1 00:00:00,300 --> 00:00:05,230 Let's take a look at how we can input and edit comments and notes in Excel. 2 00:00:05,250 --> 00:00:07,140 First off, what's a comment? 3 00:00:07,170 --> 00:00:08,130 What's a note? 4 00:00:08,170 --> 00:00:12,990 Well, you see this little tiny red icon attached to this cell here. 5 00:00:12,990 --> 00:00:14,970 This is an Excel note. 6 00:00:15,000 --> 00:00:19,710 It's a way of providing more information about what this cell means. 7 00:00:19,710 --> 00:00:24,020 So here I've just written a simple note, input total sales by region. 8 00:00:24,030 --> 00:00:25,610 There is another note here. 9 00:00:25,620 --> 00:00:32,670 Double check this value. Another way I could do this is to type in text here and type in text here but 10 00:00:32,700 --> 00:00:35,700 that's not something maybe I want to do in my file. 11 00:00:35,700 --> 00:00:39,320 I'd rather hide those texts as Excel notes. 12 00:00:39,330 --> 00:00:41,670 Now here's something you need to be aware of 13 00:00:41,760 --> 00:00:45,830 and that's the difference between Excel notes and Excel comments. 14 00:00:45,870 --> 00:00:48,780 If you don't have Office 365. 15 00:00:48,780 --> 00:00:53,360 So you have Excel 2010, 13, 16, or 19. 16 00:00:53,430 --> 00:00:59,850 You're not going to have these type of comments, you're just going to have the standard Excel notes. 17 00:00:59,850 --> 00:01:01,770 In your version of Excel. 18 00:01:01,800 --> 00:01:04,269 These are not going to be called notes. 19 00:01:04,290 --> 00:01:08,250 Instead they're going to be called Excel comments. 20 00:01:08,250 --> 00:01:15,300 So that's something that is gonna be a bit confusing because what Microsoft did is that they renamed 21 00:01:15,450 --> 00:01:20,980 their old Excel comments which is basically these, they have been around for a long time. 22 00:01:21,030 --> 00:01:28,800 They've renamed them in Office 365 to excel notes. Then they introduced a new note feature or comment feature 23 00:01:29,160 --> 00:01:33,090 which they called Excel comments and they look a bit different. 24 00:01:33,090 --> 00:01:40,860 So notice the icon is a bit different and the comment itself it's also different. And there is something 25 00:01:41,100 --> 00:01:47,820 that's specific about this and that's you can reply to existing comments. So you can have actual conversations 26 00:01:47,820 --> 00:01:54,420 here which we couldn't do with the old comments. So the old comments are kind of like a little post it 27 00:01:54,420 --> 00:02:01,070 note where you just jot down more information about a cell. Whereas the new comments can be used for 28 00:02:01,080 --> 00:02:02,130 collaboration. 29 00:02:02,130 --> 00:02:07,320 So just like in a Word document when you're reviewing something you can see the entire conversation. 30 00:02:07,410 --> 00:02:11,170 You can do that now with the new Excel comments. 31 00:02:11,250 --> 00:02:12,800 So here I have added a comment. 32 00:02:12,810 --> 00:02:14,150 This number appears incorrect. 33 00:02:14,160 --> 00:02:19,650 Please update it before printing and Chris replied, It's been updated to this number now. 34 00:02:19,650 --> 00:02:22,020 I can also reply back to him. 35 00:02:22,510 --> 00:02:22,840 Okay. 36 00:02:22,860 --> 00:02:29,250 So now that we have an overview of what a comment is, let's see how we can input a comment or a note 37 00:02:29,550 --> 00:02:32,090 and how we can edit or respond to comments. 38 00:02:32,550 --> 00:02:37,310 So first off let's start with notes. To input a new Excel note 39 00:02:37,320 --> 00:02:41,070 we just have to right mouse click and select new note. 40 00:02:41,070 --> 00:02:46,970 So now if you don't have Office 365, you need to select new comment instead because you're not going 41 00:02:46,970 --> 00:02:51,420 to have these two you're just going to have one option called new comment. 42 00:02:51,540 --> 00:02:53,420 In my case I have Office 365, 43 00:02:53,730 --> 00:03:01,260 so I'm going to select new note. Automatically it shows my name here and I can just type down a comment. 44 00:03:01,830 --> 00:03:03,810 Once I'm done with my comment 45 00:03:03,810 --> 00:03:08,680 I just need to click away and it's there. When I go or hover over the cell 46 00:03:08,820 --> 00:03:12,690 I can see that comment. To edit the note I just have to right 47 00:03:12,690 --> 00:03:19,260 mouse click and select edit note. If I want to delete it, delete note. The show and hide 48 00:03:19,260 --> 00:03:26,700 note basically keeps it visible even when I'm away so it's basically a toggle. When I click it once it's 49 00:03:26,700 --> 00:03:27,760 going to show it. 50 00:03:27,840 --> 00:03:32,250 If I'd go back there and select it again, it's going to hide it. 51 00:03:32,550 --> 00:03:36,850 So it's only going to show it if I hover over the cell or if I'm inside the cell. 52 00:03:37,020 --> 00:03:41,640 The shortcut key to insert or edit a note is shift+F2. 53 00:03:41,670 --> 00:03:49,000 So if I wanted to add something I can just start typing and then click away and my note is there. 54 00:03:49,260 --> 00:03:55,230 So to insert a new note you can also use the shortcut key Shift+F2. So just go to a cell, press Shift+F2 55 00:03:55,240 --> 00:04:02,970 and you already can start typing. The options for handling notes in the menu are in the review tab. 56 00:04:03,360 --> 00:04:05,150 They're all sitting right here. 57 00:04:05,250 --> 00:04:07,550 Let's just go and quickly check what we have. 58 00:04:07,620 --> 00:04:10,850 We can show all notes in the workbook. 