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How to print worksheet with validation circles in Excel?

In certain case, we may circle some invalid data to make them outstanding, but, when you need to print the worksheet with the validation circles, the circles will not be printed. Have you ever been suffered with this problem in Excel? Today, I will show you some quick tricks to solve this job.

Print worksheet with validation circles by pasting them as picture

Print worksheet with validation circles by using VBA code

arrow blue right bubble Print worksheet with validation circles by pasting them as picture

In Excel, we can’t print the validation circles directly, but, we can copy and paste the data range with validation circles as picture, and then print it.

1. Select the data range that you want to print the circles.

2. Press Ctrl + C keys on keyboard to copy it, and then go to a new worksheet, click one cell, and right click, choose Paste Special > Picture, see screenshot:


3. And then your selection has been pasted as picture, and now when you print the new worksheet, the circles will be printed successfully.


arrow blue right bubble Print worksheet with validation circles by using VBA code

If you don’t like to paste the data range as picture, the following VBA code also can help you.

1. After setting the data validation, please hold down the Alt + F11 keys in Excel to open the Microsoft Visual Basic for Applications window.

2. Then click Insert > Module, and paste the following macro in the Module Window.

VBA code: Insert red circles to the invalid data

Sub AddValidationCirclesForPrinting()
'Update 20140724
Dim Rng As Range
Dim WorkRng As Range
Dim xCount As Integer
Dim xShape As Shape
On Error Resume Next
Set WorkRng = Application.ActiveSheet.Cells.SpecialCells(xlCellTypeAllValidation)
If WorkRng Is Nothing Then
    Exit Sub
End If
xCount = 0
For Each Rng In WorkRng
   If Not Rng.Validation.Value Then
       Set xShape = Application.ActiveSheet.Shapes.AddShape(msoShapeOval, Rng.Left - 2, Rng.Top - 2, Rng.Width + 4, Rng.Height + 4)
       xShape.Fill.Visible = msoFalse
       xShape.Line.ForeColor.SchemeColor = 10
       xShape.Line.Weight = 1.25
       xCount = xCount + 1
       xShape.Name = "InvalidData_" & xCount
   End If
Exit Sub
End Sub

3. And then press F5 key to execute this code, and the invalid data has been circled with the red oval, see screenshot:


4. When you go to print this worksheet which contains the red circles, the circles will be printed as well.


With this VBA code, the circles will not be removed with the Excel’s Clear Validation Circles feature, if you want to delete the circles, please apply the below code.

VBA code: Remove validation circles in worksheet

Sub RemoveValidationCircles()
'Update 20140724
Dim xShape As Shape
For Each xShape In Application.ActiveSheet.Shapes
    If xShape.Name Like "InvalidData_*" Then
    End If
End Sub

Related article:

How to circle invalid data in Excel?

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