How to conditional inserting page breaks in Excel?

Supposing you need to insert page breaks while the values are changed in column A as below screenshot shown, how could you handle it in Excel? Generally, you can insert the page breaks one by one manually, but here, I introduce some tricks on solving this quickly.

Using Subtotal function to insert page breaks

Using VBA code to insert page breaks

Distinguish Differences to insert page break when data change

Insert Page Break Every Row to insert page break in nth rows

Using Subtotal function to insert page breaks

In Excel, the Subtotal function can add page breaks based on group.

1. Select the data you want to add page breaks, click Data > Subtotal.

2. In the Subtotal dialog, select the column you want to insert page break based on its value in At each change in drop down list, then choose the function you want to use from Use function list, then check Page break between groups checkbox and other options as you need.

3. Click OK. Now the data has been grouped and added page breaks.

Using VBA code to insert page breaks

If you do not want to add groups to the data, you can try VBA code to handle this job.

1. Press Alt + F11 keys to display Microsoft Visual Basic for Applications window.

2. Click Insert > Module, copy and paste below code to the new Module window.

VBA: Insert page breaks when data changes

Sub PageBreak()
'UpdatebyExtendOffice20181101
    Dim xSRg As Range
    Dim xRg As Range
    On Error Resume Next
    Set xSRg = Application.InputBox("Select key column:", "Kutools for Excel", xTxt, , , , , 8)
    If xSRg Is Nothing Then Exit Sub
Application.ScreenUpdating = False
    For Each xRg In xSRg
        ActiveSheet.Rows(xRg.Row).PageBreak = xlPageBreakNone
        If xRg.Value <> xRg.Offset(-1, 0).Value Then
            ActiveSheet.Rows(xRg.Row).PageBreak = xlPageBreakManual
        End If
    Next xRg
Application.ScreenUpdating = True
End Sub

3. Press F5 key, a dialog pops out to remind you select the key column which insert page break based on.

4. Click OK, now the page breaks have been inserted.

Distinguish Differences to insert page break when data change

The Distinguish Differences feature of Kutools for Excel supports to insert page break, blank row, bottom border or background color when data change in Excel.

After installing Kutools for Excel, please do as below:（Free Download Kutools for Excel Now!)

Click Kutools > Format > Distinguish Differences.

2. In the Distinguish differences by key column dialog, please finish below settings:

1) click selection icon  in the Range section, select the data range (excluding column headers)

2) click selection icon  in the Key column section, select the column that you want to insert page break based on corresponding data change (excluding column headers)

3) check Page Break option in Options section.

3. Click Ok.

Now page breaks is inserted when data change in the selected range.

Insert Page Break Every Row to insert page break in nth rows

If you want to insert page breaks in a fixed interval, you can use Kutools for Excel’s Insert Page Every Row utility to quickly handle the problem.

After installing Kutools for Excel, please do as below:（Free Download Kutools for Excel Now!)

1. Select the data and click Kutools Plus > Printing > Insert Page Break Every Row.

2. In the Insert Page Break Every Row dialog, type the interval as you need.

3. Click OK > OK to close dialogs, the page breaks have been inserted in every 2 rows.

  Insert page Break Every Nth Row