Creating and Editing Excel Comments to Cells – [An Ultimate Guide]!

Today’s post will be concerned with comments. We will be seeing how and when to use them. So let’s get started.

Firstly, you normally insert a comment to a certain cell when you wish to explain something about that cell. These can be useful for reference to them in the future. Or when you are sharing this file with someone and you wish to be more descriptive about what the different fields mean, or the limits of values they have etc. Just to convey general and additional information.

Creating and Editing Excel Comments

Here, in this worksheet, I wish to add a few comments to a few cells. So first you need to select to select a cell.

You can now right click while the cell is in selection mode and from the menu that appears, select Insert Comment command.

Or, you can make use of the New Comment command from the Comments group in the Review ribbon.

Or you can press Shift and F2 keys on your keyboard to insert a comment in a cell.

Either of the three ways works just fine and a Comment Box shows up with the default Microsoft Office user name.

This can, of course, be changed by using the Excel Options in the File tab. Here you can change the User Name field in the Personalize your copy of Microsoft Office section in the General tab.

You can delete the username in the comment box, just select the name and press Delete on your keyboard. But it’s a good idea to use it.

Coming back to the comment box.

I add Alice works at the Phone Bank in the comment part and then resize the comment box by clicking and dragging the borders to fit the content properly.

If I click outside the comment box, the comment will be set for this cell. You see there is a little red triangle in the upper right corner of the cell to let you know that: this cell has a comment to show.

When you move the mouse pointer over the cell, the comment becomes visible. It becomes invisible when you move your mouse elsewhere.

But you can force a cell to show its comment all the time, choosing the Show/Hide comment toggle button in the Review ribbon or right-clicking on the cell and then choosing Show/Hide Comments from the list in the shortcut menu.

You can drag and drop this comment box in another location wherever you like. If you click again on the Show/Hide Comment toggle in the Review ribbon, the comment box disappears. The comment will be visible until the time you switch it off with the toggle.

Formatting Excel Comment Box

Now we shall see how you can format the comment box, even add an image in there. Find the comment that you would like to format, click on the cell and then click on the Edit Comment command in the Review ribbon. Or, you can right-click on the cell that contains comment and click on the Edit Comment option from the list.

Go to Home ribbon and you see only a few options are available that you can use to format the comment box. Select the whole content, you can change the Font, Increase/ Decrease the size of the font, make the content bold, italic, and you can use single or double underline. You can align and rotate. More formatting options are available in the Format Comment dialog box.

How to add an image to your comment box

Now we will see how you can add an image to your comment box.

Select the cell where you wish to add the image, right click and select Insert Comment from the list. Then take your mouse pointer over the border of the comment box, when your mouse pointer turns into a four-headed arrow, right click and select Format Comment command from the list. Format Comment dialog box appears. You can also use keyboard shortcut CTRL + 1 to open the Format Comments dialog box. Or, just click on the Format drop down list in the Home ribbon and then select Format Comments option from the list.

There are eight tabs in this dialog box that you can use to format the comment.

To add an image in the comment, select Colors and Lines tab, and click on the Color drop-down, and then select Fill Effects. Fill Effects dialog box appears, there are four tabs that you can use here.

To add a picture, click on the Picture tab, then the select picture button. You can insert pictures using more than one way. You can select the picture location in your computer or even online.

There you go. But hang on. My bees a little distorted cause the comment box is rectangular and of a certain size by default.

To change the comment shape you have to use some tricks. First of all Right click the Quick Access toolbar, choose Customize Quick Access Toolbar.

Excel Options dialog box appears with the Quick Access Toolbar section activated.

From the Choose Command From drop-down menu, select Drawing Tools | Format Tab.

From the list on the Left, select Change Shape, and then click Add. Click ok to close the Excel Options dialog box.

Now your QUICK ACCESS TOOLBAR has a new icon in the list: Change Shape icon.

Unlike regular shape or objects that we add in Excel and when clicked on the drawing tab automatically appears in the ribbon, but for our scenario no matter how I click on the image in the comment I don’t get that tab. Hence you can use the Quick Access Toolbar to add your required commands.

To change the shape of a comment, make sure that the comment is visible. Now click on the border of the comment box to make it a shape or you can press CTRL and click on the comment box to make it a shape. Change Shape icon is activated now, click on it, a list of shapes appears.

Choose your preferred shape from the list. I choose the Cloud Callout and click Okay. You see the comment box has turned into a cloud-like shape. You can drag and drop this comment box to your preferred location in the worksheet.

Reading Excel Comments One by One

You can even read the comments one by one in a workbook using Previous and Next commands in the Review ribbon. Click Next to show the next comment, if Excel reaches the end of your workbook, then it shows a message and warns that whether you want to see the comments from the beginning for your workbook.

Showing All Comments

You can show all the comments in one go. Just select Show all comments command in the Review Ribbon. It’s a toggle button.

Select All the Comments

To quickly select all the cells in a worksheet that contain comments you can use the Go To Special dialog box. Read our posts on Go To Special Dialog Box to learn more about this feature.

Delete Comments from Excel

You can also delete comments from a cell. Click the cell first that is having a comment, choose Delete from the Review ribbon. Or, you can right-click the cell and choose Delete comment option from the list. You can delete comments from more than one cell at a time. Choose the cells that are having comments, right click on any cell, and choose Delete Comment from the list.

How to Hide All the Comments from an Excel Workbook

There is an Excel option that can hide all the comments from the workbook. Click the File tab. Select Options, Excel Options dialog box appears, go to Advanced and click on No Comments or Indicators option. There are two more options that can control the comments in your workbook.

So that’s  it for today folks. Do leave us your comments below. Wishing you Excellence until next time (well even after that, we are nice like that).

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