Vlookup to Copy Comments in Excel (with a UDF)

Last updated: Oct 31, 2023

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The built-in VLOOKUP function in Excel can find and return values only. However, it is not possible to copy comments along with values using this function. Using a user-defined function (UDF) can be a way of doing this. Follow the article to learn how to do that.

Table of Contents hide

Steps to Copy Comments in Excel Using User-Defined Vlookup Function

📌 Step 1: Open a New Module to Insert VBA Code

📌 Step 2: Write VBA Code to Create UDF

📌 Step 3: Apply the User-Defined Function to Copy Comments

Things to Remember

Conclusion

Steps to Copy Comments in Excel Using User-Defined Vlookup Function

Assume you want to look up a value along with the comments (if any) in the range B5:C9. The lookup value is given in cell E5. Now you want to use a VLOOKUP formula to return a value associated with the lookup value along with comments if it contains any. But as we have said, the VLOOKUP function is not fit for this job, i.e. copying the comments. So, we will create a UDF that works with the same mechanism as the VLOOKUP function.

Follow the steps below to be able to do that.

📌 Step 1: Open a New Module to Insert VBA Code

First, press ALT+F11 to open the VBA window. Then select Insert >> New Module to create a new module as shown in the following picture.

📌 Step 2: Write VBA Code to Create UDF

After that, copy the following code using the copy button.

Function VLOOKUPCMT(lookup_value As Variant, table_array As Range, col_index_num As Long, range_lookup As Long) As Variant
Application.Volatile
Dim xReturn As Variant
Dim yCell As Range
xReturn = Application.Match(lookup_value, table_array.Columns(1), range_lookup)
If IsError(xReturn) Then
VLOOKUPCMT = "Not Found"
Else
Set yCell = table_array.Columns(col_index_num).Cells(1)(xReturn)
VLOOKUPCMT = yCell.Value
With Application.Caller
If Not .Comment Is Nothing Then
.Comment.Delete
End If
If Not yCell.Comment Is Nothing Then
.AddComment yCell.Comment.Text
End If
End With
End If
End Function

Next, paste the copied code onto the blank module as shown in the picture below.

📌 Step 3: Apply the User-Defined Function to Copy Comments

Now, enter the lookup value (3) in cell E5.
Finally, enter the following formula in cell F5. After that, you will get the desired result as follows. Here, the VLOOKUPCMT function works the same as the VLOOKUP function.

=VLOOKUPCMT(E5,B5:C9,2,FALSE)

VBA Code Explanation:

Function VLOOKUPCMT(lookup_value As Variant, table_array As Range, col_index_num As Long, range_lookup As Long) As Variant
Here, the VLOOKUPCMT function will be the alternative to the VLOOKUP function in Excel. It has the same arguments as the VLOOKUP function.
Application.Volatile
Forces a recalculation whenever a calculation occurs in any other cells.
Dim xReturn As Variant
Dim yCell As Range
Declaring necessary variables.
xReturn = Application.Match(lookup_value, table_array.Columns(1), range_lookup)
Assigning values to the xReturn variable.
If IsError(xReturn) Then
VLOOKUPCMT = “Not Found”
Returns Not Found in case of errors.
Set yCell = table_array.Columns(col_index_num).Cells(1)(xReturn)
Assigns a cell reference to the yCell variable.
VLOOKUPCMT = yCell.Value
The VLOOKUPCMT function returns the value of the cell referenced by the yCell variable.
With Application.Caller
If Not .Comment Is Nothing Then
.Comment.Delete
Delete any existing comments from the formula cell.
If Not yCell.Comment Is Nothing Then
.AddComment yCell.Comment.Text
Copy the comment from the cell referenced by the yCell variable to the cell containing the formula.

Read More: How to Copy Comments in Excel

Things to Remember

You may need to recalculate every time you lookup for a new value. Otherwise, you may get erroneous results.

Download Practice Workbook

You can download the practice workbook from the download button below.

Copying Comments.xlsm

Conclusion

Now you know how to copy comments in Excel using the VLOOKUP formula. Hopefully, this has solved your problem. Use the comment section below for further queries or suggestions. Stay with us and keep learning.

