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Comments in Excel is a great feature that a lot of people don't know about. Comments are like yellow sticky notes where you can jot down info for yourself, or maybe for anyone else who uses the workbook, which is why you'll find Comments under the Review tab. And what's really cool is that comments don't have to look like yellow stickies. Now, in this worksheet here I have some comments and they're all ready. I might need to scroll down. You see we have these three cells with red triangles in the upper-right corner. That's how you know that there are comments in those cells. Just roll your mouse pointer over it.
So, here's a regular comment. It looks like a yellow sticky. Here's a comment. It doesn't look anything like the yellow sticky. And here's a comment that actually has an image in it. And I'm going to show you how to do all three of those. So, maybe let's scroll up. First, let's talk about inserting a plain old comment. Click any cell here, and go up to the Review tab, and to insert a comment you can click the New Comment button. And it should show up with your name or whatever is the name that's registered on this computer, and maybe let's type in "This is a new product." And to deselect, just click anywhere else on the sheet. It goes away.
Now, you have that red triangle, roll your mouse over, and the comment shows up. Another way to insert a comment is click a cell, and you can press Shift+F2. And just type in "This is another comment," and again, just click off it. What if you want to edit a comment that already exists? Well, click the cell itself, and now instead of New Comment, the button is changed to Edit Comment. And maybe we don't want this comment, so to delete it just click on the border of the comment and press Delete.
Another way to edit, click a cell that has a comment and the same shortcut, Shift+F2, and enter the comment, and again, click off it to deselect. Well, what if you have a lot of comments on the sheet and you want to read them in order one after another? I'll just click up at the top of the sheet here and still under the Comments section you see we have Previous and Next buttons. Click Next. And every time you click Next, it opens up the comment and click Previous, it opens the previous comment, and I'll just click off here.
So, how do we make these comments not look like yellow stickies? Well, click the cell that has a comment you just edited. And we could either Edit Comment or Shift+F2. And right-click the shaded border, and from the pop-up menu choose Format Comment. And we're in the Format Comment dialog box, and you want to be in the Colors and Lines tab. And under Fill, first of all let's choose a different color. Maybe I'll choose something that's a little bit more olive-y and maybe I want a dark green.
And let's change the font and I'll choose a font that's maybe a little different. I'll choose Franklin Gothic, and I wanted that to be white so I'll be able to read it, and I'll make it bold. Click OK and there you go. Deselect if you want, roll your mouse pointer over it, and it's a plain text comment, but it doesn't look like a yellow sticky. So, let's change the shape. Well, before we change the shape, we have to do a little bit of customization to Excel. Now, later on in the course I'll be talking about how to customize the Ribbon bar here and how to customize the Quick Access toolbar, but we have to do a little preview here just so that we can change the shape of the comment.
Here's what you do. Click the Insert tab, click Shapes, choose any shape. It doesn't matter what shape it is, because we're going to delete it in a few seconds. Click Shape, somewhere over here out of the way just draw the shape, and see this puts you in the Drawing tools section and the Format tab. And over here on the left you see it says Edit Shape? Click that, choose Change Shape, and choose any other shape, and the shape that you drew will now change. Well, what we want to do is go back to that Edit Shape, roll over the Change Shape, and click your right mouse button on it, and choose Add to Quick Access Toolbar, and that gets added up here.
So, now anytime you want to change shape, you can click that and choose another shape and it changes. So, we don't need this anymore. The only reason we put this shape on the worksheet was so that we can customize the Quick Access toolbar. So just select it and delete it. Well, here's where we use it with the comment. Click that cell that has a comment you want to change, go to the Review tab, and Edit Comment or press Shift+F2 if you like. Click the border of the comment, and now up here on the Quick Access toolbar click Change Shape, and now choose any other shape and there you go.
And you can stretch it out if you need to. Click off it and now when you roll back on it, now there is your new shape. Okay, that's great. What about inserting an image? Click on this Multi-Pack 1 up here and again insert a comment. Press Shift+F2 or click New Comment. And let's just delete any text that you have in there. Put your mouse pointer on the border of the comment, right-click, choose Format Comment from the pop-up, and in the Format Comment dialog box, let's again go over here to Colors and Lines. And under Fill, click the drop-down.
Down over here choose Fill Effects. And in the Fill Effects dialog box click the Picture tab and then over here click Select Picture. Now, in the Chapter 8 folder of the Exercise Files, we have this Multi-Pack 1. Double-click it and it inserts it. Click OK. And if you don't want a line to show up, you can just click that and choose No Line. Click OK and there you go. Click off it. Roll your mouse over it and you can get a better look. We could change the shape of that also. Click back on the cell and either Shift+F2 or click Edit Comment.
Now, you don't see it, but don't worry, it hasn't been removed. Click the border of the comment, you can see the picture again, click the Change Shape button, and let's choose another shape. Stretch it if you need to, click off it, and when you roll back on, there is the picture and the new shape. Okay, that's great. Just a few other features of comments I want to tell you about. What if you want to print comments out? Well, first of all up here in the Comments section you see where it says Show All Comments, click that, and click off it. So that's where you can display or hide comments. Well, click turn it on, go to your File tab and Print, or you could press Ctrl+P. And you see the comments aren't there. You have to go and make them print out.
Down on the bottom, click the Page Setup link. In the Page Setup dialog box, click the Sheet tab and over here where it says Comments are None, click that and choose As displayed on sheet. Click OK and they will print just the way they are in the sheet. Another option, if you click on Page Setup you may have noticed in the Sheet tab, if you don't want them to display on the sheet itself you could choose At end of sheet and your comments will simply print out on the separate page. But even if you don't share your Excel sheets with other people, I'm sure you'll still find comments handy to use just for yourself.
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