How to Print Excel Comments

If you have ever added comments to your Excel worksheet, you may want to print them out for reference or to share them with others. However, printing Excel comments is not as straightforward as clicking the “Print” button. In this blog post, we will provide you with a step-by-step guide on how to print Excel comments. You will learn how to print the comments along with the cells, or position them differently on the page. By following these instructions, you can ensure that your comments are included in the printed version of your Excel worksheet.

Introduction

Excel comments are useful when you want to include additional information about data or clarify a formula. While the comments can be seen on the screen, sometimes you may want to print them out for reference. However, printing comments is not as simple as clicking the Print button. In this guide, we will show you how to print Excel comments with ease.

Option 1: Print Comments with Cells

Step 1: Select the Area You Want to Print

To print comments with cells, select the area that contains the cells and comments you want to print. Click “File” on the ribbon, then “Print” in the left menu.

Step 2: Preview Your Printout

Click “Print Preview” to see how your worksheet will look when printed. Make sure the “Print Comments and Ink Markup” option is checked.

Step 3: Print Your Worksheet

Click the Print button to print the worksheet and comments. The comments will appear next to the cells they relate to.

Option 2: Print Comments Without Cells

Step 1: Show the Comments in a Separate Window

To print comments without cells, select the “Review” tab on the ribbon. Click “Show All Comments” in the Comments group. The comments will appear in a separate window.

Step 2: Print Your Comments

Press the “Ctrl” key and click each comment you want to print. Once you have selected all the comments, right-click and select “Copy”. Go to a word processing application such as Word or Notepad and paste the comments. You can then print them from there.

Option 3: Print Comments into the Margins

Step 1: Set Up Your Printout

Click “File” on the ribbon, then “Print” in the left menu. From the Settings section, select “Custom Scaling” and “Fit All Columns on One Page”. Click on the “Margins” button, select “Custom Margins” and increase the “Top” and “Bottom” margins until there is enough space for your comments.

Step 2: Print Your Worksheet

Click “Print Preview” to see how your worksheet will look when printed. Make sure the “Print Comments and Ink Markup” option is checked. The comments will appear in the margins of the printed worksheet.

Printing Excel comments can be a bit tricky, but it’s a very useful feature of the program. By following these simple steps, you can print your comments with ease. Whether you want to print the comments with the cells, without cells, or in the margins, Excel offers different options to suit your needs.

Additional Tips

Here are a few additional tips to help you print Excel comments with ease:

1. Choose the Right Font Size

If you’re planning to print your comments in the margins, make sure to use a smaller font size for the comments so they fit comfortably. You may also need to adjust the margins to make space for longer comments.

2. Adjust the Print Settings for Best Results

Before printing, adjust your page settings to ensure optimal results. Go to “File” > “Print” > “Settings” and adjust the margins, paper size, and page orientation as needed. You may also want to adjust the zoom level to fit more data onto a single page.

3. Use a PDF Printer

If you’re having trouble printing Excel comments, try using a PDF printer. This will convert your Excel worksheet into a PDF file that you can print with ease. Most PDF printers retain the comments, so you won’t lose any of your data.

Printing Excel comments is a great way to add additional context or explanations to your data. Whether you want to print comments with cells, without cells, or in the margins, Excel offers different options to suit your needs. By following the steps outlined in this guide, you can ensure that your comments are included in the printed version of your Excel worksheet.

FAQ

Here are some frequently asked questions about printing Excel comments that may help you:

Can I print comments with specific cells in Excel?

Yes, you can print comments with specific cells in Excel by selecting the area that contains both the cells and comments you want to print. Follow the steps mentioned in Option 1 in this guide to print comments with specific cells.

Can I change the position of the comment on the page while printing?

Yes, you can position the comments differently on the page while printing by choosing the “Print in Margins” option instead of printing the comments with cells. Follow the steps mentioned in Option 3 to find out how to print comments in the margins.

Are there any print settings I should adjust for best printing results?

Yes, you can adjust various print settings to get the best printing results. Adjust the page settings, such as the margins, page orientation and paper size, according to your needs. You can also use zoom settings to increase or decrease the size of the content on the printed page.

Can I print comments without printing any other cells in Excel?

Yes, you can print comments without printing any other cells in Excel. Follow the steps mentioned in Option 2 in this guide to learn how to extract comments from your worksheet and print them on a separate page.

Can I print comments in color?

Yes, you can print comments in color using a color printer. However, make sure that the comments are legible and easy to read when printed in color or grayscale.