Sub PullPicturesFromComments() Dim Comment As Comment Dim Range As Range Dim Visible As Boolean Dim ShapeHeight, ShapeWidth As Integer Application.ScreenUpdating = False For Each Comment In ActiveSheet.Comments With Comment ShapeHeight = .Shape.Height ShapeWidth = .Shape.Width Visible = .Visible .Visible = True On Error Resume Next Set Range = .Parent.Offset(0, 1) .Shape.CopyPicture Appearance:=xlScreen, Format:=xlPicture Range.PasteSpecial Selection.ShapeRange.LockAspectRatio = msoFalse Selection.Width = Range.Width Selection.Height = Range.Height .Visible = Visible End With Next Comment Application.ScreenUpdating = True End Sub

Sub PullPicturesFromComments() Dim Comment As Comment Dim Range As Range Dim Visible As Boolean Dim str_com As String Dim ShapeHeight, ShapeWidth As Integer Application.ScreenUpdating = False For Each Comment In ActiveSheet.Comments With Comment str_com = .Text ShapeHeight = .Shape.Height ShapeWidth = .Shape.Width .Text Text:="" & Chr(10) & "" Visible = .Visible .Visible = True On Error Resume Next Set Range = .Parent.Offset(0, 4) .Shape.CopyPicture Appearance:=xlScreen, Format:=xlPicture Range.PasteSpecial Selection.ShapeRange.LockAspectRatio = msoFalse Selection.Width = Range.Width Selection.Height = Range.Height .Visible = Visible .Text Text:=str_com .Parent.Offset(0, 3) = str_com End With Next Comment Application.ScreenUpdating = True End Sub

11 Comments

KJ Jul 15, 2022 at 12:20 PM

Salam Shamim
Is it possible to add code to pull the picture from the comment?
- Reply
  Md. Shamim Reza Jul 20, 2022 at 12:25 PM
  Walaikum Assalam, KJ. Thanks for your query.
  
  You can try the following code. The pictures will be copied to the next column.
  Then, you can resize them and right-click to save them as pictures.
```
Sub PullPicturesFromComments()
   Dim Comment As Comment
   Dim Range As Range
   Dim Visible As Boolean
   Dim ShapeHeight, ShapeWidth As Integer
   Application.ScreenUpdating = False
   For Each Comment In ActiveSheet.Comments
      With Comment
        ShapeHeight = .Shape.Height
        ShapeWidth = .Shape.Width
        Visible = .Visible
        .Visible = True
        On Error Resume Next
        Set Range = .Parent.Offset(0, 1)
        .Shape.CopyPicture Appearance:=xlScreen, Format:=xlPicture
        Range.PasteSpecial
        Selection.ShapeRange.LockAspectRatio = msoFalse
        Selection.Width = Range.Width
        Selection.Height = Range.Height
        .Visible = Visible
      End With
   Next Comment
   Application.ScreenUpdating = True
End Sub
```
  Alternatively, you can copy the worksheet or the workbook and save it as Web Page (*.htm, *.html).
  Then, all of the pictures will be saved to a new folder (named after the file) in the same location as the saved file.
Per Gunnar Nilsen Dec 3, 2022 at 3:09 AM

Hello. What is the code for transferring images and text from the comment field?
- Reply
  Per Gunnar Nilsen Dec 8, 2022 at 1:47 AM
  
  Hello. Thanks for the great help here. Little change here.
  I wish that
  comment field with image and text is transferred to another cell as a comment field with the same image and text. 🙂
- Reply
  Tanjima Hossain Dec 5, 2022 at 3:17 PM
  Hello NILSEN,
  Hope you are doing well. Here, I have inserted a comment to cell B3 and in this comment, we have some text along with an image. So, using a VBA code I will show the process of extracting the image and texts in different cells.
  
