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Print Selected Items in List

Add an "X" to items in a worksheet list, and the following code will print each marked item in an Excel order form

Thanks to Dave Peterson, who wrote this technique.

Introduction

Customize the Code

Print Marked Items Code

Download the Sample File

More Tutorials

Introduction

On a worksheet, create a list or orders, and leave the first column blank. When you are ready to print specific orders, put an X in column A, for those orders.

Each order that is marked will be printed, using the template on the Order Form sheet.

Customize the Code

Values from the worksheet list, starting in Column B and moving right, are copied to the order form, into the addresses you've specified in this line:

myAddr = Array("E5", "E6", "B10", _
  "E25", "B16", "C16", "D16")

Change those references to match your order form.

Near the start of the code, change the worksheet names to match your worksheet names:

Set FormWks = Sheets("Order Form")
Set DataWks = Sheets("Orders")

The "X" marks are cleared at the end of the code, to prepare for the next print session, and a message is displayed, indicating how many orders were printed.

After testing, you can change Preview to False in this line:

FormWks.PrintOut Preview:=True

and the forms will print, instead of showing a preview.

Note: When you copy the code to your workbook, be sure to include the following line at the top of the code module:

Option Base 0 

If you're new to macros, you may want to read David McRitchie's intro at: http://www.mvps.org/dmcritchie/excel/getstarted.htm

Print Marked Items Code

Option Base 0
Sub PrintUsingDatabase()
Dim FormWks As Worksheet
Dim DataWks As Worksheet
Dim myRng As Range
Dim myCell As Range
Dim iCtr As Long
Dim myAddr As Variant
Dim lOrders As Long

Set FormWks = Sheets("Order Form")
Set DataWks = Sheets("Orders")

myAddr = Array("E5", "E6", "B10", _
  "E25", "B16", "C16", "D16")

With DataWks
  'first row of data to
  '  last row of data in column B
  Set myRng = .Range("B3", _
    .Cells(.Rows.Count, "B").End(xlUp))
End With

For Each myCell In myRng.Cells
  With myCell
    If IsEmpty(.Offset(0, -1)) Then
      'if the row not marked, do nothing
    Else
      'clear mark for the next time
      .Offset(0, -1).ClearContents
      For iCtr = LBound(myAddr) _
        To UBound(myAddr)
        FormWks.Range(myAddr(iCtr)).Value _
          = myCell.Offset(0, iCtr).Value
      Next iCtr
      Application.Calculate 'just in case
       'after testing, change Preview
       '  to False to Print
      FormWks.PrintOut Preview:=True
      lOrders = lOrders + 1
    End If
  End With
Next myCell

MsgBox lOrders & " orders were printed."

End Sub

Download the Sample File

Click here to download the zipped sample Excel order forms workbook:
FormPrint.zip

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Last updated: December 22, 2015 11:14 AM