Printing Comments in Excel – Few Easy Ways

An Excel workbook with comments looks more presentable and easier to understand. But do you know that, by default Excel only allows you to see comments on the screen. In other words, it has made the option of printing comments very inconspicuous.

Now, what if you have to print those comments along with your data?

No need to worry. In this post, I will highlight some methods that will help you to print comments in your spreadsheets.

Recommended Reading : How to Hide GridLines in Excel

So here we go:

Option 1: Printing Comments in Excel from Page Layout Tab:

In this method we are going to use the “Page Setup” property in Excel to print comments. Follow the below steps to do this:

1. First of all you have to ensure that your comments are visible in the worksheet. If comments are not shown in the display, then they would not show up in the print.

Show-All-Comments-option

So, to check this navigate to the “Review” tab in ribbon and ensure that the button “Show All Comments” is clicked. After this all the comments in your worksheet will be visible.

Sheet-With-All-Comments-Shown

If you don’t wish to show a particular comment then, you can select the cell that contains the comment and then hide it using the “Show/Hide Comment” button present in the “Review tab”.

Alternatively, you can also do this from the Right Click menu.

Show-Hide-Comments-option

2. Next, navigate to the “Page Layout” tab in the Ribbon and click the small “More” button near the “Sheet Options” as shown.

More-Sheet-Options

3. Clicking “More” button will open the “Page Setup” window. In the “Sheet” tab of “Page Setup” window, click the comments drop down. This will have three options as follows:

Page-Setup-Sheet_Tab

    • None: Selecting this option means that you don’t wish to print comments at all. This is the default option.
    • At the end of Sheet: Selecting this option will print the comments. But the comments will not be linked with the cells, rather they will be printed on a separate sheet.
    • As displayed on the Sheet: This option will print the comments as they are displayed on the screen.

4. Select any one of the last two options and click “Ok”. And it’s done.

5. Now you can simply press the Ctrl + P keys to open the print dialog or to see the print preview.

comments-shown-in-print-preview

Bonus Tip: For those who want to perform this using the shortcut keys, here is the shortcut.

Alt + P S O Alt + M

This will open the comments dropdown. Select and value from the dropdown and press “Enter”.

Option 2: Printing comments from the Print page:

In this method we are going to print comments from the Print preview page. Follow the below steps to do this:

1. First of all similar to the step 1 of Option 1, make sure that the comments on your worksheet are visible.

2. Next, navigate to the Print page, by pressing Ctrl + P and click the “Page Setup” link as shown.

Page-Setup-in-print-preview

3. This will open the “Page Setup” window. On the “Page Setup” window navigate to “Sheet” Tab.

Page-Setup-Sheet_Tab

4. Next, in the comments dropdown select any option except “None” and click “Ok”. If you need to know more about these options then see the Step 3 of Option 1.

5. This will do the trick and now you can simply print your worksheet.

Option 3: Printing comments in Excel using VBA:

For printing comments in VBA you can use the below line of code:

Option Code
As displayed on the Sheet ActiveSheet.PageSetup.PrintComments = xlPrintInPlace
At the end of Sheet ActiveSheet.PageSetup.PrintComments = xlPrintSheetEnd

 

Also, before this you would need to add the following line of code to make all the worksheet comments visible.

Application.DisplayCommentIndicator = xlCommentAndIndicator

So, this was all about how to print comments in excel. Do let us know in case you face any problems while implementing any of the methods explained in this tutorial.

About Ankit Kaul

Ankit is the founder of Excel Trick. He is tech Geek who loves to sit in front of his square headed girlfriend (his PC) all day long. :D. Ankit has a strong passion for learning Microsoft Excel. His only aim is to turn you guys into 'Excel Geeks'.

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