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How to Print Comments in Excel - Office 365

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Comments in Excel are often used to add notes, provide feedback, or clarify data within a spreadsheet. They become especially useful in collaborative environments where multiple users are inputting data or reviewing information. While comments are beneficial during digital review processes, there are scenarios where having a printed copy of both your data and the associated comments is necessary. Fortunately, Excel provides the capability to print comments either as they appear on the sheet or at the end of the sheet. This tutorial will guide you through the process of printing comments in Excel.

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Benefits

Enhanced Collaboration: Printing comments allows stakeholders to review notes and feedback without accessing a computer.
Record Keeping: Offers a physical record of notes and feedback associated with specific data points.
Audit and Review Processes: Facilitates the audit and review processes by providing a clear, printed record of annotations and clarifications.

Step-by-Step Guide

Preparing Your Spreadsheet

Before printing, ensure that all comments you wish to print are correctly added to your spreadsheet and are visible or hidden as per your preference.

Printing Comments

Excel offers two options for printing comments: at the end of the sheet or as displayed on the sheet. Here's how to access and utilize these options:

Step 1: Access the Page Setup Dialog

Open the â€œPage Layoutâ€ Tab: Navigate to the Page Layout tab on the Ribbon.
Open Page Setup: Click on the small arrow in the bottom-right corner of the Page Setup group to open the Page Setup dialog box.

Option 1: Print Comments at the End of the Sheet

Navigate to the â€˜Sheetâ€™ Tab: In the Page Setup dialog box, switch to the Sheet tab.
Comments Option: Look for the Comments dropdown menu.
Select â€˜At end of sheetâ€™: From the dropdown, select At end of sheet. This option will print all comments at the end of your printed document.
Click â€˜OKâ€™: Apply your changes.

Option 2: Print Comments as Displayed on Sheet

Ensure Comments are Visible: Before printing, ensure that the comments you want to print are visible on the sheet. To do this, right-click a cell with a comment and select Show/Hide Comments.
Follow Step 1: Access the Page Setup dialog as described above.
Comments Option: In the Sheet tab, find the Comments dropdown menu.
Select â€˜As displayed on sheetâ€™: Choose this option to print the comments in their displayed positions on the sheet.
Click â€˜OKâ€™: Finalize your settings.

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Example

Scenario: You are preparing a monthly financial report in Excel, which includes comments on various cells providing explanations for unusual expenditures, revenue sources, or discrepancies. You need to print this report along with the comments for a board meeting.

Prepare the Report: Ensure all necessary comments are added and correctly positioned within your spreadsheet.
Choose Your Print Option: Decide whether you want the comments printed at the end of the document for a clean presentation or displayed on the sheet for direct reference to each comment.
Access Page Setup: Go to Page Layout > Page Setup (small arrow in the corner).
Set Comments to Print: Select either At end of sheet or As displayed on sheet based on your needs.
Print Your Document: Go to File > Print to review your print settings and print your document.

Advanced Tips

Preview Before Printing: Always use the Print Preview feature (File > Print) to check how your comments and data will appear in the printed document.
Printing Only Comments: If you only need to print the comments without the accompanying data, you can copy them into a separate Excel sheet or document and print from there.
Customize Comment Appearance: For comments to be clearly readable when printed â€œAs displayed on sheet,â€ you might need to adjust their size or the zoom level of your sheet for optimal printing results.