  • Type the following code.
```
 Sub PullPicturesFromComments()
Dim Comment As Comment
Dim Range As Range
Dim Visible As Boolean
Dim str_com As String
Dim ShapeHeight, ShapeWidth As Integer
Application.ScreenUpdating = False
For Each Comment In ActiveSheet.Comments
With Comment
str_com = .Text
ShapeHeight = .Shape.Height
ShapeWidth = .Shape.Width
.Text Text:="" & Chr(10) & ""
Visible = .Visible
.Visible = True
On Error Resume Next
Set Range = .Parent.Offset(0, 4)
.Shape.CopyPicture Appearance:=xlScreen, Format:=xlPicture
Range.PasteSpecial
Selection.ShapeRange.LockAspectRatio = msoFalse
Selection.Width = Range.Width
Selection.Height = Range.Height
.Visible = Visible
.Text Text:=str_com
.Parent.Offset(0, 3) = str_com
End With
Next Comment
Application.ScreenUpdating = True
End Sub 
```
  In the figure above, look at the highlighted portions which you may want to change. Set Range = .Parent.Offset(0, 4) will insert the image in a cell which is 4 columns right to the main cell B3 and .Parent.Offset(0, 3) will insert the texts in a cell which is 3 columns right to the main cell B3.
  
  • Press F5.
  Then, we transferred the texts and images from the comment into different cells.
  
  Best Regards,
  Tanjima Hossain
  ExcelDemy
Per Gunnar Nilsen Dec 8, 2022 at 1:49 AM

Hello. Thanks for the great help here. Little change here.
I wish that
comment field with image and text is transferred to another cell as a comment field with the same image and text. 🙂
Per Gunnar Nilsen Dec 8, 2022 at 2:05 AM

Hello. Tries again.
Has comment field with image and text in cell b3 sheet 1
must be transferred
to sheet2 cell d3 as a comment field with the same image and text.
Per Gunnar Nilsen Dec 8, 2022 at 3:18 AM

Hi need help code or formula here. Wishes.
Sheet1 (Search product) in cell B5.
If I write (Milk), I want the comment field with image and text from Sheet2 cell d5 to appear in Sheet1 cell C5.

Sheet2.
list
cell D5(milk) picture of milk in the comment field
cell D6 (bread) Picture of bread in the comment field
cell D7 (newspaper) Picture of a newspaper in the comment field
Per Gunnar Nilsen Dec 8, 2022 at 3:30 AM

forgot to mention that the comment field in sheet1 Cell b5, that it retrieves the same size of the comment field that is made in Sheet2.
Per Gunnar Nilsen Dec 8, 2022 at 3:56 AM

there is a formula i need in Sheet1 cell B4.
Today I have VLOOKUPCMT but it only retrieves text from the comment field.
Is there any other formula I can use to get a comment field with an image and text.
- Reply
  Tanjima Hossain Dec 11, 2022 at 1:30 PM
  
  Hello Nilsen,
  
  Sorry, this formula will not work for copying both a comment and a picture as a comment. You have to copy only the text strings if you want to paste them as comments. But if you want to copy the contents as cell value then try the previous code.
  Stay in touch with ExcelDemy.
  
  Thanks
  Tanjima

Vlookup to Copy Comments in Excel (with a UDF)

Steps to Copy Comments in Excel Using User-Defined Vlookup Function

📌 Step 1: Open a New Module to Insert VBA Code

📌 Step 2: Write VBA Code to Create UDF

📌 Step 3: Apply the User-Defined Function to Copy Comments

Things to Remember

Conclusion

Related Articles

What is ExcelDemy?

Leave a reply Cancel reply

Vlookup to Copy Comments in Excel (with a UDF)

Steps to Copy Comments in Excel Using User-Defined Vlookup Function

📌 Step 1: Open a New Module to Insert VBA Code

📌 Step 2: Write VBA Code to Create UDF

<img decoding="async" class="aligncenter size-full wp-image-147919" src="https://www.exceldemy.com/wp-content/uploads/2022/06/How-to-copy-comments-in-excel-using-vlookup-3.png" alt="Copy Comments in Excel Using User-Defined Vlookup Function" width="608" height="417">

📌 Step 3: Apply the User-Defined Function to Copy Comments

Things to Remember

Conclusion

Related Articles

What is ExcelDemy?

Leave a reply Cancel reply