When you print your worksheet, do you want to see the comments or not? Printing choices for comments are on Page Setup's tab.
Your choices for printing:
(None) = no comments printed, which is the default.
All comments printed at the end of sheet on a separate page
As displayed on the sheet (only the ones that are visible)
Comments are named in order, as you create them, with boring default names: Comment 1, Comment 2, etc. This is the name that shows in the Name Box when the comment is selected. You can rename a comment just like you can name a cell. Select the comment and type the name in the Name Box. The names won't print, so usually there is not much point in changing the default names.
If you choose to print comments "at end of sheet", they appear in cell order (by row, then column) rather than the order in which you created them and thus the way they are numbered. The comments attached to the three cells in the illustration were created in the order A1, C3, and C1 but are not printed that way.
Best location for comments: Cell A1 is normally where hidden comments about the sheet as a whole belong. Reserve comments in other cells for explanations of that cell's importance or its behavior or its data source. For visible comments choose a cell that will let the comment display nicely without hiding your data.
Step-by-Step: Print Comments
|What you will learn:||to make comments always visible
to paste text into a comment
to adjust an AutoShape with adjustment handles
to zoom the view and see temporary formatting changes
to move a comment
to print comments as displayed
to print comments together at the end
to hide comments
Start with: trips31-Firstname-Lastname.xlsx - sheet Specials (saved in previous lesson)
On the Advanced page in the Display section, click the radio button to show Comments and indicators.
Now your comments will be visible all the time.
When comments are showing all the time, you must be
careful about where you position comments. You don't want them to hide
the sheet data.
Click on OK to close the dialog and apply your change.
This option setting applies to ALL Excel spreadsheets, not just this one, and shows ALL comments.
method: Show a particular comment ALL the time
Right click the cell to which the comment is attached and choose Show Comment.
You can put your Analysis in a comment instead of in cells. You don't even have to type it over again! You can copy and paste it to your comment.
Drag to select all of the text in cell A50 (your analysis) and then Copy.
If you try to copy the cell instead of the cell contents,
nothing will happen when you paste to the comment box.
The key combo CTRL + A does not work to select all of the cell's contents.
the comment attached to cell G1.
Your comment should be visible all the time now.
Resize the comment's text box in width and length to show all
Your comment box may need to be a different size from the illustration, depending on how long your analysis is.
Zoom changes wrapping - but not really: Look at cell B4 and D4 in the illustration. The text is wrapping oddly. This screenshot was taken with the sheets shown at less than 100% zoom. Apparently Excel will change font size and text wrapping as the display gets smaller and smaller to keep the labels readable as long as possible.
Slide the Zoom control at the bottom right of the Excel window and watch how Excel manages the display at different zoom levels.
Data cells may cut off characters or show #### hash marks for numbers. Labels will be cut off or wrap oddly. The title will change to a simple font.
Excel 2010: At some small zoom number 'Table 1' suddenly appears across your table.
The illustration shows 28% zoom, but your screen may look quite different at 28%. It depends on the size of your monitor's screen and the resolution your monitor is running.
Print Preview at 100% before panicking.
Zooming can distort what you see. Those ### hash marks can show up in a zoomed view even though the cells will print just fine. Borders often do not show in a zoomed view correctly. Text can even wrap incorrectly.
When you are ready to
continue, return to 100% zoom.
The shape for this comment has three yellow adjustment handles. You may not be able to see the one at the top since this shape bumps up against the top of the spreadsheet. A shape may have no adjustment handles at all or just 1 or 2.
The handle on the top edge of the shape controls the length of the arrow. A handle on the arrow itself controls the thickness of the shaft of the arrow. On the left edge of the shape, a handle controls the size of the arrow head. You will change the size of the arrow to make it less bulky.
Your shape may have different height and width than what the illustration shows.
A comment will normally move when you move the cell to which it is attached. But what if you want to move the comment but not the cell contents? It takes an extra step or two.
You will move your comment in cell G1 to cell A1 without overwriting that cell's contents. It's a three step process - copy, paste special to new cell, delete old comment.
Unexpectedly, you cannot select a comment and cut or copy and
then paste. The Cut and Copy commands are grayed out when a comment is
Click on Comments and then on OK.
Your comment is pasted, but only the comment - not the cell's contents or formatting. Since Excel is currently set to always show comments, you can see both copies. Weird looking, isn't it?
Both A1 and G1 show the
red triangle in the upper right corner.
Right click on G1
and from the context menu select Delete Comment.
to Delete Comment: Select the
comment (In Excel 2007 and 2010 it will have a dotted border) and press the DELETE key.
But in this situation, with the two comments overlapping it is very easy to select and delete the
You control how comments print from the Page Setup dialog on the Sheet tab.
the Page Break Preview.
If necessary, insert a page break between the two tables.
If necessary, drag the right border wide enough to include the whole comment.
Make sure that
only 2 pages will print and all of the data and the comment will print.
This is not quite what you want! Page 1 is OK, though perhaps a bit small. But page 2 looks very odd. Part of the comment is showing because you are repeating rows 1 and 2 on each sheet and the comment overlaps those rows. <sigh>
Close Print Preview and return to Normal view.
Printing comments at the end has the advantage of putting all your comments together. It may also simplify your formatting since the comments, whether hidden or visible, will not print on the pages with data.