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Office Challenge: How do you print Excel comments?

Here's the answer to last week's challenge on rearranging Word table rows, along with a new question for all you Excel gurus.
If your spreadsheets are anything like mine, they store a number of comments. Printing some or all of those comments can be a bit tricky. How do you print Excel comments?

Last week, we asked...

"How do you move Word table rows up or down?" The keyboard provides the quickest method:

  1. Click inside the row you want to move.
  2. Hold down [Alt]+[Shift].
  3. Press the up or down arrow, appropriately.

For instance, if you want to move the fourth row to the second row, you'd click inside row 4, hold down [Alt]+[Shift], and click the up arrow twice. Doing so moves row 4 up to row 2, pushes the second row down to row three, the third row to row four, and so on. In addition, you can select multiple rows and move them all at once.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

15 comments
Dan DuBois
Dan DuBois

I have an Excel sheet that prints as two pages. How do I get rid of the blank spaces on the right side of the page and print only the data?

don.mercer
don.mercer

Go to File, Page Set-up. On the Sheet tab, look in the middle Print section; should be an option for Comments. Select "None," "At End of Sheet," or "As Displayed on Sheet."

gelaciod
gelaciod

Ok, this is a great tip. However I do have a question: How does one print multiple worksheets in excel as a single duplex document?

massonjj
massonjj

File Menu->Page Setup... on "Sheet" tab in the middle "Print" section there is a drop down box labeled "Comments" Choices are "(none)", "at end of sheet", or "as displayed on sheet"

AnswerMan
AnswerMan

Is it just blank spaces on the right hand side of the sheet? If this "extra" is on the right hand side, I'm assuming you've already selected "landscape" from the Page Setup menu? If so, and you already have chosen "landscape" print (from page setup), then it's just a matter of setting your margins. After you go to Page Setup, and set everything you want, and then go to Print Preview and take a look at how it's going to look, you'll see light dotted lines that indicate the "print area"... that'll let you know if something is way out of range or not. Hope that helps

dfolzenlogen
dfolzenlogen

I tried to do this but my Comments in the Print section is grayed out and I cannot make a selection of "None", "At End of Sheet" or "As Displayed on Sheet". What am I doing incorrectly?

smfieldssr
smfieldssr

Perhaps I state the obvious, but when you select "File/Print" from the menu, the 'Print' window has a selection radio button at the bottom to print the entire workbook. Complete workbook prints out in the order of pages within each spreadsheet from left tab to right tab. Page numbering in footer will reflect the total pages in the workbook.

dfolzenlogen
dfolzenlogen

Thanks to all who replied. I learned something new today!!

rw2000
rw2000

On the Page Layout ribbon, click on the tiny arrow to the right of Page Setup. The Comments section won't be grayed out.

dticknor
dticknor

To be able to select the options mentioned previously, you must use the Menu - File, Page Setup. If you bring up Print Preview Window and try to use the Setup options, you will find many of them not available, including the Comment options.

AnswerMan
AnswerMan

I am running Office 2000 Premium and that menu is active. File | Page Setup | Sheet, right in the middle of that box are the four checkboxes for "Gridlines", "Black & White", "Draft Quality", Row & Column Headings", and there is the little drop-down box that allows you to specify if you want comments printed and where you'd like them to print. Perhaps you have installed a limited or "light" version of Excel?

michael.cutler
michael.cutler

ONe can also print some of the pages in the workbook by selecting the pages you wish to print. This also prints out in the order of pages left to right, and page numbering in header/footer again repflects the number of pages printed.

pgurney
pgurney

At least in Office 2007, you have to have the comments displayed in the worksheet before they will print (either as displayed or at end of sheet). To display all comments at once for printing, Review Tab, Comand Group, Show All comments command. Then you can follow the other directions given for printing the comments.

michael.cutler
michael.cutler

This is a "Feature" of Excel that has been around for years. *Some*of the choices in page setup are available in print preview, but not all. Always going through pagelayout/page setup is the best way to make those kinds of changes.

dfolzenlogen
dfolzenlogen

Actually I'm using Office 2007 Premium. I discovered what I was doing incorrectly. I opened my spreadsheet and did a print preview and then went into page setup. I cannot access the Comments section via that method. I also cannot access the Comments section if I go throught File | Print | Preview | Page Setup. I CAN ACCESS the Comments section if I go through Page Layout | Page Setup | Sheet method. Go figure! Thanks for your help.