Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. If you are using an earlier version (Excel 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Excel, click here: Pasting a Comment into Your Worksheet.

Pasting a Comment into Your Worksheet

by Allen Wyatt
(last updated April 29, 2019)

1

Excel allows you to add comments to individual cells in a worksheet. I often use comments to included explanatory concepts, or to store alternative information to what is in the worksheet. There have often been times when I've wanted to copy something from a comment and place it into a cell on the worksheet. These steps are helpful in this regard (Excel 2007, Excel 2010, and Excel 2013):

  1. Right-click the cell whose comment you want to copy and paste into a cell. You'll see a Context menu for the cell.
  2. Choose Edit Comment from the Context menu. Excel displays the comment, with the insertion point in the comment balloon.
  3. Select the text in the comment that you want to paste into a cell. Make sure you do not select the author text at the beginning of the comment or the paragraph mark at the end.
  4. Use Ctrl+X to cut the text or Ctrl+C to copy the text to the Clipboard.
  5. Select the cell into which you want to paste the comment.
  6. If you want to paste the comment text as a formula, press the equal sign.
  7. Press Ctrl+V to paste the information to the cell.

If you are using Excel 2016 or a later version, you will notice the Context menu displayed in steps 1 and 2, above, don't have the Edit Comment option listed. Follow these steps to copy and paste a comment from one cell to another:

  1. Hover the mouse pointer over the cell whose comment you want to copy and paste into a cell. The comment will be displayed.
  2. Move the mouse pointer into the comment box and click on the Edit button which is displayed near the right side of the box.
  3. Select the text in the comment that you want to paste into a cell.
  4. Use Ctrl+X to cut the text or Ctrl+C to copy the text to the Clipboard.
  5. Select the cell into which you want to paste the comment.
  6. If you want to paste the comment text as a formula, press the equal sign.
  7. Press Ctrl+V to paste the information to the cell.

If you performed step 6 (all versions of Excel) to indicate you were creating a formula, press Enter to finish the paste. Excel pastes your comment text into the cell. You can now delete the comment from the source cell (if desired) by right-clicking the cell and choosing Delete Comment.

Excel also provides a different way to "open" a comment so it can be edited—by pressing Shift+F2. This could be used to replace steps 1 and 2, above, by simply selecting the cell whose comment you want to copy and then pressing Shift+F2. The rest of the steps (3 through 7) could then be followed as noted. If you are using Excel 2016 or a later version, pressing Shift+F2 will only "open" notes; the key press won't open a comment.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (10943) applies to Microsoft Excel 2007, 2010, 2013, 2016, 2019, and Excel in Office 365. You can find a version of this tip for the older menu interface of Excel here: Pasting a Comment into Your Worksheet.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

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What is 6 - 5?

2014-07-20 16:14:01

Thomas Papavasiliou

The task is relatively simple if you have a few cells to process. In case of large number of cells to process, a macro may be handy. In addition if the comments contain line feed characters you may need to split them to individual cells.
The following macro does the job.

Sub comments_to_cells()

'Macro written 10/12/2009 by Thomas Papavasiliou

'This macro, based on the selected single column area, selects the cells containing comments
'Transfers, as text, each comment to an empty to the right column, replacing [space] and line feed [chr$(10)] characters by #
'Finally splits the new column's contents, to cells using [#] as split character

'Getting data of used area and selection
With ActiveSheet.UsedRange
sr = .Row
sc = .Column
er = .Rows.Count + sr - 1
ec = .Columns.Count + sc - 1
End With

ad0 = Selection.Address
C = Range(ad0).Column

'Single column selection control
If Range(ad0).Columns.Count > 1 Then
msg = "Selection extends to more than one column. Macro ends"
ttl = "Large selection..."
MsgBox msg, vbOKOnly + vbCritical, ttl
Exit Sub
End If

'First part. Selecting cells containing comments and replacing space or chr(10) characters with #
On Error Resume Next
Selection.SpecialCells(xlCellTypeComments).Select

'No comment cell containing selection control
If Selection.SpecialCells(xlCellTypeComments).Count = 0 Then
msg = "Selection does not contain any cells with comment. Macro ends"
ttl = "No comment containing cells..."
MsgBox msg, vbOKOnly + vbCritical, ttl
Exit Sub
End If

On Error GoTo 0

Application.ScreenUpdating = False

For Each cell In Selection
ad1 = cell.Address
xtx = "" 'Initialization.
xtx = Range(ad1).Comment.Text 'Getting comment text
xtx = Replace(xtx, " ", "#") 'Replacing space with #
xtx = Replace(xtx, Chr$(10), "#") 'Replacing Chr$(10) with #
Range(ad1).Offset(0, ec - C + 2) = xtx 'Transferring processed text to an empty column
Next

'Second part splitting to cells using [#] as separator character
Selection.Offset(0, ec - C + 2).Select
For Each cell In Selection
If IsDate(cell) Then
tmp = Format(cell, "dd/mmm/yyyy") & "#"
Else
tmp = cell & "#"
End If
sp = 1 'sp = start point
i = 1
ep = 0 'ep = end point
Do While Len(tmp) > sp - 1
ep = Application.WorksheetFunction.SearchB("#", tmp, sp)
cell.Offset(0, i) = Mid(tmp, sp, ep - sp) 'Splitting to cells
i = i + 1
sp = ep + 1
Loop
Next

Range(ad0).Select

Application.ScreenUpdating = True

End Sub


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