How to handle comments in Excel 2007

All commands (icons) that deal with comments are found in the Review tab, Comments group.

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To insert a new comment:

1. Select the cell where you want to insert the comment.
2. Click New Comment.
3. A new comment will be created. Type the required text then click outside the comment box.
4. The comment box will disappear but a small indicator will show on the top right corner of the cell.

xl7comments2

To show a comment:

1. Select the cell where you have the comment.
2. Click Show / Hide Comment.
3. If you have multiple comments then you can click Show All Comments to show all.

Note:

If the comment is already shown and you click Show / Hide Comment, then the comment will be hidden.

To edit a comment:

1. Select the cell where you have the comment.
2. Click Edit Comment.
3. The comment box will be shown. Click on it then edit the text.

To format a comment:

1. Select the cell where you have the comment.
2. Click Edit Comment.
3. The comment box will be shown.
4. Select the text that you want to format then right-click.

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5. Form the context menu select Format Comment.
6. in the Format Comment dialog box, select the formatting options that you want.

To move or resize a comment:

1. Select the cell where you have the comment then show the comment as explained previously.
2. Click the border of the comment box to show the sizing handles.
3. To move the comment, drag the border of the comment box, or press one of the arrow keys depending on which direction you want to move.

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4. To resize the comment, drag the handles on the sides and corners of the comment box.
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To copy a comment to another cell:

1. Select the cell where you have the comment.
2. In the Home tab, Clipboard group, click Copy (or just right click on the cell and select copy).
3. In the Home tab, Clipboard group, click the arrow below Paste, then select Paste Special (or just right click on the cell and select Paste Special).
4. In the Paste Special dialog box , under Paste, select Comments then click OK.

To delete a comment:

1. Select the cell where you have the comment.
2. Click Delete Comment.
3. The comment box and the comment indicator will both disappear.

To print a comment:

To print a comment check this post.

How to print comments in Excel 2007

To print comments in Excel 2007:

1. Show all comments or just the comments you want to print. How?

2. In the Page Layout tab, Page Setup group, click the dialog box launcher (see the mouse pointer in the image below).

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3. The Page Setup window will open.

4. Click on the Sheet tab.

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5. In the Comments box, select As displayed on sheet or At end of sheet depending on how you want to print the comments.

6. Click Print.

Notes:

1. If you select As displayed on sheet, then only the comments that are shown will be printed. So make sure that your comments are shown on the worksheet first. How?

2. To see how comments are printed, you can click Print Preview before you click Print.

How to change page orientation in Excel 2007

To change page orientation in Excel 2007 :

1. Switch to the Page Layout tab.

2. In the Page Setup group click Orientation.

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3. Select the required orientation (Portrait or Landscape) from the options shown.

4. You can click Office Button –> Print –> Print Preview to verify your selection.

Repeat column titles (heading rows) in every page in Excel 2007

To repeat column titles (heading rows) in every page in Excel 2007 follow these steps:

1. Switch to the Page Layout tab.

2. In the Page Setup group click Print Titles.

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3. The Page Setup window will open with the Sheet tab selected.

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4. In the Sheet tab click the text box titled: Rows to repeat at top

5. Now go to your worksheet and select the row(s) which have the headings. The selected row(s) will be reflected in the text box in the Page Setup window.

You can also type the address(es) of the row(s) directly in the text box if you prefer.

6. Click the Office Button –> Print –> Print Preview to verify that the heading row(s) will be repeated on every page.

How to insert current date in worksheet footer

To insert the current date in worksheet footer, follow these steps:

1. In the File menu click Page Setup. The Page Setup window will open.
2. Select the Header/Footer tab.
3. Click the Custom Footer button. The Footer window will open.

footicons

As you can notice the footer is divided into three sections; left, center and right. Above those sections there is a number of icons for page number, pages, date, time and more other icons.

To insert the current date:

1. Click on the section where you want the date to be inserted.
2. Click the Date icon footerdate.
3. The following code will be inserted in the selected footer section: “&[Date]“.
4. Click OK and you will see the current date in the preview window.
5. Click OK again to finish the dialog.

