How to Use Comments in Microsoft Excel
Add Clarifying information to Excel Spreadsheet Data with Comments
Aug 6, 2009
In one month a leak in the roof causes destruction and significant damage to the photocopier, computer, three boxes of copier paper, and the carpet is ruined. Repair costs represent an unexpected expense in the budget and have a significant effect on the profit/loss numbers for the month.
The home office gets the spreadsheet and calls several weeks or even months later asking for more information. All that appears on the spreadsheet is a number that is much larger than expected.
The use of the comment feature can save time and frustration on the part of all.
Comments are like sticky notes for the spreadsheet.
Any cell can have a comment attached. In the example above all one needs do is create a comment for the appropriate cell that explains the situation. "Roof leak ruined copier, computer, paper supplies and carpet. Repair and replacement costs were…"
They can also be used to make clear the meaning of a label or explain what formula or function was used to arrive at an answer to a particularly complex calculation.
Appearance of the comment.
By default, an Excel comment appears as a small, red triangle in the upper right hand corner of the cell commented upon. When the pointer passes over the cell, a yellow box pops up displaying the comment. The red triangle does not appear on the spreadsheet printout.
How Excel prints comments can be modified in several ways. Comments can be displayed on the printout:
- As they appear on screen
- Can be dragged to an area of the spreadsheet so they do not cover important data. A leader line is automatically created between the comment and the associated cell.
- At the end of the sheet or
- Not at all.
As mentioned earlier comments are signified by a red triangle when displayed on the computer screen. But the comments and indicator can be turned off as well.
Creating a comment.
Comments can be created, edited or deleted by using the shortcut menu with a right click of the mouse button.
- Right click a cell where you wish to leave a comment.
- The shortcut list displays a list with one choice being to "Insert Comment."
- Click the command and type the comment in the yellow box presented.
- When you finish entering the comment, press the Escape key twice.
If a comment already exists in the cell, "Edit Comment" and "Delete Comment" will appear in the shortcut list. Click the appropriate choice. If you wish to move the comment box to another location:
- Choose "Edit Comment."
- Place the pointer on the border of the comment box.
- Press, hold and drag to the new location.
- Change the size of the comment box by using the size handles at the corners and on the border lines of the comment box.
To print the comments:
- Go to the Page Setup box.
- Click on the Sheet tab.
- Choose the way you wish to have comments printed.
To control the appearance of the comments on screen:
- Go to the Excel Options window
- Access the display options for comments there.
- Choose No Indicator or comments, Indicator only, or Indicator and comments.
With simple spreadsheets, little comment is needed. When a spreadsheet uses complex formulas, has exceptions, or just needs further explanation of a label, the comment feature of Microsoft Excel is a useful tool.
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