How to Insert / Modify / Delete Comments in Excel (With Examples)
Comments are a valuable tool in Excel for documenting and explaining data within your worksheets.
They allow you to provide context, instructions, or additional information that can be useful to you and others who work with your Excel files.
In this tutorial, we'll cover the following topics:.
1. What are Comments in Excel?
In Excel, comments are small notes or annotations that you can attach to cells in your worksheet.
They are not visible in the printed version of your document and are primarily used for internal communication or documentation purposes.
Comments can be helpful for providing explanations, clarifications, or instructions related to the data in a cell.
2. How to Insert Comments in Excel?
To add a comment to a cell in Excel, follow these steps:
1. Select the Cell: Click on the cell to which you want to add a comment.
2. Insert a Comment: There are several ways to do this:
- 1. Right-click the cell and select "Insert Comment."
- 2. Go to the "Review" tab in the Excel Ribbon and click "New Comment."
- 3. Use the keyboard shortcut Shift + F2.
Enter Your Comment: A small text box will appear near the cell. Type your comment into this text box.
Close the Comment Box: To close the comment box, either click outside of it or press Esc.
3. Editing and Formatting Comments
You can edit and format comments to make them more informative and visually appealing:
Edit a Comment:
To edit a comment, right-click the cell with the comment, select "Edit Comment," make your changes, and then close the comment box.
Format a Comment:
You can format the comment text by selecting it and using the formatting options available in the Excel ribbon, such as changing the font, font size, or applying bold and italic styles.
4. Displaying and Hiding Comments
Excel provides several options for displaying and hiding comments:
Show Comments:
To display comments, you can:
1. Go to the "Review" tab and click "Show All Comments."
2. Right-click a cell and select "Show/Hide Comments."
Hide Comments:
To hide comments, you can:
1. Go to the "Review" tab and click "Show All Comments" (toggles display).
2. Right-click a cell with a comment and select "Hide Comment."
Delete Comments:
To Delete comments, you can:
1. Go to the "Review" tab and click "Show All Comments" (toggles display).
2. Right-click a cell with a comment and select "Delete Comment."
5. Printing Comments
By default, Excel doesn't print comments. However, you can choose to include comments in your printed document:
- 1. Go to "File" > "Print."
- 2. Under the "Settings" section, click on "Print Active Sheets."
- 3. In the "Print" dialog box, check the "Comments" box under the "Comments and Ink" section.
- 4. Click "Print" to print your worksheet with comments.
6. Examples of Using Comments
Let's go through some practical examples of how you can use comments in Excel:
Example 1: Providing Context
Suppose you have a sales data worksheet, and you want to explain a sudden spike in sales for a particular month.
You can add a comment to the cell containing that month's sales figure to provide context:
- Select the cell with the sales figure.
- Insert a comment (right-click, "Insert Comment").
- Enter a comment like, "Spike in sales due to a successful marketing campaign."
Example 2: Cell Validation
You have an inventory management spreadsheet, and you want to highlight when the stock of a particular item falls below a certain threshold:
- Select the cell where you track the item's stock level.
- Insert a comment with a message like, "Order more stock when quantity reaches 10 units."
Example 3: Instructions for Macros
If you're using Macros in Excel, you can add comments to cells with macro-triggering buttons to provide instructions on how to use them.
This can be especially useful for users who are not familiar with the macros:
- Select the cell with the macro-triggering button.
- Insert a comment with instructions on what the macro does and how to run it.
7. Conclusion
In conclusion, comments in Excel are a valuable feature that can help you and your colleagues understand and work with your spreadsheets more efficiently.
Whether you need to provide explanations, instructions, or maintain an audit trail, comments can be an essential tool in your Excel toolbox.
Make the most of them to improve the usability and readability of your Excel workbooks.
