Please Note: This article is written for users of the following Microsoft Excel versions: 2007 and 2010. 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: Linking Comments to Multiple Cells.

Linking Comments to Multiple Cells

by Allen Wyatt
(last updated October 26, 2015)

2

When you insert a comment into a worksheet, that comment is associated with a single cell. There may be times when you want to have a single comment associated with two or more cells. Unfortunately, Excel doesn't provide this capability—there is a strict one-to-one correspondence between comments and cells.

You can, however, use a workaround—create your own comments. You can do this using a text box to contain your comment, and then draw lines between the text box and whatever cells the comment applies to. If you normally want your comments hidden, then you will need to use a macro that takes care of making the text box and lines visible or invisible.

For instance, assume that you create a comment in a text box named Text Box 1. Further, assume that you have two lines leading from the text box to the cells to which the comment applies. The first line, named Line 1, leads to cell C15. The second line, named Line 2, leads to cell F7. You could add the following macro to the worksheet's object:

Private Sub Worksheet_SelectionChange(ByVal Target As Excel.Range)
    Shapes("Text Box 1").Visible = False
    Shapes("Line 1").Visible = False
    Shapes("Line 2").Visible = False

    If Target.Address = "$C$15" Then
        Shapes("Text Box 1").Visible = True
        Shapes("Line 1").Visible = True
    End If
    If Target.Address = "$F$7" Then
        Shapes("Text Box 1").Visible = True
        Shapes("Line 2").Visible = True
    End If
End Sub

Anytime a selection is made on the worksheet, the three objects are hidden. If cell C15 is selected, the textbox and the line appropriate line are made visible. Similarly, if cell F7 is selected, the textbox and its line are made visible.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (11285) applies to Microsoft Excel 2007 and 2010. You can find a version of this tip for the older menu interface of Excel here: Linking Comments to Multiple Cells.

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. ...

MORE FROM ALLEN

Turning Off Default First Page Numbering

Ever want to change the default settings for how Word handles page numbering? Word doesn't make this as easy as you would ...

Discover More

Viewing Document Statistics

As you develop a document, Word keeps track of certain statistics about the document itself. Here is how you can review ...

Discover More

Easily Changing Chart Data Ranges

Want a handy way to make the data ranges for your chart more dynamic? Here are some great ideas you can put to work right ...

Discover More

Program Successfully in Excel! John Walkenbach's name is synonymous with excellence in deciphering complex technical topics. With this comprehensive guide, "Mr. Spreadsheet" shows how to maximize your Excel experience using professional spreadsheet application development tips from his own personal bookshelf. Check out Excel 2013 Power Programming with VBA today!

More ExcelTips (ribbon)

Filtering for Comments

Excel makes it easy to filter a data table based on various values in that table. It isn't so easy to filter according to ...

Discover More

Editing a Comment Close to Its Cell

Have you ever chosen to edit a comment, only to find that the comment is quite a ways from the cell with which it is ...

Discover More

Editing Comments

Comments can be very helpful in a worksheet. After they are added, you may want to change what they contain. Here's how ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is six more than 7?

2012-08-28 11:47:56

fracjackmac

I use the Paste Special command to copy comments to multiple cells using the following:

1) Select the cell with the comment that you want to duplicate.
2) Use CTRL-C to copy the cell
3) Select the cells where you want to copy the comment to (hold the CTRL key as you select cells if selecting multiple non-contiguous cells)
4) Use ALT-E S C ENTER to "Paste Special - Comments"
[ Using the ribbon - Home > Paste > Paste Special > Comments or ALT H V S C ENTER ]


2012-02-13 05:20:37

Andrew Evans

A very useful tip - better than copy / paste the same comment.


This Site

Got a version of Excel that uses the ribbon interface (Excel 2007 or later)? This site is for you! If you use an earlier version of Excel, visit our ExcelTips site focusing on the menu interface.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.