Print Comments in Excel

Print Comments in Excel (Table of Contents)

• Print Comments in Excel
• How to Use Print Comments in Excel?

Print Comments in Excel

This happens many times that we do insert comments in excel but fail to get them on paper print. This is because we print the data that is in excel but do not print the comments that are in excel. So to print the comments that are in the file we have to use “Print comments” function of Excel.

Printing comments are the inbuilt feature that is designed to print the comments when the spreadsheet is printed.

This option of printing comments comes to light when it has been observed that the comments that are added in the spreadsheet are not getting printed when the data is being taken out as hard copy.

Printing comments are different from inserting comments as printing is displaying the inserted comments when the excel is printed and inserting comments means adding more information to a cell that is only visible on the monitor and not in the hard copy.

Printing comments are as easy as printing documents but it just needs some modifications before the data is printed.

Printing a comment can be done in two ways

1. Comments can be printed as they are displayed in the worksheet or as they are positioned in the spreadsheet.
2. Comments can be printed at the footnote of the document.

Both of the above ways ultimately print the comments but the difference is this that the first option prints the comments at the original location and second option prints comments at the end of the spreadsheet.

Examples of Printing Comments in Excel

• Comments printed at end of the sheet.

In a case where we have large no. of comments that are to be printed, we would prefer that the comments get printed at the end of the sheet to avoid overlapping of the comments.

• Comments printed as they are positioned in the sheet.

If we have very less or limited no. of comments that are to be printed then we should consider that the comments get printed as they are positioned on the monitor.

Explanation

Printing comments only works if in case there is at least single comment inserted. If there is no comment that is in excel then this function will not display any comment.

Printing comments are used because the comments are not by default get printed, they are to be manually set to make them printed on the paper. These comments can be printed at the end of the sheet or at the original position as they are in excel. Both of the results are shown above.

Printing comment is the inbuilt option that needs no execution of user-inserted formula or VBA code. Just like a document is printed, the comments are printed by choosing the option to print the comment.

How to Use Print Comments in Excel?

This Print Comment is very simple easy to use. Let us now see how to use the Print Comments in Excel with the help of some examples.

Printing of comments can be used in many ways as mentioned below.

• Printing the comments at end of the spreadsheet using the Excel Page layout option.
• Printing the comments as they are shown in the spreadsheet using the Excel Page layout option.
• Printing the comments by using the Print preview method.

Example #1 – Printing the comments at end of the spreadsheet using the Excel Page layout option.

Step 1: Go to the toolbar and select “Page Layout option”. This page layout option has the features related to the printing of the data.

Step 2: Click on “Print Titles”.

Step 3: Click on “Sheet tab option”.

Step 4: From the comments option select “At the end of the sheet”.

Step 5: Click on “Print”.

Below is the final output of how the comments will get printed on the page. Since the comments are printed at the end of the page they are presented in one group and cell number is mentioned against each comment.

Example #2 – Printing the comments as they are shown in the spreadsheet using the Excel Page layout option.

This method should only be used when we have limited comments in the spreadsheet so that the comments do not overlap with each other when they get printed.

Step 1: Go to the toolbar and select “Page Layout option”.

Step 2: Click on “Print Titles”.

Step 3: Click on “Sheet tab option”.

Step 4: Select option “As displayed on sheet”.

Step 5: Click on “Print”.

Below is the final output of how the comments are printed.

Example #3 – Printing the comments by using the Print preview method.

Comments can be directly printed at the time of printing the sheet, this can be done by following the below steps.

Step 1: Click on the “File option” that is available in the ribbon.

Step 2: Choose the option to “Print”.

Step 3: Click on Page Setup option.

Step 4: Click on the “Sheet tab” and then choose the option to select the method of printing comments as explained above.

After selecting the options click on Print and the document will get printed with comments.

Things to Remember About the Print Comments in Excel

1. The first thing that is to remember while printing the comments is that the comments should not be set as hidden, they must be set as visible before the excel is printed. This can be done by selecting the “review tab” and then selecting the “Show all comments tab”.
2. If comments are printed as they appear on the screen then, first make sure that none of the comment is overlapping any other comment. If any of comment is overlapping any other comment then changes must be made in the positioning of the comment.
3. If the comments are printed at the end of the excel then this should make sure that the cell that has comments should have “Marked corners”. This will enable the user to make sure they check the comments that are at the end of the excel.
4. Comments should be in suitable size so that they can be easily read.
5. By default, Excel will print the name of the user on whom name the office is registered. So this is important to note that the name is corrected before we start typing the comment.

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