Mursalin Ibne Salehin
Excel is a powerful tool to enter all sorts of data. Sometimes, we need to add comments to our worksheets and print them. In this article, we will demonstrate how we can print worksheets with comments in Excel. After reading the methods, you will be able to print Excel worksheets easily with comments.
How to Add Comments in Excel Worksheet?
Before printing comments, we need to know the process of inserting comments in an Excel worksheet. Follow the steps below to know how you can insert a comment.
STEPS:
- Select a cell where you want to enter a comment. We have selected Cell D5 here.
- Now go to the REVIEW tab and select New Comment.
- Finally, type the comment you want to insert.
- Alternatively, you can use your mouse to insert comments. Select the cell and right–click the mouse and then, go to Insert Comment from the drop-down menu.
How to Print with Comments in Excel: 5 Easy Ways
1. Print Comments at the End of Worksheet in Excel
Excel gives us the opportunity to print comments at the end of our worksheet easily. This method will help you to print all comments at the bottom of your worksheet. To explain this method, we will use a dataset of three columns. These are; Employee, Working Hour & Salary. This dataset also has two comments.
We will use the same dataset in all the methods.
Follow the steps to learn this method.
STEPS:
- At first, we need to display all the comments in our worksheet. We can see, there are two comments in our dataset. But, it does not display any comments.
- To display comments, go to the REVIEW tab and select ‘Show All Comments’.
- After that, all comments will be displayed like below.
- Next, go to the PAGE LAYOUT tab and select the Page Setup dialogue launcher.
- A Page Setup window will open. Go to Sheet and select ‘At end of sheet’. Click OK to proceed.
- Finally, if you see the Print Preview, you will see an image like below.
2. Print with Comments as Displayed in Excel Worksheet
In this method, the comments will be displayed in an Excel worksheet. We will use the previous dataset here.
STEPS:
- Firstly, follow the steps of Method-1 to open the Page Setup.
- Secondly, select ‘As displayed on sheet’ from Comments.
- Now, select Print to print the worksheet.
- You can also see the preview form Print Preview.
- After selecting Print Preview, you will see the comments on your worksheet like below.
3. Use of Print Preview to Print with Comments in Excel
We can also use the Print Preview feature to print our Excel worksheets with comments. Observe the steps below to know more.
STEPS:
- In the beginning, press Ctrl + P from the keyboard. The Print options will occur.
- Now, go to Page Setup at the bottom of the window.
- Next, select Sheet from the Page Setup.
- After that, go to Comments and select the way you want to print the comments. We have selected the ‘As displayed on sheet’ option here.
- Finally, select Print to print the worksheet.
Similar Readings
4. Add Numbers in the Commented Cells before Printing
The comment indicators in our worksheets are not available when we print them. Sometimes, we need to use indicators in our printed sheets. Excel does not give any feature that can perform this task. However, we can use the VBA to print indicators.
Pay attention to the steps below for more.
STEPS:
- Firstly, go to the DEVELOPER tab and select Visual Basics.
- Secondly, go Insert in the Visual Basics window and select Module.
- Thirdly, type the code there and save it.
Sub Number_Indicator()
Dim wks As Worksheet
Dim cmnt As Comment
Dim lCmnt As Long
Dim rgCmnt As Range
Dim spCmnt As Shape
Dim spWd As Double
Dim spHt As Double
Set wks = ActiveSheet
spWd = 10
spHt = 9
lCmnt = 2
For Each cmnt In wks.Comments
  Set rgCmnt = cmnt.Parent
  With rgCmnt
  Set spCmnt = wks.Shapes.AddShape(msoShapeRectangle,
_rgCmnt.Offset(0, 1).Left - spWd, .Top, spWd, spHt)
  End With
  With spCmnt
    .Name = "CmtNum" & .Name
    With .Fill
      .ForeColor.SchemeColor = 9 'white
      .Visible = msoTrue
      .Solid
    End With
    With .Line
      .Visible = msoTrue
      .ForeColor.SchemeColor = 64 'automatic
      .Weight = 0.25
    End With
    With .TextFrame
      .Characters.Text = lCmnt
      .Characters.Font.Size = 7
      .Characters.Font.ColorIndex = xlAutomatic
      .MarginLeft = 0#
      .MarginRight = 0#
      .MarginTop = 0#
      .MarginBottom = 0#
    .HorizontalAlignment = xlCenter
    End With
    .Top = .Top + 0.001
  End With
  lCmnt = lCmnt + 1
Next cmnt
End Sub
- Next, go to Macros of the DEVELOPER.
- Now, select Run from the Macro.
- Finally, you will see the indicators below.
5. Use of VBA to Print Comments in Excel
VBA is a great feature of Microsoft Excel. It gives us the freedom to use Excel in our way. We can use VBA to print any worksheet with comments very easily. We will use the previous dataset here. Our code will display the comments at first and then, print them.
Follow the steps below to learn this method.
STEPS:
- Initially, go to the DEVELOPER tab and select Visual Basics.
- Now, go to Insert in the Visual Basics window and select Module.
- After that, type the code.
Sub PrintComments()
    Application.DisplayCommentIndicator=xlCommentAndIndicator
    With ActiveSheet
        .PageSetup.PrintComments = xlPrintInPlace
        .PrintOut
    End With
End Sub
- Then select Macros from the DEVELOPER.
- Next, select Run from the Macro.
- After selecting Run, the comments will be visible and it will start printing.
Print Multiple Worksheets with Comments in Excel
We can print multiple worksheets with comments in excel. For that, we need to select multiple worksheets at first. To do that, press Ctrl from the keyboard and select the worksheets you want to print. Then follow Method-1 or Method-2 to print them.
Things To Remember
There are some important things we must remember before printing our worksheets.
- First and foremost, the comments must be set as visual before printing. This process is shown at the beginning of Method-1.
- The size of the comments should be small. It will help the readers to read the sheet easily.
- Excel will print the name of the user by default on whom the office is registered. You can change it when you start typing in the comment box.
Download Practice Book
Download the practice book.
Conclusion
There are many times when we need to print our Excel worksheets with comments. We have discussed 5 easy ways here for printing comments. I hope, these methods help you to find the solution to your problem. Last of all, if you have any queries or suggestions, feel free to comment below.
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