You can document your worksheet using cell comments. Whether you need to provide an explanation about results or the formula being used, or to provide instructions for users, you can use cell comments to get your point across. When you insert a cell comment, Excel inserts a red triangle in the upper right hand corner of the cell to indicate there is a comment in the cell.

Cell comments are flexible, because you can add, delete, copy, edit, resize, or move them. You can choose to display them on the worksheet or display them only when the user hovers the mouse pointer over the cell. Cell comments can be printed as well. When displayed on the worksheet, you can print them “As displayed” and the comments will print exactly as seen on your worksheet. Alternatively, you can choose to have your comments print “At the End of your Worksheet”.

Remember, comments are attached to a cell and are independent from the contents of the cell. If you delete or move the content of the cell, the cell comment will remain in the cell.

Identifying Cells with Comments:

A red indicator will be in the upper right corner of the cell when a comment has been placed in a cell. To view comments, hover your mouse pointer over the cell containing the comment. The comment will be temporarily visible on the worksheet.

Inserting a Comment:

To insert a comment, right click on the cell; select Insert Comment from the shortcut menu. Type your comment in the cell comment box. Click on another cell to close the comment box.

Editing a Comment:

To edit an existing comment, right click on the cell containing the comment; select Edit Comment from the shortcut menu; the comment can now be edited the same way you edit any text; when you have finished your edits, click on another cell. You can also copy comments using the Paste Special command and selecting Comments from the dialog box.

Displaying Comments on the Worksheet:

When you want to “pin” a comment to your worksheet so that is shows continuously. Right click on the cell with the comment; select Show Comment. Use the View Menu command to View all comments on the worksheet. The reviewing toolbar will open.


Resizing Comment Boxes:

You can resize and move comments when they are in an edit mode. When comments are showing on the worksheet, click inside the comment to place it in an edit mode. For hidden comments, right click on the cell containing the comment, select Edit Comment.

HINT: When working with graphics in any of the MS Office products. Always drag the selection handles diagonally toward the center of the graphic or diagonally away from the center to resize. You will reduce the amount of distortion when you resize in this way.

Printing Comments:

You can choose to print comments adjacent to the related cells or at the end of your document. To print next to the cell, the comment must be visible on the worksheet, otherwise the comment with print at the end of the document. The Sheet Tab on the Page Layout dialog box allows you to make the selection you want.

Deleting a Comment:

To delete a comment from a cell, right click on the cell and select delete from the shortcut menu.