Got a version of Excel that uses the menu interface (Excel 97, Excel 2000, Excel 2002, or Excel 2003)? This site is for you! If you use a later version of Excel, visit our ExcelTips site focusing on the ribbon interface.
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.
Learn more about Allen...
Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Linking Comments to Multiple Cells.
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.
ExcelTips is your source for cost-effective Microsoft Excel training. This tip (2393) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Linking Comments to Multiple Cells.
Professional Development Guidance! Four world-class developers offer start-to-finish guidance for building powerful, robust, and secure applications with Excel. The authors show how to consistently make the right design decisions and make the most of Excel's powerful features. Check out Professional Excel Development today!