Print Comments in Excel

When we insert comments on excel worksheet and print the page, by default the comments are not printed, to print comments in excel we need to go to the print section from the files tab and page set up tab where we will find any options to print comments and where we want to display them, whether on the end of the sheet or as they are present in the sheet.

How to Print Comments in Excel?

Let’s understand how to print comment in excel with examples.

In excel we may not be able to add all the things we want. Therefore, we choose put in our comments for important cells. As I have shown in the below image, we mentioned our comments to the cell B4.

Showing comments would be handy but when we are printing the report, we do not print the comments along with the report. However, we can print the comments along with the report. In this article, I will discuss the steps involved in printing our handy comments in excel.

There are two ways to print our handy comments in excel along with the report.

1. Print comments using Excel page layout option.
2. Print comments using print preview method.

Again, there are a couple of options to print the comments. We can print the comment at the end of the page or we can print the comment as displayed on the worksheet too.

#1 – Print Comments Using Excel Page Layout Option

Assume you have a below report in your excel sheet and you want to print the comments using page layout option.

If there are a lot of comments, it is better to print all the comments at the end of the sheet. Printing all the comments in excel after the rest of the data will eliminate the overlapping of the crucial cell comments when the details displayed.

We just need to do some settings tuning to get this done.

Method 1: Print the comments at the end of the Excel sheet

Step 1: Your data should like this.

If you look at the cells from E2 to E8, it contains some comments in it. A little red mark indicating that the cells contain comments in it.

In order to print the comments at the end of the excel sheet first, comments should be appearing by default; otherwise, it will print the comments as is shown in the sheet.

Step 2: Now go to Page Layout then Page Set up and click on the little arrow mark.

Step 3: As soon as you click on the bottom right expand arrow it will open up the below dialogue box.

Step 4: Now go to Sheet tab and click on that tab.

Step 5: after clicking on the sheet tab, you need to select At the end of sheet option under Comments section.

Step 6: Once the “At the end of sheet” option selected you to need to click on the Print option.

Step 7: once the print option selected, it will take you to the print preview section.

In the first page, it will print the report and in the second page, it will print all the comments. And, the final output will be as per the below image.

Method 2: Print the comments as shown in the active window.

In the last example, we have seen printing all the cell comments at the end of the sheet. Instead, we can print the comments referring or pointing to the cell itself. For this, we need to select the other option in Step 5.

After this click on the print option and it will open up the print preview dialogue box. Click on print option to get the print and the print will be as shown in the below image.

#2 – Print Comments Using Print Preview Method

In the last example, we have seen printing the comments using page layout option. We can print the comments using Print option too. Very similar to last method but instead of going for Page Layout, select Print option (Ctrl + P).

Step 1: Go to FILE and select the PRINT option.

Step 2: Once you click on that PRINT option it will open up the below window and click on Page Setup.

Step 3: Now, this will open up the page set up a dialogue box and select Sheet tab.

Step 4: after clicking on the sheet tab, you need to select At the end of sheet option under Comments section.

• “At the end of sheet” option selected will print the comments at the end of the sheet.
• “As displayed on sheet” will print as shown in the excel sheet.
• None will not print anything.

VBA Code to Extract Print Comments to a New Sheet.

Now, we have learned how to print comments in excel. However, we can go one extra mile by extracting all the comments on the new sheet using VBA coding.

Sub Extract_All_Comments()

Dim CommentsCell As Range

Dim rng As Range

Dim Sht As Worksheet

Dim NewSht As Worksheet

Dim i As Integer

Set NewSht = Application.Worksheets.Add(before:=Sheets(1))

NewSht.Range(“A1”).Resize(1, 4).Value = Array(“Sheet”, “Address”, “Value”, “Comment”)

Application.ScreenUpdating = False

On Error Resume Next

For Each Sht In Application.ActiveWorkbook.Worksheets

Set CommentsCell = Sht.Cells.SpecialCells(xlCellTypeComments)

If Not CommentsCell Is Nothing Then

i = NewSht.Cells(Rows.Count, 1).End(xlUp).Row

For Each rng In CommentsCell

i = i + 1

NewSht.Cells(i, 1).Resize(1, 4).Value = Array(Sht.Name, rng.Address, rng.Value, rng.Comment.Text)

Next

End If

Set CommentsCell = Nothing

Next

NewSht.Cells.WrapText = False

Application.ScreenUpdating = True

End Sub

Copy and paste the above code to your VBA editor window by inserting new module. It will loop through all the sheets in the active workbook and extract all the comments in a newly inserted sheet.

Below is the snapshot of how this code extracts the cell comments.

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