Inserting Comments

You can insert hidden comments into your spreadsheet. They are especially helpful when multiple users are reviewing and editing the same sheet. While you can view these comments on your screen, they will NOT be printed out.

To insert a comment:

  1. Click on the cell that you would like your comment to be attached to.

  2. Under the Insert menu, select Comment.

  3. A Hidden Comment window will appear. Type your comment in the text box. (Note: Do not press the Enter key - if you do so, you will be brought back to your spreadsheet).

  4. You can select the name of the user who is writing the comment from the Comment by or 'Type of Comment' box.

  5. Select the color of the comment from the Comment Color box. In your document, the cell that you have attached this comment to will be filled this color. This color WILL be printed out. (Hint: If you do not want the comment colors to be printed, change the colors of the cells before printing. Select the colored cells. Then, click down arrow on the Fill Color icon, and select No Fill Color. You may instead go to Format -> Cells -> Patterns, and click Automatic under Fill Color.)  

  6. If you would like to insert a voice or sound comment instead, click the Import a Voice Comment button. An Open window will appear, allowing you to select a sound file. Once a sound file has been selected, {EMBED VOICE} will appear in the text box, and a Play button will appear below it. To hear the sound, click Play. (Note: Do NOT erase {EMBED VOICE} from the text box, unless you decide to insert a text comment instead. If you erase {EMBED VOICE}, the sound file will no longer be attached to the comment.)

  7. Click OK...Insert this Hidden Comment, and your comment will be inserted. You will be returned to your sheet. The cell that you have attached the comment to should be filled with the color you selected.

 

To view a comment:

  1. Put your mouse cursor over the cell that a comment has been attached to.

  2. A box that displays the comment will appear. If a voice comment was inserted, the comment will read {EMBED VOICE}.   

 

To hear a voice comment:

  1. Click on the cell that the comment is attached to.

  2. Go to the Insert menu, and select Comment.

  3. The Hidden Comments window will appear. Click the Play button to hear the comment.

  4. Click the OK...Insert this Hidden Comment button when you are finished.

 

To modify a comment:

  1. Click on the cell that the comment is attached to.

  2. Go to the Insert menu, and select Comment.

  3. The Hidden Comments window will appear, where you can change the comment text or sound, reviewer name, and comment color.

  4. Click the OK...Insert this Hidden Comment button when you are finished making your changes.

 

To print a comment:

  1. Click on the cell that the comment is attached to.

  2. Go to the Insert menu, and select Comment.

  3. The Hidden Comments window will appear. Click the Please Print out this Hidden Comment button.

  4. A Print Setup window will appear, allowing you to set the printer properties. Click OK to print.

  5. Click OK...Insert this Hidden Comment when you are ready to return to your document.

 

To delete a comment:

  1. Click on the cell that the comment is attached to.

  2. Go to the Insert menu, and select Comment.

  3. The Hidden Comments window will appear. Click the Delete this Hidden Comment button.

  4. The comment will be removed from your document. The highlighting of the word in your document should disappear.