Print Excel Sheets with Comments Easily: A Quick Guide

Ever found yourself in a situation where you need to print Excel sheets, including all the helpful comments you've added? It's a common need, especially in a collaborative environment where you're sharing data or reports. Excel doesn't allow you to directly print comments, but there are several clever workarounds. This guide will walk you through the steps to easily print Excel sheets with comments.

Understanding Excel Comments

Before diving into the solutions, let’s clarify what we mean by ‘Excel comments’:

• Comments: These are notes added to specific cells, often used for clarification or collaboration, appearing in a small box that appears upon hovering.
• Notes: Introduced in newer versions, these are the evolution of comments, functioning similarly but with a distinct look.

Both comments and notes are crucial for communication within documents, but they don’t automatically print.

Printing Excel Sheets with Comments

Here are the ways to print your Excel sheets with all comments included:

Method 1: Export to PDF

Exporting to PDF is a straightforward method:

1. Open your Excel workbook.
2. Go to File > Save As.
3. Choose PDF as the file format.
4. Check the box for Include Comments before saving.

This method ensures comments are included as annotations, which can be opened in PDF viewers like Adobe Acrobat Reader.

Method 2: Use the “Notes” Option

If your Excel version supports Notes:

1. Navigate to the Page Layout tab.
2. Click on Print Titles under the Page Setup group.
3. On the Sheet tab, select Notes at End of Sheet from the Comments dropdown menu.

This will append your comments at the end of your printed document.

Method 3: Display Comments Directly

This method prints comments directly on the sheets:

1. Go to the Review tab.
2. Click on Show All Comments.
3. In the Page Layout tab, under Sheet Options, check Gridlines and Headings.
4. Choose to Show Comments in the Comments section of Page Setup.
5. Print as usual.

📌 Note: While comments will show, ensure they don't interfere with your data's visibility or formatting.

Formatting Comments for Print

Before printing, consider these formatting tips:

• Font Size: Make comments smaller for better visibility.
• Positioning: Adjust their position in Print Preview.
• Layout: Fit them within the cell they annotate without overlap.

Alternative Methods

Here are two other approaches:

Using VBA Macros

For those familiar with VBA:

1. Press Alt + F11 to open the VBA editor.
2. Insert a new module, paste the code to show comments.
3. Run the macro to display comments before printing.

Third-Party Add-ins

Consider these tools:

• Excel Utilities
• Kutools for Excel

📌 Note: When using add-ins, always ensure they are from reputable sources for data security.

By following these methods, you'll be able to print Excel sheets with comments effectively. Whether you export to PDF, use the Notes option, or adjust settings for direct printing, these techniques ensure that your comments are part of the printed document. Remember, each approach has its own implications for document layout, so choose the one that best fits your needs.

Can I change how comments appear on printed pages?

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Yes, by modifying Excel’s print settings under Page Setup, you can adjust the placement of comments for better readability.

Will this work for comments in shared workbooks?

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These methods should work, but ensure you have the workbook in a state where comments can be printed, typically by saving and closing it first.

What happens if my comments overlap with cell data on print?

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Overlapping comments may obscure cell content, so adjust their size or position manually in Print Preview to avoid this issue.