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Adding a Comment to Multiple Cells

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: Adding a Comment to Multiple Cells.

Keith notes that adding a comment to a cell is easy. He wonders if there is a way to insert the same comment into multiple cells at the same time.

The short answer is that there is no way to insert multiple comments at the same time. You can, however, copy a comment to multiple cells. Follow these steps:

  1. Insert your comment in the first cell, as you normally would.
  2. Select the commented cell and press Ctrl+C. This copies the cell to the Clipboard.
  3. Select the range of cells that you want to have the same comment.
  4. Select Paste Special from the Edit menu. Excel displays the Paste Special dialog box. (See Figure 1.)
  5. Figure 1. The Paste Special dialog box.

  6. Click the Comments radio button.
  7. Click OK.

The result is that only the comment from the cell in step 2 is pasted to the cells you selected in step 3. If any of those cells already had comments, those comments are replaced with the one you are pasting.

If you really want to add the comment to all the cells at the same time, then the only way to do it is through a macro. The following example will prompt you for a comment and then add the comment to all the cells you've selected.

Sub InsertCommentsSelection()
    Dim sCmt As String
    Dim rCell As Range

    sCmt = InputBox( _
      Prompt:="Enter Comment to Add" & vbCrLf & _
      "Comment will be added to all cells in Selection", _
      Title:="Comment to Add")
    If sCmt = "" Then
        MsgBox "No comment added"
        For Each rCell In Selection
            With rCell
                .Comment.Text Text:=sCmt
            End With
    End If
    Set rCell = Nothing
End Sub

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3521) 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: Adding a Comment to Multiple Cells.

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Comments for this tip:

Derek Finch    08 Jul 2016, 07:41
As stated in an earlier comment, I need to add a comment to the same cell on multiple worksheets. I decided to try the macro and it works well on a single sheet. However, if I select multiple sheets, and run it, I get MS VBA error 400. I imagine a for loop could step through every selected worksheet and then step out after the last one. However, I am not a programmer and this is beyond my knowledge.
Additionally, is there any way to increase the number of permitted characters in the input dialogue box (it looks like 256 max at present)?
Mr. Spreadsheet? Anyone? Thanks!
Ivan    07 Jul 2016, 10:26

This was very helpful. Is there a piece of code I can add to the one that is given in this article that would allow me to keep comment's history?

I keep an employee roster at work. Employees shift from one group to another and from one supervisor to another (most of the time in groups). These comments help me track changes that occur. However, if let's say multiple changes occurred to the same employee, when I use code below it deletes the previous comment and replaces it with the new one. I would like for excel to keep the previous comment (e.g. "changed team on 06/01), then when I select that cell again, if there is already comment(s) present, it adds a new line to the comment box (e.g. switched to a new group of 06/17")...can you please assist?
Farooq    04 Jan 2016, 08:23
Very useful
Derek Finch    20 Oct 2015, 12:27
Clarification: I am selecting multiple sheets and want the comment to appear in the same cell on each sheet - so technically I am not just selecting multiple cells (at least not in the same sheet). Is there a way to do what I want
? Thanks.
Derek Finch    20 Oct 2015, 12:22
For some reason, the paste procedure does not work in Excel 2010. When I paste special, the comment radio button is greyed out. If I select All, nothing changes on any sheets.
mehdi    02 Jun 2015, 03:55
if you are genius tell me how possible add multiple comment in one cell.

you can use vba
K Smith    11 Mar 2015, 10:20
Is there a way to add multiple comments without deleting the comments that were already in the cell?
Alexander Vonk    19 Sep 2014, 12:03
Thank you. That is useful. I modified the code a bit to add comments for a row from a matching row above:

Public Sub addComments()
    Dim rCell As Range
    Dim cCell As Range

    For Each rCell In Selection
        Set cCell = rCell.Offset(-1, 0)
        With rCell
            .Comment.Text Text:=cCell.Value
        End With
    Set rCell = Nothing
End Sub
A    13 Jun 2013, 08:17
These shortcuts might help get things done quicker, have a look if you like :

alo    15 Mar 2013, 16:25
Excellent Tip.
L. Taylor    22 Mar 2012, 11:26
Not only is this is a REAL time saver but it's simple and easy! THANK YOU!!

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