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.
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.
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!
Want your comment boxes to appear someplace other than the right side of a cell? You may be out of luck, and here's why.Discover More
If you frequently add comments to cells in a worksheet, Excel provides a variety of tools you can use to manage those ...Discover More
One of the pieces of information that Excel can maintain relative to a workbook is a set of comments of your choice. ...Discover More
FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."
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.