XL: Macro to Print Notes/Comments as Separate Printout

ID: Q127206

The information in this article applies to:

Microsoft Excel for Windows, versions 5.0, 5.0c
Microsoft Excel for the Macintosh, versions 5.0, 5.0a
Microsoft Excel for Windows NT, version 5.0
Microsoft Excel for Windows 95, versions 7.0, 7.0a

SUMMARY

When the Notes check box on the Sheet tab in Page Setup is selected, Microsoft Excel will print the document first, and then it will print the Notes of the document. In order to print the Notes only, you must determine the page numbers of the Notes and print those pages only.

The following is a sample Visual Basic for Applications macro you can use to print only the Notes for each selected worksheet.

MORE INFORMATION

The following macro uses the Microsoft Excel 4.0 macro function GET.DOCUMENT(50) to determine the number of pages in the document. It also uses the function GET.DOCUMENT(51) to determine the number of pages of Notes that will be printed. It uses these functions to determine the page numbers to print.

Visual Basic Code Example

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On a module sheet, type the macro below. After you create the macro, select the worksheet that you want to print the notes for and choose Macro from the Tools menu. Select the print_notes macro and choose Run.


   Sub Print_Notes()
      ' Get the current selected sheets.
      Set MySheets = ActiveWindow.SelectedSheets
 
      ' Loop through all sheets that are selected.
      For Each PrintSheet in MySheets
         PrintSheet.Select
         ' Get the current setting for Notes in Page Setup.
         CurrSet = ActiveSheet.PageSetup.PrintNotes
 
         ' Set the notes in Page Setup to True.
         ActiveSheet.PageSetup.PrintNotes = True
 
         ' Get the number of pages to print without notes.
         NumPages = ExecuteExcel4Macro("GET.DOCUMENT(50)")
 
         ' Get the number of pages of notes that will print.
         NotesPages = ExecuteExcel4Macro("GET.DOCUMENT(51)")
 
         ' Print only the notes pages.
         If NotesPages > 0 Then
            ActiveWindow.SelectedSheets.PrintOut _
               From:=NumPages + 1, To:=NumPages + NotesPages
            ' Reset the notes setting in Page Setup.
             ActiveSheet.PageSetup.PrintNotes = CurrSet
         End If
      Next
      ' Regroup the sheets.
      MySheets.Select
 
   End Sub

For more information about Notes, choose the Search button in Help and type:

Notes

For additional information, please see the following article in the Microsoft Knowledge Base:

Q112221 Printing Cell Notes as Separate Printout

REFERENCES

"User's Guide," version 5.0, page 676

Additional query words: 5.00a 5.00c 7.00a XL7 XL5 seperate

Keywords : kbcode kbprg PgmHowto PgmPrt
Version : MACINTOSH:5.0,5.0a; WINDOWS:5.0,5.0c,7.0,7.0a; winnt:5.0
Platform : MACINTOSH WINDOWS winnt
Issue type : kbhowto