Notes:

1. You can also go to Header/Footer by clicking  Header and Footer in the View menu.
2. Use File –> Print Preview to see how your footer will look like in the printer.
3. You can use a similar procedure to insert the date in the header if you want to.

Applies to: Excel 2003

How to insert page number in worksheet footer

To insert page number  in worksheet footer, follow these steps:

1. In the File menu click Page Setup. The Page Setup window will open.
2. Select the Header/Footer tab.
3. Click the Custom Footer button. The Footer window will open.

footicons

As you can notice the footer is divided into three sections; left, center and right. Above those sections there is a number of icons for page number, pages, date, time and more other icons.

To insert a page number:

1. Click on the section where you want the page number to be inserted.
2. Click the Page Number icon pagenos.
3. The following code will be inserted in the selected footer section: “&[Page]“.
4. Click OK and you will see the page number in the preview window.

If you want to add the number of pages so that your footer looks like this: “Page 1 of 5″ then:

1. In the selected section type “Page “.
2. Click the Page Number icon to get the code “&[Page]” inserted.
3. Immediately after this code type ” of  “.
4. Click the Number of Pages iconNoOfPages.
5. Your final code will look like this: “Page &[Page] of &[Pages]”
6. Click OK.

Notes:

1. You can also go to Header/Footer by clicking  Header and Footer in the View menu.
2. Use File –> Print Preview to see how your footer will look like in the printer.

Applies to: Excel 2003

How to stop printing blank pages

If you are getting blank pages when you are printing a worksheet, then there are a number of possibilities:

1. You have some ‘unnoticed’ text in one of the cells, e.g. ‘.’ or ‘,’.

2. You have cells that contain text, but the text color is the same as the cell background color.

3. You have a cell with a formula that returns a blank value.

4. You have empty cells that are formatted with borders or shading.

5. You have set a print area that spans into more than one page.

Possible Resolutions:

1. For unnoticed text, press CTRL+END to find the last non-blank character, and delete it if it is not required. Repeat the process if necessary.

2. For formulas, display formulas by pressing CTRL+’~’ then try to find the formula that returns a blank value.

3. Set the print area to the required cells only. Read more.

A macro to print only hidden sheets in a workbook

If you have a workbook with a number of worksheets, some visible and other hidden, and you want to print only the hidden sheets, then you can use the macro shown below.
Because Excel will not allow the macro to be printed while it is hidden, this macro will make the sheet visible, print it and then hide it again.

Sub PrintHiddenSheets()
‘*********************************************************
‘ Print only hidden sheets in the active workbook *
‘*********************************************************
Dim wSheet As Worksheet
Dim CurStat As Variant
For Each wSheet In ActiveWorkbook.Worksheets
If Not wSheet.Visible Then
CurStat = wSheet.Visible
wSheet.Visible = xlSheetVisible
wSheet.PrintOut
wSheet.Visible = CurStat
End If
Next
End Sub

This code is also available in the Downloads page.

Copy the code to a new module in Visual Basic Editor, then run it like any other VBA macro.

Check this post if you want to know How to write a VBA macro.

A macro to print only visible sheets in a workbook

If you have a workbook with a considerable number of worksheets, some visible and other hidden, and you want to print only the visible sheets, then you can use this macro:

Sub PrintVisibleSheets()
‘***************************************************
‘Print only visible sheets in the active workbook *
‘***************************************************
Dim wSheet As Worksheet
For Each wSheet In ActiveWorkbook.Worksheets
If wSheet.Visible Then wSheet.PrintOut
Next
End Sub

This code is also available in the Downloads page.

Copy the code to a new module in Visual Basic Editor, then run it like any other VBA macro.

Check this post if you want to know How to write a VBA macro.

How to print all sheets in a workbook

To print all worksheets in a workbook then :

1. In the File menu click Print.

2. The Print window will open.

3. At the bottom of the Print window find a section labeled: Print what .

4. Click on the radio button labeled: Entire workbook.

5. Click OK.

Applies to Excel 2003