One way to include your documentation without cluttering up the worksheet is to use comments.
Excel lets you insert a comment into any cell. The comment acts like a hidden sticky note.
By default, a cell that has a comment displays a small red triangle in the upper right of the cell.
Move your mouse over cell A1 in the illustration.
The comment pops into view. When you move the mouse out of the cell, the comment vanishes again.
Most comments are hidden until you select or hover over the cell. The Status bar changes to show that the selected cell has a comment.
All three versions of Excel (2007, 2010, 2013) have the same default comment, except for the shadow.
Author shown is not you: If your name is not showing as the comment's author, you can delete the name and retype. If you expect to do a number of comments (and you are working in your own copy of Excel!), change the user name in Excel Options > General. Then you won't have to retype each time you create a comment. This change will be picked up by ALL Office programs, so be careful.
Excel remembers the position for editing: If you need to see underneath a comment that is always open, you can drag the comment by its border to a new position. The next time the comment pops up, it will be back in the default location - to the right of the cell with the comment's top edge slightly above the cell. When you next edit the comment, however, it will move to where you left it the last time you edited. A bit confusing... but actually handy!
|What you will learn:||to create a comment
to format a comment - fill and font color
to edit an existing comment
to use keyboard shortcut in a comment
to add a command to the Quick Access Toolbar
to change the shape of a comment
Start with: trips30-Firstname-Lastname.xlsx - sheet Specials (saved in previous lesson)
Comments about the sheet as a whole are usually put in cell A1. However, for some sheets, such a comment could not be visible all the time without blocking part of the sheet.
From the ribbon tab Review in the Comments tab group, click the
button New Comment .
The default comment box appears with handles for resizing and a cursor ready for your typing.
The comment box is ready for typing when...
Excel 2007, 2010: Border of the comment shows diagonals and resizing handles.
Excel 2013: Border of the comment shows resizing handles. It will always have a plain border.
Below the user name, type Created on and type the date, a space, and then the word for , a space, and then the name of the class you are doing this sheet for.
You can't use Insert > Date like you can in the Header/Footer. If you are not sure of the date, hover over the time in the Windows tray at the bottom right of your screen. The date will popup if it is not already showing.
The Review ribbon tab has a Comments tab group for managing your comments. You can also right click on a cell with a comment to get some of these commands.
click on cell G1.
The context menu appears. Since this cell already has a comment attached, the choices are different than before.
Notice that this menu also includes Edit Comment, Delete Comment and Show/Hide Comment.
Show means that the comment will stay open when you move on to other cells. Hide means to return the comment to its normal behavior - vanishing when the cell is no longer selected. This command is a toggle - click it once to Show and click again to Hide.
On the Review tab there is a button that does not show on the contexty menu that will show all comments on the
once or hide them all.
Format comment: Right click on the border of the open comment and from the context menu, select Format Comment.
The Format Comment dialog appears, with several tabs.
Dialog has only one tab
You missed the border with your right click and click inside the comment. You opened the dialog to format the text inside the comment.
Solution: Close the dialog and right click the border of the dialog.
You missed with your right click and clicked outside the comment.
Solution: Just repeat the steps above to open the comment up and try again.
the Colors and Lines tab, set the Fill Color to Aqua and the Fill Transparency to 50%.
Leave the line color as Black.
The transparency lightens the color and lets the grid lines or whatever is underneath show through. This can be helpful for comments that pop up over data cells.
colors: Did you notice the colors ono the color palette? These are not
the Theme colors. This is the old color palette.
This makes it more difficult to match the colors to other colors on
Next you will add some text to the existing comment.
You can change the plain rectangle shape for a comment but it's not as easy as in earlier versions of Excel. The Drawing Tools tab does not appear when you select the comment even though the comment is a text box shape.
You will add a command to the Quick Access Toolbar. In Excel 2010 and 2013 you have an additional option. You could add the command to a custom ribbon tab or to an existing tab (like the Review tab) in a custom tab group.
Click on the More button at the right end of the Quick
A menu appears. The first items are commands that many users want to see on the Quick Access Toolbar. A check mark means that item is already on the bar.
shows a bar with some additional items that are not on the quick
Click the Up arrow to the right of the list to move Edit Shape up one spot.
Alternate Method: First
select the toolbar item in the list on the right that you want your
new item to follow. Then click the Add>> button.
Click on OK to close the dialog and apply your change.
Now you can get to the various shapes and play around.
Click the arrow by the new
button Edit Shape on your Quick Access Toolbar.
A short menu appears.
Problem: The Edit Shape button is not active.
You did not click on the border of the comment to select it.
Solution: Right click on cell G1 and click on Edit Comment. Click the border of the comment to select the box.
Notice that the resizing handles form a rectangle but the border of the shape may not touch that rectangle at all.
Older Shapes Palette: The shapes on this palette are not quite the same as the palette for AutoShapes. They seem to be an older version. In particular, in Excel 2013 the symbol for an adjustment handle changed for AutoShapes to a gold square but for these shapes it remains a yellow diamond. Unexpected!
Text and Shape: Some shapes do not work well with text. Some shapes do not work well with the transparency. The fill color becomes quite dark and the lighter color shows only as part of the 3D effect. Of course you could change the font color to a light color if you really wanted the shape.
When you are ready to continue...