59 00:04:10,950 --> 00:04:11,960 This is a toggle 60 00:04:11,970 --> 00:04:15,640 so if I click it again all of the notes are hidden. 61 00:04:15,660 --> 00:04:20,190 We can also convert these to comments if we want it. 62 00:04:20,190 --> 00:04:20,440 Right. 63 00:04:20,490 --> 00:04:26,250 If you have Office 365 and you have some notes that are better off being a conversation you can 64 00:04:26,250 --> 00:04:30,330 click on this and they're all going to be converted to comments like this. 65 00:04:30,330 --> 00:04:35,780 But just remember, once you convert it to a comment you can't convert it back to a note. 66 00:04:35,970 --> 00:04:42,380 And if you share your file with someone who doesn't have Office 365, they can't respond to your comments. 67 00:04:42,450 --> 00:04:48,150 If I wanted to delete the notes that I have here I just have to highlight these cells, right mouse click 68 00:04:48,510 --> 00:04:52,080 and select delete note or do it from the menu. 69 00:04:52,110 --> 00:04:53,960 How about formatting the notes. 70 00:04:54,030 --> 00:04:56,180 So let's see what options we have here. 71 00:04:56,190 --> 00:05:05,300 Let's right mouse click, go to edit notes, click on the note box here then right mouse click and select 72 00:05:05,300 --> 00:05:07,130 format comment. 73 00:05:07,130 --> 00:05:10,460 So notice here Microsoft hasn't updated this to say format 74 00:05:10,460 --> 00:05:13,820 note yet, it still says format comment. 75 00:05:13,820 --> 00:05:15,980 Here you have different formatting options. 76 00:05:15,980 --> 00:05:18,860 This is the standard color of a note. 77 00:05:18,980 --> 00:05:24,430 You can change the color if you want by clicking on this dropdown and selecting another color. 78 00:05:24,470 --> 00:05:30,430 You can change the transparency, you can change alignment, font, margins, and so on. 79 00:05:30,440 --> 00:05:35,910 Once you're done you can click on OK and your changes are going to apply to that comment. 80 00:05:36,140 --> 00:05:38,420 Can we copy and note? So let's say 81 00:05:38,420 --> 00:05:42,580 I wanted this note to also be applicable for this. 82 00:05:42,610 --> 00:05:44,720 Can I copy and paste it here? 83 00:05:44,750 --> 00:05:51,560 I can do it really easily by copying the cell coming to these cell where I want the note. Then right 84 00:05:51,560 --> 00:05:58,670 mouse click and go to paste special. Instead of pasting everything we're going to paste 85 00:05:58,670 --> 00:06:07,830 just the comment and then click on OK. And your comment is taken over but the number here is not overwritten. 86 00:06:08,060 --> 00:06:13,520 So we're gonna be covering the paste special options in more detail in a future lecture but I just wanted 87 00:06:13,520 --> 00:06:20,090 to give you a quick heads up on how you can copy and paste notes or comments. So I've probably mix them 88 00:06:20,090 --> 00:06:25,580 up as well while I'm talking and calling it sometimes comments, sometimes notes. It looks like that Microsoft 89 00:06:25,610 --> 00:06:32,480 is still confused about it because in the paste spacial options we still see comments and not notes. At least 90 00:06:32,480 --> 00:06:33,740 not yet. 91 00:06:33,740 --> 00:06:37,970 OK so now let's take a look at the new Excel comments. So let's say 92 00:06:37,970 --> 00:06:43,520 I open this workbook and I see a comment here from Chris Brown, who asks should we combine North and South 93 00:06:43,520 --> 00:06:46,420 America to one region and I want to reply to him. 94 00:06:46,440 --> 00:06:54,140 I'm just going to click on No and either press Control+Enter to send this or use this green icon here 95 00:06:54,170 --> 00:06:57,910 and just send. So I'm going to press Control+Enter and that's it. 96 00:06:58,070 --> 00:07:05,440 I can edit my comment and I can delete my comment. How do I insert a new comment? Again that's very easy. 97 00:07:05,510 --> 00:07:11,930 We can just right mouse click and select new comment or insert a new comment from here. So you can see 98 00:07:11,930 --> 00:07:18,710 the new comment options are prominently featured in the ribbon now. And the notes are all condensed to 99 00:07:18,710 --> 00:07:19,610 one option. 100 00:07:19,760 --> 00:07:22,020 So let's just add a new comment here. 101 00:07:22,370 --> 00:07:24,930 Just type in, To check. 102 00:07:24,950 --> 00:07:25,950 Now enter doesn't work. 103 00:07:26,240 --> 00:07:32,180 It's just going to add a space here so don't forget Control+Enter to save the comment. 104 00:07:32,180 --> 00:07:38,840 What if we want to see all comments. Let's click on Show comments and this time the difference is we get 105 00:07:38,990 --> 00:07:45,080 all the comments here. We don't get our spreadsheet populated with all these boxes and conversations 106 00:07:45,350 --> 00:07:53,060 but we get them off to the side right here. And you can just drag this and bring it anywhere you want 107 00:07:53,440 --> 00:07:58,690 on your spreadsheet to follow the comments. Since we see them all in one view 108 00:07:58,700 --> 00:08:01,640 we can also reply to all the comments right here. 109 00:08:01,640 --> 00:08:05,340 We don't have to jump to that specific cell. 110 00:08:05,390 --> 00:08:09,290 Once we are done we just click the X to close our comment box. 111 00:08:09,350 --> 00:08:12,770 That's how you can work with notes and comments in Excel.