Excel workbook is not held or stored on the printer when the whole workbook is printed to the private or secure area of the printer

Applies to: Microsoft Office Excel 2003Microsoft Office Excel 2007Excel 2010

Symptoms


You try to print a Microsoft Excel workbook to a printer that supports "secure printing," "private printing," or "job storage." When the printer driver properties are configured to send the printout to the private or secure area of the printer, you notice that the printout is not held or stored on the printer. Instead, the printout goes to an output bin on the printer.




Cause


This problem can occur when you select any worksheet other than the first worksheet in the Excel workbook, and then you print the whole Excel workbook.

Workaround


To work around this problem, use one of the following methods.

Method 1

Note This workaround may not work in all configurations.

Select the first worksheet in the Excel workbook, and then print the whole Excel workbook to the private or secure area of the printer.

Method 2

Set the printer settings for each worksheet before you print the workbook.

To do this, follow these steps.

Note The following steps were performed with a Xerox Document Centre 265 set as the default printer.

  1. Open your workbook.
  2. On the File menu, point to Print, and then click Properties.

    Note In Microsoft Office Excel 2007, click the Microsoft Office Button, click Print and then click Properties.
  3. Click the Advanced button.
  4. In the Job Type list, select Secure Print.
  5. Enter the PIN, confirm the PIN, and then click OK.
  6. Click OK to close the Advanced Properties dialog box.
  7. Click OK in the Printer Properties dialog box.
  8. Click Close to close the Print dialog box.
  9. Repeat this for every sheet in the workbook.

  10. Print the entire workbook.

    When you print your workbook, all worksheets are printed with the Secure Print option.

Note We realize that having to set the print properties individually on each sheet is very inconvenient for large files. We are considering a fix for a future version of Excel.

Method 3


Method 3 is considered as the "best" option.

Add two printers in Microsoft Windows that are connected to the same printer. Name one printer to indicate that it is using the Private Printing or Secure Printing option. On that printer, set the printer to Print to the Printer Storage area using a PIN. When you print from Excel, choose the printer set for Print Storage when you want to use the Private Printing or Secure Printing options.

Also, add a 2nd print driver for the printer and set it to default as duplex printing.


Notes
  • This issue will also occur when using the duplex printing option.
  • You also need to verify that all sheets in the workbook have identical page setup to allow the pages to print back-to-back, duplex printing. If items such as DPI, Portrait/Landscape layout, etc. differ, this will force a separate print job to be sent to the printer.

Status


Microsoft has confirmed that this is a problem in the Microsoft products that are listed in the "Applies to" section.

More Information


When you use a printer that supports secure printing, there is typically a section in the Print dialog box that lets you direct the printer to delay printing your document until you physically access the printer. For example, when you use HP printer models that support this feature, you click Private Printing, and when you use Xerox printer models that support this feature, you click Secure Print.

After you print to the secure or private area, you must manually enter a four digit code or a personal identification number (PIN) on the printer to finish the print job and retrieve your printout. For more information about secure printing, visit the following Microsoft Web site:


The third-party products that this article discusses are manufactured by companies that are independent of Microsoft. Microsoft makes no warranty, implied or otherwise, regarding the performance or reliability of these products.