one cell highlighted as the active cell, making the user believe they cannot accurately select and set a print area.

Before you start

Ensure you are viewing the correct worksheet and have determined the exact boundaries of the data you want to include in your final printout.

Solution 1Recommended

Select the Full Range and Set Print Area

You do not need to deselect all cells. Spreadsheets require an active cell by design, so you can simply highlight your entire desired print block.

A worksheet must always have at least one active selected cell to receive keyboard input. This is normal behavior and not a bug.

To set your print area, you simply need to expand your selection from that single cell to encompass all the data you wish to print.

Highlight the Print Range

Click and drag your mouse across the spreadsheet to highlight the complete range of cells you want to print.

Navigate to the File Menu

With the cells still highlighted, go to the top menu bar and click on 'File'.

Set the Print Area

Select 'Print Area' from the drop-down list, then click 'Set Print Area'.

Select the Full Range and Set Print Area

Selecting Non-Adjacent Cells: In Excel for Mac, use the Command key (not the Control key) while clicking and dragging if you need to select multiple non-contiguous ranges for your print area.

Solution 2

Update Excel and macOS

Older versions of Excel for Mac (such as version 16.78.3) are outdated and may contain selection bugs or compatibility issues with newer macOS updates.

Set Print Areas Seamlessly with WPS Spreadsheet

If you are struggling with interface quirks in Excel for Mac, WPS Office offers a free, lightweight, and highly compatible alternative. You can easily define print areas, adjust page layouts, and preview your documents without confusion.

1. Open your Document: Launch WPS Spreadsheet and open your existing .xlsx or .csv file.
2. Select Target Cells: Click and drag to highlight the specific block of data you want to print.
3. Access Page Layout: Navigate to the 'Page Layout' tab located in the top ribbon menu.
4. Define Print Area: Click the 'Print Area' icon and select 'Set Print Area' from the drop-down menu.

Fully compatible with Microsoft Excel (.xlsx) formatsIntuitive Page Layout tab for instant print area managementFree, lightweight, and fast performance on both macOS and Windows

microsoft office alternative - wps office

Frequently Asked Questions

How do I clear a print area in Excel for Mac?

To remove an existing print area, go to the top menu bar, click File > Print Area, and then choose 'Clear Print Area'. This restores the default setting where the entire active sheet is printed.

Why does Excel always keep one cell highlighted?

By design, spreadsheet applications must always have an active cell ready to receive keyboard input or data entry. It is impossible to completely deselect all cells, but this does not interfere with highlighting ranges.

Can I set a print area if my data is spread across different sheets?

A specific print area applies only to the worksheet it is set on. If you want to print multiple sheets, you must set the print area on each sheet individually, then select 'Print Entire Workbook' in the print dialogue.

What should I do if my set print area is cutting off columns?

Go to Page Setup and look for the Scaling options. Select 'Fit to 1 page wide by 1 page tall' (or leave the tall field blank) to force Excel to shrink the columns to fit onto a single printed sheet.

Document & File Issues