Please Note: This article is written for users of the following Microsoft Excel versions: 2007, 2010, 2013, and 2016. 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: Copying Comments to Cells.

Copying Comments to Cells

by Allen Wyatt
(last updated June 18, 2016)

Hector has a large worksheet containing approximately 600 rows and 70 columns. Spread throughout these 43,000 cells are about 200 cells with comments. Hector wants to extract the comments and place them into cells to the right of the main body of the data table. If a comment, for instance, is attached to cell C43, then he'd like the text from that comment to end up in cell CC43 and the original comment to be deleted.

You might think that you could use Paste Special to perform the task, but that doesn't work. If you copy the original cells and then use Edit | Paste Special | Comments, then only the comments are pasted to the target cells. They are still comments, and not text in cells, which goes against Hector's goal.

The only way to handle this type of extraction is to use a macro. The following, when run on a selection of cells, will extract the comments, move the comment text, and then delete the original comment.

Sub CommentsToCells()
    Dim rCell As Excel.Range
    Dim rData As Excel.Range
    Dim sComment As String

    ' Horizontal displacement
    Const iColOffset As Integer = 78

    ' extract comments from selected range
    If TypeName(Selection) = "Range" Then
        Set rData = Intersect(Selection, ActiveSheet.UsedRange)
        For Each rCell In rData.Cells
            On Error Resume Next
            sComment = rCell.Comment.Text
            If Len(sComment) > 0 Then
                rCell.Offset(, iColOffset).Value = sComment
                rCell.Comment.Delete
            End If
            sComment = ""
            On Error GoTo 0
        Next
    End If
End Sub

The macro uses the iColOffset constant to specify how many cells to the right a comment's text should be moved. In this case, the offset (78) is equal to three "alphabets" (26 * 3), so the text of a comment originally in column C will end up in column CC.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (11837) applies to Microsoft Excel 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Excel here: Copying Comments to 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

Editing Custom Dictionaries

Custom dictionaries can be great, but they take quite a bit of time to create. Word provides a way you can edit your custom ...

Discover More

Numbering With Sequence Fields

You can use sequence fields for reliable numbering. They are quick, easy, and don't have some of the drawbacks of automatic ...

Discover More

Using Stored Views

After creating different views of your worksheet data, you can display those views by simply selecting which one you want to ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More ExcelTips (ribbon)

Searching Comments

Need to find that misplaced comment in your worksheet? It's easy to do using the Find and Replace capabilities of Excel.

Discover More

Comments Don't Appear when Cell is Pointed To

One way that you can view comments in a worksheet is to have them appear when you hover the mouse pointer over a cell. If ...

Discover More

Adjusting Comment Printouts

Need to print out comments, but in a way that you control what is included in the printout? Here's a way you can extract the ...

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 9?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


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.